I am aware of all law that relates to this claim, including but not limited to California Penal Code section 72, Government Code sections 12650 et seq. (False Claims Act), and Business and Professions Code sections 17200 et seq. (Unfair Business Practices Act). I am aware that submission or certification of false claims, or other claims that violate law or the contract, may lead to fines, imprisonment, and/or other severe legal consequences for myself and/or [contractor company name].
The attached claim is prepared and submitted in good faith, does not breach the contract between [contractor company name] and the City of Rocklin for this project, does not violate any law, satisfies all provisions of the contract, only contains truthful and accurate supporting data, and only requests an amount that accurately reflects the adjustments to money and time for which I honestly and in good faith believe that the City of Rocklin is responsible under its contract with [contractor company name].
So that I could declare that the statements in this declaration and the attached claim were true and correct, while preparing this declaration and claim I consulted with others (for example, attorneys, consultants, or others who work for [contractor company name]) when necessary to assure myself that said statements were true and correct.
I declare under the penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed _________, 20__, at ___________, California. ____________________
[name of declarant]
If Contractor is unable to support any part of a claim and it is determined that such inability is attributable to falsity of such certification or misrepresentation of fact or fraud by Contractor, Contractor shall be liable to the City for three (3) times the amount of 486
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General Conditions
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damages which the City sustains, plus the cost of civil action, and may be liable to the City for a civil penalty of up to ten thousand dollars ($10,000) for each false claim.
SECTION 9.18. ENGINEER’S DECISION.
The Engineer will review the facts of any disputed Claim and may request additional information, evidence, or testimony in accordance with Section 9.17. The Engineer will render a fair, impartial decision based on the Contract, and the evidence submitted by the City and Contractor Representatives
.
SECTION 9.19. ALTERNATIVE DISPUTE RESOLUTION
After all remedies and provisions of the Contract are exhausted, any dispute related to the Work or Contract may be resolved by mediation or arbitration if agreed upon by the parties involved and the City and Contractor amend the Contract to agree on a form of alternative dispute resolution.
SECTION 9.20. NO ALTERNATIVE CLAIMS PROCEDURE.
Nothing in the Contract constitutes an agreement for an alternative claim procedure under the provisions of Government Code Section 930.2, nor relieves Contractor of the requirements of Government Code, Part 3, Chapters 1 and 2 and Title 1, Division 3.6, Chapters 1, 2, 3, and 4, or Public Contract Code Section 20104.2(e).
SECTION 9.22. ASSIGNMENT OF CLAIMS.
Contractor shall not assign any portion of the moneys due Contractor without written City approval. No person other than the party signing the Contract has any claim under the Contract, except as provided in the Contract.
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ARTICLE 10. ENVIRONMENTAL CONTROLS AT WORK SITE
SECTION 10.1. DUST CONTROL.
SECTION 10.1A. General.
Dust control is a year -round requirement. Dust control shall consist of applying water and/or soil binder/dust palliative to alleviate or prevent fugitive and nuisance dust resulting from the Contractor's operations, either within or outside the Work right-of-way.
Dust control shall be performed by the Contractor at any time dust, resulting from the Contractor’s operations, becomes a fugitive or a nuisance or visual impediment, or as directed by the City. Failure to adequately control dust will be cause for the City to direct the Contractor to suspend operations or for the City to perform such activity with all costs to be borne by the Contractor. The application of water for dust control may be performed by the Contractor for the Contractor’s convenience.
SECTION 10.1B. Dust Palliative.
Dust palliative shall be applied when deemed necessary by the City. Dust palliative may be used for dust control on disturbed soil areas, haul roads and staging areas. Dust palliatives are to be submitted to the City for approval prior to use and applied per manufacturer’s recommendation. Costs for dust palliatives will be born solely by Contractor.
SECTION 10.1C. Measurement and Payment.
Full compensation for applying water and/or dust palliatives for dust control is included in the prices paid for the various items of work involved and no additional compensation will be paid.
SECTION 10.2. AIR POLLUTION CONTROL.
The Contractor shall comply with all Federal, State, City, regional air district ( Placer County Air Pollution Control District ), and local air pollution control rules, regulations, ordinances, and statutes that apply to the Work. The Contractor shall also comply with the requirements of any permits issued to the City as noted in the Special Provisions.
SECTION 10.03. BURNING.
Unless otherwise provided in the Special Provisions or approved by the City in writing, material shall not be burned on site.
SECTION 10.04. EROSION, SEDIMENT, AND WATER POLLUTION CONTROL.
SECTION 10.04A. General.
The Federal Clean Water Act requires construction sites to prevent pollutants entering storm drain systems. Storm drain systems include both constructed and natural facilities, including streams, waterways, and other bodies of water. The Contractor shall 488
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protect the local storm drain system from pollution, and shall conduct and schedule operations to avoid erosion and sediments. Where erosion may cause water pollution due to the nature of the material or the season, the Contractor's operations shall be scheduled so temporary or permanent erosion control features are installed concurrently with, or immediately following, grading operations.
The Contractor is responsible for organizing and scheduling the Work to prevent, control, and/or abate water pollution. In order to provide effective and continuous control of water pollution, it may be necessary for the Contractor to perform the Work in small or multiple units, on an out -of-phase schedule, and/or with modified construction procedures. The Contractor shall coordinate water pollution control work with all other Contract work.
SECTION 10.04B City Requirements.
Unless specified otherwise in the Contract, all construction projects in the City of Rocklin must have a water pollution control program as follows:
• Construction projects disturbing more than the threshold number of acres as defined in the State General Construction Permit [currently one (1) acre] must have a Storm Water Pollution Prevention Plan (SWPPP). (See Section 10- 4.04 below.)
• Construction involving the grading, filling, excavating, storage, or disposal of fifty (50) cubic yards or more of soil, or the clearing or grubbing of one (1) acre or more must have an Erosion and Sediment Control Plan (ESCP). (See Section 10-4.05 below.)
• All other construction must comply with the City of Rocklin Municipal Code. (See Section 10-4.06 below.)
Before starting the Work, the Contractor shall develop a program for the control of water pollution during the Work. The program shall indicate how the Contractor proposes to effectively control water pollution and provide drainage during the Work. The program shall also describe how the Contractor plans to monitor the effectiveness of the program. The program shall show erosion control work and all water pollution control measures the Contractor plans to implement in connection with the Work. The Contractor shall not perform any clearing, grubbing or earthwork on the project, other than that specifically authorized in writing by the City, without a water pollution control program. When requested by the City, the Contractor shall submit the program for review.
The City is not liable to the Contractor for any portion of the water pollution control program or subsequent revisions nor for any delays to the Work due to the Contractor’s failure to prepare and implement a program nor for any delays as a result of City review.
SECTION 10.04C. Regulations, Ordinances, Permits, and Specifications.
The Contractor is responsible for compliance with all Federal, State, City and local permits, rules, regulations, ordinances, statutes, and City directions that apply to 489
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erosion, sediment, and water pollution control. The Contractor, at a minimum, shall comply with the most stringent regulation, ordinance, permit, or specification of the following applicable to the Work:
• This Chapter or the Special Provisions
• Chapter 8.30 of Title 15 of the City Municipal Code
• Chapter 15.28 of Title 15 of the City Municipal Code
• State of California Construction Activities Storm Water General Permit • Specific or general National Pollution Discharge Elimination System (NPDES) or other permits that cover the Work or are specific to the area of the Work • The City of Rocklin Joint Municipal NPDES Permit
The Contractor’s responsibility to provide water pollution control under this Chapter ends at Field Acceptance of the Work. (See Section 7.21, “Final Inspection and Field Acceptance”, of these General Conditions.)
SECTION 10.04D. Storm Water Pollution Prevention Plan.
For construction projects disturbing more than one (1) acre, the Contractor must obtain coverage under the State Water Resources Control Board (SWRCB) General Storm Water Permit to Discharge Storm Water Associated with Construction Activity (General Permit). General Permit coverage is obtained by certifying and filing a Notice of Intent (NOI) with the Regional Board. The Contractor will prepare and the City will file the NOI unless specified otherwise in the Special Provisions.
Additionally, unless specified otherwise in the Special Provisions, the Contractor shall prepare a SWPPP in accordance with the General Permit or other permit specified in the Special Provisions. The SWPPP shall be prepared by an individual qualified and certified about storm water pollution prevention methods and requirements, and shall be signed by the preparer of the SWPPP. The SWPPP shall be implemented by the Contractor before Work commences. The Contractor may not be allowed to mobilize until the plan is accepted. The SWPPP shall be kept onsite at all times, updated for the various phases of the project, and made immediately available for City and Regional Board Inspectors upon request. Updates shall be submitted to the City immediately for review. At a minimum, the SWPPP shall include all elements as specified in the State’s order.
SECTION 10.04E. Erosion and Sediment Control Plan.
Construction projects involving the grading, filling, excavating, storage, or disposal of fifty (50) cubic yards or more of soil, or the clearing or grubbing of one (1) acre or more, are required to comply with the provisions of Chapters 15.28 of Title 15 of the City Municipal Code.
The Erosion and Sediment Control Plan (ESCP) shall be prepared by a qualified and certified practitioner. When requested by the City, the ESCP shall be reviewed by the City before work commences. Unless otherwise approved by the City, the Contractor will not be allowed to mobilize until the plan is prepared. If the Contractor’s methods fail 490
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to prevent erosion or siltation, the Contractor shall revise and adjust the control measures to provide effective control, and shall be responsible for any damage, fine, and/or administrative civil liabilities resulting from erosion or siltation originating on the Work site and any other site the Contractor controls or passes through.
SECTION 10.04F. Minimum City Requirements – Best Management Practices for Construction Activities.
All construction contractors performing work in the C ity shall conform to adopted C ity standards. In addition to any adopted BMPS or other requirements for construction projects adopted by the C ity, the following requirements shall apply to all projects undergoing construction in the City. The requirements set forth below shall apply.
1. Sediment, construction waste and other pollutants from construction sites and parking areas, including runoff from equipment at construction sites, shall be retained on the site to the maximum extent practicable.
2. Any sediment or other materials that are not retained on the site shall be removed the same day as the projects are completed. Where determined as necessary by the director, a temporary sediment barrier shall be installed.
3. Plastic covering may be utilized to prevent erosion of an otherwise unprotected area, along with runoff devices to intercept and safely convey the runoff.
4. Excavated soil or stockpiled base materials shall be located on the site in a manner that minimizes the amount of sediments running into the street or adjoining properties. Soil and materials piles shall be covered until the soil is either used or removed. Soil and materials shall not be placed on paved streets or sidewalks without specific permission of the City.
5. No washing of construction or other industrial vehicles shall be allowed on a construction site or property adjacent to a construction site.
6. Drainage controls shall be utilized as needed, depending on the extent of the proposed grading and topography of the site, including but not limited to the following: detention ponds, sediment ponds, infiltration pits, dikes, filter berms, ditches, down drains, chutes, or flumes.
Notification to the Project Manager shall be required within twenty -four (24) hours following the failure of authorized measures to prevent erosion or sediment from leaving the construction site, the deposit of debris or material on adjoining property or public rights-of-ways, or the interference with any existing watercourses or drainage facilities.
SECTION 10.04G. Compliance.
Compliance with the provisions in this Chapter does not relieve the Contractor of the responsibility for compliance with other Contract provisions.
The Contractor shall perform routine inspection and maintenance of BMP’s. Inspections shall be done prior to, during, and after each rain event. The Contractor is solely 491
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responsible for preparing and maintaining inspection and monitoring records; and for including those records in the SWPPP or, in the case of Erosion and Sediment Control Plans, the site or project Maintenance Log, copies of which shall be available to the City for review upon request.
The Contractor shall immediately correct or replace any ineffective BMP. If the measures taken by the Contractor are inadequate to effectively control water pollution, the City may direct the Contractor to revise the operations and water pollution control program. The City may restrict work from being performed until the water pollution control measures are adequate and, if required, a revised water pollution control program is in place. Continued noncompliance may result in the City suspending the Work in accordance with Section 5.24, “Temporary Suspension or Delay of Work”, of these General Conditions . The City reserves the right to take corrective action and withhold City costs for corrective action from progress payments or final payment in accordance with Section 8.8, “Withholdings/Denials of Progress Payment Requests”, of these General Conditions.
Any fines, including third-party claims, levied against the City as a result of Contractor's non-compliance are the Contractor's sole responsibility and will be withheld from progress payments or final payment in accordance with Section 8. 8, of the se General Conditions.
SECTION 10.4H. Payment.
Except as otherwise provided in the Special Provisions, full compensation for compliance with all applicable erosion and sediment control and storm water pollution and prevention requirements will be included in the prices paid for the various Contract items of work and no additional compensation will be allowed.
SECTION 10.05. CONTROL OF WATER IN THE WORK.
When groundwater or surface run-off water is encountered, the Contractor shall furnish, install, maintain, and operate all necessary machinery, appliances, and equipment to keep excavations and wet areas reasonably free from water. De- watering operations shall remain in effect until the Work has been completed, inspected, and approved, and all danger of flotation and other damage is eliminated. Water pumped from waterways, trenches, excavations, or low spots shall be disposed as specified in the Special Provisions or as directed by the City.
The Contractor is not allowed to dispose of any water that contains sediment or other contaminants. The Contractor is responsible for providing filtration, settlement, or disposal facilities as required to comply with the requirements of Section 10-4, above.
SECTION 10.06. NOISE CONTROL.
The Contractor shall comply with all local noise control and noise level rules, regulations, and ordinances that apply to the Work. The Special Provisions may contain specific or additional requirements. Internal combustion engines used for any purpose on the Work must be equipped with a muffler recommended by the manufacturer. 492
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SECTION 10.07. CONTAMINATED AND HAZARDOUS MATERIALS OR
ENVIRONMENTS.
SECTION 10.07A. Contaminated or Hazardous Materials.
The Contractor shall comply with all Federal, State and local rules, regulations, ordinances, and statutes that apply to the handling, storage, and disposal of contaminated and hazardous materials. All work involving material containing asbestos must be performed in accordance with California Labor Code, Sections 6501.5 through 6510 and California Code of Regulations, Title 8, Section 5208 and any other pertinent regulations.
SECTION 10.07B. Hazardous Environments.
Existing sewers and appurtenances exposed to sewage and industrial wastes are considered contaminated with disease- causing organisms. The Contractor shall advise all personnel (including Subcontractor personnel) in contact with contaminated facilities, debris, wastewater, or similar items of the necessary precautions to avoid disease. It is the Contractor's responsibility to urge all personnel to observe a strict regimen of proper hygienic precautions, including any inoculations recommended by the local public health officer.
SECTION 10.08. USE OF EXPLOSIVES.
The Contractor shall not use explosives on the Work unless the City grants permission in writing or the use of explosives is specified in the Contract Documents, and then only under such conditions as the City prescribes.
SECTION 10.09. SANITARY REGULATIONS.
The Contractor shall comply with all Federal, State and local rules, regulations, ordinances, and statutes with respect to sanitation. The Contractor shall obey and enforce such sanitary requirements, and shall take precautions against contagious or infectious diseases. Sanitary conveniences for the use of the workers shall be constructed or installed and maintained by the Contractor. The Contractor shall strictly enforce use of such facilities.
SECTION 10.10. ARCHEOLOGICAL AND CULTURAL RESOURCES.
If archeological or cultural resources are discovered during the Work, the Contractor shall cease all construction operations in the vicinity of the discovery until a qualified archeologist can assess the value of these resources and make recommendations to the State Historic Preservation Officer. Archeological and cultural resources include artifacts, large amounts of bone, shell, or flaked stone, and other evidence of human activity. If the State Historic Preservation Officer or the City directs that work be temporarily ceased at the location of an archeological or cultural find, the Contractor shall temporarily suspend work at the location.
493
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If the City or the State Historic Preservation Officer temporarily suspends a portion of the Work for cultural purposes, any associated delays are considered excusable in accordance with Section 7.12B, “Excusable Delays”, of these General Conditions.
SECTION 10.11. PROTECTION OF EXISTING TREES.
Special attention shall be given to protection of certain native and ornamental trees or shrubs, landmark trees, and all native oak trees. Additional requirements for specific trees may be shown on the Plans, or designated in the Special Provisions or by the City. No native oak trees shall be removed or disturbed unless specifically designated for removal on the Plans or by the City. Every reasonable effort shall be made to avoid creating conditions adverse to the tree’s health. The natural ground three (3) fee outside of the drip line of protected trees shall remain as undisturbed as possible. All protected trees within the Work area that require pruning for construction clearance shall be pruned prior to commencement of construction. Native oak trees that require pruning of branches larger than two inches (2”) in diameter shall be pruned by a Certified Arborist.
494
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ARTICLE 11 PRECONSTRUCTION PHOTOGRAPHS AND RECORD DRAWINGS SECTON 11.01. GENERAL.
Preconstruction photographs will only be required when specified in the Special Provisions.
Record Drawings are required on all City Work, unless directed otherwise in writing by the City.
SECTION 11.02. PRECONSTRUCTION PHOTOGRAPHS.
Preconstruction digital photographs shall be taken by Contractor at one- hundred foot (100’) intervals along the route of the Work before any construction begins. The view in each photograph shall show the date; and include name of the Project, lateral or street, and applicable station designation in the form of a sign or legend in the record book.
The views in preconstruction photographs shall include the entire construction zone and, in particular, show the interface between the right -of-way and construction zone, and abutting property features such as, but not limited to, condition of existing streets, sidewalks, driveways, fences, landscaping, buildings abutting work site, and existing surface utility facilities on and close to the Work. All essential features of the project area shall be shown accurately. The City may order additional photographs showing additional features or orientations, if the City determines that all essential features are not accurately or adequately shown.
SECTION 11.03. RECORD DRAWINGS.
Contractor shall maintain a neat and accurately marked set of Record Drawings (as - builts), which shall be provided to the City for review and approval prior to final acceptance of the Work. The Record Drawings shall represent the Work as constructed and document changes to the Work shown on the Project Plans, and shall show the actual as -constructed conditions of installed or modified systems, equipment, and material.
Record Drawings shall be produced by marking a full size copy of the Project Plans as follows:
Red - Additions including notes and dimensions.
Green - Deletions (by hash marks or appropriate lines through the deletion.) Graphite (gray) - General comments and notes used by Contractor or City and not required on the as-built.
Yellow – Work completed as shown and used by the City in field review of the as -built, during the submittal phase.
Blue – City verification and notes required to be added and noted by the City in review of the as-built, during submittal phase.
The Record Drawings shall show, by field measured dimensions, the exact locations of 495
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all underground work, including all sprinkler system piping and components, and the final elevations and locations of all improvements constructed, modified or adjusted.
Record Drawings shall be available for inspection by the City at all times and shall be updated at least weekly with all changes pertinent to Field Directives, other written directives, RFI responses, and Change Orders shown thereon. Progress payments or portions thereof may be withheld if Record Drawings are not kept up to date.
Unless otherwise specified in the Special Provisions, Contractor shall submit two (2) sets of Record Drawings to the City at the final inspection for review. Upon approval, the Contractor shall submit one paper set and electronic versions (AutoCAD, PDF, or TIF) on CD or flash drive. These Record Drawings shall include certification by Contractor that the Record Drawings are a true representation of the Work as actually constructed.
The Work will not be formally accepted until the Record Drawings are provided to and approved by the City. Final payment or a portion thereof may be withheld if final Record Drawings are not provided.
SECTION 11.04. MEASUREMENT AND PAYMENT.
When the Contract includes a separate item for preconstruction photographs, preconstruction photographs will be paid for at a lump sum price. The lump sum price paid for preconstruction photographs includes full compensation for furnishing all labor, materials, tools, equipment, and incidentals and for doing all the work involved in taking and submitting preconstruction photographs, or optional video tape, as specified in these Specifications and the Special Provisions, and as directed by the City. When the Contract does not include a payment item for preconstruction photographs, full compensation for preconstruction photographs is included in the prices paid for the various items of work and no separate payment will be made.
Full compensation for Record Drawings is included in the prices paid for the various items of work and no separate payment will be made.
END OF SECTION
496
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PARK DRIVE DIG OUT
PAVEmEnT REHABILITATIOn
PROJECT LOCATION MAP
CITY OF ROCKLIN
COMMUNITY DEVELOPMENT DEPARTMENT
SOUTH PLACER
MUNICIPAL UTILITY DISTRICT
CITY OF ROCKLIN
PUBLIC WORKS DEPARTMENT
APPROVED BY:
APPROVED BY:
APPROVED BY:
DISTRICT ENGINEER DATE
DIRECTOR DATE
CITY ENGINEER DATE
SHEET INDEX
DWG NO. SHT NO. DWG NAME
1 C-1 TITLE SHEET
2 C-2 GENERAL NOTES
3 C-3 DIG OUT SITE
4 C-4 DIG OUT STA. 4+00 TO 16+00
5 C-5 DIG OUT STA. 18+00 TO 29+00
6 C-6 DIG OUT STA. 29+00 TO 41+00
7 C-7 DIG OUT STA. 42+00 TO 53+00
8 C-8
DIG OUT STA. 53+00 TO 58+00
AND DIG OUT DETAIL AND T-CUT
DETAIL
VICINITY MAP
LEGEND
UTILITY REPRESENTATIVES
UTILITY COMPANY CONTACT PHONE
U.S.A. -- -- (800) 642-2444
GAS & ELECTRICITY P.G. & E. KEVIN MEYERS (916) 384-8092 WATER PCWA RICHARD WIRTH (530) 823-4886
SEWER SPMUD CARIE HUFF (916) 786-8555
DRAINAGE CITY OF ROCKLIN RICK LAWRENCE (916) 625-5521
TRAFFIC SIGNALS CITY OF ROCKLIN ANDREW LINDNER (916) 625-5520 TELECOM ASTOUND FRANK BARGIEL (916) 315-3203
TELECOM ATT LEE NIETO (916) 484-2384
TELECOM CONSOLIDATED LARRY MONTGOMERY (916) 786-1217
4.5" GRIND TO AB, COMPACT, AND PLACE HMA.
TOTAL AREA: 11,500 SF
2" GRIND AND OVERLAY.
TOTAL AREA: 27,310 SF
2.5" GRIND TO AB, RECOMPACT AND
OVERLAY. SEE DIG OUT DETAIL SHEET 8.
TOTAL AREA: 13,800 SF
T-CUT CRACK REPAIR
TOTAL LENGTH: 300 LF
CITY OF ROCKLIN
PLACER COUNTY, CALIFORNIA
PUBLIC WORKS DEPARTMENT
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ROCKLIN
CALIFORNIA
SCALE:
DATE: 3/26/26
CITY PROJECT NO.:
012726
DRAWING: C-1
SHEET: 1 OF 8
497
·
·
·
·
·
PROJECT NOTES:
1. CONTRACTOR SHALL ASSUME SOLE AND COMPLETE
RESPONSIBILITY FOR CONSTRUCTION OF THIS PROJECT
INCLUDING SAFETY OF ALL PERSONS AND PROPERTY. ,THIS
REQUIREMENT SHALL APPLY CONTINUOUSLY AND NOT BE
LIMITED TO NORMAL WORKING HOURS. THE CONTRACTOR
SHALL DEFEND, INDEMNIFY, AND HOLD THE CITY, OWNER, AND
THE ENGINEER HARMLESS FROM ANY AND ALL LIABILITY
ARISING FROM THE SOLE NEGLIGENCE OF THE CITY, OWNER
OR ENGINEER. '
2. THE CONTRACTOR IS HEREBY NOTIFIED THAT PRIOR TO
COMMENCING CONSTRUCTION, HE/SHE SHALL CONTACT ALL
UTILITY COMPANIES FOR VERIFICATION AT THE CONSTRUCTION
SITE OF THE LOCATIONS OF ALL UNDERGROUND FACILITIES
WHERE SUCH FACILITIES MAY CONFLICT WITH PLACEMENT OF
IMPROVEMENTS SHOWN ON THIS PLAN. CALL "UNDERGROUND
SERVICE ALERT" A MINIMUM OF 48 HOURS IN ADVANCE, NOT
INCLUDING THE DATE OF NOTIFICATION, AT 811 OR (800)
227-2600 PRIOR TO ANY EXCAVATION.
3. THE LOCATIONS OF ALL UNDERGROUND FACILITIES SHOWN ON THIS PLAN ARE APPROXIMATE. A REASONABLE EFFORT HAS
BEEN MADE TO LOCATE AND DELINEATE ALL UNDERGROUND
FACILITIES; HOWEVER, THE ENGINEER ASSUMES NO LIABILITY
FOR THE ACCURACY OR COMPLETENESS OF THE EXISTING
FACILITIES SHOWN HEREON OR FOR THE EXISTENCE OF OTHER
UNDERGROUND UTILITIES OR OBJECTS WHICH THE CONTRACTOR
MAY DISCOVER, BUT ARE NOT SHOWN ON THESE PLANS. THE
CONTRACTOR SHALL VERIFY THE LOCATION OF ALL EXISTING
FACILITIES AND IMMEDIATELY NOTIFY THE ENGINEER IF ANY
SUCH FACILITIES INTERFERE WITH THE CONSTRUCTION OF
IMPROVEMENTS. THE CONTRACTOR SHALL STOP WORK UNTIL
MITIGATIONS CAN BE MADE. ANY COSTS INCURRED RESULTING
FROM THE CONTRACTOR'S FAILURE TO STOP WORK AS
DIRECTED SHALL BE THE RESPONSIBILITY OF THE
CONTRACTOR.
4. ALL MATERIALS, METHODS, AND WORKMANSHIP SHALL
CONFORM TO THE SPECIFICATIONS OF THE AGENCIES INVOLVED
AND ALL WORK IS SUBJECT TO THE APPROVAL OF THEIR
DIRECTOR OR AUTHORIZED REPRESENTATIVE.
5. PLACER COUNTY WATER AGENCY AND SOUTH PLACER
MUNICIPAL UTILITY DISTRICT REQUIRE AT LEAST 48 HOURS
PRIOR TO ANY CONSTRUCTION REQUESTS FOR INSPECTION OF
PUBLIC FACILITIES. THEREFORE, NOTICE SHALL BE GIVEN AT
LEAST 48 HOURS IN ADVANCE AND BE PERFORMED BY THE
AGENCY'S DESIGNATED AGENT.
6. THE CONTRACTOR SHALL OBTAIN ALL NECESSARY
ENCROACHMENT PERMITS AND SHALL POSSESS APPROVED
PLANS PRIOR TO BEGINNING OF CONSTRUCTION. A SET OF
SIGNED AND APPROVED PLANS ARE TO BE ON THE JOB SITE
AT ALL TIMES.
7. THE CONTRACTOR SHALL MAINTAIN THE EXISTING PUBLIC AND
PRIVATE IMPROVEMENTS WITHIN THE WORK AREA AND SHALL
ADEQUATELY BARRICADE THE PROJECT SITE TO KEEP THE
GENERAL PUBLIC FROM THE SITE. ANY IMPROVEMENTS
DAMAGED DURING CONSTRUCTION SHALL BE REPLACED BY THE
CONTRACTOR.
8. THE CONTRACTOR SHALL AT ALL TIMES COORDINATE THEIR
WORK WITH THAT OF OTHERS ON THE SITE. THE CONTRACTOR
SHALL HAVE A RESPONSIBLE PARTY, WHO SHALL HAVE THE
AUTHORITY TO REPRESENT AND ACT FOR THE CONTRACTOR
ON THE JOB SITE DURING ALL WORKING HOURS.
9. CONTRACTOR SHALL NOTIFY UTILITY COMPANIES INVOLVED IN THE DEVELOPMENT PRIOR TO BEGINNING OF WORK.
10. CONTRACTOR SHALL BE RESPONSIBLE FOR THE PROTECTION
OF ALL EXISTING MONUMENTS AND/OR OTHER SURVEY
MONUMENTS AND SHALL NOTIFY THE CITY OF ROCKLIN'S
DEPARTMENT OF PUBLIC WORKS OF ANY DAMAGED OR
REMOVED CITY, STATE, OR BUREAU MONUMENTS. CONTRACTOR
SHALL BE RESPONSIBLE TO RESTORE ANY DAMAGED OR
REMOVED MONUMENTS.
STREETS
1. PLACEMENT OF PROPOSED PUBLIC IMPROVEMENTS AND
PROPOSED ONSITE IMPROVEMENTS SHALL NOT BE LIMITED TO
THESE PLANS, BUT BE BUil T IN ACCORDANCE WITH THE CITY
OF ROCKLIN'S IMPROVEMENT STANDARDS AND TO THE
SATISFACTION OF THE CITY ENGINEER.
STREETS (CONT'D)
2. SIDEWALK RAMPS SHALL BE CONSTRUCTED AT THE CENTER OF ALL CURB RETURNS.
3. ALL UTILITY TRENCHING TO BE DONE AS PER TRENCH DETAILS.
4. CONSTRUCT MONUMENT BOXES PER CITY OF ROCKLIN
IMPROVEMENTS, STANDARD DRAWING 3-34.
5. THE CONTRACTOR SHALL COORDINATE WITH ALL OTHER WORK
TO ASSURE THAT ALL UNDERGROUND CONDUITS AND UTILITIES
ARE INSTALLED PRIOR TO PAVING. ALL PIPE IN PAVED AREAS
SHALL BE PLACED PRIOR TO PLACING AGGREGATE BASE. NO
CURB, GUTTER, SIDEWALK, OR AGGREGATE BASE SHALL BE
PLACED UNTIL ALL UNDERGROUND UTILITIES ARE INSTALLED.
6. EXISTING A.C. SURFACE SHALL BE CUT TO A NEAT STRAIGHT
LINE PARALLEL WITH THE STREET CENTERLINE AND THE
EXPOSED EDGE AND VERTICAL EDGE OF GUTTER LIP SHALL BE
TACKED WITH EMULSION PRIOR TO PAVING. THE CONTRACTOR
SHALL PREVENT SAW CUT MATERIAL FROM ENTERING
DRAINAGE STRUCTURES, WATERWAYS, DRAINAGE SWALES, ETC.
7. TRAFFIC CONTROL PROCEDURES SHALL CONFORM TO THE
MOST RECENT EDITION OF THE CALIFORNIA MANUAL ON
UNIFORM TRAFFIC CONTROL DEVICES. THE CONTRACTOR SHALL
OBTAIN APPROVAL FROM THE CITY OF ROCKLIN FOR THE
METHOD OF TRAFFIC CONTROL PRIOR TO STARTING
CON STRU CTI ON.
EARTHWORK AND GRADING
1. THE CONTRACTOR SHALL CONTACT THE CITY OF ROCKLIN'S
DEPARTMENT OF PUBLIC WORKS 48 HOURS PRIOR TO THE
START OF EARTHWORK AND GRADING CONSTRUCTION.
2. GRADING SHALL NOT OCCUR ON THE PROJECT AREA UNTIL
ALL EXISTING UTILITIES, TREES, AND SENSITIVE AREAS TO BE
SAVED ARE ADEQUATELY PROTECTED PER THE CITY OF
ROCKLIN CONSTRUCTION SPECIFICATIONS.
3. ALL UNSUITABLE AND SURPLUS MATERIAL SHALL BECOME THE
PROPERTY OF THE CONTRACTOR AND SHALL BE REMOVED
FROM THE SITE UNLESS THE ENGINEER SPECIFIES OTHERWISE.
4. THE CONTRACTOR SHALL AT ALL TIMES CONFORM TO A DUST
CONTROL PLAN. PRIOR TO ANY GRADING OR CONSTRUCTION
ACTIVITY, A DUST CONTROL PLAN SHALL BE SUBMITTED FOR
APPROVAL BY THE CITY ENGINEER AND THE PLACER COUNTY
AIR POLLUTION CONTROL DISTRICT. THE DUST CONTROL PLAN
SHALL SPECIFY MEASURES TO REDUCE DUST POLLUTION
DURING ALL PHASES OF CONSTRUCTION. AREAS SURROUNDING
THE WORK SHALL BE KEPT CLEAN AND RETURNED TO
ORIGINAL CONDITION UPON COMPLETION OF CONTRACT.
GRADING SHALL NOT OCCUR WHEN WIND SPEED EXCEEDS 10
MPH CONTINUOUSLY FOR MORE THAN 1 HOUR.
5. THE CONTRACTOR SHALL DO THE FOLLOWING IF GRADING AND CLEARING IMPROVEMENTS ARE INCOMPLETE BY OCTOBER 1 ST:
INSTALL EROSION PROTECTION ON SLOPES 10: 1 OR
STEEPER AND SWALES WITH SLOPES 2% OR GREATER
PREVENT SEDIMENT FROM LEAVING THE PROJECT AREA
GRADE GUTTER SAG POINTS TO DRAIN. PROVIDE FOR
DRAINAGE FROM ENDS OF IMPROVEMENTS.
PREVENT SEDIMENTATION IN EXISTING STORM DRAIN
SYSTEM AND CLEAN PIPES AS PER SPECIFICATION SECTION
SS62.
SEAL OFF ALL SANITARY SEWER CONNECTIONS TO
EXISTING SYSTEMS
6. THE CONTRACTOR SHALL MAINTAIN WINTERIZATION FACILITIES
AT ALL TIMES UNTIL THE CITY ACCEPTS THE ROAD
IMPROVEMENTS.
7. THOSE ENGAGED IN CONSTRUCTION ACTIVITY SHALL COMPLY
WITH THE CITY OF ROCKLIN'S CONSTRUCTION NOISE
COMPATIBILITY GUIDELINES, INCLUDING RESTRICTING
CONSTRUCTION NOISE GENERATING ACTIVITIES WITHIN OR NEAR RESIDENTIAL AREAS TO BETWEEN 7: 00 A.M. AND 7: 00 P.M.
ON WEEKDAYS AND 8: 00 A.M. AND 7: 00 P.M. ON WEEKENDS
TO THE SATISFACTION OF THE PUBLIC WORKS DIRECTOR OR
BUILDING OFFICIAL.
SEWER
1. ALL WORK PERTAINING TO THE SANITARY SEWER SYSTEM
SHALL BE COMPLETED IN ACCORDANCE WITH THE SPMUD
STANDARD SPECIFICATIONS AND IMPROVEMENT STANDARDS
FOR SANITARY SEWERS, LATEST EDITION.
SEWER (CONT'D)
2. THE CONTRACTOR SHALL NOTIFY SPMUD 48 HOURS PRIOR TO
THE START OF CONSTRUCTION AND TO ARRANGE FOR A
PRE-CONSTRUCTION CONFERENCE (916) 786-8555.
3. THE CONTRACTOR SHALL PROVIDE SPMUD WITH 24-HOUR
EMERGENCY CONTACT INFORMATION (NAME, TITLE, TELEPHONE
NUMBER) PRIOR TO START OF WORK.
4. DEBRIS THAT ENTERS THE SEWER SYSTEM AS A RESULT OF
THE CONTRACTOR'S OPERATIONS SHALL BE IMMEDIATELY
REMOVED, PER THE DIRECTION OF SPMUD, AT THE EXPENSE
OF THE CONTRACTOR. THE CONTRACTOR MAY BE REQUIRED
TO CLEAN THE SYSTEM, OR A PORTION OF THE SYSTEM AS
INDICATED BY THE POST CONSTRUCTION CCTV INSPECTION
AFTER ALL OTHER WORK HAS BEEN COMPLETED. ,
5. THE CONTRACTOR SHALL BE RESPONSIBLE FOR MAINTAINING
FLOWS AND SHALL BE LIABLE FOR ALL EXISTING SEWER
FACILITIES WITHIN THE SCOPE OF THE PROJECT UNTIL ALL
IMPROVEMENTS ARE COMPLETED.
6. THE CONTRACTOR SHALL ACCURATELY REFERENCE, MARK, AND
DOCUMENT ALL SP MUD SEWER STRUCTURES, IN A WAY
ACCEPTABLE TO SPMUD, PRIOR TO REMOVING CASTINGS
COVERS, ETC., IF APPLICABLE. REFERENCE MARKINGS SHALL
BE MAINTAINED THROUGHOUT THE PROJECT. SEWER
STRUCTURES SHALL BE MADE ACCESSIBLE AS SOON AS
POSSIBLE AFTER CONSTRUCTION. IN SOME CASES, SPMUD
MAY REQUIRE THAT MANHOLES BE KEPT ACCESSIBLE AT ALL
TIMES. CASTINGS, COVERS, ETC. SHALL BE SET TO GRADE IN
ACCORDANCE WITH CITY OF ROCKLIN STANDARDS.
7. ADJUSTING SEWER MANHOLES TO GRADE. GRADE RINGS
SHALL TOTAL A MINIMUM OF 3-INCHES AND A MAXIMUM
11-INCHES IN HEIGHT. ANY MANHOLE THAT CANNOT BE SET
TO GRADE IN ACCORDANCE WITH THIS STANDARD WILL
REQUIRE A BARREL OR CONE SECTION REPLACEMENT TO
ACHIEVE PROPER GRADE.
8. PRIOR TO THE START OF ANY GRADING OR CONSTRUCTION A
PRE_CONSTRUCTION CCTV INSPECTION SHALL BE PERFORMED
ON ALL SEWER PIPES WITHIN THE SCOPE OF THE PROJECT TO
DOCUMENT PRE-CONSTRUCTION CONDITIONS. SPMUD HAS
PERFORMED THIS INSPECTION AND HAS VIDEO AND RELATED
DOCUMENTATION ON FILE. THE CONTRACTOR MAY ELECT TO
UTILIZE THE EXISTING SPMUD CCTV INSPECTIONS AS THEIR
PRE-CONSTRUCTION CONDITION. IF THE CONTRACTOR ELECTS
TO PERFORM THEIR OWN PRE-CONSTRUCTION CCTV
INSPECTION, IT SHALL BE AT THEIR OWN EXPENSE AND IN
ACCORDANCE WITH SPMUD STANDARDS. UPON COMPLETION
OF CONSTRUCTION AND JUST PRIOR TO FINAL SURFACING, THE
CONTRACTOR SHALL RE-CCTV THE SAME EXISTING SEWER AND
ALL NEWLY CONSTRUCTED SEWER. ANY INDICATED DAMAGE
OR DEBRIS SHALL BE REPAIRED AND/OR CLEANED AT THEIR
EXPENSE. ALL CCTV WORK TO BE IN ACCORDANCE WITH
SPMUD STANDARD SPECIFICATIONS AND IN THE PRESENCE OF
SPMUD.
9. IMMEDIATELY PRIOR TO COMMENCEMENT OF SLURRY SEAL
OPERATIONS, ALL SEWER MANHOLES, BOXES, AND
MISCELLANEOUS FRAMES SHALL BE PROTECTED BY
THOROUGHLY COVERING THE SURFACE WITH AN APPROPRIATE
ADHESIVE OF PAPER OR PLASTIC. DIESEL SHALL NOT BE
UTILIZED AS A PROTECTIVE MEASURE. NO ADHESIVE
MATERIAL SHALL BE PERMITTED TO COVER, SEAL, OR FILL THE JOINT BETWEEN THE FRAME AND COVER OF THE STRUCTURE.
COVERS ARE TO BE UNCOVERED AND CLEANED OF SLURRY
MATERIAL PRIOR TO OPENING THE ROAD TO TRAFFIC.
10. PRIOR TO REMOVING ANY FRAME AND COVER, A FALSE
BOTTOM SHALL BE INSTALLED SPANNING ACROSS THE BENCH
OF THE MANHOLE THAT PROHIBITS DEBRIS FROM ENTERING
THE DISTRICT'S SEWER SYSTEM. FALSE BOTTOMS SHALL BE
INSTALLED THAT ALLOW EXISTING FLOW TO REMAIN
UNOBSTRUCTED.
11. ACCESS TO SEWER STRUCTURES AND FACILITIES SHALL BE
MAINTAINED AT ALL TIMES DURING AND AFTER CONSTRUCTION.
CA: 1-800-227-2600
CA: 1-800-227-2600
CALL 1WO WORKING
DAYS BEFORE YOU DIG
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ROCKLIN
CALIFORNIA
SCALE:
DATE: 3/26/26
CllY PROJECT NO.:
012726
DRAWING: C-2
SHEET: 2 OF 8
498
© 2026 Microsoft Corporation © 2026 Maxar ©CNES (2026) Distribution Airbus DS
73.3 136.3
0.0 52.0
5.0 6.0
173.0
6.4 43.8
12.0 87.0
56.0 10.0
10.0 82.0
36.0 20.0
2.2 151.0
6.0 44.0
6.0 24.0
6.0 67.7
20.0 3.0
11.0 12.0
4.0 6.0
54.0 7.2
34.0 6.0
14.0 6.0
10.0 36.0
FARRIER ROAD
189.3
© 2026 Microsoft Corporation © 2026 Maxar ©CNES (2026) Distribution Airbus DS 219.1
169.8 175.4
153.2
12.0 34.6
6.0 19.0 4.0
8.0 16.1
104.7
6.4 29.9
4.020.0
66.0 24.0 6.0
26.0 22.0
10.0 78.0
39.011.0
10.0 8.0 THEONA WAY
SANTA FE WAY
BROADWALK WAY
8.0 POTENTIAL WV
SS
FARRIER ROAD
SANTA FE WAY
THEONA WAY
BROADWALK WAY
4.5" GRIND TO AB, COMPACT,
AND PLACE HMA.
TOTAL AREA: 11,500 SF
2" GRIND AND OVERLAY.
TOTAL AREA: 27,310 SF
2.5" GRIND TO AB,
RECOMPACT AND OVERLAY.
SEE DIG OUT DETAIL SHEET 8.
TOTAL AREA: 13,800 SF
T-CUT CRACK REPAIR
TOTAL LENGTH: 300 LF
LEGEND
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COMMUNITY DEVELOPMENT
DEPARTMENT
PROJECT NAME
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PARK DRIVE DIG-OUT
DESIGNED: WS
DRAWN: WS
PARK DRIVE BETWEEN SUNSET BOULEVARD AND
STANFORD RANCH ROAD CHECKED: CL
DRAWING NAME APPROVED: CL
DIG OUT SITE
ROCKLIN COUNTY OF PLACER CALIFORNIA INITIALS
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NO. REVISION BY DATE
499
© 2026 Microsoft Corporation © 2026 Maxar ©CNES (2026) Distribution Airbus DS
52.0 5.0
6.0 173.0
6.4 43.8 12.0 87.0
© 2026 Microsoft Corporation © 2026 Maxar ©CNES (2026) Distribution Airbus DS
73.3 56.0
10.0 10.0
82.0 36.0
20.0 2.2
10.0 36.0
189.3
LEGEND
POTENTIAL WV
4.5" GRIND TO AB, COMPACT,
AND PLACE HMA.
TOTAL AREA: 11,500 SF
2" GRIND AND OVERLAY.
TOTAL AREA: 27,310 SF
2.5" GRIND TO AB,
RECOMPACT AND OVERLAY.
SEE DIG OUT DETAIL SHEET 8.
TOTAL AREA: 13,800 SF
T-CUT CRACK REPAIR
TOTAL LENGTH: 300 LF
GRAPHIC SCALE
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ROCKLIN
CALIFORNIA
SCALE: 1 "=20'
DATE: 3/26/26
CITY PROJECT NO.:
012726
DRAWING: C-4
SHEET: 4 OF 8
500
© 2026 Microsoft Corporation © 2026 Maxar ©CNES (2026) Distribution Airbus DS
0.0 151.0 6.0 44.0 6.0
24.0 6.0
67.7 20.0
3.0 11.0
12.0 4.0
6.0 © 2026 Microsoft Corporation © 2026 Maxar ©CNES (2026) Distribution Airbus DS 136.3
0.0 12.0
4.0 6.0
54.0 7.2
34.0 6.0
14.0 6.0
LEGEND
4.5" GRIND TO AB, COMPACT,
AND PLACE HMA.
TOTAL AREA: 11,500 SF
2" GRIND AND OVERLAY.
TOTAL AREA: 27,310 SF
2.5" GRIND TO AB,
RECOMPACT AND OVERLAY.
SEE DIG OUT DETAIL SHEET 8.
TOTAL AREA: 13,800 SF
T-CUT CRACK REPAIR
TOTAL LENGTH: 300 LF
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ROCKLIN
CALIFORNIA
SCALE: 1 "=20'
DATE: 3/26/26
CITY PROJECT NO.:
012726
DRAWING: C-5
SHEET: 5 OF 8
501
© 2026 Microsoft Corporation © 2026 Maxar ©CNES (2026) Distribution Airbus DS
14.06.0 BROADWALK WAY
© 2026 Microsoft Corporation © 2026 Maxar ©CNES (2026) Distribution Airbus DS 153.2
12.0 LEGEND
4.5" GRIND TO AB, COMPACT, AND PLACE HMA.
TOTAL AREA: 11,500 SF
2" GRIND AND OVERLAY.
TOTAL AREA: 27,310 SF
2.5" GRIND TO AB, RECOMPACT AND
OVERLAY. SEE DIG OUT DETAIL SHEET 8.
TOTAL AREA: 13,800 SF
T-CUT CRACK REPAIR
TOTAL LENGTH: 300 LF
w
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ROCKLIN
----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------
CALIFORNIA
SCALE: 1 "=20'
DATE: 3/26/26
CITY PROJECT NO.:
012726
DRAWING: C-6
SHEET: 6 OF 8
502
© 2026 Microsoft Corporation © 2026 Maxar ©CNES (2026) Distribution Airbus DS 219.1
169.8
34.6 6.0
39.0 11.0
10.0 8.0
© 2026 Microsoft Corporation © 2026 Maxar ©CNES (2026) Distribution Airbus DS 175.4
19.0 4.0
8.0 16.1
104.7
6.4 29.9
10.0 THEONA WAY
SANTA FE WAY
LEGEND
SS
4.5" GRIND TO AB, COMPACT,
AND PLACE HMA.
TOTAL AREA: 11,500 SF
2" GRIND AND OVERLAY.
TOTAL AREA: 27,310 SF
2.5" GRIND TO AB,
RECOMPACT AND OVERLAY.
SEE DIG OUT DETAIL SHEET 8.
TOTAL AREA: 13,800 SF
T-CUT CRACK REPAIR
TOTAL LENGTH: 300 LF
-- -- -- ----
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GRAPHIC SCALE
10 I_
( IN FEET
1 inch = 20 ft.
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ROCKLIN
CALIFORNIA
SCALE: 1 "=20'
DATE: 3/26/26
CITY PROJECT NO.:
012726
DRAWING: C-7
SHEET: 7 OF 8
503
© 2026 Microsoft Corporation © 2026 Maxar ©CNES (2026) Distribution Airbus DS
4.020.0
66.0 24.0
6.0 26.0
22.0 10.0
78.0 8.0
LEGEND
4.5" GRIND TO AB, COMPACT, AND PLACE HMA.
TOTAL AREA: 11,500 SF
2" GRIND AND OVERLAY.
TOTAL AREA: 27,310 SF
2.5" GRIND TO AB, RECOMPACT AND
OVERLAY. SEE DIG OUT DETAIL SHEET 8.
TOTAL AREA: 13,800 SF
PAVEMENT REPAIR - PARTIAL DEPTH DIG-OUT WITH GRIND AND OVERLAY
1. GRIND 2 INCHES OF EXISTING ASPHALT CONCRETE (AC) FROM LANE TO LANE ACROSS THE REPAIR AREA, EXTENDING 2 FEET BEYOND THE VISIBLE LIMITS OF PAVEMENT DISTRESS AT BOTH ENDS.
2. WITHIN THE LIMITS OF THE DAMAGED AREA, REMOVE AN ADDITIONAL 2.5 INCHES OF PAVEMENT (TOTAL DEPTH = 4.5 INCHES FROM ORIGINAL SURFACE) DOWN TO THE AGGREGATE BASE (AB).
3. COMPACT THE EXPOSED AGGREGATE BASE (AB) TO A MINIMUM OF 95% RELATIVE COMPACTION. NOTIFY ENGINEER IF UNSTABLE MATERIAL IS ENCOUNTERED.
4. APPLY ASPHALTIC EMULSION (TACK COAT) TO ALL VERTICAL EDGES AND HORIZONTAL SURFACES PRIOR TO PLACING ASPHALT CONCRETE.
5. PLACE 2.5 INCHES OF HMA IN THE DIG-OUT AREA, THEN PLACE 2 INCHES OF HMA OVER THE ENTIRE GROUND AREA TO MATCH EXISTING GRADE AND CROSS SLOPE. COMPACT TO REQUIRED DENSITY.
6. FOR AREAS OF PAVEMENT DISTRESS THAT EXTEND ACROSS A SUBSTANTIAL PORTION OF THE LANE WIDTH, OR WHERE MULTIPLE REPAIRS WOULD RESULT IN NARROW STRIPS OF REMAINING PAVEMENT, REMOVE AND REPLACE THE FULL LANE WIDTH.
EXCAVATE 4.5 INCHES BELOW THE EXISTING SURFACE TO THE TOP OF AGGREGATE BASE (AB), COMPACT THE EXPOSED AB TO A MINIMUM OF 95% RELATIVE COMPACTION, AND REPLACE WITH 4.5 INCHES OF HOT MIX ASPHALT (HMA) TO MATCH EXISTING GRADE AND CROSS SLOPE. NO ADDITIONAL GRINDING OR OVERLAY SHALL BE REQUIRED IN THESE AREAS.
T-CUT CRACK REPAIR
TOTAL LENGTH: 300 LF
504
Park Drive Dig Outs Special Provisions - Page 1 of 6
SPECIAL PROVISIONS
The following descriptions of bid items are provided to further describe several items contained in the Bid Proposal. It is not the intention of this summary to limit each only to those spec ific work descriptions, but rather show that each item listed shall include everything required, whether specifically enumerated or not, to construct, install or provide (including profit and overhead), the complete items of work.
All quantities and measurements are approximate, and should be field- verified prior to bid submittal.
Unit prices shall include all related costs to remove and replace material as specified below. This includes all traffic striping/marking removal and replacement, any water pollution control that is needed, any required mobilization or delivery, and all traffic control.
All quantities and bid items are assumed to have no rock within the project limit.
Therefore, in bidding the items, contractor shall assume no rock excavation.
In the event rock is encountered, the removal and disposal shall be considered extra work.
ITEMS:
BID ITEM 1 & 3 – EXCAVATE/REPLACE ASPHALT CONCRETE (TYPE A)
This work shall consist of removing existing asphalt concrete surfacing and underlying base material and replacing the removed surfacing and base material with new asphalt concrete as shown on the plans and in conformance with the Special Provisions.
The unit price paid under this item shall include all labor, tools, materials, and equipment necessary t o cold mill existing pavement, disposal of materi al, and furnish and place new hot mix asphalt concrete. (Type-A HMA)
The exact limits of asphalt concrete surfacing to be removed and replaced wi ll be determined by the Project Manager.
Existing asphalt concrete surfacing and underlying base material removed during a working day shall be replaced the same working day before the time the lane is to be opened to public traffic in conformance with the Special Provisions. (Don’t remove asphalt if you can’t finish it with HMA in the same day.)
Surfacing and base shall be removed without damage to surfacing that is to remain in place. Damage to pavement which is to remain in place shall be repaired to a condit ion satisfactory to the Project Manager or the damaged pavement shall be removed and replaced with new asphalt concrete if ordered by the Project Manager. Repairing or 505
Park Drive Dig Outs Special Provisions - Page 2 of 6
removing and replacing pavement damaged outside the limits of pavement to be replaced shall be at the Contractor's expense and will not be measured nor paid for.
Removed materials shall be disposed of outside the highway right of way in conformance with the provisions in Section 13 -4 and 14- 10 of the 2010 Caltrans Standard Specifications.
The material remaining in place, after removing surfacing and base to the required depth, shall be graded to a plane, watered, and compacted. The finished surface of the remaining material shall not extend above the grade established by the Project Manager.
Areas of the base material which are low as a result of over excavation shall be filled, at the Contractor's expense, with asphalt concrete.
The quantity of excavate/replace of asphalt concrete to be paid for and measured by the square foot. Weigh tickets will be required for tonnage verification.
The contract price paid per square foot to excavate/replace of asphalt concrete shall include full compensation for furnishing all labor, materials (including asphalt concrete), removal and disposal of spoils and materials, tools, equipment, and incidentals, and for doing all the work involved in excavate/replace of asphalt concrete complete in place, as shown on the plans, as specified in the Standard Specifications and the Special Provisions, and as directed by the Project Manager.
Asphalt concrete shall be hot plant mixed and shall be furnished from the plant at a temperature not to exceed 325 degrees F.
Asphalt concrete for paving and repair work shall be Type A Medium Gradation, conforming to the requirements of Section 39 of the 2010 Caltrans Standard Specifications. Asphalt binder shall be an PG -64-10 viscosity graded; steam refined paving asphalt conforming to Section 92 of the 2010 Caltrans Standard Specifications.
All types of Asphalt Concrete shall comply with the specifications below.
The actual asphalt cement content may vary up to 0.5% plus/minus from the target optimum bitumen content (OBC) unless the job- mix-design and final product indicate the required provisions are not met.
NOTE: At the OBC, the compacted mixture shall have the following properties:
37 min. Type A
The suggested job- mix-design air voids below are provided to help obtain compaction requirements in the field and are not a specification requirement.
Air Voids 3% to 5%
506
Park Drive Dig Outs Special Provisions - Page 3 of 6
Only materials conforming to the specifications shall be incorporated in the work. The materials shall be manufactured, handled and used to industry standards.
The Contractor shall furnish the Project Manager for review and approval, at least ten (10) working days prior to start of work, a list of his sources of materials together with a Certificate of Compliance, indicating that materials to be incorporated in the work fulfill the requirements of these specifications and the job- mix-design for the asphalt concrete.
The Certificate of Compliance shall be signed by the material supplier of his representative. It is the intent of these specifications that materials to be incorporated in the work meet the requirements of these specifications after incorporation in the paved areas shown on the plans.
At least ten (10) working days prior to start of work, the Contractor shall also furnish a job-mix-design for the asphalt concrete. The job- mix-design shall indicate all of the following:
1. Percentage passing each sieve size
2. Percent asphalt recommended
3. Percent voids*
4. Stability*
5. Maximum theoretical unit weight*
The * items shall be provided at each asphalt content used to arrive at the recommended optimum bitumen content.
The job-mix-design shall be in effect until a change is approved in writing by the Project Manager.
The Contractor shall be responsible for all costs associated with the required job- mix- design. Recent mix designs from previous jobs using the same mixture may be submitted for approval. Mix design in excess of 6 months in age must be submitted with recent gradations for verification.
The Project Manager shall have the right to obtain samples of all materials to be used in the work and to test such samples for the purpose of determining specifications compliance. The Project Manager reserves the right to obtain samples at the point of delivery and/or at the point of
manufacture. The Project Manager shall also have the right to inspect sources of materials to be used in the work to determine workmanlike procedures used by the materials supplier. Any material testing completed or not completed by the Project Manager does not relieve the Contractor of complying to the provisions herein.
507
Park Drive Dig Outs Special Provisions - Page 4 of 6
The asphalt concrete used for overlay shall conform to these specifications.
Prior to placing the overlay, all areas capable of ponding water greater than 3/8 inch in depth shall be leveled as necessary to eliminate the possibility of standing water.
Any time new asphalt concrete is to be placed in contact with existing asphalt concrete the surface shall be cleaned and a tack coat of asphaltic emulsion applied to insure proper bond. Tack coat emulsion shall be SS -Ih. Tack coat may be diluted for workability, but shall be applied at a rate equivalent to 0.05 to 0.15 gallons per square yard undiluted.
The asphalt concrete shall be delivered to the site in a thoroughly blended condition and shall be spread by a self -propelled asphalt paving machine in such manner as to avoid segregation of aggregate during the placing operations. Areas inaccessible to spreading and compaction equipment may be paved by such methods as may be approved by the Project Manager.
Large aggregate that migrates to the surface during handwork shall be returned to the paver box rather than scattered over the surface of the mat.
All mixtures shall be spread at a temperature of not less than 260 degrees F., and not greater than 300 degrees F. Initial rolling shall be performed immediately after placement. No asphalt concrete is to be placed when the atmospheric temperature is below 50 degrees F.
Asphalt concrete surfacing shall be placed in lifts no less than 1.5 inches or greater than 3 inches in thickness (compacted). Total thickness of surfacing shall be as indicated on the plans.
Asphalt pavers shall be self -propelled mechanical spreading and finishing equipment, provided with a screed or strike- off assembly capable of distributing the material to not less than ten (10) feet. Screed action shall include any cutting, crowding or other practical action which is effective on the mixture without tearing, shoving, or gouging, and which produces a surface texture of uniform appearance. The screed shall be adjustable to the required section and thickness. The paver shall be provided with a full width roller or tamper or other suitable compacting devices.
The asphalt paver shall operate independently of the being unloaded or shall be capable of propelling the vehicles being unloaded in satisfactory manner and, if necessary, the load of the haul vehicle shall be limited to that which will insure satisfactory spreading. While being unloaded, the haul vehicle shall be in contact with the machine at all times, and the brakes on the haul vehicles shall not be depended upon to maintain contact between the vehicle and the machine.
If a bucket or tank of diesel fuel is carried on the paver for the purpose of cleaning rakes and shovels, a container of Grease Sweep or equivalent absorbent material shall also be carried on the paver. All diesel spills shall be promptly cleaned up. 508
Park Drive Dig Outs Special Provisions - Page 5 of 6
The Contractor shall furnish equipment capable of producing the required compaction.
Vibratory rollers shall be double steel drum, having adjustable frequency and amplitude settings directly available to the operator during operation. The roller shall be equipped with self -reversing eccentrics. The vibratory mode shall automatically shut off when machine direction is changed.
Rollers shall not be parked or left idling on the overlay surface until it has completely cooled.
Asphalt concrete shall be compacted to minimum 93 percent of Maximum Theoretical Density (density with zero air voids) as determined by American Society of Testing Materials (ASTM) D-2041.
The surface, when completed, shall be smooth, dense, well -bonded, and of uniform texture and appearance. The compacted surface course of asphalt concrete shall be free from ruts, humps, depressions, or irregularities. When a straight -edge 12 feet long is laid on the finished surface and parallel with the center line of the road or driveway, the surface shall not vary more than 0.02 foot from the lower edge of the straight -edge.
The transverse slope of the finished surface shall be uniform to a degree such that no depressions greater than 0.02 foot are present when tested with a straight -edge 12 feet long laid in a direction transverse to the center line and extending from edge to edge of a 10-foot pass.
Any ridges, indentation or other objectionable marks left in the surface of the asphalt concrete shall be eliminated by rolling or other means. The use of any equipment that leaves ridges, indentations or other objectionable marks in the asphalt concrete shall be discontinued.
Finished asphalt concrete pavements which do not conform to the specified compaction requirement will be paid for using the following pay factors.
In-Place
Compaction Pay Factor
93% or greater 100% Pay factor
90 – 92.9% 90% Pay factor
89.9% or less Remove and replace as directed by Project Manager
Final payment for asphalt concrete shall be based on Weigh master’s Certificates and shall be paid for at the price bid per Ton.
T-CUTS -3-
509
Park Drive Dig Outs Special Provisions - Page 6 of 6
See below detail:
BI
D ITEMS 2 & 4 - STRIPING
Replace existing striping per MUTCD standard details.
BID ITEM 5 – IDENTIFY, PROTECT, ADJUST AND/OR RESTORE EXISTING
MANHOLES, UTILITY BOXES, AND MONUMENTS TO GRADE
Shall include full compensation for all labor, tools, equipment material, and incidental work necessary to identify, protect, adjust and/or restore existing manholes, utility boxes and monuments to grade as needed and agreed upon by City Project Manager, or his designee. All work shall conform to the appropriate agency responsible for the manhole and as specified in Section 15 of the 2010 Caltrans Standard Specifications. In the event all or a portion of the item to be relocated is damaged beyond repair, the bid price shall be considered as full compensation to replace the damaged portion as though it were undamaged. The contractor is responsible to identify the number of utilities impacted throughout the duration of the project.
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511
City Council
Staff Report
Subject:
Citywide Facilities Condition Assessment Project
Date:
May 26, 2026
Submitted By:
Matt McClure, Public Works Manager
Justin Nartker, Public Works Director
Department:
Public Works
Recommendation:
Adopt a Resolution of the City Council of the City of Rocklin Approving and Authorizing the City Manager to Execute a Contract with Kitchell/CEM, Inc. for a Facilities Condition Assessment.
Background:
As part of the City's Strategic Plan "Resilience" pillar, maintenance of City facilities and infrastructure is identified as a strategic goal. To address this goal, a comprehensive review of all City facilities was necessary and was included in the Strategic Plan staff work plan and General Fund fund balance was set aside to support the project.
The City issued a Request for Proposals (RFP) on September 12, 2025 for a comprehensive facilities condition assessment of 52 City-owned buildings and structures across 22 locations.
The City received nine (9) proposals, which were reviewed by an internal selection panel, consisting of the Public Works Director, Public Works Manager, Facilities Operations Superintendent, and a Building Trades Worker. Following the initial review, the panel identified four (4) most qualified firms and invited them to interview and demonstrate their approach to the project. Based on the evaluation, the interview panel unanimously selected Kitchell/CEM, Inc. as the top ranked firm, and subsequently began contract negotiations.
The total negotiated cost for the assessment is $121,500. The scope of services includes facility assessment planning, on-site facility condition assessment, analysis of facility condition assessment information, and Rocklin Police Station solar carport assessment. Staff recommends that the City Council authorize the City Manager to execute the contract with Kitchell/CEM, Inc. Staff also recommends granting the City Manager change order authority of up to 15% of the original contract amount to address any additional assessments or unforeseen conditions identified during the course of the project. Finally, staff recommends
appropriating $140,000 previously set-aside by the City Council for the Facilities Assessment from the General Fund (Fund 100) committed fund balance.
Item Number C9.
512
Fiscal Impact:
Sufficient funds are available in the Fund 100 committed fund balance to support the recommended appropriation.
ATTACHMENTS:
1. Resolution
2. Resolution Exhibit A - Agreement
3. Request for Proposals
4. Kitchell/CEM, Inc. Proposal
513
Resolution No. 2026- May 26, 2026 Page 1 of 2
1 RESOLUTION NO. 2026-
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROCKLIN
APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE
A CONTRACT WITH KITCHELL/CEM, INC., FOR A
FACILITIES CONDITION ASSESSMENT
WHEREAS, staff issued a Request for Proposals to providing a Facilities Condition Assessment of City owned buildings and structures, which was advertised on September 12, 2025, with a proposal deadline of October 10, 2025; and
WHEREAS, nine (9) proposals were received, which were evaluated and ranked, and Kitchell/CEM, Inc. was determined to have submitted the proposal most aligned with the needs of the City, with a total cost for the assessment of $121,500; and
WHEREAS, to effectiv ely address any additional assessment or unforeseen conditions identified during the course of the project, staff recommends granting the City Manager with a change order authority of up to 15% of the original contract amount; and
WHEREAS, a budget appropriation of $140,000 from the General Fund (Fund 100) committed fund balance, previously set aside by the City Council, for the Facilities Assessment, is needed to support this contract.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Rocklin does hereby resolve as follows:
Section 1. The recitals set forth above are true and correct.
Section 2. The City Council hereby awards the contract for the Facilities Condition Assessment to Kitchell/CEM, Inc. and the City Manager is authorized to execute the Agreement with Kitchell/CEM, Inc. in substantially the form attached hereto as Exhibit “A.”
Section 3. The City Council hereby authorizes the City Manager the authority to approve any reasonably necessary change orders or amendments to the agreement with Kitchell/CEM, Inc. of up to 15% of the original contract amount ($18,225).
Section 4. A budget appropriation of $ 140,000 from the General Fund ( Fund 100) committed fund balance is hereby approved to su pport the Facilities Condition Assessment. Any unexpended funds remaining at the conclusion of the project shall be returned to the Fund 100 committed fund balance.
514
Resolution No. 2026- May 26, 2026 Page 2 of 2
1 PASSED AND ADOPTED this 26th day of May, 2026, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
ABSTAIN: Councilmembers:
David Bass, Mayor
ATTEST:
Avinta Singh, City Clerk
515
AGREEMENT FOR SERVICES BETWEEN THE CITY OF ROCKLIN AND
KITCHELL/CEM, INC.
This agreement is entered into between the City of Rocklin, through its Public Works Department (“C ity”) and Kitchell/CEM, Inc., a California Corporation, (“Consultant”) (collectively, the “Parties” and individually a “Party”) for the purpose of providing a facilities condition assessment of City owned buildings and structures.
Section 1. RESPONSIBILITIES OF CONSULTANT
A. Consultant shall evaluate the physical condition of 52 municipally- owned buildings and structures across 22 locations. The F acilities Condition Assessment (“FCA”) will provide a foundation for long- term capital planning, budgeting, and asset management to ensure safe, compliant, and cost-effective operations of government facilities that serve the community and support municipal services.
The Consultant shall perform a comprehensive visual assessment of each facility, including:
A.1 Site and Facility Inspections
• Conduct on- site inspections at all 22 locations, covering 52 buildings/structures (locations identified in Exhibit A).
• Evaluate:
o Exterior elements: walls, windows, doors, roofs, stairs, ramps, site utilities o Interior elements: finishes, doors, ceilings, flooring, space usage o Major building systems: HVAC, electrical, plumbing, fire/life safety o Site components: parking, drainage, hardscapes, landscaping, signage o Code and accessibility compliance (ADA and applicable local/state codes) A.2 Systems Evaluation and Lifecycle Analysis
• Assess the physical condition, estimated remaining life, and operational adequacy of:
o Structural systems
o Roofing systems
o HVAC equipment and controls
o Electrical and lighting systems
o Plumbing and water systems, including express sewer and drain scoping o Fire/life safety and security systems
o Building envelope (weatherproofing, insulation)
o Police Station Solar Carport Condition Assessment and report to identify current condition with repair and/or replacement options. • Identify deficiencies and anticipated lifecycle replacements
A.3 Documentation Review and Staff Consultation
• Review any available drawings, maintenance logs, and prior assessments • Meet with facility and departmental staff to document known issues, service histories, and operational concerns
A.4 Deficiency Identification and Prioritization
Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 516
• Document deficiencies by category:
o Immediate (Health/Safety or Critical Function)
o Short-Term (0–2 years)
o Mid-Term (3–5 years)
o Long-Term (6–10 years)
• Prioritize by risk, impact on operations, and potential cost avoidance A.5 Cost Estimation
• Provide opinion- of-probable-cost estimates for corrective actions, based on industry- standard pricing (e.g., RSMeans) or local cost benchmarks
• Include assumptions for escalation and contingencies
A.6 Facility Condition Index (FCI)
• Calculate the FCI for each building:
• FCI = Cost of Deficiencies ÷ Current Replacement Value • Classify facility condition using standard benchmarks (e.g., Good:
<0.05, Fair: 0.05–0.10, Poor: >0.10)
A.7 Reporting and Deliverables
Provide the following outputs:
• Reports:
o Executive Summary: portfolio- wide findings, major themes, and capital planning recommendations
o Individual Building Reports: narrative findings, system summaries, photos, and FCI data
o Consultant shall provide the draft Reports to City within the timeframe identified in the approved schedule at the start of the project.
• Data Tools:
o Summary table of all 52 buildings/structures with FCI, deficiencies, and cost totals
o Deficiency log in Excel or database format, filterable by location, system, priority, and year
B. Consultant shall assign and utilize only competent personnel to perform services pursuant to this Agreement. Consultant shall designate a project manager who at all times shall represent the Consultant before the City on all matters relating to this Contract. The project manager shall continue in such capacity unless and until he or she is removed at the request of the City, is no longer employed by Consultant, or is replaced with the written approval of the City, which approval shall not be unreasonably withheld. Consultant shall notify City in writing, of any other changes in Consultant’s staff assigned to perform the services required under this Agreement, prior to any such performance. In the event the City desires the removal of any person assigned by Consultant to perform services pursuant to this Agreement, because the City in its sole discretion, determines that such person is not performing in accordance with the standards required herein, Consultant shall remove such person immediately upon receiving notice from the City of the desire for the removal of such person.
Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 517
C. Consultant agrees and represents that it is qualified to properly provide the services set forth herein in a manner consistent with the generally accepted standards of Consultant’s profession. Consultant is duly licensed, qualified and experienced to perform the services set forth in this Agreement. Consultant represents and warrants that it has all licenses, permits, qualifications and approvals of whatsoever nature that are legally required f or Consultant to practice its profession or provide any services under this Agreement. Consultant represents and warrants that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits and approvals that are legally required for Con sultant to practice its profession or provide such services. If Consultant is an out of state corporation, Consultant further warrants and represents that it possesses a valid certification of qualification to transact business in the State of California issued by the California Secretary of State. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards currently observed by a competent practitioner of Consultant’s profession in California. Consultant shall devote such time and effort to the performance of services pursuant to this Agreement as is necessary for the satisfactory and timely performance of Consultant’s obligations under this Agreement.
Section 2. RESPONSIBILITIES OF CITY
Pursuant to the terms and conditions of this agreement, C ity shall:
A. Compensate Consultant as prescribed in S ections 3 and 4 of this agreement and shall monitor the outcomes achieved by Consultant.
Section 3. COMPENSATION
A. Consultant shall be paid ONE HUNDRED TWENTY- ONE THOUSAND FIVE HUNDRED DOLLARS ($121,500) for the services described in this agreement consistent with the hourly staff rates and project task costs as set forth in Exhibit A “Fee Schedule” attached hereto and incorporated herein by this reference.
B. In no event shall the maximum amount payable under this agreement exceed ONE
HUNDRED TWENTY -ONE THOUSAND FIVE HUNDRED DOLLARS
($121,500).
C. Consultant’s violation or breach of agreement terms may result in fiscal penalties, withholding of compensation, or termination of agreement.
Section 4. BILLING AND PAYMENT
A. Consultant shall submit to Public Works within five days after completion of the services prescribed in S ection 1, an itemized statement or invoice of services rendered. City shall make payment within 30 days of receipt of Consultant’s correct and approved statement or invoice.
Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 518
At minimum, all invoices submitted by Consultant shall contain the following information:
i. Job/project name or description;
ii. City’s current purchase order and/or work order number (if applicable); iii. Consultant’s invoice number;
iv. Date of invoice issuance;
v. Description of services billed under invoice, including the description of tasks performed and the corresponding rate charged for the completion of that task;
vi. Amount of invoice, itemizing all authorized reimbursable expenses; and vii. Total billed to date under agreement.
B. Compensation under this agreement shall be reduced by applicable consultant revenues. The term “applicable con sultant revenues” refers to those receipts or reductions in expenditures or costs which operate to offset or reduce expense or cost items that are allocable to Con sultant’s compensation unde r this agreement (such as but not limited to: purchase discounts, rebates or allowances, insurance refunds and adjustments or overpayment, or other erroneous charges). To the extent that applicable consultant revenues, accruing or received by Consultant relate to allowable costs, they shall be credited to City either as a reduction, or a cash refund, as appropriate.
C. Should City, or the county, state, or federal government, disallow any amount claimed by or paid by City to Consultant, Consultant shall reimburse City, county, state or federal government, as directed by City or the state or federal government, for such disallowed cost.
D. Consultant shall pay when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, and shall provide City with proof of payment upon request. Consultant agrees to indemnify City for any claims, l osses, costs, fees, liabilities, damages or injuries suffered by City arising out of Consultant’s breach of this section.
Section 5. TERM OF AGREEMENT
A. This agreement shall commence as of the last date it has been signed by both Parties and shall end when the City accepts the final report.
Section 6. TERMINATION OF AGREEMENT
A. If Consultant materially fails to perform Consultant’s responsibilities under this agreement to the satisfaction of City, or if Consultant fails to fulfill in a timely and professional manner Consultant’s responsibilities under this agreement, or if Consultant violates any of the terms or provisions of this agreement, then City shall have the right to terminate this agreement for cause effective immediately upon the City giving written notice thereof to Consultant. If termination for cause is given by City to Consultant and it is later determined that Consultant was not in default Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 519
or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to paragraph B of this Section.
B. C ity may terminate this agreement without cause on thirty (30) days written notice to Consultant.
C. C ity may terminate this agreement immediately upon oral notice should funding cease or be materially decreased during the term of this agreement.
D. C ity’s right to terminate this agreement may be exercised by the City Manager or the City Manager’s Designee.
E. Should this agreement be terminated, Consultant shall promptly provide to City any and all finished and unfinished reports, data, studies, photographs, charts, and other documents prepared by Consultant pursuant to this agreement in a format acceptable to City.
F. If this agreement is terminated, Consultant shall only be paid for services satisfactorily completed and provided prior to the effective date of termination.
Section 7. ENTIRE AGREEMENT; AMENDMENTS; HEADINGS;
EXHIBITS/APPENDICES
A. This agreement supersedes all previous agreements relating to the subject of this agreement and constitutes the entire understanding of the Parties hereto. Consultant shall be entitled to no other benefits other than those specified herein. Consultant specifically acknowledges that in entering into and executing this agreement, Consultant relies solely upon the provisions contained in this agreement and no others.
B. No changes, amendments, or alterations to this agreement shall be effective unless in writing and signed by both P arties. However, minor amendments, including retroactive, that do not result in a substantial or functional change to the original intent of this agreement and do not cause an increase to the maximum amount payable under this agreement may be agreed to in writing between Consultant and City Manager or the City Manager’s designee, provided that the amendment is in substantially the same format as the City’s standard format amendment.
C. The headings that appear in this agreement are for reference purposes only and shall not affect the meaning or construction of this agreement.
D. If any ambiguity, inconsistency, or conflict exists or arises between the provisions of this agreement and the provisions of any of this agreement’s exhibits or appendices, the provisions of this agreement shall govern.
E. Contract Documents. This Agreement and its exhibits shall be known as the “Contract Documents.” Terms set forth in any Contract Document shall be deemed to be incorporated in all Contract Documents as if set forth in full therein. In the Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 520
event of conflict between terms contained in these Contract Documents, the more specific term shall control. If any portion of the Contract Documents shall be in conflict with any other portion, provisions contained in the Contract shall govern over conflicting provisions contained in the exhibits to the Contract. In the event of any conflict between the terms or conditions of this written Agreement and any terms or conditions of any document prepared or provided by Consultant and made a part of this Agreement, including without limitation any document relating to the scope of services or payment therefor, the written terms of this document shall control over those terms or conditions.
Section 8. NONASSIGNMENT OF AGREEMENT; NON-WAIVER
Inasmuch as this agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or sublet any interest herein without the prior written consent of City. The waiver by City of any breach of any requirement of this agreement shall not be deemed to be a waiver of any other breach.
Section 9. EMPLOYMENT STATUS OF CONSULTANT
A. Consultant shall, during the entire term of this agreement, be construed to be an independent contractor, and nothing in this agreement is intended nor shall be construed to create an employer-employee relationship, a joint venture relationship, or to allow C ity to exercise discretion or control over the professional manner in which Consultant performs the work or services that are the subject matter of this agreement; provided, however, that the work or services to be provided by Consultant shall be provided in a manner consistent with the professional standards applicable to such work or services. The sole interest of C ity is to ensure that the work or services shall be rendered and performed in a competent, efficient, and satisfactory manner. Consultant shall be fully responsible for payment of all taxes due to the State of California or the federal government that would be withhe ld from compensation if Consultant were a City employee. City shall not be liable for deductions for any amount for any purpose from Consultant’s compensation.
Consultant shall not be eligible for coverage under C ity’s workers’ compensation insurance plan nor shall Consultant be eligible for any other C ity benefit.
Consultant must issue W -2 and 941 Forms for income and employment tax purposes, for all of Consultant’s assigned personnel under the terms and conditions of this agreement.
Section 10. INDEMNIFICATION
A. To the fullest extent permitted by law, Consultant shall indemnify and hold harmless City, its elected officials, officers, employees, and volunteers against all claims, suits, actions, costs, expenses (including, but not limited to, reasonable attorney's fees of the City Attorney and counsel retained by C ity, expert fees, litigation costs, and investigation costs), damages, judgments, or decrees to the extent caused by the negligent work pursuant to this agreement by Consultant , or by any of Consultant’s subcontractors, any person employed under Consultant , or Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 521
under any subcontractor, or in any capacity, except when the injury or loss is caused by the sole negligence or intentional wrongdoing of C ity. Consultant shall also, at Consultant’s own expense, defend the C ity, its elected officials, officers, employees, agents, and volunteers, against any claim, suit, action, or proceeding brought against C ity, its elected officials, officers, employees, agents, and volunteers, to the extent caused by the negligent work pursuant to this agreement by Consultant, or any of Consultant’s subcontractors, any person employed under Consultant, or under any Subcontractor, or in any capacity. Consultant shall also defend and indemnify C ity for any adverse determination made by the Internal Revenue Service or the State Franchise Tax Board and/or any other taxing or regulatory agency and shall defend, indemnify, and hold harmless City with respect to Consultant’s “independent contractor” status that would establish a liability on City for failure to make social security deductions or contributions or income tax withholding payments, or any other legally mandated payment related to this agreement. The provisions of this paragraph are intended to be interpreted as broadly as permitted by applicable law. This provision shall survive the termination, expiration, or cancellation of this agreement.
B. The indemnification provisions are independent of, and shall not in any way be limited by, Consultant’s insurance coverage or lack of coverage, or by the insurance requirements of this agreement. City acknowledgement or approval of Consultant’s evidence of insurance coverage required by this agreement does not in any way relieve Consultant from its obligations under this Section.
Section 11. INSURANCE REQUIREMENTS
Without limiting Consultant’s duties of defense and indemnification, Consultant and any subcontractor agrees to have and maintain the policies set forth below, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. All policies, endorsements, certificates, and/or binders shall be subject to approval by the City as to form and content. A lapse in any required insurance coverage during this Agreement shall be a breach of this Agreement.
A. Minimum Scope and Limit of Insurance
1. Commercial General Liability (CGL) : Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form Number CA 00 01 covering any auto (Code 1), or if Consultant has no owned autos, covering hired (Code 8) Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 522
and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation as required by the State of California, with Statutory Limits and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. If Consultant has no employees, Consultant must notify City if an employee is hired, verify proof of coverage for any subcontractors, and agrees to hold City harmless and defend City from claims arising from failure to provide workers’ compensation benefits. Consultant is aware of the provisions of the Labor Code, including section 3700, which require every employer to insure against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of the Labor Code, and Consultant shall comply with such provisions before commencing the performance of the work or the provision of services pursuant to this agreement.
4. Professional Liability (Errors and Omissions): Insurance appropriate and applicable to the Consultant’s profession and the services and work being performed, with limits of not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.
Professional liability coverage shall extend for at leas t five years after completion of the Consultant’s services under this Agreement.
B. Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
1. Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
2. Primary Coverage . F or any claims related to this Contract, the Consultant’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, or volunteers.
Any insurance or self -insurance maintained by the City, its officers, officials, empl oyees or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
3. Umbrella or Excess Policy . The Consultant may use Umbrella or Excess Policies to provide the liability limits as required in this Agreement. This form of insurance will be acceptable provided that all of the Primary and Umbrella or Excess Policies shall provide all of the insurance coverages herein required, including, but not limited to, primary and non- contributory, additional insured, Self -Insured Retentions (SIRs), indemnity, and defense requirements. The Umbrella or Excess Policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. No insurance policies Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 523
maintained by the Additional Insureds, whether primary or excess, and which also apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Consultant’s primary and excess liability policies are exhausted.
4. Notice of Cancelation. Each insurance policy required above shall provide that coverage shall not be canceled, except with 30 days’ notice to the City, with ten days notice of cancelation due to non- payment. Further, in the event coverage is reduced or canceled, or otherwise materially changed, a notice of said reduction or cancellation or change shall be provided to City within 24 hours.
5. Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
6. Self-Insured Retentions. Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.
7. Acceptability of Insurers . In surance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
8. Claims Made Policies . If a ny of the required policies for professional liability insurance provide claims-made coverage:
a. The Retroactive Date must be shown and must be before the date of the Contract or the beginning of contract work.
b. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work. c. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work.
9. Verification of Coverage. Consultant shall furnish the City with original Certificate of Insurance including all required amendatory endorsements (or copies of the applicable policy language a ffecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to the City before work begins. However, failure to obtain the required documents prior to Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 524
the work beginning shall not waive the Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Further, any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City of Rocklin, its elected officials, officers, employees, agents, or volunteers.
10. Subcontractors. Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors.
11. Special Risks or Circumstances . City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Section 12. NOTICE OF CLAIM; APPLICABLE LAW; VENUE
A. If any claim for damages is filed with Consultant or if any lawsuit is instituted concerning Consultant’s performance under this agreement and that in any way, directly or indirectly, contingently or otherwise, affects or might reasonably affect City, Consultant shall give prompt and timely notice thereof to C ity. Notice shall be prompt and timely if given within 30 days following the date of receipt of a claim or 10 days following the date of service of process of a lawsuit. This provision shall survive the termination, expiration, or cancellation of this agreement.
B. Any dispute between the Parties, and the interpretation of this agreement, shall be governed by the laws of the State of California. Any litigation shall be venued in Placer County.
Section 13. COMPLIANCE WITH LAWS; NON-DISCRIMINATION
A. Consultant shall observe and comply with all applicable present and future federal laws, state laws, local laws, codes, rules, regulations, and/or orders that relate to the work or services to be provided pursuant to this agreement.
B. Consultant shall not unlawfully discriminate in employment practices or in the delivery of services on the basis of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, medical condition (including cancer, HIV, and AIDS) physical or mental disability, use of family care leave under either the Family & Medical Leave Act or the California Family Rights Act, or on the basis of any other status or conduct protected by law.
C. Consultant represents that Consultant is in compliance with and agrees that Consultant shall continue to comply with the Americans with Disabilities Act of 1990 (42 U.S.C. sections 12101, et seq .), the Fair Employment and Housing Act (Government Code sections 12900, et seq.), and regulations and guidelines issued Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 525
pursuant thereto. Furthermore, where applicable, Consultant represents and warrants all websites created for C ity, or used by Consultant to provide services pursuant to this agreement shall comply with the Americans with Disabilities Act of 1990 and shall specifically conform to the Web Content Accessibility Guidelines found at www.w3.org.7., and comply with section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), Subpart B, 1194.22.
D. In addition to any other provisions of this agreement, Consultant shall be solely responsible for any and all damages caused, and/or penalties levied, as the result of Consultant’s noncompliance with the provisions of this section.
Section 14. ACCESS TO RECORDS; RECORDS RETENTION
A. City, federal, and state officials shall have access to any books, documents, papers, and records of Consultant that are directly pertinent to the subject matter of this agreement for the purpose of auditing or examining the activities of Consultant or City. Except where longer retention is required by federal or state law, Consultant shall maintain all records for five years after C ity makes final payment hereunder.
This provision shall survive the termination, expiration, or cancellation of this agreement.
B. Consultant shall maintain appropriate records to ensure a proper accounting of all funds and expenditures pertaining to the work performed or the services provided pursuant to this agreement. Consultant shall maintain records providing information that account for all funds and expenses related to the provision of services provided pursuant to this agreement. Access to these records shall be provided to C ity during working days, 8:00 a.m. to 5:00 p.m. and at other times upon reasonable notice by C ity, and upon request of state and federal agencies charged with the administration of programs related to the work or services to be provided pursuant to this agreement.
C. Consultant agrees to accept responsibility for receiving, replying to, and/or complying with any audit exception by appropriate federal, state, or C ity audit directly related to the provisions of this agreement. Consultant agrees to repay City the full amount of payment received for duplicate billings, erroneous billings, audit exceptions, or false or deceptive claims. Consultant agrees that City may withhold any money due and recover through any appropriate method any money erroneously paid under this agre ement if evidence exists of less than full compliance with this agreement including, but not limited to, exercising a right of set-off against any compensation payable to Consultant.
D. During performance of the agreement and for a period of three (3) years after completing all services, Consultant shall maintain all accounting and financial records related to this Agreement, including but not limited to records of Consultant’s costs for all services performed under this Agreement and records of Consultant’s reimbursable expenses, in accordance with generally accepted accounting practices, and shall keep and make the records available for inspection and audit by representatives of the City upon reasonable written notice.
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Section 15. LICENSES AND PERMITS
Consultant, and Consultant’s officers, employees, and agents performing the work or services required by this agreement, shall possess and maintain, at its sole cost and expense, all necessary licenses , permits , certificates, and credentials required by the laws of the United States, the State of California, the County of Placer, the City of Rocklin, and all other appropriate governmental agencies, including any certification and credentials required by City. Failure to maintain the licenses, permits, certificates, and credentials shall be deemed a breach of this agreement and constitutes grounds for the termination of this agreement by City.
Section 16. PERFORMANCE STANDARDS
Consultant shall perform the work or services required by this agreement in accordance with the industry and/or professional standards applicable to Consultant’s work or services.
Section 17. CONFLICTS OF INTEREST
Consultant and Consultant’s officers and employees shall not have a financial interest, or acquire any financial interest, direct or indirect, in any business, property, or source of income that could be financially affected by or otherwise conflict in any manner or degree with the performance of the work or services required under this agreement.
Section 18. NOTICES
A. Except as provided in Section 6.C. of this agreement (oral notice of termination due to insufficient funding), any notices required or permitted pursuant to the terms and provisions of this agreement shall be given to the appropriate Party at the address specified below or at such other address as the Party shall specify in writing Such notice shall be deemed given: (1) upon personal delivery; or (2) if sent by first class mail, postage prepaid, two days after the date of mailing.
If to City: Public Works
City of Rocklin
3970 Rocklin Road
Rocklin, CA 95677
If to Consultant: Kitchell/CEM, Inc.
2450 Venture Oaks Way, Suite 500
Sacramento, CA 95833
(916) 648-9700
[email protected]
B. Any oral notice authorized by this agreement shall be given to the persons specified in Section 18.A. and shall be deemed to be effective immediately.
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C. Unless otherwise stated in this agreement, any written or oral notices on behalf of the City as provided for in this agreement may be executed and/or exercised by the City Manager or their designee.
Section 19. AGREEMENT PREPARATION
It is agreed and understood by the P arties that this agreement has been arrived at through negotiation and that neither Party is to be deemed the Party which created any uncertainty in this agreement within the meaning of section 1654 of the Civil Code.
Section 20. COMPLIANCE WITH POLITICAL REFORM ACT
Consultant shall comply with the California Political Reform Act (Government Code, sections 81000, et seq. ), with all regulations adopted by the Fair Political Practices Commission pursuant thereto, and with the City’s Conflict of Interest Code, with regard to any obligation on the part of Consultant to disclose financial interests and to recuse from influencing any City decision which may affect Consultant’s financial interests. If required by the C ity’s Conflict of Interest Code, Consultant shall comply with the ethics training requirements of Government Code sections 53234, et seq.
Section 21. SEVERABILITY
If any portion of this agreement or application thereof to any person or circumstance is declared invalid by a court of competent jurisdiction or if it is found in contravention of any federal or state statute or regulation or City ordinance, the remaining provisions of this agreement, or the application thereof, shall not be invalidated thereby and shall remain in full force and effect to the extent that the provisions of this agreement are severable.
Section 22. CERTIFICATE OF COMPLIANCE WITH LABOR CODE § 3700 [Labor Code § 1861]
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self -insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this Contract.
CONSULTANT
By: ___________________________
Geoff Bachanas, President
Section 23. POWER AND AUTHORITY TO ENTER INTO AGREEMENT
All parties to this Agreement warrant and represent that they have the power and authority to enter into this Agreement in the names, titles, and capacities herein stated and on behalf of any entities, persons, or firms represented or purported to be represented by such Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 528
entity(ies), person(s), or firm(s) and that all formal requirements necessary or required by any state and/or federal law in order to enter into this Agreement have been fully complied with. Furthermore, by entering into this Agreement, Consultant hereby warrants that it shall not have breached the terms or conditions of any other contract or agreement to which Consultant is obligated, which breach would have a material effect hereon.
Section 24. OWNERSHIP OF WORK
To the extent Consultant’s scope of services requires any of the following work or services, all research data, reports, and every other work product of any kind or character arising from or relating to this agreement shall become the property of the C ity and be delivered to the C ity upon completion of its authorized use pursuant to this agreement with the exception of informal communications such as emails and staff notes, whether those communications or notes are internal to Consultant's staff or between Consultant and any subconsultants. City may use Consultant’s such work products for any purpose whatsoever.
City acknowledges that its alteration of documents without consent of Consultant, or use of the documents for any purpose unrelated to this agreement’s purposes, is at the C ity’s own risk and without liability to Consultant. All works produced under this agreement shall be deemed works produced by a contractor for hire, and all copyright with respect thereto shall vest in the C ity without payment of royalty or any other additional compensation.
Notwithstanding anything to the contrary contained in this agreement, Consultant shall retain all of Consultant’s rights in Consultant’s own proprietary information, including, without limitation, Consultant’s methodologies and methods of analysis, ideas, concepts, expressions, know how, methods, techniques, skills, knowledge, and experience possessed by Consultant prior to, or acquired by Consultant during the performance of this agreement and Consultant shall not be restricted in any way with respect thereto.
Section 25. USE OF CITY PROPERTY
Consultant shall not use C ity premises, property (including equipment, instruments, and supplies), or personnel for any purpose other than in the performance of Consultant’s obligations under this agreement.
Section 26. COUNTERPARTS/ELECTRONIC, FACSIMILE, AND PDF SIGNATURES
This agreement may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one instrument. Each Party of this agreement agrees to the use of electronic signatures, such as digital signatures t hat meet the requirements of the California Uniform Electronic Transactions Act ((“CUETA”) Cal.
Civ. Code §§ 1633.1 to 1633.17), for executing this agreement. The Parties further agree that the electronic signatures of the Parties included in this agreement are intended to authenticate this writing and to have the same force and effect as manual signatures. Electronic signature means an electronic sound, symbol, or process attached to or logically associated with an electronic record and executed or adopted by a person with the intent to sign the electronic record pursuant to the CUETA as amended from time to time. The CUETA authorizes use of an electronic signature for transactions and contracts among Parties in California, including a government agency. Di gital signature means an Docusign Envelope ID: AB59E7BF-BFE6-8A6C-81B6-783BBF1933EE 529
electronic identifier, created by computer, intended by the party using it to have the same force and effect as the use of a manual signature, and shall be reasonably relied upon by the Parties. For purposes of this section, a digital signature is a type of "electronic signature" as defined in subdivision ( h) of Section 1633.2 of the Civil Code. Facsimile signatures or signatures transmitted via pdf document shall be treated as originals for all purposes.
SIGNATURE PAGE FOLLOWS
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FACILITIES CONDITION ASSESSMENT
REQUEST FOR PROPOSAL (RFP)
TO PROVIDE A COMPREHENSIVE FACILITIES CONDITION ASSESSMENT OF 52 MUNICIPALLY-OWNED BUILDINGS AND STRUCTURES ACROSS 22
LOCATIONS
Issued on: Friday, September 12, 2025
Proposal responses due: Friday, October 10, 2025, 2:00 pm
City of Rocklin—Corporation Yard
Attention: Matt McClure, Public Works Manager
[email protected]
4081 Alvis Court, Rocklin, CA 95677
533
TABLE OF CONTENTS
1 SECTION I – OVERVIEW OF PROCESS .................................................................................................... 2
1.1 BACKGROUND ............................................................................................................................. 2
1.2 CITY OVERVIEW ........................................................................................................................... 2
1.3 PROJECT OVERVIEW .................................................................................................................... 2
1.4 INSTRUCTIONS ............................................................................................................................. 2
1.5 PURPOSE OF THE RFP .................................................................................................................. 2
1.6 RFP SCHEDULE ............................................................................................................................. 2
1.7 SELECTION CRITERIA .................................................................................................................... 3
1.8 SCOPE OF SERVICES ..................................................................................................................... 3
1.9 PROJECT SCHEDULE ..................................................................................................................... 3
1.10 LETTER OF INTENT TO RESPOND ................................................................................................. 3
1.11 QUESTIONS AND INQUIRIES ........................................................................................................ 3 2 SECTION II – SUBMITTAL REQUIREMENTS ............................................................................................ 3
2.1 PROPOSAL FORMAT REQUIREMENTS ......................................................................................... 3
2.1.1 Cover Letter ............................................................................................................................. 4
2.1.2 Proposer’s Certification ........................................................................................................... 4
2.1.3 Proposal ................................................................................................................................... 4
2.1.4 Cost Proposal ........................................................................................................................... 6
2.2 SUBMITTAL INSTRUCTIONS ......................................................................................................... 6 3 SECTION III – EVALUATION OF RESPONSES .......................................................................................... 7
3.1 SELECTION PROCESS .................................................................................................................... 7
3.2 EXAMINATION OF PROPOSAL DOCUMENTS ............................................................................... 7 4 SECTION IV – LIST OF ATTACHMENTS ................................................................................................... 8
4.1 SAMPLE CONTRACT ..................................................................................................................... 9 5 SECTION V – SCOPE OF SERVICES ....................................................................................................... 24
5.1 OBJECTIVE .................................................................................................................................. 24
5.1.1 Site and Facility Inspections ................................................................................................... 24
5.1.2 Systems Evaluation and Lifecycle Analysis ............................................................................. 24
5.1.3 Documentation Review and Staff Consultation .................................................................... 24
5.1.4 Deficiency Identification and Prioritization ........................................................................... 24
5.1.5 Cost Estimation ..................................................................................................................... 25
5.1.6 Facility Condition Index (FCI) ................................................................................................. 25 534
5.1.7 Reporting and Deliverables ................................................................................................... 25
5.2 DELIVERABLES ............................................................................................................................ 25
5.3 EXCLUSIONS ............................................................................................................................... 25
5.4 SCHEDULE .................................................................................................................................. 25
5.5 PROPOSER’S CERTIFICATION ..................................................................................................... 26
535
2 REQUEST FOR PROPOSALS FOR THE CITY OF ROCKLIN
FACILITIES CONDITION ASSESSMENT
1 SECTION I – OVERVIEW OF PROCESS
1.1 BACKGROUND
The Public Works Department, invites proposals from qualified firms to conduct a thorough assessment of the City of Rocklin’s facilities current conditions.
1.2 CITY OVERVIEW
The City of Rocklin is an incorporated city with a population of more than 73,000 residents, located in Placer County off of Interstate 80, approximately 22 miles northeast of Sacramento, California. The City of Rocklin is a General Law city operating under the City Council/City Manager form of government.
1.3 PROJECT OVERVIEW
The purpose of this Facilities Condition Assessment (FCA) is to evaluate the physical condition of 52 municipally-owned buildings and structures across 22 locations. The FCA will provide a foundation for long-term capital planning, budgeting, and asset man agement to ensure safe, compliant, and cost- effective operations of government facilities that serve the community and support municipal services.
1.4 INSTRUCTIONS
This RFP includes a description of the scope of services, proposal requirements, and instructions for submitting your proposal. Failure to follow these instructions may result in rejection of your proposal.
No oral representations or interpretations will be made to any proposer as to the meaning of this RFP.
In the event that it becomes necessary to revise any part of this RFP, written addenda will be issued. Any amendment to this RFP is valid only if it is in writing and issued by the City department issuing the RFP.
No oral interpretations or answers shall bind the City unless confirmed by the City in writing.
1.5 PURPOSE OF THE RFP
The City seeks a professional firm to provide a comprehensive assessment of its facilities. Each proposer is required to utilize their expertise to advise and make recommendations in their proposals , including any omission in these specifications which may adversely affect the requirements of the City.
1.6 RFP SCHEDULE
RFP Released by the City………………………………….………………….……. 9/12/2025 Deadline for Final Questions…………………………….………………….……. 9/26/2025 City Responses to Written Questions……………….………………………... 10/03/2025 Proposal Submission Deadline…………………………….……………………. 10/10/2025 Interviews as needed*……………………………………….……………..……… 11/05/2025 Contract Negotiations*…………………………………………………….………. 11/12/2025 Council meeting to award contract*………………………………….…….
1/27/2026
*Dates may be adjusted as necessary
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3 1.7 SELECTION CRITERIA
The ideal firm will have extensive experience working with California government agencies and assessing public facilities. Greater detail about the selection process is in Section 3 of this RFP.
1.8 SCOPE OF SERVICES
The selected firm will c onduct on -site facility inspections at all 22 City locations with 52 buildings/structures to report on the condition of interior and exterior building elements, major building systems, and site components; provide analysis and recommendations on the lifecy cle and operational adequacy of specified building component and systems; provide a report of current and anticipated deficiencies and estimated cost for replacement and repairs; culminating in the preparation of an executive report with recommendations for the City to plan for safe and efficient building maintenance city-wide.
The selected firm will provide a thorough assessment of city-owned facilities conditions. This assessment will include a strategic plan for addressing short and long-term planning needs.
A full Scope of Services can be found in Section 5.
1.9 PROJECT SCHEDULE
The City desires a thorough but efficient project timeframe. Reponses to this RFP should include a proposed comprehensive project schedule.
1.10 LETTER OF INTENT TO RESPOND
All interested firms are encouraged to submit a Letter of Intent to Respond. The deadline to submit the letter is September 17 , 2025. Submitting a letter does not guarantee or replace the formal proposal process, nor does the failure to submit a letter prevent an interested firm in submitting a proposal.
All written questions received about the RFP will be distributed in writing to all firms that submitted a Letter of Intent to Respond. Letters can be sent via mail or email to: [email protected].
1.11 QUESTIONS AND INQUIRIES
All questions and inquiries must be submitted via email to Matt McClure at [email protected].
The deadline to submit questions is September 26, 2025. One comprehensive response to all submitted questions will be distributed to all firms that submitted a Letter of Intent to Respond.
Do not contact other individuals or City departments in this regard. Information provided by anyone other than the above contact may be invalid and proposals which are submitted in accordance with such information may be declared non-responsive.
2 SECTION II – SUBMITTAL REQUIREMENTS
2.1 PROPOSAL FORMAT REQUIREMENTS
Each response to this RFP shall include the information described in this section. Provide the information in the specified order. Failure to include all of the information specified may be cause for rejection. 537
4 Additional information may be provided, but should be succinct and relevant to the goals of this RFP. Any additional information that a proposing firm wishes to include that is not specifically requested should be included in an appendix to the proposal.
Firms are encouraged to keep the proposals brief and to the point, but sufficiently detailed to allow evaluation of the project approach. Unauthorized conditions, omissions, limitations , or provisions attached to a proposal will render the proposal non-responsive and may cause its rejection.
The following items are required in the Proposal:
2.1.1 Cover Letter
The Cover Letter must include the following information:
• Title of this RFP
• Name and Mailing Address of Firm (include physical location if mailing address is a PO Box) • Contact Person, Telephone Number, and Email Address
• A statement that the submitting Firm will perform the services and adhere to the requirements described in this RFP, including any addenda (reference the addenda by date and/or number).
2.1.2 Proposer’s Certification
The attached Proposer’s Certification (Section 5.5) shall be executed by an official(s) legally authorized to bind the Firm which states that the proposal is valid for ninety (90) days. Note: This is ninety (90) days following the closing date for the receipt of all proposals.
Proposals submitted on behalf of a Partnership shall be signed in the firm name by a partner or the Attorney-in-Fact. If signed by the Attorney -in-Fact, there shall be attached to the proposal a Power -of- Attorney evidencing authority to sign proposals, dated the same date as the proposal and executed by all partners of the firm.
Proposals submitted on behalf of a Corporation shall have the correct corporate name thereon and the actual signature of the authorized officer of the corporation written (not typed) below the corporate name. The title of the office held by the person signing for the corporation shall appear below the signature of the officer.
Proposals submitted on behalf of a Limited Liability Company (“LLC”) shall be signed by the person or persons authorized to bind the LLC under the LLC’s articles of organization.
Proposals submitted by an Individual Doing Business under a firm name (“dba”) shall be signed in the name of the individual doing business under the proper firm name and style.
2.1.3 Proposal
SECTION A : Firm’s Qualifications – Describe your experience and provide a statement of your firm's qualifications for performing the requested services. Provide a brief summary of the role, qualifications and experience of each team member and designated project manager/lead assigned to these services, 538
5 including length of service with the firm and the qualifications/experience of any sub-contractor staff on your project team.
SECTION B: Experience and References – Provide a summary of your firm’s experience in providing these or similar services. Provide a minimum of three (3) references for projects or services similar in nature and scope that your firm’s team members have completed in the last seven (7) years. Include brief descriptions of the projects, dates, client names and contact persons’ names, email addresses and telephone numbers.
Include the contract amount, final cost, time to completion, and identify if the contract is active. Describe any other facets of the firm’s experience that are relevant to this proposal that warrants consideration.
SECTION C: Services Understanding – Based on the available information and experience with similar services, provide a narrative describing your understanding of the services requested in this RFP, your general approach and any major challenges to achieving the City’s stated goals. Include any issues that you believe will require special consideration. Also identify any unique approaches or strengths that your firm may have related to the services proposed. City staff will assess your understanding of all aspects of the services based on your narrative.
SECTION D: Project Timeline and Work Plan – Provide a timeline of project comp letion, including meetings, major milestones, and deliverable dates. Describe the firm’s process to provide the requested services. Include a description of the firm’s ability to meet the services requested in the Scope of Services Section 5. Provide a specific methodology that recommends and justifies the level of detail to be included in the proposal in response to the scope of services.
SECTION E: Required Statements/Documents – Include statements of assurance regarding the following requirements in the proposal:
• The absence of a conflict of interest . Firms submitting a proposal must disclose any actual, apparent, direct or indirect, or potential conflicts of interest that may exist with respect to the firm, management, or employees of the firm relative to the services to be provided under the agreement. Firm must disclose any real or apparent conflict of interest associated with this project or with working for the City of Rocklin. If a Firm has no conflicts of interest, a statement to that effect shall be included in the proposal.
• Indicate your ability and agreement to fulfill the indemnification and insurance requirements contained in the sample contract. (Please note that actual certificates of insurance are not required as part of your submittal.)
• A statement that nothing contained in the submitted proposal will be proprietary.
SECTION F: Exceptions – Describe any and all proposed exceptions, alterations or amendments to the Scope of Services or other requirements of this RFP, including the Sample Contract, Section 4.1.
SECTION G: Competency of Proposers – The City wants to ensure that the successful firm has the necessary facilities, ability, experience, and financial resources to provide the services specified herein in a satisfactory and timely manner. Please list and explain any pending bankruptcies, liens, stop payment notices, judgments, lawsuits, arb itrations, mediations, foreclosures, and any similar actions filed or 539
6 resolved in the past seven (7) years. Please indicate whether a client has ever terminated a contract with your firm for breach, and if so, please explain.
2.1.4 Cost Proposal
The cost proposal shall be submitted in a separate sealed envelope identified by the name of the firm and “Cost Proposal”.
Provide a comprehensive cost proposal and hourly rate schedule, including any applicable prevailing wage rates, broken down by tasks, for all proposed services to be provided to the City, set forth by the position/title of the person performing the services. Describe costs to provide any optional services, if any, and identify these optional services. Define any reimbursable expenses requested to be paid by the City.
The cost proposal will remain sealed. Only when a firm has been selected will that firm’s cost proposal be opened. The cost proposal will be used as a basis of negotiation for a professional services agreement with the highest ranked firm. The cost proposal may be used by the City to adjust its project budget prior to executing a professional services agreement. If an agreement is not completed with a firm, the next highest ranked firm will be given the opportunity to negotiate an agreement.
2.2 SUBMITTAL INSTRUCTIONS
Your submittal package shall include the following:
• One (1) electronic copy of your proposal, not including the cost proposal, in PDF format on flash drive or other electronic media
• One (1) cost proposal that shall be submitted in a separate sealed envelope identified by the name of the firm and “Cost Proposal”
Proposals shall be submitted no later than the time and date indicated on the cover page of this RFP. All submittals shall be submitted in a sealed envelope or container and clearly marked with the RFP title on the outside of the parcel.
Proposals shall be submitted ONLY to:
City of Rocklin—Corp Yard
Attention: Matt McClure, Public Works Manager
4081 Alvis Court, Rocklin, CA 95677
Faxed and/or emailed proposals will not be accepted.
The City shall not be responsible for proposals delivered to a person or location other than that specified herein. Postmarks will not be accepted and proposals received after the deadline date and time will not be accepted or considered. No exceptions. The City reserves the right to waive minor defects and/or irregularities in proposals, and shall be the sole judge of the materiality of any such defect or irregularity.
All costs associated with proposal preparation shall be borne by the proposer. 540
7 3 SECTION III – EVALUATION OF RESPONSES
3.1 SELECTION PROCESS
Award of the RFP shall be made to the responsible proposer(s) whose proposal is determined, through a formal evaluation panel process, to be the most advantageous to the City after the evaluation panel has taken into consideration the evaluation factors se t forth in the RFP. Proposals shall be scored according to the criteria stated in the RFP Section 3.2 Examination of Proposal Documents. Selection shall be on the basis of demonstrated competence and on the professional qualifications necessary for the satisfactory performance of the services required. Price may be considered after making a determination based upon professional qualifications.
Proposals submitted will be reviewed by a selection committee. Firms that have submitted the best and most complete proposals may be invited to an interview. The number of firms that may be invited to an interview may vary depending upon the number of proposals submitted.
Should the City elect to conduct interviews with any proposers, the following criteria shall be considered and each proposer ranked by the evaluation panel during the interview process: a) Communication Style, b) Experience/ Quality, and c) Ability to meet the City’s required services.
A contract will be negotiated with the firm considered best meeting the City’s need for this project. In the event a mutually satisfactory contract cannot be negotiated with one of the City’s choices, negotiations may be terminated.
The selected firm will be required to execute a City prepared contract as provided in Section 4.1 Sample Contract. The contract may further refine the scope of services and will provide for the terms and conditions of employment.
The award of any contract is expressly contingent upon City approval and the availability of funds. City approval refers to City Council action or approval by the City Manager, if the cost does not exceed the City Manager’s authority. City staff may not legally bind the City to a contract.
The City reserves the right to reject any or all proposals, or to waive minor irregularities in said proposals.
The City reserves the right to seek clarification on any or all proposal submittals to ensure the RFP specifications are met. Proposals may be rejected from any proposer who does not comply with the City’s request for clarification.
Once a decision has been made to award the contract, then a formal notice of the intent to award to the recommended proposer(s) shall be made by the Department.
A City of Rocklin business license as well as all applicable permits, licenses and certifications required by local, state or federal law are required before the award of contract.
3.2 EXAMINATION OF PROPOSAL DOCUMENTS
The following evaluation criteria and rating schedule will be used to determine the most highly qualified firm(s):
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8 Evaluation Criteria Weight
Experience and qualifications of firm (per Section 2.1.3, A & B) 50% Understanding of the Services Proposed – Proposed Services Plan (per Section
2.1.3, C & D) 35%
Completeness of proposal and any supporting documents 15%
Each candidate submitting a response to this R FP acknowledges and agrees that the preparation of all materials for submittal to the City and all presentations, related costs and travel expenses are at the candidate’s sole expense. In addition, each firm acknowledges and agrees that all documentation and/or materials submitted in response to this request shall remain the property of the City.
The City also reserves the right to waive any informality in any proposal and to delete certain items listed in the proposal as set forth therein. The selection committee will make a recommendation to the approving authority.
4 SECTION IV – LIST OF ATTACHMENTS
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9 4.1 SAMPLE CONTRACT
A. AGREEMENT FOR SERVICES BETWEEN THE CITY OF ROCKLIN AND ________________________________.
This agreement is entered into between the City of Rocklin, through its Public Works Department (“City”) and _____________________________ (“Consultant”) (collectively, the “Parties” and individually a “Party”) for the purpose of providing a facilities condition assessment of City owned buildings and structures.
Section 1. RESPONSIBILITIES OF CONSULTANT
A. Pursuant to the terms and conditions of this agreement, Consultant shall________.
Insert detailed scope of work here.
B. Consultant shall assign and utilize only competent personnel to perform services pursuant to this Agreement. Consultant shall designate a project manager who at all times shall represent the Consultant before the City on all matters relating to this Contract. The project manager shall continue in such capacity unless and until he or she is removed at the request of the City, is no longer employed by Consultant, or is replaced with the written approval of the City, which approval shall not be unreasonably withheld. Consultant shall notify City in writing, of any other changes in Consultant’s staff assigned to perform the services required under this Agreement, prior to any such performance. In the event the City desires the removal of any person assigned by Consultant to perform services pursuant to this Agreement, because the City in its sole discretion, determines that such person is not performing in accordance with the standards required herein, Consultant shall remove such person immediately upon receiving notice from the City of the desire for the removal of such person.
C. Consultant agrees and represents that it is qualified to properly provide the services set forth herein in a manner consistent with the generally accepted standards of Consultant’s profession. Consultant is duly licensed, qualified and experienced to perform the services set forth in this Agreement. Consultant represents and warrants that it has all licenses, permits, qualifications and approvals of whatsoever nature that are legally required for Consultant to practice its profession or provide any services under this Agreement. Consultant represents and warrants that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits and approvals that are legally required for Con sultant to practice its profession or provide such services. If Consultant is an out of state corporation, Consultant further warrants and represents that it possesses a valid certification of qualification to transact business in the State of California issued by the California Secretary of State. Consultant shall perform 543
10 B. Compensation under this agreement shall be reduced by applicable consultant revenues. The term “applicable consultant revenues” refers to those receipts or reductions in expenditures or costs which operate to offset or reduce expense or cost items that are allocable to Consultant’s compensation under this agreement (such as but no t limited to: purchase discounts, rebates or allowances, insurance refunds and adjustments or overpayment, or other erroneous charges). To the extent that applicable consultant revenues, accruing or received by Consultant relate to al lowable costs, they shall be credited to City either as a reduction, or a cash refund, as appropriate.
C. Should City, or the county, state, or federal government, disallow any amount claimed by or paid by City to Consultant, Consultant shall reimburse City, county, state or federal government, as directed by City or the state or federal government, for such disallowed cost.
D. Consultant shall pay when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, and shall provide City with proof of payment upon request. Consultant agrees to indemnify City for any claims , losses, costs, fees, liabilities, damages or injuries suffered by City arising out of Consultant’s breach of this section.
Section 5. TERM OF AGREEMENT
A. This agreement shall commence as of the last date it has been signed by both Parties and shall end [ ].
Section 6. TERMINATION OF AGREEMENT
A. If Consultant materially fails to perform Consultant’s responsibilities under this agreement to the satisfaction of City, or if Consultant fails to fulfill in a timely and professional manner Consultant’s responsibilities under this agreement, or if Consultant violates any of the terms or provisions of this agreement, then City shall have the right to terminate this agreement for cause effective immediately upon the City giving written notice thereof to Consultant. If termination for cause is given by City to Consultant and it is later determined that Consultant was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to paragraph B of this Section.
B. City may terminate this agreement without cause on thirty (30) days written notice to Consultant.
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11 C. City may terminate this agreement immediately upon oral notice should funding cease or be materially decreased during the term of this agreement.
D. City’s right to terminate this agreement may be exercised by the City Manager or the City Manager’s Designee.
E. Should this agreement be terminated, Consultant shall promptly provide to City any and all finished and unfinished reports, data, studies, photographs, charts, and other documents prepared by Consultant pursuant to this agreement in a format acceptable to City.
F. If this agreement is terminated, Consultant shall only be paid for services satisfactorily completed and provided prior to the effective date of termination.
Section 7. ENTIRE AGREEMENT; AMENDMENTS; HEADINGS;
EXHIBITS/APPENDICES
A. This agreement supersedes all previous agreements relating to the subject of this agreement and constitutes the entire understanding of the Parties hereto. Consultant shall be entitled to no other benefits other than those specified herein. Consultant specifically acknowledges that in entering into and executing this agreement, Consultant relies solely upon the provisions contained in this agreement and no others.
B. No changes, amendments, or alterations to this agreement shall be effective unless in writing and signed by both Parties. However, minor amendments, including retroactive, that do not result in a substantial or functional change to the original intent of this agreement and do not cause an increase to the maximum amount payable under this agreement may be agreed to in writing between Consultant and City Manager or the City Manager’s designee, provided that the amendment is in substantially the same format as the City’s standard format amendment.
C. The headings that appear in this agreement are for reference purposes only and shall not affect the meaning or construction of this agreement.
D. If any ambiguity, inconsistency, or conflict exists or arises between the provisions of this agreement and the provisions of any of this agreement’s exhibits or appendices, the provisions of this agreement shall govern.
E. Contract Documents. This Agreement and its exhibits shall be known as the “Contract Documents.” Terms set forth in any Contract Document shall be deemed to be incorporated in all Contract Documents as if set forth in full therein. In the event of conflict between terms contained in these Contract Documents, the more specific term shall control. If any portion of the Contract Documents shall be in 545
12 conflict with any other portion, provisions contained in the Contract shall govern over conflicting provisions contained in the exhibits to the Contract. In the event of any conflict between the terms or conditions of this written Agreement and any terms or conditions of any document prepared or provided by Consultant and made a part of this Agreement, including without limitation any document relating to the scope of services or payment therefor, the written terms of this document shall control over those terms or conditions.
Section 8. NONASSIGNMENT OF AGREEMENT; NON-WAIVER
Inasmuch as this agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or sublet any interest herein without the prior written consent of City. The waiver by City of any breach of any requirement of this agreement shall not be deemed to be a waiver of any other breach.
Section 9. EMPLOYMENT STATUS OF CONSULTANT
A. Consultant shall, during the entire term of this agreement, be construed to be an independent contractor , and nothing in this agreement is intended nor shall be construed to create an employer-employee relationship, a joint venture relationship, or to allow City to exercise discretion or control over the professional manner in which Consultant performs the work or services that a re the subject matter of this agreement; provided, however, that the work or services to be provided by Consultant shall be provided in a manner consistent with the professional standards applicable to such work or services. The sole interest of City is to ensure that the work or services shall be rendered and performed in a competent, efficient, and satisfactory manner. Consultant shall be fully responsible for payment of all taxes due to the State of California or the federal government that would be withheld from compensation if Consultant were a City employee. City shall not be liable for deductions for any amount for any purpose from Consultant’s compensation.
Consultant shall not be eligible for coverage under City’s workers’ compensation insurance plan nor shall Consultant be eligible for any other City benefit.
Consultant must issue W -2 and 941 Forms for income and employment tax purposes, for all of Consultant’s assigned personnel under the terms and conditions of this agreement.
[If Consultant is an out-of-state independent contractor, add:]
[B.] [City shall withhold seven percent of all income paid to Consultant under this agreement for payment and reporting to the California Franchise Tax Board because Consultant does not qualify as: (1) a corporation with its principal place of business in California, (2) a partnership with a permanent place of business in 546
13 California, (3) a corporation qualified to do business in California by the Secretary of State, or (4) an individual with a permanent residence in the State of California.]
Section 10. INDEMNIFICATION
A. To the fullest extent permitted by law, Consultant shall indemnify and hold harmless City, its elected officials, officers, employees, agents, and volunteers against all claims, suits, actions, costs, expenses (including, but not limited to, reasonable attorney's fees of the City Attorney and counsel retained by City, expert fees, litigation costs, and investigation costs), damages, judgments, or decrees arising from the work or the provision of services undertaken pursuant to this agreement by Consultant, or by any of Consultant’s subcontractors, any person employed under Consultant, or under any subcontractor, or in any capacity, except when the injury or loss is caused by the sole negligence or intentional wrongdoing of City. Consultant shall also, at Consultant’s own expense, defend the City, its elected officials, officers, employees, agents, and volunteers, against any claim, suit, action, or proceeding brought against City, its elected officials, officers, employees, agents, and volunteers, arising from the work or the provision of services undertaken pursuant t o this agreement by Consultant, or any of Consultant’s subcontractors, any person employed under Consultant, or under any Subcontractor, or in any capacity. Consultant shall also defend and indemnify City for any adverse determination made by the Internal Revenue Service or the State Franchise Tax Board and/or any other taxing or regulatory agency and shall defend, indemnify, and hold harmless City with respect to Consultant’s “independent contractor” status that would establish a liability on City for failure to make social security deductions or contributions or income tax withholding payments, or any other legally mandated payment. The provisions of this paragraph are intended to be interpreted as broadly as permitted by applicable law. This provision sha ll survive the termination, expiration, or cancellation of this agreement.
B. The indemnification provisions are independent of, and shall not in any way be limited by, Consultant’s insurance coverage or lack of coverage, or by the insurance requirements of this agreement. City acknowledgement or approval of Consultant’s evidence of insurance coverage required by this agreement does not in any way relieve Consultant from its obligations under this Section.
Section 11. INSURANCE REQUIREMENTS
Without limiting Consultant’s duties of defense and indemnification, Consultant and any subcontractor agrees to have and maintain the policies set forth below, against claims for injuries to persons or damages to property which may arise from or in connection 547
14 with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. All policies, endorsements, certificates, and/or binders shall be subject to approval by the City as to form and content. A lapse in any required insurance coverage during this Agreement shall be a breach of this Agreement.
A. Minimum Scope and Limit of Insurance
1. Commercial General Liability (CGL) : Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form Number CA 00 01 covering any auto (Code 1), or if Consultant has no owned autos, covering hired (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation as required by the State of California, with Statutory Limits and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. If Consultant has no employees, Consultant must notify City if an employee is hired, verify proof of coverage for any subcontractors, and agrees to hold City harmless and defend City from claims arising from failure to provide workers’ compensation benefits. Consultant is aware of the provisions of the Labor Code, including section 3700, which require every employer to insure against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of the Labor Code, and Consultant shall comply with such provisions before commencing the performance of the work or the provision of services pursuant to this agreement.
4. Professional Liability (Errors and Omissions): Insurance appropriate and applicable to the Consultant’s profession and the services and work being performed, with limits of not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.
Professional liability coverage shall extend for at leas t five years after completion of the Consultant’s services under this Agreement.
B. Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
1. Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant 548
15 including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
2. Primary Coverage . F or any claims related to this Contract, the Consultant’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, or volunteers.
Any insurance or self -insurance maintained by the City, its officers, officials, employe es or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
3. Umbrella or Excess Policy . The Consultant may use Umbrella or Excess Policies to provide the liability limits as required in this Agreement. This form of insurance will be acceptable provided that all of the Primary and Umbrella or Excess Policies shall provide all of the insuranc e coverages herein required, including, but not limited to, primary and non- contributory, additional insured, Self -Insured Retentions (SIRs), indemnity, and defense requirements. The Umbrella or Excess Policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which a lso apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Consultant’s primary and excess liability policies are exhausted.
4. Notice of Cancelation. Each insurance policy required above shall provide that coverage shall not be canceled, except with 30 days’ notice to the City, with ten days notice of cancelation due to non- payment. Further, in the event coverage is reduced or canceled, or otherwise mater ially changed, a notice of said reduction or cancellation or change shall be provided to City within 24 hours.
5. Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
6. Self-Insured Retentions. Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.
549
16 7. Acceptability of Insurers . In surance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
8. Claims Made Policies . If a ny of the required policies for professional liability insurance provide claims-made coverage:
a. The Retroactive Date must be shown and must be before the date of the Contract or the beginning of contract work.
b. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work.
c. If coverage is canceled or non -renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after com pletion of contract work.
9. Verification of Coverage. Consultant shall furnish the City with original Certificate of Insurance including all required amendatory endorsements (or copies of the applicable policy language affecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to the City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. T he City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
Further, any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City of Rocklin, its elected officials, officers, employees, agents, or volunteers.
10. Subcontractors. Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors.
11. Special Risks or Circumstances . City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Section 12. NOTICE OF CLAIM; APPLICABLE LAW; VENUE
A. If any claim for damages is filed with Consultant or if any lawsuit is instituted concerning Consultant’s performance under this agreement and that in any way, directly or indirectly, contingently or otherwise, affects or might reasonably affect 550
17 City, Consultant shall give prompt and timely notice thereof to City. Notice shall be prompt and timely if given within 30 days following the date of receipt of a claim or 10 days following the date of service of process of a lawsuit. This provision shall survive the termination, expiration, or cancellation of this agreement.
B. Any dispute between the Parties, and the interpretation of this agreement, shall be governed by the laws of the State of California. Any litigation shall be venued in Placer County.
Section 13. COMPLIANCE WITH LAWS; NON-DISCRIMINATION
A. Consultant shall observe and comply with all applicable present and future federal laws, state laws, local laws, codes, rules, regulations, and/or orders that relate to the work or services to be provided pursuant to this agreement.
B. Consultant shall not unlawfully discriminate in employment practices or in the delivery of services on the basis of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, medical condition (including cancer, HIV, and AIDS) physical or mental disability, use of family care leave under either the Family & Medical Leave Act or the California Family Rights Act, or on the basis of any other status or conduct protected by law.
C. Consultant represents that Consultant is in compliance with and agrees that Consultant shall continue to comply with the Americans with Disabilities Act of 1990 (42 U.S.C. sections 12101, et seq .), the Fair Employment and Housing Act (Government Code sections 12900, et seq.), and regulations and guidelines issued pursuant thereto. Furthermore, where applicable, Consultant represents and warrants all websites created for City, or used by Consultant to provide services pursuant to this agreement shall comply with the American s with Disabilities Act of 1990 and shall specifically conform to the Web Content Accessibility Guidelines found at www.w3.org.7., and comply with section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), Subpart B, 1194.22.
D. In addition to any other provisions of this agreement, Consultant shall be solely responsible for any and all damages caused, and/or penalties levied, as the result of Consultant’s noncompliance with the provisions of this section.
Section 14. ACCESS TO RECORDS; RECORDS RETENTION
A. City, federal, and state officials shall have access to any books, documents, papers, and records of Consultant that are directly pertinent to the subject matter of this agreement for the purpose of auditing or examining the activities of Consultant or City. Except where longer retention is required by federal or state law, Consultant shall maintain all records for five years after City makes final payment hereunder. 551
18 This provision shall survive the termination, expiration, or cancellation of this agreement.
B. Consultant shall maintain appropriate records to ensure a proper accounting of all funds and expenditures pertaining to the work performed or the services provided pursuant to this agreement. Consultant shall maintain records providing information that account for all funds and expenses related to the provision of services provided pursuant to this agreement. Access to these records shall be provided to City during working days, 8:00 a.m. to 5:00 p.m. and at other times upon reasonable notice by City, and upon request of state and federal agencies charged with the administration of programs related to the work or services to be provided pursuant to this agreement.
C. Consultant agrees to accept responsibility for receiving, replying to, and/or complying with any audit exception by appropriate federal, state, or City audit directly related to the provisions of this agreement. Consultant agrees to repay City the full amount of payment received for duplicate billings, erroneous billings, audit exceptions, or false or deceptive claims. Consultant agrees that City may withhold any money due and recover through any appropriate method any money erroneously paid under this agre ement if evidence exists of less than full compliance with this agreement including, but not limited to, exercising a right of set-off against any compensation payable to Consultant.
D. During performance of the agreement and for a period of three (3) years after completing all services, Consultant shall maintain all accounting and financial records related to this Agreement, including but not limited to records of Consultant’s costs for all services performed under this Agreem ent and records of Consultant’s reimbursable expenses, in accordance with generally accepted accounting practices, and shall keep and make the records available for inspection and audit by representatives of the City upon reasonable written notice.
Section 15. LICENSES AND PERMITS
Consultant, and Consultant’s officers, employees, and agents performing the work or services required by this agreement, shall possess and maintain, at its sole cost and expense, all necessary licenses , permits , certificates, and credentials required by the laws of the United States, the State of California, the County of Placer, the City of Rocklin, and all other appropriate governmental agencies, including any certification and credentials required by City. Failure to maintain the licenses, permits, certificates, and credentials shall be deemed a breach of this agreement and constitutes grounds for the termination of this agreement by City.
Section 16. PERFORMANCE STANDARDS
552
19 Consultant shall perform the work or services required by this agreement in accordance with the industry and/or professional standards applicable to Consultant’s work or services.
Section 17. CONFLICTS OF INTEREST
Consultant and Consultant’s officers and employees shall not have a financial interest, or acquire any financial interest, direct or indirect, in any business, property, or source of income that could be financially affected by or otherwise conflict in any manner or degree with the performance of the work or services required under this agreement.
Section 18. NOTICES
A. Except as provided in Section 6.C. of this agreement (oral notice of termination due to insufficient funding), any notices required or permitted pursuant to the terms and provisions of this agreement shall be given to the appropriate Party at the address specified below or at such other address as the Party shall specify in writing Such notice shall be deemed given: (1) upon personal delivery; or (2) if sent by first class mail, postage prepaid, two days after the date of mailing.
If to City: Public Works
City of Rocklin
3970 Rocklin Road
Rocklin, CA 95677
If to Consultant: [Insert full name of Consultant]
[Consultant’s mailing address]
[Telephone and FAX and/or Email]
B. Any oral notice authorized by this agreement shall be given to the persons specified in Section 18.A. and shall be deemed to be effective immediately.
C. Unless otherwise stated in this agreement, any written or oral notices on behalf of the City as provided for in this agreement may be executed and/or exercised by the City Manager or their designee.
Section 19. AGREEMENT PREPARATION
It is agreed and understood by the Parties that this agreement has been arrived at through negotiation and that neither Party is to be deemed the Party which created any uncertainty in this agreement within the meaning of section 1654 of the Civil Code.
Section 20. COMPLIANCE WITH POLITICAL REFORM ACT
553
20 Consultant shall comply with the California Political Reform Act (Government Code, sections 81000, et seq. ), with all regulations adopted by the Fair Political Practices Commission pursuant thereto, and with the City’s Conflict of Interest Code, with regard to any obligation on the part of Consultant to disclose financial interests and to recuse from influencing any City decision which may affect Consultant’s financial interests. If required by the City’s Conflict of Interest Code, Consultant shall comply with the ethics training requirements of Government Code sections 53234, et seq.
Section 21. SEVERABILITY
If any portion of this agreement or application thereof to any person or circumstance is declared invalid by a court of competent jurisdiction or if it is found in contravention of any federal or state statute or regulation or City ordinance, the remaining provisions of this agreement, or the application thereof, shall not be invalidated thereby and shall remain in full force and effect to the extent that the provisions of this agreement are severable.
Section 22. CERTIFICATE OF COMPLIANCE WITH LABOR CODE § 3700 [Labor Code § 1861]
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self -insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this Contract.
CONSULTANT
By: ___________________________
[Name, Title]
Section 23. POWER AND AUTHORITY TO ENTER INTO AGREEMENT
All parties to this Agreement warrant and represent that they have the power and authority to enter into this Agreement in the names, titles, and capacities herein stated and on behalf of any entities, persons, or firms represented or purported to be repre sented by such entity(ies), person(s), or firm(s) and that all formal requirements necessary or required by any state and/or federal law in order to enter into this Agreement have been fully complied with. Furthermore, by entering into this Agreement, Consultant hereby warrants that it shall not have breached the terms or conditions of any other contract or agreement to which Consultant is obligated, which breach would have a material effect hereon.
Section 24. OWNERSHIP OF WORK
554
21 To the extent Consultant’s scope of services requires any of the following work or services, all research data, reports, and every other work product of any kind or character arising from or relating to this agreement shall become the property of the City and be delivered to the City upon completion of its authorized use pursuant to this agreement with the exception of informal communications such as emails and staff notes, whether those communications or notes are internal to Consultant's staff or between Consultant and any subconsultants. City may use Consultant’s such work products for any purpose whatsoever.
City acknowledges that its alteration of documents without consent of Consultant, or use of the documents for any purpose unrelated to this agreement’s purposes, is at the City’s own risk and without liability to Consultant. All works produced under this agreement shall be deemed works produced by a contractor for hire, and all copyright with respect thereto shall vest in the City without payment of r oyalty or any other additional compensation.
Notwithstanding anything to the contrary contained in this agreement, Consultant shall retain all of Consultant’s rights in Consultant’s own proprietary information, including, without limitation, Consultant’s methodologies and methods of analysis, ideas, concepts, expressions, know how, methods, techniques, skills, knowledge, and experience possessed by Consultant prior to, or acquired by Consultant during the performance of this agreement and Consultant shall not be restricted in any way with respect thereto.
Section 25. USE OF CITY PROPERTY
Consultant shall not use City premises, property (including equipment , instruments, and supplies), or personnel for any purpose other than in the performance of Consultant’s obligations under this agreement.
Section 26. COUNTERPARTS/ELECTRONIC, FACSIMILE, AND PDF SIGNATURES
This agreement may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one instrument. Each Party of this agreement agrees to the use of electronic signatures, such as digital signatures t hat meet the requirements of the California Uniform Electronic Transactions Act ((“CUETA”) Cal.
Civ. Code §§ 1633.1 to 1633.17), for executing this agreement. The Parties further agree that the electronic signatures of the Parties included in this agreement are intended to authenticate this writing and to have the same force and effect as manual signatures. Electronic signature means an electronic sound, symbol, or process attached to or logically associated with an electronic record and executed or adopted by a person with the intent to sign the electronic record pursuant to the CUETA as amended from time to time. The CUETA authorizes use of an electronic signature for transactions and contracts among Parties in California, including a government agency. Di gital signature means an electronic identifier, created by computer, intended by the party using it to have the same force and effect as the use of a manual signature, and shall be reasonably relied upon by the Parties. For purposes of this section, a digi tal signature is a type of "electronic signature" as defined in subdivision (h) of Section 1633.2 of the Civil Code. Facsimile 555
22 signatures or signatures transmitted via pdf document shall be treated as originals for all purposes.
[If the City has any other agreements currently in place with the Consultant, then add the following section:]
[Section 27. APPLICATION OF OTHER AGREEMENTS
Consultant and Consultant’s officers, agents, employees, and volunteers, and any of Consultant’s subcontractors shall comply with all terms and provisions imposed upon any subcontractor of City by the [Insert Name of Agreement] between the City of Rocklin and [Insert Name of contracting party], attached to this agreement as Exhibit ___ and incorporated by this reference.]
SIGNATURE PAGE FOLLOWS
556
23 IN WITNESS WHEREOF, City and Consultant have executed this agreement on the dates set forth below. By their signatures below, each signatory represents that they have the authority to execute this agreement and to bind the Party on whose behalf their execution is made.
CITY OF ROCKLIN
By: _________________________________ Date: _________________________ Aly Zimmermann, City Manager
City of Rocklin
APPROVED AS TO FORM:
MATTHEW McOMBER
CITY ATTORNEY
By: _________________________________
Matthew McOmber, City Attorney
CONSULTANT
By: _________________________________ Date: _________________________ [Name, Title]
Tax I.D.#:
557
24 5 SECTION V – SCOPE OF SERVICES
5.1 OBJECTIVE
The purpose of this Facilities Condition Assessment (FCA) is to evaluate the physical condition of 52 municipally-owned buildings and structures across 22 locations (Exhibit A) . The FCA will provide a foundation for long-term capital planning, budgeting, and asset management to ensure safe, compliant, and cost-effective operations of government facilities that serve the community and support municipal services. The consultant shall perform a comprehensive visual assessment of each facility, including:
5.1.1 Site and Facility Inspections
1. Conduct on- site inspections at all 22 locations, covering 52 buildings/structures (locations identified in Exhibit A).
2. Evaluate:
a. Exterior elements: walls, windows, doors, roofs, stairs, ramps, site utilities b. Interior elements: finishes, doors, ceilings, flooring, space usage c. Major building systems: HVAC, electrical, plumbing, fire/life safety d. Site components: parking, drainage, hardscapes, landscaping, signage e. Code and accessibility compliance (ADA and applicable local/state codes)
5.1.2 Systems Evaluation and Lifecycle Analysis
1. Assess the physical condition, estimated remaining life, and operational adequacy of:
a. Structural systems
b. Roofing systems
c. HVAC equipment and controls
d. Electrical and lighting systems
e. Plumbing and water systems
f. Fire/life safety and security systems
g. Building envelope (weatherproofing, insulation)
2. Identify deficiencies and anticipated lifecycle replacements
5.1.3 Documentation Review and Staff Consultation
1. Review any available drawings, maintenance logs, and prior assessments
2. Meet with facility and departmental staff to document known issues, service histories, and operational concerns
5.1.4 Deficiency Identification and Prioritization
1. Document deficiencies by category:
a. Immediate (Health/Safety or Critical Function)
b. Short-Term (0–2 years)
c. Mid-Term (3–5 years)
d. Long-Term (6–10 years)
2. Prioritize by risk, impact on operations, and potential cost avoidance 558
25 5.1.5 Cost Estimation
1. Provide opinion -of-probable-cost estimates for corrective actions, based on industry -standard pricing (e.g., RSMeans) or local cost benchmarks
2. Include assumptions for escalation and contingencies
5.1.6 Facility Condition Index (FCI)
1. Calculate the FCI for each building:
2. FCI = Cost of Deficiencies ÷ Current Replacement Value
3. Classify facility condition using standard benchmarks (e.g., Good: <0.05, Fair: 0.05 –0.10, Poor:
>0.10)
5.1.7 Reporting and Deliverables
1. Provide the following outputs:
a. Reports:
i. Executive Summary: portfolio-wide findings, major themes, and capital planning recommendations
ii. Individual Building Reports: narrative findings, system summaries, photos, and FCI data
b. Data Tools:
i. Summary table of all 52 buildings/structures with FCI, deficiencies, and cost totals ii. Deficiency log in Excel or database format, filterable by location, system, priority, and year
5.2 DELIVERABLES
1. Draft FCA Report for internal review
2. Final FCA Report (PDF and editable format)
3. Excel/CSV data export of deficiencies and costs
4. Presentation of findings to City Management Team
5.3 EXCLUSIONS
1. Invasive or destructive testing
2. Design or engineering services
3. Environmental or hazardous materials assessments
4. Energy or seismic analysis (unless separately scoped)
5.4 SCHEDULE
The consultant shall complete the full assessment, including reporting, within seven ( 7) months of the Notice to Proceed. Interim check-ins will be scheduled to review progress and address emerging questions.
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26 5.5 PROPOSER’S CERTIFICATION
PROPOSER’S CERTIFICATION
I hereby propose to furnish the services specified in the Request for Proposals (RFP). I agree that my proposal will remain firm for a period of up to one hundred and twenty (120) days in order to allow the City of Rocklin (City) adequate time to evaluate the qualifications submitted.
I have carefully examined the Request for Proposals and any other documents accompanying or made a part of this RFP. The information contained in this proposal is true and correct to the best of my knowledge and is signed under penalty of perjury under the laws of the State of California. I further certify that I am duly authorized to submit this proposal on behalf of the firm as its authorized agent and that the firm is ready, willing and able to perform if awarded the contract.
I further certify that this proposal is made without prior understanding, agreement, connection, discussion, or conspiracy with any other person, firm or corporation submitting a proposal for the same product or service; that this proposal is fair and made without outside control, collusion, fraud or illegal action; that no officer, employee or agent of the City or any other proposer is financially interested in said proposal; that no undue influence or pressure was used against or in concert with any officer, employee or agent of the City in connection with the award or terms of the contract that will be executed as a result of this RFP; and that the undersigned executed this Proposer’s Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.
NAME OF BUSINESS
SIGNATURE
NAME & TITLE, TYPED OR PRINTED
MAILING ADDRESS
TELEPHONE NUMBER
EMAIL
Type of Organization:
Sole Proprietorship Corporation State of Incorporation
Partnership Limited Liability Company
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27 Exhibit A
Site Locations
City Hall
3970 Rocklin Road
1 Building
Historic City Hall
3980 Rocklin Road
1 Building
Quarry Park Amphitheater
4000 Rocklin Road
3 Buildings/Structures
Memorial Park Restroom
Behind 3980 Rocklin Road
1 Building
Finnish Temperance Hall
4090 Rocklin Road
2 Buildings
Rocklin Police Station
4080 Rocklin Road
6 Buildings/Structures
Quarry Park Adventures
4005 Adventure Way
3 Buildings/Structures
Fire Station 23
4060 Rocklin Road
1 Building
Fire Station 24
3401 Crest Drive
1 Building
Fire Station 25
2001 Wildcat Blvd
1 Building
Corporation Yard
4081 Alvis Court
10 Buildings/Structures
Rocklin Event Center
2650 Sunset Blvd
4 Buildings
Rocklin Multimodal Station
3700 Rocklin Road
1 Building
Peter Hill Heritage Park
5251 Front Street
2 Buildings
Parks and Recreation Office
5460 5th Street
1 Building
Community Center
5480 5th Street
1 Building
Johnson Springview Park
5480 5th Street
5 Buildings
Twin Oaks Park
5500 Park Drive
2 Buildings
Kathy Lund Park
6101 West Oaks Blvd
2 Buildings
Margaret Azevedo Park
1900 Wildcat Blvd
1 Building
Whitney Community Park
1801 Whitney Ranch Pkwy
3 Buildings
Rocklin History Museum
3895 Rocklin Road
1 Building
561
Warning: If an addendum or addenda have been issued by the City and not noted as being received by the bidder, this proposal may be rejected.
ADDENDUM NO. 1
TO THE SPECIFICATIONS FOR THE
Facility Condition Assessment
T
his addendum covers changes to the Specifications and shall become part of the contract documents. It is a mandatory requirement of a bidder to s ign and include this addendum as part of your proposal package.
PRE-PROPOSAL QUESTIONS AND CLARIFICATIONS
Item #1 – Questions received:
Building Details:
1. Do
you have the square foot sizes of the facilities listed in the RFP?
2. Do you have a list of buildings showing approximate age and GSF of each?
3. Can you provide a list of facilities with square footage information? If readily available also provide year built, year renovated, and number of floors above and below grade.
4. Can the city provide an approximate square footage for each of the buildings listed in Exhibit A?
5. Can the City provide a square footage of each building/structure to be assessed?
6. Question 1: Do you have a building list (Exhibit A) with square footage/age info per building or site?
7. Exhibit A provides the 22 locations but does not provide square footage or a facility list.
Can the City provide the listing of square footage by facility/location? If a facility list cannot be provided, please provide the type of structures to be assessed when it is not a building.
8. Can you please provide the following information for each of the 52 buildings at the 22 locations that are in-scope:
a. Date of Construction Information not readily available b. Square Footage
c. Dates of Major Additions to the building
d. Presence of Pool or Arena (Rec Centres only generally) None
9. For the Park sites, does the scope just entail the buildings/structure and associated site infrastructure, or all infrastructure at the park (trails, play structures, etc.)? If yes, can you please provide some details regarding the expected site infrastructure at each park location to be assessed Only the buildings/structure and associated site infrastructure.
10. Will a laydown yard be provided so material can be ordered and stored onsite for each mobilization? Yes, we will provide an area in the secure parking lot. 562
Warning: If an addendum or addenda have been issued by the City and not noted as being received by the bidder, this proposal may be rejected.
11. Can the contractor use the existing restrooms onsite? No, contractor will need to provide their own facilities.
Answer to all questions without answer above: Exhibit A has been updated to include approximate square footages for the sites where information is available. This revised Exhibit A shall replace the version provided in the original RFP packet.
Tracking Systems:
1. Do you maintain a CMMS in facilities that you would like the equipment inventory to be uploaded to City staff will update our CMMS inventory
2. Does the City have a current CMMS program in place? Currently use Maintenance Connection
3. 5.1.1 Does the City use a software platform to track asset data or maintenance management? Will the subcontractor be required to enter assessment findings into a software platform? City Staff will update our system.
4. With regards to the data tools, is the City looking for potentially license a Capital Asset Management Software as part of this project? If so, can the cost for the license be included as an optional cost so as not to skew the evaluation compared to bids without a software option? Not part of the scope.
Specific Components: (ADA, etc)
1. Are we to include site components around and adjacent to each building only? Examples would include ADA parking, path of travel to each building, sidewalks, stairs and ramps around the building but no parking lots. Yes, looking at facility, ADA parking and immediate path of travel.
2. What is the level of detail required for ADA assessments? Is the ASTM checklist E2018- 15 Uniform Abbreviated Screening Checklist for the 2010 Americans with Disabilities Act sufficient? Do you require measured documentation of each item covered under the ADA code? E2018-24 Baseline Guide for Property Condition Assessment is sufficient
3. Please clarify “Space Usage” scope in 5.1.1, item 2 b. Are you requiring a full space use analysis? Not a full space usage analysis, just looking for areas that are blatantly under utilized (e.g. Storage room full of unorganized items)
4. On the building inventory there are several parks listed. Does the City want just the facilities to be observed, or does the City require the entire park including the amenities to be assessed? Only the buildings/structures
5. What level of detail are you requiring for code compliance for the following codes? Do you require a code reference for each deficiency identified? Looking for visual code compliance issues. Yes, we will want the code referenced in the deficiency. • ADA Compliance
• Local and state codes
• Parking Compliance
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Warning: If an addendum or addenda have been issued by the City and not noted as being received by the bidder, this proposal may be rejected.
6. Please clarify the level of detail that is required to address ADA compliance for the buildings. A Level one is a checklist-based visual review that is acceptable by ASTM E2018-24 Baseline Guide for Property Condition Assessment. A level two assessment typically involves a carefully measured documented review of each ADA compliance issue. What is the performance expectation for Accessibility compliance in your RFP? Level One or Level Two? Level 1
7. Please confirm if a detailed code assessment is required, or if a checklist focused on readily visible issues is sufficient. In the event that you want to have a detailed code assessment completed, given that the work often exceeds the effort required for an FCA, can you please provide a more detailed scope of work for the detailed code assessment, including a list of the applicable codes you wish the assessment to include to allow for all parties to submit a comparable cost. checklist focused on readily visible issues is sufficient, cite code issues on checklist when applicable.
8. The scope included code and ADA compliance. Can you define if: 1) The general code compliance is based on visual observations only or is it to be a detailed code compliance review including plan reviews? 2) ADA compliance as part of an FCA is usually an ASTM- checklist based on visual observation. However, there is an option for a more thorough measured Title II study. What preference does the City have?
9. Do you require a Certified Access Specialist (CASp) certified by the California Division of the State Architect (DSA) to conduct the ADA compliance assessment? No CASp is required.
10. Does the City of Rocklin require a user license in order to update the database as repairs/replacement of assets/systems are completed or will PDF and Excel formatted files meet the requirements? Excel or PDF is acceptable but Excel is preferred.
Scope of Work:
1. Regarding Section V – Scope of Services Section 5.1.2, can the City clarify the type of assessment desired for both the structural systems and building envelope (weatherproofing, insultation)? For the structural system does the City desire a detailed investigation by a qualified structural engineer to determine the building’s safety, stability, and condition? Similar question applies for the building envelope. Looking for visual inspection of building envelope and weatherproofing. Not expecting firm to open walls to assess the overall condition of the structure or insulation. No structural engineer is needed.
2. 1.8 scope of services: Will life cycle costs require review and recommendations for preventive and routine maintenance, or lifecycle repair and replacement costs only? Lifecycle repair and replacement costs only.
3. Question 3: Is the city seeking a 5 and 10-year or 5, 10 and 15-year capital plan? 5, 10, and 15 year
564
Warning: If an addendum or addenda have been issued by the City and not noted as being received by the bidder, this proposal may be rejected.
Utility Questions:
1. Because we can’t visually access components underground are subsurface site utility systems excluded from the scope? All subsurface utilities are excluded with the exception of the sanitary sewer. Need a good idea of the condition of these systems.
2. Are above-ground site utilities included? Yes
Budget & History:
1. What is the City’s budget for this project? $300,000
2. Does the city have a current budget allocation for this effort? Yes there is the $300,000 in this current fiscal year budget.
3. Has an FCA been performed historically for these buildings? Can you share the firm that performed that and previous reports? No
4. Has the City previously performed FCAs for these facilities? If so, what firm performed them and what year? No
Contract Language:
1. It appears that Sections 2 – 4 of the sample contract provided on pages 9-23 of the RFP document are missing. Could you please provide the missing sections. New sample contract included in Exhibit B to this addendum and replaces the sample contract provided in the original RFP.
Presentations (virtual/in-person):
1. Is an in-person meeting required for deliverable #4, Presentation of Findings to City Management Team, or can this be a virtual meeting? Virtual is acceptable.
2. To support sustainability initiatives, will the City accept digital responses to reduce the impact of printing and shipping proposal documents? We do not require printing of copies; the RFP requests a digital copy mailed to the address. Electronic submissions will not be accepted.
3. Is the final presentation to the City expected to be in-person or virtual? Virtual is acceptable.
Access/Escorts:
1. Will the subcontractor be required to complete any special access requirements or badging requirements (police station/fire station)? No special access requirements.
Escorts will be required and provided at all times.
2. Will the city provide escorts for the assessment? Escorts will be required and provided at all times.
565
Warning: If an addendum or addenda have been issued by the City and not noted as being received by the bidder, this proposal may be rejected.
Current Replacement Values:
1. Does the city have current replacement values for all facilities or is the contractor required to determine them as part of the assessment? Looking for the contractor to determine them.
2. Does the City have Current Replacement Values for its buildings or is the calculation of the CRV part of the scope of work for the project? CRV is part of the scope.
Electronic Drawings:
1. Will electronic drawings be made available to the awarded consultant? It is preferable but not mandatory that the buildings have electronic/printed drawings available. We can use emergency escape route plans, if available. We can provide what we have.
There might be some that we do not have plans for.
End of Addendum No. 1
Signature of Bidder:
Contractor Date
SUBMIT THIS SHEET AS PART OF YOUR BID PACKAGE
566
Warning: If an addendum or addenda have been issued by the City and not noted as being received by the bidder, this proposal may be rejected.
Exhibit A
Site Locations
City Hall
3970 Rocklin Road
1 Building
~17,000 sq. ft.
Historic City Hall
3980 Rocklin Road
1 Building
~2,025 sq. ft
Quarry Park Amphitheater
4000 Rocklin Road
3 Buildings/Structures
~ 1,100 sq. ft.
~ 3,000 sq. ft.
~ 1,200 sq. ft.
Memorial Park Restroom
Behind 3980 Rocklin Road
1 Building
~200 sq. ft.
Finnish Temperance Hall
4090 Rocklin Road
2 Buildings
~ 5,600 sq ft.
~ 960 sq. ft.
Rocklin Police Station
4080 Rocklin Road
6 Buildings/Structures
~ 40,000 sq. ft.
~ 3,500 sq. ft.
Quarry Park Adventures
4005 Adventure Way
3 Buildings/Structures
Sq. Ft. not readily available
Fire Station 23
4060 Rocklin Road
1 Building
~15,000 sq. ft.
Fire Station 24
3401 Crest Drive
1 Building
~10,400 sq. ft.
Fire Station 25
2001 Wildcat Blvd
1 Building
~ 5,300 sq ft.
Corporation Yard
4081 Alvis Court
10 Buildings/Structures
~ 19,000 sq. ft.
Rocklin Event Center
2650 Sunset Blvd
4 Buildings
~ 28,000 sq. ft.
~ 1,700 sq. ft.
~ 700 sq. ft.
Rocklin Multimodal Station
3700 Rocklin Road
1 Building
~ 3,700 sq. ft.
Peter Hill Heritage Park
5251 Front Street
2 Buildings
~ 1,600 sq. ft.
~ 240 sq. ft.
Parks and Recreation Office
5460 5th Street
1 Building
~ 5,500 sq. ft.
Community Center
5480 5th Street
1 Building
~ 3,500 sq. ft.
Johnson Springview Park
5480 5th Street
5 Buildings
Twin Oaks Park
5500 Park Drive
2 Buildings
~ 1,300 sq. ft.
2nd building unknown
Kathy Lund Park
6101 West Oaks Blvd
2 Buildings
~ 1,200 sq. ft.
~ 850 sq. ft.
Margaret Azevedo Park
1900 Wildcat Blvd
1 Building
~ 500 sq. ft.
Whitney Community Park
1801 Whitney Ranch Pkwy
3 Buildings
~ 1,000 sq ft.
2 @ ~ 400 sq. ft.
Rocklin History Museum
3895 Rocklin Road
1 Building
~ 1,300 sq. ft.
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4.1 SAMPLE CONTRACT
AG
REEMENT FOR SERVICES BETWEEN THE CITY OF ROCKLIN AND
________________________________.
This agreement is entered into between the City of Rocklin, t hrough its Public Works Department (“C ity”) and _____________________________ (“Consultant”) (collectively, the “Parties” and individually a “Party”) for the purpose of providing a facilities condition assessment of City owned buildings and structures.
Section 1. RESPONSIBILITIES OF CONSULTANT
A. Pur
suant to the terms and conditions of this agreement, Consultant shall________.
Insert detailed scope of work here.
B. Consul
tant shall assign and utilize only competent personnel to perform services pursuant to this Agreement. Consultant shall designate a project manager who at all times shall represent the Consultant before the City on all matters relating to this Contract. The project manager shall continue in such capacity unless and until he or she is removed at the request of the City, is no longer employed by Consultant, or is replaced with the written approval of the City, which approval shall not be unreasonably withheld. Consultant shall notify City in writing, of any other changes in Consultant’s staff assigned to perform the services required under this Agreement, prior to any such performance. In the event the City desires the removal of any person assigned by Consultant to perform services pursuant to this Agreement, because the City in its sole discretion, determines that such person is not performing in accordance with the standards required herein, Consultant shall remove such person immediately upon receiving notice from the City of the desire for the removal of such person.
C. Con
sultant agrees and represents that it is qualified to properly provide the services set forth herein in a manner consistent with the generally accepted standards of Consultant’s profession. Consultant is duly licensed, qualified and experienced to perform the services set forth in this Agreement. Consultant represents and warrants that it has all licenses, permits, qualifications and approvals of whatsoever nature that are legally required f or Consultant to practice its profession or provide any services under this Agreement. Consultant represents and warrants that Consultant shall, at its sole cost and expense, keep in effect or obtain at all times during the term of this Agreement, any licenses, permits and approvals that are legally required for Con sultant to practice its profession or provide such services. If Consultant is an out of state corporation, Consultant further warrants and represents that it possesses a valid certification of qualification to transact business in the State of California issued by the California Secretary of State. Consultant shall perform all services required pursuant to this Agreement in the manner and according to the standards currently observed by a competent practitioner of Consultant’s profession in California. Consultant shall devote such time and effort to the performance of Exhibit B
568
services pursuant to this Agreement as is necessary for the satisfactory and timely performance of Consultant’s obligations under this Agreement.
Section 2. RESPONSIBILITIES OF CITY
Pursuant to the terms and conditions of this agreement, City shall:
A. Compensate Consultant as prescribed in S ections 3 and 4 of this agreement and shall monitor the outcomes achieved by Consultant.
Section 3. COMPENSATION
A. Consultant shall be paid [$ ] for the services described in this agreement.
B. In no event shall the maximum amount payable under this agreement exceed $(DOLLAR AMOUNT).
C. Consultant’s violation or breach of agreement terms may result in fiscal penalties, withholding of compensation, or termination of agreement.
Section 4. BILLING AND PAYMENT
A. Consultant shall submit to Public Works within five days after completion of the services prescribed in S ection 1, an itemized statement or invoice of services rendered. City shall make payment within 30 days of receipt of Consultant’s correct and approved statement or invoice.
At minimum, all invoices submitted by Consultant shall contain the following information:
i. Job/project name or description;
ii. City’s current purchase order and/or work order number (if applicable); iii. Consultant’s invoice number;
iv. Date of invoice issuance;
v. Description of services billed under invoice, including the description of tasks performed and the corresponding rate charged for the completion of that task;
vi. Amount of invoice, itemizing all authorized reimbursable expenses; and vii. Total billed to date under agreement.
B. Compensation under this agreement shall be reduced by applicable consultant revenues. The term “applicable con sultant revenues” refers to those receipts or reductions in expenditures or costs which operate to offset or reduce expense or cost items that are allocable to Con sultant’s compensation unde r this agreement (such as but not limited to: purchase discounts, rebates or allowances, insurance refunds and adjustments or overpayment, or other erroneous charges). To the extent that applicable consultant revenues, accruing or received by Consultant relate to 569
allowable costs, they shall be credited to City either as a reduction, or a cash refund, as appropriate.
C. Should City, or the county, state, or federal government, disallow any amount claimed by or paid by City to Consultant, Consultant shall reimburse City, county, state or federal government, as directed by City or the state or federal government, for such disallowed cost.
D. Consultant shall pay when and as due, any and all taxes incurred as a result of Consultant’s compensation hereunder, including estimated taxes, and shall provide City with proof of payment upon request. Consultant agrees to indemnify City for any claims, l osses, costs, fees, liabilities, damages or injuries suffered by City arising out of Consultant’s breach of this section.
Section 5. TERM OF AGREEMENT
A. This agreement shall commence as of the last date it has been signed by both Parties and shall end [ ].
Section 6. TERMINATION OF AGREEMENT
A. If Consultant materially fails to perform Consultant’s responsibilities under this agreement to the satisfaction of City, or if Consultant fails to fulfill in a timely and professional manner Consultant’s responsibilities under this agreement, or if Consultant violates any of the terms or provisions of this agreement, then City shall have the right to terminate this agreement for cause effective immediately upon the City giving written notice thereof to Consultant. If termination for cause is given by City to Consultant and it is later determined that Consultant was not in default or the default was excusable, then the notice of termination shall be deemed to have been given without cause pursuant to paragraph B of this Section.
B. City may terminate this agreement without cause on thirty (30) days written notice to Consultant.
C. City may terminate this agreement immediately upon oral notice should funding cease or be materially decreased during the term of this agreement.
D. City’s right to terminate this agreement may be exercised by the City Manager or the City Manager’s Designee.
E. Should this agreement be terminated, Consultant shall promptly provide to City any and all finished and unfinished reports, data, studies, photographs, charts, and other documents prepared by Consultant pursuant to this agreement in a format acceptable to City.
F. If this agreement is terminated, Consultant shall only be paid for services satisfactorily completed and provided prior to the effective date of termination.
570
Section 7. ENTIRE AGREEMENT; AMENDMENTS; HEADINGS;
EXHIBITS/APPENDICES
A. This agreement supersedes all previous agreements relating to the subject of this agreement and constitutes the entire understanding of the Parties hereto. Consultant shall be entitled to no other benefits other than those specified herein. Consultant specifically acknowledges that in entering into and executing this agreement, Consultant relies solely upon the provisions contained in this agre ement and no others.
B. No changes, amendments, or alterations to this agreement shall be effective unless in writing and signed by both P arties. However, minor amendments , including retroactive, that do not result in a substantial or functional change to the original intent of this agreement and do not cause an increase to the maximum amount payable under this agreement may be agreed to in writing between Consultant and City Manager or the City Manager’s designee, provided that the amendment is in substantially the same format as the City’s standard format amendment.
C. The headings that appear in this agreement are for reference purposes only and shall not affect the meaning or construction of this agreement.
D. If any ambiguity, inconsistency, or conflict exists or arises between the provisions of this agreement and the provisions of any of this agreement’s exhibits or appendices, the provisions of this agreement shall govern.
E. Contract Documents. This Agreement and its exhibits shall be known as the “Contract Documents.” Terms set forth in any Contract Document shall be deemed to be incorporated in all Contract Documents as if set forth in full therein. In the event of conflict between terms contained in these Contract Documents, the more specific term shall control. If any portion of the Contract Documents shall be in conflict with any other portion, provisions contained in the Contract shall govern over conflicting provisions contained in the exhibits to the Contract. In the event of any conflict between the terms or conditions of this written Agreement and any terms or conditions of any document prepared or provided by Consultant and made a part of this Agreement, including without limitation any document relating to the scope of services or payment therefor, the written terms of this document shall control over those terms or conditions.
Section 8. NONASSIGNMENT OF AGREEMENT; NON-WAIVER
Inasmuch as this agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or sublet any interest herein without the prior written consent of City. The waiver by City of any breach of any requirement of this agreement shall not be deemed to be a waiver of any other breach.
571
Section 9. EMPLOYMENT STATUS OF CONSULTANT
A. Consultant shall, during the entire term of this agreement, be construed to be an independent contractor , and nothing in this agreement is intended nor shall be construed to create an employer-employee relationship, a joint venture relationship, or to allow C ity to exercise discretion or control over the professional manner in which Consultant performs the work or services that are the subject matter of this agreement; provided, however, that the work or services to be provided by Consultant shall be provided in a manner consistent with the professional standards applicable to such work or services. The sole interest of C ity is to ensure that the work or services shall be rendered and performed in a competent, efficient, and satisfactory manner. Consultant shall be fully responsible for payment of all taxes due to the State of California or the federal government that would be withhe ld from compensation if Consultant were a City employee. City shall not be liable for deductions for any amount for any purpose from Consultant’s compensation.
Consultant shall not be eligible for coverage under C ity’s workers’ compensation insurance plan nor shall Consultant be eligible for any other C ity benefit.
Consultant must issue W -2 and 941 Forms for income and employment tax purposes, for all of Consultant’s assigned personnel under the terms and conditions of this agreement.
[If Consultant is an out-of-state independent contractor, add:]
[B.] [City shall withhold seven percent of all income paid to Consultant under this agreement for payment and reporting to the California Franchise Tax Board because Consultant does not qualify as: (1) a corporation with its principal place of business in California, (2) a partnership with a permanent place of business in California, (3) a corporation qualified to do business in California by the Secretary of State, or (4) an individual with a permanent residence in the State of California.]
Section 10. INDEMNIFICATION
A. To the fullest extent permitted by law, Consultant shall indemnify and hold harmless C ity, its elected officials, officers, employees, agents, and volunteers against all claims, suits, actions, costs, expenses (including, but not limited to, reasonable attorney's fees of the City Attorney and counsel retained by City, expert fees, litigation costs, and investigation costs), damages, judgments, or decrees arising from the work or the provision of services undertaken pursuant to this agreement by Consultant , or by any of Consultant ’s subcontractors, any person employed under Consultant, or under any subcontractor, or in any capacity, except when the injury or loss is caused by the sole negligence or intentional wrongdoing of City. Consultant shall also, at Consultant ’s own ex pense, defend the C ity, its elected officials, officers, employees, agents, and volunteers, against any claim, suit, action, or proceeding brought against C ity, its elected officials, officers, employees, agents, and volunteers, arising from the work or the provision of services undertaken pursuant to this agreement by Consultant , or any of Consultant’s subcontractors, any person employed under Consultant, or under any 572
Subcontractor, or in any capacity. Consultant shall also defend and indemnify City for any adverse determination made by the Internal Revenue Service or the State Franchise Tax Board and/or any other taxing or regulatory agency and shall defend, indemnify, and hold harmless C ity with respect to Consultant’s “independent contractor” status that would establish a liability on City for failure to make social security deductions or contributions or income tax withholding payments, or any other legally mandated payment. The provisions of this paragraph are intended to be interpreted as broadly as permitted by applicable law. This provision shall survive the termination, expiration, or cancellation of this agreement.
B. The indemnification provisions are independent of, and shall not in any way be limited by, Consultant’s insurance coverage or lack of coverage, or by the insurance requirements of this agreement. City acknowledgement or approval of Consultant’s evidence of insurance coverage required by this agreement does not in any way relieve Consultant from its obligations under this Section.
Section 11. INSURANCE REQUIREMENTS
Without limiting Consultant’s duties of defense and indemnification, Consultant and any subcontractor agrees to have and maintain the policies set forth below, against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees. All policies, endorsements, certificates, and/or binders shall be subject to approval by the City as to form and content. A lapse in any required insurance coverage during this Agreement shall be a breach of this Agreement.
A. Minimum Scope and Limit of Insurance
1. Commercial General Liability (CGL) : Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form Number CA 00 01 covering any auto (Code 1), or if Consultant has no owned autos, covering hired (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation as required by the State of California, with Statutory Limits and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. If Consultant has no employees, Consultant must notify City if an employee is hired, verify proof of coverage for any subcontractors, and agrees to hold City harmless and defend City from claims arising from failure to provide 573
workers’ compensation benefits. Consultant is aware of the provisions of the Labor Code, including section 3700, which require every employer to insure against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of the Labor Code, and Consultant shall comply with such provisions before commencing the performance of the work or the provision of services pursuant to this agreement.
4. Professional Liability (Errors and Omissions): Insurance appropriate and applicable to the Consultant’s profession and the services and work being performed, with limits of not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate.
Professional liability coverage shall extend for at leas t five years after completion of the Consultant’s services under this Agreement.
B. Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
1. Additional Insured Status. The City, its officers, officials, employees, and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Consultant including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Consultant’s insurance (at least as broad as ISO Form CG 20 10 11 85 or both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 forms if later revisions used).
2. Primary Coverage . F or any claims related to this Contract, the Consultant’s insurance coverage shall be primary insurance coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, or volunteers.
Any insurance or self -insurance maintained by the City, its officers, officials, empl oyees or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
3. Umbrella or Excess Policy . The Consultant may use Umbrella or Excess Policies to provide the liability limits as required in this Agreement. This form of insurance will be acceptable provided that all of the Primary and Umbrella or Excess Policies shall provide all of the insurance coverages here in required, including, but not limited to, primary and non- contributory, additional insured, Self -Insured Retentions (SIRs), indemnity, and defense requirements. The Umbrella or Excess Policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided on the underlying Commercial General Liability insurance. No insurance policies maintained by the Additional Insureds, whether primary or excess, and which a lso apply to a loss covered hereunder, shall be called upon to contribute to a loss until the Consultant’s primary and excess liability policies are exhausted.
4. Notice of Cancelation. Each insurance policy required above shall provide that coverage shall not be canceled, except with 30 days’ notice to the City, with ten days notice of cancelation due to non- payment. Further, in the event coverage is reduced or 574
canceled, or otherwise materially changed, a notice of said reduction or cancellation or change shall be provided to City within 24 hours.
5. Waiver of Subrogation. Consultant hereby grants to City a waiver of any right to subrogation which any insurer of said Consultant may acquire against the City by virtue of the payment of any loss under such insurance. Consultant agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
6. Self-Insured Retentions. Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to purchase coverage with a lower retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City.
7. Acceptability of Insurers . In surance is to be placed with insurers authorized to conduct business in the state with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
8. Claims Made Policies . If a ny of the required policies for professional liability insurance provide claims-made coverage:
a. The Retroactive Date must be shown and must be before the date of the Contract or the beginning of contract work.
b. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of contract work.
c. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of contract work.
9. Verification of Coverage. Consultant shall furnish the City with original Certificate of Insurance including all required amendatory endorsements (or copies of the applicable policy language a ffecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to the City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.
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Further, any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City of Rocklin, its elected officials, officers, employees, agents, or volunteers.
10. Subcontractors. Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors.
11. Special Risks or Circumstances . City reserves the right to modify these requirements, including limits, based on the nature of the risk, prior experience, insurer, coverage, or other special circumstances.
Section 12. NOTICE OF CLAIM; APPLICABLE LAW; VENUE
A. If any claim for damages is filed with Consultant or if any lawsuit is instituted concerning Consultant’s performance under this agreement and that in any way, directly or indirectly, contingently or otherwise, affects or might reasonably affect City, Consultant shall give prompt and timely notice thereof to C ity. Notice shall be prompt and timely if given within 30 days following the date of receipt of a claim or 10 days following the date of service of process of a lawsuit. This provision shall survive the termination, expiration, or cancellation of this agreement.
B. Any dispute between the Parties, and the interpretation of this agreement, shall be governed by the laws of the State of California. Any litigation shall be venued in Placer County.
Section 13. COMPLIANCE WITH LAWS; NON-DISCRIMINATION
A. Consultant shall observe and comply with all applicable present and future federal laws, state laws, local laws, codes, rules, regulations, and/or orders that relate to the work or services to be provided pursuant to this agreement.
B. Consultant shall not unlawfully discriminate in employment practices or in the delivery of services on the basis of race, color, creed, religion, national origin, sex, age, marital status, sexual orientation, medical condition (including cancer, HIV, and AIDS) physical or mental disability, use of family care leave under either the Family & Medical Leave Act or the California Family Rights Act, or on the basis of any other status or conduct protected by law.
C. Consultant represents that Consultant is in compliance with and agrees that Consultant shall continue to comply with the Americans with Disabilities Act of 1990 (42 U.S.C. sections 12101, et seq .), the Fair Employment and Housing Act (Government Code sections 12900, et seq.), and regulations and guidelines issued pursuant thereto. Furthermore, where applicable, Consultant represents and warrants all websites created for C ity, or used by Consultant to provide services pursuant to this agreement shall comply with the Americans with Disabilities Act of 1990 and shall specifically conform to the Web Content Accessibility Guidelines 576
found at www.w3.org.7., and comply with section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d), Subpart B, 1194.22.
D. In addition to any other provisions of this agreement, Consultant shall be solely responsible for any and all damages caused, and/or penalties levied, as the result of Consultant’s noncompliance with the provisions of this section.
Section 14. ACCESS TO RECORDS; RECORDS RETENTION
A. City, federal, and state officials shall have access to any books, documents, papers, and records of Consultant that are directly pertinent to the subject matter of this agreement for the purpose of auditing or examining the activities of Consultant or City. Except where longer retention is required by federal or state law, Consultant shall maintain all records for five years after C ity makes final payment hereunder.
This provision shall survive the termination, expiration, or cancellation of this agreement.
B. Consultant shall maintain appropriate records to ensure a proper accounting of all funds and expenditures pertaining to the work performed or the services provided pursuant to this agreement. Consultant shall maintain records providing information that account for all funds and expenses related to the provision of services provided pursuant to this agreement. Access to these records shall be provided to C ity during working days, 8:00 a.m. to 5:00 p.m. and at other times upon reasonable notice by C ity, and upon request of state and federal agencies charged with the administration of programs related to the work or services to be provided pursuant to this agreement.
C. Consultant agrees to accept responsibility for receiving, replying to, and/or complying with any audit exception by appropriate federal, state, or C ity audit directly related to the provisions of this agreement. Consultant agrees to repay City the full amount of payment received for duplicate billings, erroneous billings, audit exceptions, or false or deceptive claims. Consultant agrees that City may withhold any money due and recover through any appropriate method any money erroneously paid under this agre ement if evidence exists of less than full compliance with this agreement including, but not limited to, exercising a right of set-off against any compensation payable to Consultant.
D. During performance of the agreement and for a period of three (3) years after completing all services, Consultant shall maintain all accounting and financial records related to this Agreement, including but not limited to records of Consultant’s costs for all services performed under this Agreement and records of Consultant’s reimbursable expenses, in accordance with generally accepted accounting practices, and shall keep and make the records available for inspection and audit by representatives of the City upon reasonable written notice.
Section 15. LICENSES AND PERMITS
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Consultant, and Consultant’s officers, employees, and agents performing the work or services required by this agreement, shall possess and maintain, at its sole cost and expense, all necessary licenses , permits , certificates, and credentials required by the laws of the United States, the State of California, the County of Placer, the City of Rocklin, and all other appropriate governmental agencies, including any certification and credentials required by City. Failure to maintain the licenses, permits, certificates, and credentials shall be deemed a breach of this agreement and constitutes grounds for the termination of this agreement by City.
Section 16. PERFORMANCE STANDARDS
Consultant shall perform the work or services required by this agreement in accordance with the industry and/or professional standards applicable to Consultant’s work or services.
Section 17. CONFLICTS OF INTEREST
Consultant and Consultant’s officers and employees shall not have a financial interest, or acquire any financial interest, direct or indirect, in any business, property, or source of income that could be financially affected by or otherwise conflict in any manner or degree with the performance of the work or services required under this agreement.
Section 18. NOTICES
A. Except as provided in Section 6.C. of this agreement (oral notice of termination due to insufficient funding), any notices required or permitted pursuant to the terms and provisions of this agreement shall be given to the appropriate Party at the address specified below or at such other address as the Party shall specify in writing Such notice shall be deemed given: (1) upon personal delivery; or (2) if sent by first class mail, postage prepaid, two days after the date of mailing.
If to City: Public Works
City of Rocklin
3970 Rocklin Road
Rocklin, CA 95677
If to Consultant: [Insert full name of Consultant]
[Consultant’s mailing address]
[Telephone and FAX and/or Email]
B. Any oral notice authorized by this agreement shall be given to the persons specified in Section 18.A. and shall be deemed to be effective immediately.
C. Unless otherwise stated in this agreement, any written or oral notices on behalf of the City as provided for in this agreement may be executed and/or exercised by the City Manager or their designee.
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Section 19. AGREEMENT PREPARATION
It is agreed and understood by the P arties that this agreement has been arrived at through negotiation and that neither Party is to be deemed the Party which created any uncertainty in this agreement within the meaning of section 1654 of the Civil Code.
Section 20. COMPLIANCE WITH POLITICAL REFORM ACT
Consultant shall comply with the California Political Reform Act (Government Code, sections 81000, et seq. ), with all regulations adopted by the Fair Political Practices Commission pursuant thereto, and with the City’s Conflict of Interest Code, with regard to any obligation on the part of Consultant to disclose financial interests and to recuse from influencing any City decision which may affect Consultant’s financial interests. If required by the C ity’s Conflict of Interest Code, Consultant shall comply with the ethics training requirements of Government Code sections 53234, et seq.
Section 21. SEVERABILITY
If any portion of this agreement or application thereof to any person or circumstance is declared invalid by a court of competent jurisdiction or if it is found in contravention of any federal or state statute or regulation or City ordinance, the remaining provisions of this agreement, or the application thereof, shall not be invalidated thereby and shall remain in full force and effect to the extent that the provisions of this agreement are severable.
Section 22. CERTIFICATE OF COMPLIANCE WITH LABOR CODE § 3700 [Labor Code § 1861]
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self -insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this Contract.
CONSULTANT
By: ___________________________
[Name, Title]
Section 23. POWER AND AUTHORITY TO ENTER INTO AGREEMENT
All parties to this Agreement warrant and represent that they have the power and authority to enter into this Agreement in the names, titles, and capacities herein stated and on behalf of any entities, persons, or firms represented or purported to be repre sented by such entity(ies), person(s), or firm(s) and that all formal requirements necessary or required by any state and/or federal law in order to enter into this Agreement have been fully complied with. Furthermore, by entering into this Agreement, Consultant hereby warrants that it shall 579
not have breached the terms or conditions of any other contract or agreement to which Consultant is obligated, which breach would have a material effect hereon.
Section 24. OWNERSHIP OF WORK
To the extent Consultant’s scope of services requires any of the following work or services, all research data, reports, and every other work product of any kind or character arising from or relating to this agreement shall become the property of the C ity and be delivered to the C ity upon completion of its authorized use pursuant to this agreement with the exception of informal communications such as emails and staff notes, whether those communications or notes are internal to Consultant's staff or between Consultant and any subconsultants. City may use Consultant’s such work products for any purpose whatsoever.
City acknowledges that its alteration of documents without consent of Consultant, or use of the documents for any purpose unrelated to this agreement’s purposes, is at the C ity’s own risk and without liability to Consultant. All works produced under this agreement shall be deemed works produced by a contractor for hire, and all copyright with respect thereto shall vest in the C ity without payment of r oyalty or any other additional compensation.
Notwithstanding anything to the contrary contained in this agreement, Consultant shall retain all of Consultant’s rights in Consultant’s own proprietary information, including, without limitation, Consultant’s methodologies and methods of analysis, ideas, concepts, expressions, know how, methods, techniques, skills, knowledge, and experience possessed by Consultant prior to, or acquired by Consultant during the performance of this agreement and Consultant shall not be restricted in any way with respect thereto.
Section 25. USE OF CITY PROPERTY
Consultant shall not use C ity premises, property (including equipment , instruments, and supplies), or personnel for any purpose other than in the performance of Consultant’s obligations under this agreement.
Section 26. COUNTERPARTS/ELECTRONIC, FACSIMILE, AND PDF SIGNATURES
This agreement may be executed in any number of counterparts, each of which will be an original, but all of which together will constitute one instrument. Each Party of this agreement agrees to the use of electronic signatures, such as digital signatures t hat meet the requirements of the California Uniform Electronic Transactions Act ((“CUETA”) Cal.
Civ. Code §§ 1633.1 to 1633.17), for executing this agreement. The Parties further agree that the electronic signatures of the Parties included in this agreement are intended to authenticate this writing and to have the same force and effect as manual signatures. Electronic signature means an electronic sound, symbol, or process attached to or logically associated with an electronic record and executed or adopted by a person with the intent to sign the electronic record pursuant to the CUETA as amended from time to time. The CUETA authorizes use of an electronic signature for transactions and contracts among Parties in California, including a government agency. Di gital signature means an electronic identifier, created by computer, intended by the party using it to have the same force and effect as the use of a manual signature, and shall be reasonably relied upon by the Parties. For purposes of this section, a digi tal signature is a type of "electronic 580
signature" as defined in subdivision ( h) of Section 1633.2 of the Civil Code. Facsimile signatures or signatures transmitted via pdf document shall be treated as originals for all purposes.
[If the City has any other agreements currently in place with the Consultant, then add the following section:]
[Section 27. APPLICATION OF OTHER AGREEMENTS
Consultant and Consultant’s officers, agents, employees, and volunteers, and any of Consultant’s subcontractors shall comply with all terms and provisions imposed upon any subcontractor of City by the [Insert Name of Agreement] between the City of Rocklin and [Insert Name of contracting party], attached to this agreement as Exhibit ___ and incorporated by this reference.]
SIGNATURE PAGE FOLLOWS
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IN WITNESS WHEREOF, City and Consultant have executed this agreement on the dates set forth below. By their signatures below, each signatory represents that they have the authority to execute this agreement and to bind the Party on whose behalf their execution is made.
CITY OF ROCKLIN
By: _________________________________ Date: _________________________ Aly Zimmermann, City Manager
City of Rocklin
APPROVED AS TO FORM:
MATTHEW McOMBER
CITY ATTORNEY
By: _________________________________
Matthew McOmber, City Attorney
CONSULTANT
By: _________________________________ Date: _________________________ [Name, Title]
Tax I.D.#:
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REQUEST FOR PROPOSAL (RFP)
FACILITIES CONDITION ASSESSMENT
OF 52 MUNICIP ALL Y-OWNED BUILDINGS AND STRUCTURES ACROSS 22 LOCA TIONS OCTOBER 10 , 2025
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2450 VENTURE OAKS WAY, SUITE 500 | SACRAMENTO, CA 95833 | WWW.KITCHELL.COM October 10, 2025
City of Rocklin─Corporation Yard
Matt McClure, Public Works Manager
4081 Alvis Court | Rocklin, CA 95677
RE: Request for Proposal (RFP) to Provide Facilities Condition Assessment Dear Matt and Members of the Selection Committee,
Building thriving communities starts with caring for the places that bring them to life. Kitchell shares the City of Rocklin’s commitment to maintaining and enhancing a safe, vibrant community while fostering responsible growth and stewardship of public resources. As the #1 Construction Management firm in the Sacramento region (Sacramento Business Journal), we understand the vital role that well-maintained public facilities play in supporting a city’s mission and its people. Through our comprehensive Facility Condition Assessment (FCA) services, we will asssist the City turn data into direction by providing a clear and actionable roadmap to sustain safe, efficient, and future-ready facilities across 52 buildings and 22 locations. Our goal is to empower you with the insights needed to plan strategically, invest wisely, and continue delivering exceptional public spaces that serve the Rocklin community for generations to come.
A Highly Qualified Team
We have assembled a highly qualified and experienced team for your project, with each proposed team member having strong facility condition assessment experience. Project Manager Andrew Pascual brings 12 years of project/design management experience, including more than six years of managing/conducting projects comparable to this project. Andrew has led the team in the successful completion of projects similar to yours for the City of Berkeley, City of Rohnert Park, City of Torrance, County of Sacramento, County of Orange, County of San Diego, and County of Stanislaus. Andrew is available and fully committed to this effort for the entire duration of the service delivery.
Principal-in-Charge Heather Brown has spent more than 20 years providing assessment services to our clients. Her career highlights include serving as Principal-in-Charge on assessment projects for the Counties of San Diego, Sacramento, and Monterey, as well as for the Cities of Brisbane, Davis, Rohnert Park, Stockton, and Torrance.
An Extensive Amount of Experience
For 75 years, Kitchell has proudly shaped communities as a trusted leader in the construction industry. Since our founding in 1950, we’ve built our reputation on innovation, quality, and dependable project delivery. While best known for our expertise in construction management, Kitchell offers a comprehensive suite of services that extend far beyond—encompassing program and project management, engineering, architectural design, and facility management. Suggested rewrite: What further distinguishes Kitchell is our in-house Engineering and Architectural Services (EAS) Department, a multidisciplinary team that has been shaping the built environment for nearly four decades. This team includes licensed architects and engineers, supported by specialists in quality control, estimating, scheduling, commissioning, BIM, and facilities maintenance, allowing us to bring fully integrated solutions to every project we undertake. Together, this depth of in-house expertise enables us to approach each assessment with technical precision and a clear understanding of how facilities serve their communities, ensuring our recommendations align with the City’s long-term vision for safe, efficient, and sustainable operations.
Kitchell’s EAS Department has been delivering facility assessments and master planning services to public agencies for 38 years, completing similar work on more than 260 million square feet of public facilities. Through this extensive experience, we have developed a proven methodology that can be tailored to meet your specific needs.
A Systematic Approach
Kitchell brings extensive experience with public agencies and understands the need to provide consistent and transparent services.
We have established internal processes and procedures that are tailored toward public works projects enabling us to provide consistent, high-quality services that meet the needs of each project while providing open communication and reporting. 584
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 2 RFP Requirements
Title of RFP: Request for Proposal (RFP) Facilities Condition Assessment of 52 Municipally-Owned Buildings and Structures Across 22 Locations
Firm Name & Mailing/
Physical Address:
Kitchell/CEM, Inc.
2450 Venture Oaks Way, Suite 500
Sacramento, CA 95833
Contact Person: Heather Brown, Principal-in-Charge
tel. 916.832.3003 | [email protected]
Statement: Kitchell confirms we will perform the services and adhere to the requirements described in this RFP including Addendum 01 dated October 3, 2025.
Our assessment approach is designed to foster a collaborative team environment with clear accountability established. It will be flexible in its application to meet the City’s specific needs and expectations. For instance, performing comprehensive building evaluations and providing corrective recommendations, budget estimates, and schedules for completion of all recommended work.
In the following pages, you will find more information about our firm, our key personnel and team, and our project experience.
We begin every project with results in mind. Results that will incorporate our knowledge and understanding of your facilities, your maintenance and operations team, and the challenges and opportunities discovered together. This approach is backed by consistent successful project delivery for numerous local agencies throughout the western United States. Our goal is to provide a quality project that will meet or exceed the City’s expectations.
We thank you for your consideration and look forward to presenting our qualifications and approach in person.
Sincerely,
Geoff Bachanas, CCM Heather Brown, PE, LEED AP
President Principal-in-Charge
(Officer authorized to bind the firm)
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 3 Warning: If an addendum or addenda have been issued by the City and not noted as being received by the bidder, this proposal may be rejected.
Current Replacement Values:
1. Does the city have current replacement values for all facilities or is the contractor required to determine them as part of the assessment? Looking for the contractor to determine them.
2. Does the City have Current Replacement Values for its buildings or is the calculation of the CRV part of the scope of work for the project? CRV is part of the scope.
Electronic Drawings:
1. Will electronic drawings be made available to the awarded consultant? It is preferable but not mandatory that the buildings have electronic/printed drawings available. We can use emergency escape route plans, if available. We can provide what we have.
There might be some that we do not have plans for.
End of Addendum No. 1
Signature of Bidder:
Contractor Date
SUBMIT THIS SHEET AS PART OF YOUR BID PACKAGE
Kitchell/CEM, Inc.
Geoff Bachanas, President
October 10, 2025
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 4 Table
of Content
2.1.1 Cover Letter 1
» Signed Addendum 3
2.1.2 Proposer’s Certification 5
2.1.3 Proposal 6
» SECTION A: Firm’s Qualifications 6
» SECTION B: Experience and References 16
» SECTION C: Services Understanding 22
» SECTION D: Project Timeline and Work Plan 24
» SECTION E: Required Statements/Documents 31
» SECTION F: Exceptions 31
» SECTION G: Competency of Proposers 32
2.1.4 Cost Proposal (Separate)
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 5 26 5.5 PROPOSER’S CERTIFICATION
PROPOSER’S CERTIFICATION
I hereby propose to furnish the services specified in the Request for Proposals (RFP). I agree that my proposal will remain firm for a period of up to one hundred and twenty (120) days in order to allow the City of Rocklin (City) adequate time to evaluate the qualifications submitted.
I have carefully examined the Request for Proposals and any other documents accompanying or made a part of this RFP. The information contained in this proposal is true and correct to the best of my knowledge and is signed under penalty of perjury under the laws of the State of California. I further certify that I am duly authorized to submit this proposal on behalf of the firm as its authorized agent and that the firm is ready, willing and able to perform if awarded the contract.
I further certify that this proposal is made without prior understanding, agreement, connection, discussion, or conspiracy with any other person, firm or corporation submitting a proposal for the same product or service; that this proposal is fair and made without outside control, collusion, fraud or illegal action; that no officer, employee or agent of the City or any other proposer is financially interested in said proposal; that no undue influence or pressure was used against or in concert with any officer, employee or agent of the City in connection with the award or terms of the contract that will be executed as a result of this RFP; and that the undersigned executed this Proposer’s Certification with full knowledge and understanding of the matters therein contained and was duly authorized to do so.
NAME OF BUSINESS
SIGNATURE
NAME & TITLE, TYPED OR PRINTED
MAILING ADDRESS
TELEPHONE NUMBER
EMAIL
Type of Organization:
Sole Proprietorship Corporation State of Incorporation
Partnership Limited Liability Company
Kitchell/CEM, Inc.
Geoff Bachanas, President
2450 Venture Oaks, Suite 500 | Sacramento, CA 95833
916.648.9700
[email protected]
X
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 6
2.1.3 Proposal
SECTION A: Firm’s
Qualifications: Describe
your experience and
provide a statement of
your firm's qualifications for
performing the requested
services.
Industry Leading Expertise
Founded in 1950, Kitchell has been a leader in the
construction industry, committed to bringing innovation, quality, and timely delivery to every project. For 75
years, we have built a legacy on delivering high-quality projects through our wide range of professional services, including program and project/construction management
services, engineering and architectural services, and
facility management. Our project portfolio includes
over $59 billion in construction, spanning more
than 5,000 projects such as civic/municipal buildings, parking structures, courthouses, hospitals and behavioral health centers, educational facilities, criminal justice and detention centers, parks/recreation complexes, and public safety facilities.
Ranked #1 Construction Manager by the Sacramento Business Journal and among the top construction management firms by Engineering News Record (ENR), Kitchell’s success is rooted in our tailored approach to address the specific needs of our public sector clients. We are experts in managing various alternative delivery methods (including CM at Risk, design-build, and progressive design-build), ensuring risks are mitigated and the unique demands of each project are met. At Kitchell, our dedication to excellence and client satisfaction drives us to continually exceed expectations to deliver lasting value to the communities we serve.
While Kitchell is widely recognized in the A/E/C industry for our leadership in construction management, what sets us apart is the robust in-house expertise we bring through our Engineering and Architectural Services (EAS) Department. For nearly four decades, this department has supported our projects with a multidisciplinary team that includes licensed architects and engineers, quality control experts, estimators, schedulers, commissioning specialists, BIM technicians, facility maintenance staff, and consultants experienced in mission- critical environments. This broad range of capabilities allows us to fully support the complex and evolving needs of public sector facility owners and operators.
Since its formation 38 years ago, our EAS team has completed facility assessments and master planning efforts across more than 260 million square feet of public facilities. Our deep portfolio of similar work has enabled us to refine an approach that is both scalable and adaptable to client specific requirements. We have delivered these services to a wide array of public entities, including recent work with cities such as Stockton, Berkeley, Chula Vista, Davis, Newport Beach, and San Diego; counties such as Sacramento, San Diego, Orange, and Stanislaus; as well as several state-level agencies.
With our Sacramento
Headquarters less
than 25 miles from
Rocklin, our team
can provide rapid
response and on-
site coordination
throughout the
project.
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 7 Santa Clara County
City of Santa Clara
City of San Jose
City of Palo Alto
San Jose Unified School District
Cupertino Union School District
Gavilan Joint Community College District
City of Berkeley
Fremont Union High School District
San Lorenzo Unified School District
City of Brisbane
City of Redwood City
San Mateo Unified School District
Selma Unified School District
City of Davis
Tulare County
Yosemite Community College District
Santa Cruz City School District
Atascadero Unified School DistrictCounty of Monterey
County of San Diego
City of Chula Vista
City of San Diego
San Marcos Unified School District
San Dieguito Union High School District
MiraCosta College
Shasta County
City of Redding
Marin County
Sonoma County
City of Rohnert Park
Kern County
Delano Unified School District
San Bernardino City Unified School District
Department of General Services
California Department of Corrections and Rehabilitation City of Sacramento
Sacramento County
Sacramento City Unified School District
Capistrano Unified School District
City of Newport Beach
Orange County
Santa Ana Unified School District
Riverside County Office of Education
Imperial County
Contra Costa Community College District
City of Stockton
San Joaquin County
County of Los Angeles
City of Torrance
Solano County
Travis Unified School District
Kitchell has provided facility condition
assessment services on over
MILLIONMILLION
260
Square Feet of
Public Space
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 8 Provide a brief summary of
the role, qualifications and
experience of each team
member and designated
project manager/lead
assigned to these services,
including length of service
with the firm and the
qualifications/experience of
any sub-contractor staff on
your project team.
HEATHER BROWN,
PE, LEED AP
Principal-in-Charge
ANDREW PASCUAL,
PE, ASSOC. DBIA
Project Manager/Lead
CORE TEAM
YI ZENG, AIA,
LEED AP BD+C, CDT
Architectural Assessor
ANTHONY KWONG,
PE
Mechanical Assessor
GERALD NEUFFER, PE,
LEED AP O+M, CRM
Electrical Assessor
IN-HOUSE SUPPORT SERVICES TEAM
Jennifer Frahm,
MBA, LEED AP
Regional Executive
Sergio Rodriguez, PE,
ASSOC. DBIA, LEED AP DB+C
Quality Assurance Manager
Matt Chappell, C E P, E I T
Estimating Director
Sean Greenwald, CFM
Facilities Management
Director
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 9 Roles & Responsibilities
Core Project Team
Principal-in-Charge Heather Brown will oversee all contractual aspects of the project and will be available to meet with the City for the duration of the project on an as-needed basis. She will be responsible for defining the scope of engagement and will meet regularly with Kitchell’s Project Manager and Assessment Team to ensure the City’s needs are met and the project is adequately staffed, running smoothly, and on schedule.
Project Manager/Lead Andrew Pascual will manage the Assessment Team and meet with the City on an agreed-upon basis to ensure project success. Andrew will be accountable for Kitchell overall team performance and will be responsible for delivering the assessment results, and for working with the City to develop the implementation plan based on the results. He will have full responsibility for the delivery of the overall project.
Assessment Team: Yi Zeng, Anthony Kwong, and Gerald Neuffer will observe, measure, record, and describe the deficiencies observed through the process, interview staff, and formulate recommendations to remedy the deficiencies. They will coordinate the logistics and document collection for each assessment, as well as develop the assessment report.
In-House Support Team
Regional Executive Jennifer Frahm will provide support and guidance to the project team, ensuring consistent communication, collaboration, and adherence to Kitchell’s standards of excellence. Jennifer will also serve as a resource to the team, fostering alignment with the City’s goals and ensuring the project remains on track and well supported throughout its duration.
Quality Assurance Manager Sergio Rodriguez will provide general oversight of this project, assuring technical, process, and content quality, and provide quick and effective implementation of quality assurance measures both at inception and throughout the duration of the project. As Quality Control Manager, Sergio conducts spot checks and random report reviews by selecting a sample of assets in each phase of the process, including the assessment/fieldwork stages, report preparation stages, review stages, and data validation stages. Sergio is responsible for the technical review of deliverables.
Estimating Director Matt Chappell and his team will apply real life costs to the facility condition assessments and future construction plans, utilizing their vast database of current bid data.
Facilities Management Director Sean Greenwald brings over 30 years of experience and is skilled at building maintenance and repair, deferred maintenance, scheduled maintenance, facility inspection and managing staff providing these services. Sean has a natural ability to communicate and relate with people, while providing valuable technical knowledge to clients.
Please see the following pages for our team's resumes detailing their qualifications/ experience and length of service with Kitchell.
592
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 10
EDUCATION
MBA, Finance, California State
University Sacramento
BS, Mechanical Engineering,
University of Portland, Oregon
LICENSES &
CERTIFICATIONS
Mechanical Engineer
#M316 67, C A
LEED Accredited Professional
YEARS WITH THE FIRM
21 years
Heather Brown, pe, leed ap
PRINCIPAL-IN-CHARGE
With more than 30 years of industry experience, Heather leads Kitchell’s Engineering and Architectural Services Department, responsible for the management of engineers and architects as well as the implementation of effective processes and procedures, including constructability reviews on all design documents prior to bid. She is a conceptual thinker, striving to put all the pieces of a task or project together to foresee how they will complement each other down the road. Her thorough nature allows her to be fearless in her approach to leadership and project execution.
RELEVANT EXPERIENCE
County of Sacramento, Facility and Parks Facility Condition Assessment and the Facility Effectiveness Assessment Tool Update, Sacramento, CA: A facility condition assessment for 140 County buildings totaling 3,345,400 GSF, including low income housing, libraries, parks, correctional facilities and various civic/municipal facilities including government buildings. Work consisted of conducting a visual walk-through survey of the building envelope including roofs, windows and doors, interior finishes, mechanical, electrical, plumbing, fire sprinkler systems and life safety systems. Upon completion of the survey, Kitchell provided suggested repairs/replacements of the identified deficiencies along with a budget level conceptual cost estimate and a prioritized schedule over a five- year period. Upon completion of the facility condition assessment, Kitchell was asked to update the Facility Effectiveness Assessment Tool (FEAT) for each assessed building within the County’s Master Plan. Kitchell also provided facility condition assessment and ADA assessment/transition plan services for the County’s Mather Community Campus.
County of Sacramento, Mather Community Campus ADA Audit/Transition Plan, Sacramento, CA: Performed an ADA self evaluation of 15 buildings to identify items that did not meet accessibility compliance. These findings were the basis for developing a strategy to implement the necessary repairs, alterations, and improvements.
City of Rohnert Park, Building Condition Assessment Services, Rohnert Park, CA:
Kitchell provided condition assessment services for 40 city-owned facilities, 12 wells and 10 foot bridges. The purpose of the assessments was to obtain complete building and property deficiency evaluations, propose corrective and maintenance recommendations and prepare budget estimates for the corrective work for each facility. The findings are being used as a basis for developing a strategy to implement short term and long-term necessary repairs, retrofits and/or replacements over the next ten years.
City of Stockton, Facilities Condition Assessments, Stockton, CA: Conditions assessments of 121 City buildings/structures totaling 837 ,000 SF. Assessments included roofing, exteriors including fenestration, interior areas such as walls, doors, flooring, finishes and painting, mechanical, electrical, plumbing and fire sprinkler systems, readily observable ADA deficiencies, life safety protection, visual observation and notation of apparent structural deficiencies, general hazardous materials based on known/assumed age and type of facility construction and site.
Stanislaus County, County Center III Facility Condition Assessment, Modesto, CA:
Kitchell provided a Facility Condition Assessment (FCA) of the 27 ,000 SF County Center III facility. The intent of the assessment was to obtain complete building and property deficiency evaluations, propose corrective and maintenance recommendations, and prepare budget estimates for the corrective work for each facility. The findings will serve as the basis for developing a strategy to implement necessary short-term and long-term repairs, replacements, and/or retrofits over the next five years. 593
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 11
EDUCATION
BS, Mechanical Engineering,
University of California, Davis
LICENSES &
CERTIFICATIONS
Mechanical Engineer
#M39 477, C A
Associate Design-Build
Professional
YEARS WITH THE FIRM
10 years
Andrew Pascual, pe, assoc. dbia
PROJECT MANAGER/LEAD
Andrew brings 12 years of experience in the construction industry, with a strong focus on facility conditions assessments for public sector clients. He has led coordination efforts across numerous investigations, including total cost of ownership analysis, energy analysis, code cycle changes, construction phasing coordination, and project estimation. Since joining Kitchell, Andrew has delivered design and assessment services, including extensive FCA work and database administration for dozens of clients. He is also passionate about mentoring junior engineers and designers and integrating new technologies into company processes.
RELEVANT EXPERIENCE
County of Sacramento, Facility and Parks Facility Condition Assessment and the Facility Effectiveness Assessment Tool Update, Sacramento, CA: A facility condition assessment for 140 County buildings totaling 3,345,400 GSF, including low income housing, libraries, parks, correctional facilities and various civic/municipal facilities including government buildings. Work consisted of conducting a visual walk-through survey of the building envelope including roofs, windows and doors, interior finishes, mechanical, electrical, plumbing, fire sprinkler systems and life safety systems. Upon completion of the survey, Kitchell provided suggested repairs/replacements of the identified deficiencies along with a budget level conceptual cost estimate and a prioritized schedule over a five- year period. Upon completion of the facility condition assessment, Kitchell was asked to update the Facility Effectiveness Assessment Tool (FEAT) for each assessed building within the County’s Master Plan. Kitchell also provided facility condition assessment and ADA assessment/transition plan services for the County’s Mather Community Campus.
County of Sacramento, Mather Community Campus ADA Audit/Transition Plan, Sacramento, CA: Performed an ADA self evaluation of 15 buildings to identify items that did not meet accessibility compliance. These findings were the basis for developing a strategy to implement the necessary repairs, alterations, and improvements.
City of Stockton, Facilities Condition Assessments, Stockton, CA: Conditions assessments of 121 City buildings/structures totaling 837 ,000 SF. Assessments included roofing, exteriors including fenestration, interior areas such as walls, doors, flooring, finishes and painting, mechanical, electrical, plumbing and fire sprinkler systems, readily observable ADA deficiencies, life safety protection, visual observation and notation of apparent structural deficiencies, general hazardous materials based on known/assumed age and type of facility construction and site.
City of Rohnert Park, Building Condition Assessment Services, Rohnert Park, CA:
Kitchell provided condition assessment services for 40 city-owned facilities, 12 wells and 10 foot bridges. The purpose of the assessments was to obtain complete building and property deficiency evaluations, propose corrective and maintenance recommendations and prepare budget estimates for the corrective work for each facility. The findings are being used as a basis for developing a strategy to implement short term and long-term necessary repairs, retrofits and/or replacements over the next ten years.
Stanislaus County, County Center III Facility Condition Assessment, Modesto, CA:
Kitchell provided a Facility Condition Assessment (FCA) of the 27 ,000 SF County Center III facility. The intent of the assessment was to obtain complete building and property deficiency evaluations, propose corrective and maintenance recommendations, and prepare budget estimates for the corrective work for each facility. The findings will serve as the basis for developing a strategy to implement necessary short-term and long-term repairs, replacements, and/or retrofits over the next five years. 594
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 12
EDUCATION
MS, Architecture, University of
Southern California
BS, Architecture, University of
Illinois Urbana-Champaign
LICENSES &
CERTIFICATIONS
Architect #C36964, CA
American Institute of Architects
#38 0 92111
LEED AP Building Design +
Construction
OSHA 10-Hour Certification
YEARS WITH THE FIRM
1 year
Yi Zeng, aia, leed ap bd+c, cdt
ARCHITECTURAL ASSESSOR
With more than 1 1 years of experience in public sector construction, Yi brings a wide range of expertise to the team, including extensive experience conducting facility condition assessments. His background spans mega-project design as well as leading small- to medium-sized projects from schematic design through closeout, with delivery method experience in design-build, design-bid-build, and public-private-partnership. Yi is passionate about transforming exceptional designs into tangible realities and takes pride in providing clients with clear, actionable insights through detailed facility assessments.
His design expertise, attention to detail, diligence, and high standards of care—combined with his diplomatic and kind nature—make him a valued addition to any project team. Yi is an excellent communicator, fluent in Mandarin and English, and is proficient in industry- standard software, with additional expertise in Revit, BIM 360, Bluebeam, Navisworks, Enscape, AutoCAD, Rhino, SketchUp, Adobe Creative Suite, and Microsoft Office.
RELEVANT EXPERIENCE
Golden 1 Credit Union, Facility Condition Assessment, Sacramento, CA: Kitchell performed a facility condition assessments for Golden 1 Credit Union branches, providing FCI scoring, deficiency analysis, and prioritized capital renewal recommendations. These evaluations were multi-disciplinary, encompassing architectural, mechanical, electrical, and site systems, and included cost estimates along with maintenance planning support.
Additionally, Kitchell developed FCA reports in alignment with ASTM E2018-24 standards to support Golden 1’s long-term capital planning and budget forecasting.
California Department of General Services, California Highway Patrol Academy Deferred Maintenance Projects, West Sacramento, CA: Kitchell provided a facility assessment, architectural, mechanical and electrical design, cost estimating, scheduling and phasing services.
City of Peoria, Facility Assessment Evaluation, Peoria, AZ: Kitchell provided facilities assessment evaluations, on an on-call basis, over a three-year period. This multi-year project with the City has Kitchell contracted to complete assessments of 30 buildings (approximately 360,000 SF) over a three-year period. The scope of work included an examination of the roofing, exteriors, interiors, mechanical systems, electrical supply and distribution systems, plumbing supply and waste systems, fire and life safety protection systems, specialty equipment, site utilities and site improvements. The assessments observe 100% of the facility and systems that are readily observable and are conducted to meet the requirements set forth in ASTM Designation: E2018-15, standard guide for property condition assessments: baseline property condition assessment process, the current ADA standards, the Peoria building construction codes and the international building code.
Sonoma County Fire District, Capital Improvement Program, Various Locations, CA: Program and project management consulting services to help establish a Program Implementation Plan for the District’s capital program. This included defining the approach, workflow, responsibilities, and tools necessary for key program and project management activities. Additionally, our support services encompassed facility condition assessments and master planning for nine of the District’s existing fire stations. The goal was to assess the physical and operational conditions of the stations, identify capital improvement needs, and plan for future upgrades to ensure continued operations. The master plan incorporated industry best practices to promote efficient, effective, and safe working environments for fire crews. Kitchell also provided cost estimates and developed a comprehensive schedule, prioritizing both replacement and modernization of the nine stations. 595
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 13
EDUCATION
BS, Mechanical Engineering,
California State University,
Sacramento
AS, Network Administration,
Sacramento City College
LICENSES &
CERTIFICATIONS
Mechanical Engineer
#M40155, CA
YEARS WITH THE FIRM
18 years
Anthony Kwong, pe
MECHANICAL ASSESSOR
Anthony brings 21 years of experience in the construction industry, with extensive expertise in facility condition assessments as a mechanical assessor. He specializes in evaluating HVAC systems, plumbing layouts, and overall mechanical performance to provide clients with accurate, actionable recommendations for repair, replacement, and long-term capital planning. In addition to FCA work, Anthony has supported professional engineers with HVAC design and plumbing layouts for residential and nonresidential buildings, and has assisted clients in meeting California energy standards through the development of Title 24 energy reports. He is proficient in Microsoft Word, Microsoft Excel, EnergyPro, Micropas, AutoCAD, and Autodesk Revit.
RELEVANT EXPERIENCE
City of Stockton, Facilities Condition Assessments, Stockton, CA: Conditions assessments of 121 City buildings/structures totaling 837 ,000 SF. Assessments included roofing, exteriors including fenestration, interior areas such as walls, doors, flooring, finishes and painting, mechanical, electrical, plumbing and fire sprinkler systems, readily observable ADA deficiencies, life safety protection, visual observation and notation of apparent structural deficiencies, general hazardous materials based on known/assumed age and type of facility construction and site.
City of Berkeley, Facilities Condition Assessment, Berkeley, CA: Kitchell provided facilities condition assessment services for 10 City buildings, totaling 217 ,293 SF. Scope of work included complete building and property architectural, mechanical, electrical, plumbing, fire sprinkler, water intrusion, life safety and structural deficiency evaluations, corrective and maintenance recommendations and budget estimates for the corrective work for each facility. The findings will be used as a basis for developing a strategy to implement short term and long-term necessary repairs, alterations and improvements over the next 15 years.
City of Davis, Building and Park Facilities Assessment, Davis, CA: Conditions assessment of 1 1 1 City facilities including 221 acres of park spaces and 331,739 SF of building spaces. Work included assessment of roofing, exteriors, including fenestration, interior areas including walls, doors, flooring, finishes and painting, mechanical systems, electrical supply and distribution systems, plumbing supply and waste systems, fire and life safety protection systems, site utilities and site improvements including grounds, paving systems, drainage and landscape irrigation.
City of Santa Clara, Facilities Condition Assessments, Santa Clara, CA: A facility condition assessment for all developed parks and buildings within parks for the City of Santa Clara Park and Recreation Department. The assessment encompassed all park assets, as well as park buildings. Work included inventory of all park assets, GIS location of each asset, current condition and a 20-year projection of capital costs for every park and building asset.
County of Sacramento, Facility and Parks Facility Condition Assessment and the Facility Effectiveness Assessment Tool Update, Sacramento, CA: A facility condition assessment for 140 County buildings totaling 3,345,400 GSF, including low income housing, libraries, parks, correctional facilities and various civic/municipal facilities including government buildings. Work consisted of conducting a visual walk-through survey of the building envelope including roofs, windows and doors, interior finishes, mechanical, electrical, plumbing, fire sprinkler systems and life safety systems. Upon completion of the survey, Kitchell provided suggested repairs/replacements of the identified deficiencies along with a budget level conceptual cost estimate and a prioritized schedule over a five- year period. Upon completion of the facility condition assessment, Kitchell was asked to update the Facility Effectiveness Assessment Tool (FEAT) for each assessed building. 596
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 14
EDUCATION
BS, Electrical Engineering,
University of the Pacific,
Stockton
LICENSES &
CERTIFICATIONS
Electrical Engineer #E14881, CA
LEED Accredited Professional
Operations and Maintenance
YEARS WITH THE FIRM
18 years
Gerald Neuffer, pe, leed ap o+m
ELECTRICAL ASSESSOR
Gerald has dedicated 36 years to electrical consulting, developing a reputation for his keen eye in identifying risks, deficiencies, and opportunities within complex electrical systems.
As an electrical assessor, he brings extensive experience conducting facility condition assessments that go beyond checklists—delivering clear, actionable insights that help clients prioritize investments, ensure safety, and extend the life of their facilities. He has assessed electrical infrastructure across municipal, healthcare, retail, residential, military, and educational facilities, applying both technical expertise and practical foresight to guide capital planning. Known for his meticulous approach, strong coordination skills, and ability to communicate technical issues in a way that clients can easily understand, Gerald is a trusted partner in ensuring the safety, reliability, and long-term performance of critical electrical systems.
RELEVANT EXPERIENCE
City of Davis, Building and Park Facilities Assessment, Davis, CA: Conditions assessment of 1 1 1 City facilities including 221 acres of park spaces and 331,739 SF of building spaces. Work included assessment of roofing, exteriors, including fenestration, interior areas including walls, doors, flooring, finishes and painting, mechanical systems, electrical supply and distribution systems, plumbing supply and waste systems, fire and life safety protection systems, site utilities and site improvements including grounds, paving systems, drainage and landscape irrigation.
City of Rohnert Park, Building Condition Assessment Services, Rohnert Park, CA:
Kitchell provided condition assessment services for 40 city-owned facilities, 12 wells and 10 foot bridges. The purpose of the assessments was to obtain complete building and property deficiency evaluations, propose corrective and maintenance recommendations and prepare budget estimates for the corrective work for each facility.
City of Stockton, Facilities Condition Assessments, Stockton, CA: Conditions assessments of 121 City buildings/structures totaling 837 ,000 SF. Assessments included roofing, exteriors including fenestration, interior areas such as walls, doors, flooring, finishes and painting, mechanical, electrical, plumbing and fire sprinkler systems, readily observable ADA deficiencies, life safety protection, visual observation and notation of apparent structural deficiencies, general hazardous materials based on known/assumed age and type of facility construction and site.
City of Torrance, Facility Condition Assessment Services, Torrance, CA: Kitchell provided facilities condition assessment services for 58 City buildings totaling 1,220,000 SF. Scope of work included complete building and property architectural, mechanical, electrical, plumbing, fire sprinkler, water intrusion, life safety and structural deficiency evaluations, corrective and maintenance recommendations and budget estimates for the corrective work for each facility. The findings will serve as a basis for developing a strategy to implement necessary repairs, alterations, and improvements over the next 10 years.
County of San Diego, Facility Assessment On-Call, San Diego County, CA: Kitchell has assessed the condition of over 6 million SF, encompassing 304 buildings, 13 public parks totaling 224 acres and 83 elevators in 36 buildings. Scope of work included examination of the roofing, exteriors, interiors, mechanical systems, electrical supply and distribution systems, plumbing supply and waste systems, fire and life safety protection systems, specialty equipment, site utilities and site improvements. 597
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 15
IN-HOUSE SUPPORT SERVICES TEAM
EDUCATION
MBA, Leading People and
Organizations, Santa Clara
University
BS, Construction Management,
California Polytechnic State
University, San Luis Obispo
LICENSES &
CERTIFICATIONS
LEED Accredited Professional
YEARS WITH THE FIRM
25 years
EDUCATION
BS, Mechanical Engineering,
University of Texas at El Paso
LICENSES & CERT.
Mechanical Eng. #M35271, CA
Associate Design-Build Prof.
LEED AP Bldg. Design + Constr
YEARS WITH THE FIRM
13 years
Jennifer Frahm, mba, leed ap
REGIONAL EXECUTIVE
Jennifer Frahm is the Northern California Regional Executive at Kitchell, bringing more than 25 years of experience in construction and program management across sectors including education, justice, corrections, civic, and commercial. Her journey with Kitchell began in 1999 as an intern, and she joined full-time in 2000. Since then, she has held key roles in project management, scheduling, and business development, giving her a well-rounded perspective that informs her strategic leadership. Known for her clear communication, collaborative approach, and ability to lead multidisciplinary teams, Jennifer provides executive oversight across Northern California. She ensures alignment with client goals while fostering a culture of accountability and teamwork among stakeholders.
RELEVANT EXPERIENCE
» California Department of General Services, May Lee State Office Complex, Sacramento, CA
» Kaiser Permanente, Kaiser Roseville Medical Center Bed Tower, Roseville, CA » Yolo County, Yolo Branch Library, Yolo, CA
» Yolo County, Walnut Park Library, Davis, CA
» City of Woodland, Southeast Aquatic Complex, Woodland, CA Sergio Rodriguez, pe, assoc. dbia,
leed ap bd+c
QUALITY ASSURANCE MANAGER
Sergio has 23 years of experience in MEP project management and consulting services for a variety of clients, including education, retail, industrial, residential, and commercial.
He has consulted with project owners to define mechanical system parameters, designed MEP and fire protection systems, provided oversight for engineering staff, performed field investigations, and consulted on LEED requirements. As a quality assurance manager on Facilities Condition Assessment teams, Sergio ensures accuracy and consistency in deficiency identification, cost data, and reporting, providing owners with reliable information for capital planning and prioritization. He oversees the management of engineering and architectural staff working with code, access compliance, design and constructability reviews, life cycle studies, value engineering sessions, energy studies, specifications development, needs assessments, master planning studies, facility assessments, and construction inspections.
RELEVANT EXPERIENCE
» City of Berkeley, Facilities Condition Assessment, Berkeley, CA » City of Davis, Building and Park Facilities Assessment, Davis, CA » Stanislaus County, County Center III Facility Condition Assessment, Modesto, CA 598
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 16
EDUCATION
BS, Civil Engineering, University
of Nebraska
LICENSES &
CERTIFICATIONS
Engineer In Training #EI-7956
Certified Estimating
Professional #130-10
YEARS WITH THE FIRM
24 years
LICENSES & CERT.
Certified Facility Manager
OSHA 30-Hour Certification
YEARS WITH THE FIRM
14 years
Matt Chappell, eit, cep
ESTIMATING DIRECTOR
Matt has more than 29 years of experience in private and public construction and design.
His experience includes project management, agency/contractor coordination, scheduling and project budgets, utility construction and estimating on multiple municipal and education projects. As a Certified Estimating Professional (CEP) by the Association for the Advancement of Cost Engineering (AACE), Matt exemplifies the well-rounded construction estimating professional. He regularly supports facilities condition assessment’s by developing accurate cost estimates that inform capital planning and long-term budgeting.
RELEVANT EXPERIENCE
» City of Torrance, Facility Condition Assessment Services, Torrance, CA » Golden Feather Union Elementary School District, Golden Feather Pool Building Facility Assessment, Oroville, CA
» Marin County Department of Public Works, Behavioral Health Facility Condition Assessment, Greenbrae, CA
» Capistrano Unified School District, Facilities Condition Assessments, San Juan Capistrano, CA
» MLK Junior Youth Services/ Y.A.P . Seismic Retrofit and Renovation Project, Berkeley, CA » City of Anaheim, Master Consultant Design, Planning & Construction Support Services, Anaheim, CA
Sean Greenwald, cfm
FACILITIES MANAGEMENT DIRECTOR
With over 14 years of experience, Sean has a natural ability to communicate and relate with people, while providing valuable technical knowledge to clients. His industry experience includes a variety of roles within the built environment such as owner’s representative, developer, project manager, general contractor and superintendent to his current position as Director of Facilities Management. Sean’s broad background gives him a unique perspective, allowing him to relate to the motives and challenges of stakeholders on a project. This skill helps him build trust-based relationships with clients and staff, leading to extremely positive results for all parties involved.
RELEVANT EXPERIENCE
» Golden 1 Credit Union Headquarter Building & 69 Branches/ATMs, Sacramento, CA » Solano Community College District, Measure Q Bond Program, Various Locations, CA » Vision Service Plan, Parent, Nationwide, CA
» Peralta Community College District, Barbara Lee Center for Science and Allied Health - Facilities Management, Oakland, CA
» NexCore Group, Medical Office Building, Tempe, AZ
599
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 17 SECTION B: Experience
and References: Provide
a summary of your firm’s
experience in providing
these or similar services.
Provide a minimum of three
(3) references for projects
or services similar in nature
and scope that your firm’s
team members have
completed in the last seven
(7) years.
City of Rohnert Park, Building Condition
Assessment Services, ROHNERT PARK, CA
Kitchell provided condition assessment services for 40 city-owned facilities, 12 wells and 10 foot bridges. The purpose of the assessments was to obtain complete building and property deficiency evaluations, propose corrective and maintenance recommendations and prepare budget estimates for the corrective work for each facility. The findings are being used as a basis for developing a strategy to implement short term and long-term necessary repairs, retrofits and/or replacements over the next ten years. The team conducted an onsite investigation of the buildings (and bridges), systems and major components and provided a report that summarizes and evaluates the condition of the buildings, systems and major components. The submitted report identified all the current deficiencies within the building, prioritized repair/replacement schedules, a facility condition index for each building, a budget level cost estimate for asset repair or replacement for major maintenance, capital renewal and capital replacement and provide a listing of the anticipated remaining life of major systems.
PROJECT INFORMATION
Dates: February 2022 - October 2022
Client Contact: City of Rohnert Park
Terry Zwillinger, CIP Program Manager, Department of Public Works tel. 707.588.2226 | [email protected]
Contract Amount: $146,500
Final Cost: $146,500
Time to Completion: 8 months
Contract Status: Complete
Heather Brown,
Principal-in-Charge
Gerald Neuffer,
Electrical Assessor
Andrew Pascual,
Project Manager/Lead
Sergio Rodriguez,
Quality Assurance Manager
600
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 18 Stanislaus County, County Center III Facility
Condition Assessment, MODESTO, CA
Kitchell provided a Facility Condition Assessment (FCA) of the 27 ,000 SF County Center III facility.
The intent of the assessment was to obtain complete building and property deficiency evaluations, propose corrective and maintenance recommendations, and prepare budget estimates for the corrective work for each facility. The findings will serve as the basis for developing a strategy to implement necessary short-term and long-term repairs, replacements, and/or retrofits over the next five years.
PROJECT INFORMATION
Dates: May 2022 - August 2022
Client Contact: County of Stanislaus
Al Valencia, Construction Manager
tel. 209.525.6319 | [email protected]
Contract Amount: $24,838
Final Cost: $24,838
Time to Completion: 3 months
Contract Status: Complete
Heather Brown,
Principal-in-Charge
Gerald Neuffer,
Electrical Assessor
Andrew Pascual,
Project Manager/Lead
Sergio Rodriguez,
Quality Assurance Manager
601
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 19 County of Sacramento, Facility & Parks
Facility Condition Assessment & the Facility
Effectiveness Assessment Tool Update,
SACRAMENTO, CA
A facility condition assessment for 140 County buildings, including low income housing, libraries, parks, correctional facilities and various civic/municipal facilities including government buildings.
Work consisted of conducting a visual walk-through survey of the building envelope including roofs, windows and doors, interior finishes, mechanical, electrical, plumbing, fire sprinkler systems and life safety systems. Upon completion of the survey, Kitchell provided suggested repairs/ replacements of the identified deficiencies along with a budget level conceptual cost estimate and a prioritized schedule over a five-year period. Upon completion of the facility condition assessment, Kitchell was asked to update the Facility Effectiveness Assessment Tool (FEAT) for each assessed building within the County’s Master Plan. Kitchell also provided facility condition assessment and ADA assessment/transition plan services for the County’s Mather Community Campus.
PROJECT INFORMATION
Dates: April 2019 - December 2020
Client Contact: County of Sacramento
Brian McKenzie, County Owned Facilities Planning Manager tel. 916.876.6358 | [email protected]
Contract Amount: $512,615
Final Cost: $512,615
Time to Completion: 20 months
Contract Status: Complete
Heather Brown,
Principal-in-Charge
Anthony Kwong,
Mechanical Assessor
Andrew Pascual,
Project Manager/Lead
Sergio Rodriguez,
Quality Assurance Manager
602
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 20 Sonoma County, Aviation Boulevard Facility
Condition Assessment, SANTA ROSA, CA
Kitchell provided the County of Sonoma with a comprehensive Facility Condition Assessment (FCA) of a 121,775 SF, three-story building located on a 7 .65-acre site in Santa Rosa, CA. This assessment is a key component of the County’s broader initiative to modernize and replace its aging and inefficient Government Center campus. The FCA evaluated the current condition of building systems, infrastructure, and code compliance to help the County make informed decisions regarding capital planning, renovation, and long-term facility investments.
PROJECT INFORMATION
Dates: January 2025 - June 2025
Client Contact: County of Sonoma
Mark Abel, Senior Project Specialist
tel. 707 .565.2550 | [email protected]
Contract Amount: $58,500
Final Cost: $58,500
Time to Completion: 5 months
Contract Status: Complete
Heather Brown,
Principal-in-Charge
Sergio Rodriguez,
Quality Assurance Manager
603
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 21 County of San Diego, As-Needed Facility
Condition Assessment, SAN DIEGO COUNTY, CA
Kitchell has assessed the condition of over 6 million SF, encompassing 304 buildings, 13 public parks totaling 224 acres and 83 elevators in 36 buildings. Scope of work for building assessments included examination of the roofing, exteriors, interiors, mechanical systems, electrical supply and distribution systems, plumbing supply and waste systems, fire and life safety protection systems, specialty equipment, site utilities and site improvements.
In addition, Kitchell also assessed vertical transportation systems which included elevators and escalators. Scope of work for the park assessments included examination of stormwater drainage systems such as piping, swales, culverts, collection basins, etc., electrical supply and distribution including motor home campsite hookup systems, site utilities, water and sewer systems, pedestrian bridges, obvious structural anomalies such as cracks in foundations, concrete or masonry walls and columns, wood rot, sagging structural members, extensive water damage, etc. and any conditions immediately dangerous to life or health. On a portion of the facilities assessed, Kitchell also performed asset tagging services.
PROJECT INFORMATION
Dates: April 2015 - June 2021
Client Contact: County of San Diego
Morgan Smith, Project Manager
tel. 619.323.7122 | [email protected]
Contract Amount: $1,844,037
Final Cost: $1,844,037
Time to Completion: 74 months
Contract Status: Complete
Heather Brown,
Principal-in-Charge
Gerald Neuffer,
Electrical Assessor
Andrew Pascual,
Project Manager/Lead
Sergio Rodriguez,
Quality Assurance Manager
Anthony Kwong,
Mechanical Assessor
604
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 22 Additional Experience
City of Stockton, Facility Condition Assessments,
Stockton, CA
Conditions assessments of 121 City buildings/structures totaling 837 ,000 SF. The inventory of facilities assessed includes municipal government, general office, emergency services, community center, library, park, civic center, industrial, and corporation yard facilities.
City of Torrance, Facilities Condition Assessments,
Torrance, CA
Kitchell provided facilities condition assessment services for 58 City buildings, totaling 1,220,000 SF. Scope of work included complete building and property architectural, mechanical, electrical, plumbing, fire sprinkler, water intrusion, life- safety, and structural deficiency evaluations, corrective and maintenance recommendations and budget estimates for the corrective work for each facility. The findings will be used as a basis for developing a strategy to implement necessary repairs, alterations, and improvements over the next 10 years. Kitchell also conducted a Facility Effectiveness and Assessment Tool (FEAT) analysis of several buildings to determine operational viability.
City of Davis, Buildings and Parks Facilities
Assessments, Davis, CA
Facility assessments of 1 1 1 City facilities, including 221 acres of park spaces and 331,739 SF of building spaces. The final report included life-cycle-cost analysis of major modernization projects, a facility condition index for each building and a capital improvement budget for maintenance and operations.
City of Berkeley, Facilities Condition Assessments,
Berkeley, CA, Davis, CA
Kitchell provided facilities condition assessment services for 10 facilities, including seven fire stations, totaling 217 ,293 SF. Scope of work included complete building and property architectural, mechanical, electrical, plumbing, fire sprinkler, water intrusion, life safety and structural deficiency evaluations, corrective and maintenance recommendations, and budget estimates for the corrective work for each facility.
The findings will be used as a basis for developing a strategy to implement short term and long-term necessary repairs, alterations and improvements over the next fifteen years. The assessment completed includes findings, recommendations and estimates for the 10 City buildings assessed.
605
CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 23 SECTION C: Services
Understanding: Based on
the available information
and experience with
similar services, provide
a narrative describing
your understanding of the
services requested in this
RFP , your general approach
and any major challenges to
achieving the City’s stated
goals. Include any issues
that you believe will require
special consideration.
Also identify any unique
approaches or strengths
that your firm may have
related to the services
proposed. City staff will
assess your understanding
of all aspects of the
services based on your
narrative.
Understanding the City’s
Needs & Our Path Forward
A Facilities Condition Assessment (FCA) is
more than an evaluation of buildings; it’s a
roadmap for how a city cares for the spaces
that serve its community. It involves a detailed
inspection and analysis of key building
systems, including mechanical, electrical,
plumbing, safety, and site components, to
assess functionality, maintenance needs, and
long-term performance. The purpose of an
FCA is to provide an accurate understanding
of facility conditions, identify potential
deficiencies, prioritize maintenance or
repair needs, and develop a strategic plan for managing and optimizing a facility’s lifespan. The resulting information serves as a valuable foundation for capital planning, budgeting, and the effective allocation of resources to ensure facilities remain safe, reliable, and cost-effective for the community.
At Kitchell, helping our clients manage and sustain their building portfolios is not only a priority— it’s a reflection of our commitment to the communities they serve. Our team of dedicated professionals (including architects, multi-disciplined engineers, cost estimators, and building analysts) brings deep expertise in evaluating facilities that support essential public functions such as government operations, parks, education, healthcare, and civic services. This experience allows us to tailor each assessment to meet the unique goals of our clients and the needs of the people who rely on these spaces every day.
To streamline the FCA process, we use a proven, adaptable methodology that leverages advanced technology for efficient field investigations and data management. Our clients benefit from a non-proprietary reporting platform that supports deferred maintenance tracking and long-term capital planning strategies, designed for user-friendly access and integration with systems such as the City’s Maintenance Connection . The outcome is a transparent, data-driven tool that enables informed decision-making and proactive facility management.
What truly sets Kitchell apart is the depth of our team’s experience and perspective. Our professionals include licensed architects and engineers who not only assess facilities but design, commission, and plan the same types of systems and structures we evaluate. This holistic approach allows us to identify root causes, anticipate system performance and provide practical, cost-effective recommendations for maintenance, upgrades, and replacements that enhance the usability and longevity of each facility.
For the City of Rocklin, we understand the importance of this effort—evaluating 52 municipally owned buildings across 22 locations to support the long-term sustainability and efficiency of spaces that serve residents, staff, and visitors alike. Our goal is to deliver a clear, comprehensive assessment that helps the City plan responsibly for the future, ensuring its facilities continue to reflect the pride, safety, and quality of life that define the Rocklin community.
This project will involve a carefully coordinated effort to ensure comprehensive deficiency identification, code evaluation, prioritization, and analysis, providing the City with a clear understanding of facility risk. While the structure of our overall approach follows best practices for condition assessment projects, we will remain flexible in its application to meet the City’s specific needs and expectations.
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 24 Our assessment process can be summarized in the following key steps:
Project Kick-Off
Meeting
Data Alignment &
Document Review
Facility Condition
Assessments
Analysis of Facility
Condition Information
Reporting &
Refinement
Major Challenges & Special
Considerations
A key challenge for this effort will be ensuring that all data collected aligns with the asset information already integrated into the City’s Maintenance Connection platform. Following the assessment, it will also be essential to ensure that the data is properly structured to fit seamlessly within the City’s existing Maintenance Connection workflow.
Special considerations will include how the City plans to manage and integrate new observations with existing data once the Facility Condition Assessment (FCA) is complete. As a full-service building solutions provider, Kitchell can assist in identifying the most effective approach for exporting and managing FCA data within the Maintenance Connection software to ensure accuracy, consistency, and long-term usability.
Please refer to section D. Project Timeline and Work Plan for additional details on our approach and methodology that has been tailored to meet the City’s FCA goals and demonstrates the value Kitchell brings as your consultant.
Benefits Kitchell Brings to the City
Data compatibility with Maintenance Connection
Prioritized capital planning and defensible
budgeting
Enhanced facility safety and life cycle efficiency
Transparent reporting for City stakeholders and
the community
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 25 SECTION D: Project
Timeline and Work
Plan: Provide a timeline
of project completion,
including meetings, major
milestones, and deliverable
dates. Describe the firm’s
process to provide the
requested services. Include
a description of the firm’s
ability to meet the services
requested in the Scope of
Services Section 5. Provide
a specific methodology that
recommends and justifies
the level of detail to be
included.
Project Timeline & Work Plan
Developing a coherent and strategically focused Facility Condition Assessment will require close coordination between Kitchell and the City’s facility asset stakeholder team. Kitchell’s Project Manager, Andrew Pascual, will serve as the City’s primary point of contact and will oversee all aspects of the project. Andrew will manage the assessment team, facilitate virtual meetings with the City to ensure alignment, and be accountable for the overall performance and successful delivery of the assessment. He will also collaborate with the City to develop a 15-year deferred maintenance and capital improvement plan based on the assessment findings.
The following represents a general timeline and work plan based on the information provided and assumes a Notice to Proceed on December 2, 2025.
Task Name Start Finish December 2025 January 2026 February 2026 City of Rocklin FCA Schedule 12/2/25 2/20/26
NTP 12/2/25 12/2/25
Task 1: Facility Assessment Planning 12/8/25 12/15/25
Project Kick-Off Meeting 12/8/25 12/8/25
Review Available Documentation 12/9/25 12/15/25
Prepare for On-Site FCA 12/9/25 12/15/25
Task 2: On-Site FCA 12/16/25 12/22/25
In-Person Field Assessments 12/16/25 12/22/25
Task 3: Analysis of FCA Information 12/23/25 1/23/26
Task 4: FCA Memo Preparation 1/26/26 2/20/26
Develop Draft Report 1/26/26 1/30/26
Submit Draft Report 1/30/26 1/30/26
City Review of Draft Report 2/2/26 2/13/26
Update and Finalize Report 2/16/26 2/20/26
Submit Final Report 2/20/26 2/20/26
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 26 Project Kick-Off Meeting
1 Day: Monday, December 8, 2025
Kitchell will conduct a kick-off meeting to discuss the City’s expectations for the project, review the project approach, discuss data availability, and the end format for integration with Maintenance Connection. Throughout the project, we will conduct regular progress meetings to maintain open communication with the project team and the City. The progress meetings will focus on the work plan, schedule, and project needs. This will allow the opportunity to proactively address challenges encountered, so that course adjustments may be made. Each meeting will conclude with task assignments, schedules, and goals to be met. Meeting minutes will be provided to the project team members.
Data Alignment & Document
Review
1 Week: Tuesday, December 9, 2025 through Monday, December 15, 2025 Kitchell will request and review any available documentation of the facilities to be assessed.
This documentation will establish baseline information for planning our work ─a point of beginning─and will include:
» Original building plans (can be
viewed on-site)
» Site plan/floor plans
» Fire protection/life safety plans
» Accessibility transition plans/studies
» Building systems maintenance records,
including inspection reports
» Owner-elected repair list (if available)
» Maintenance policy documentation
» Capital expenditure schedules
(prior or planned)
» Rehabilitation budget and scope
(draft or final)
» Other related studies and reports that have
been produced for the facilities
In addition to the drawings and records, we will supply a pre-survey questionnaire for each facility or site. Our expectation is that someone with knowledge of the maintenance and operations of the facility will complete this survey and be prepared to discuss it with us while on-site.
Kitchell will become familiar with the City’s property list and create a contact directory for each facility or site. We will contact or interview the facilities’ contacts as part of our tour process to determine current use requirements and priority of properties based on agency goals.
Working with the City, Kitchell will develop procedures to gain access to each facility or site. Our visits will be coordinated and pre-approved by the City prior to the visit. We will work with the City to establish a protocol that will ensure that our activities will have minimal disruption to the operation of each facility and will maintain a safe work environment. In most assessments, we are provided a site point of contact or a member of the facilities maintenance team to provide access and act as an escort.
» Meeting minutes including goals and objectives, long- range funding strategies and prioritization categories
» Pre-Assessment Questionnaire
» Building Survey Schedule
» Project Schedule
Deliverables &
Major Milestones
Monday, 12/8/2025
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 27 Facility Condition Assessments
1 Week: Tuesday, December 12, 2025 through Monday, December 22, 2025 Our team will conduct a walk-through survey of the facility and site to observe systems and components, identify physical deficiencies, and formulate recommendations to remedy the physical deficiencies. The team will interview the building maintenance staff about the facility’s past repairs and replacements and their costs, level of preventative maintenance exercised, pending repairs and improvements, and frequency of repairs and replacements. We will need support in the form of escorts while in the facilities to help us access mechanical and electrical rooms, roofs, central plants, and other secured areas.
We also ask that staff discuss with us any known issues in the facility and answer other technical questions.
Kitchell will survey the grounds, exterior envelope, interior finishes, mechanical systems, electrical systems, plumbing systems, and fire/life/health systems. We will develop estimations based on their site assessment, interviews with the City’s maintenance staff, and their professional expertise gained on similar properties previously evaluated.
Our team will review the condition of the building systems and components where accessible.
Kitchell presumes the City will provide OSHA-compliant ladders, lifts, and/or scaffolding (depending on roof type) so our team may safely access roof areas. If requested, Kitchell can provide a quote for a lift and/or ladder access if needed.
We will review documents and information provided by the City’s maintenance staff that could aid the knowledge of the property’s physical improvements, extent and type of use, and assist in identifying material discrepancies between reported information and observed conditions.
The facility condition assessment will include the City’s identified assets and will focus on the following facility and site systems and components:
» Site: parking lots, pedestrian paving (including adjacent sidewalks), landscaping and enclosures, water supply, sanitary sewer, storm sewer, gas service, sight lighting, and telecommunications. » Structural components: footings, foundations, slabs, columns, floor, and roof framing systems. » Exterior systems: roof, building envelope including facades or curtain wall system, glazing systems, doors, stairways, etc.
» Interior systems: walls, partitions, doors, flooring, finishes (flooring, ceilings, walls, etc.). » Plumbing systems (fixtures, domestic water distribution, sanitary waste, rainwater drainage, and special plumbing systems such as compressed air, etc.). » HVAC systems (controls and instrumentation; and other HVAC support elements). » Life Safety/Fire Protection: fire alarm systems, monitoring systems, emergency lighting, sprinkler systems, standpipe and hose systems, pumps, fire protection specialties, and special fire suppression systems.
» Electrical Systems: service and distribution, feeder type (aluminum or copper), lighting and branch wiring, communications and security systems, emergency generators, UPS systems, and electrical controls and instrumentation, solar systems, and EV charging equipment.
We will follow the non-destructive visual observation procedures (as codified in ASTM E2018-24, Standard Guide for Property Condition Assessments) to conduct our field inventory. Our survey will be conducted during normal business hours. Our team is courteous and professional, and we anticipate they will be wearing City provided badges/identification to identify them as part of the assessment team.
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 28 To accomplish the goal of this project, our team will require the use of Fulcrum technology inside each facility. Fulcrum is a mobile data application app that allows our team to efficiently capture deficiencies during their assessment. The use of technology within the facility may require the City’s support. Our team will work with the City to honor privacy and security concerns with respect to the use of technology tools inside the facility. We propose to utilize smart phone and/or tablet devices to collect assessment data and take photographs of deficient items, the building and major systems and components.
Highlights and advantages include:
» Custom mobile data collection tool that can be modified in real time (by the team in the field or in-house)
» Eliminate workflow redundancy by combining photos (media/GPS data/barcode) with field collected data and notes
» Cloud backup and data redundancy
» Trip reports consisting of any fire/life/health safety issues if observed at the close of every site visit.
Deliverables
Tuesday, 12/16/2025 through
Monday, 12/22/2025
Fulcrum Mobile Data Capturer
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 29 Analysis of Facility Condition
Information
4 Weeks: Tuesday, December 23, 2025 through Friday, January 23, 2026 Kitchell has developed a custom SQL/Access database that combines the field collection data from Fulcrum, combined with our expertise, including estimating, engineering contingencies, etc. This database allows the assessment to efficiently and accurately review, cost, and prioritize asset and deficiency field data.
Data gathered from the walk-through surveys will be organized into a thorough Facility Assessment Database with photographs of each item. This database is a user-friendly tool that details the condition of each building, and notes system and component deficiencies. Each deficiency and/ or asset will have a recommendation for correction (maintenance, repair, and replacement) and an associated cost based on our observations, research, and judgment, along with referring to commonly accepted Expected Useful Life (EUL) tables for trackable assets.
Accurate historical replacement records provided by the facility manager are typically the best source for this data. Exposure to the weather elements, initial system quality and installation, extent of use, and the quality and amount of preventive maintenance exercised are all factors that impact the effective age of a system or component. As a result, a system or component may have an effective age that is greater or less than its actual age. The Remaining Useful Life (RUL) of a component or system equals the EUL less its effective age.
Our philosophy is that the database should be a living document and serve as the City’s master roadmap for an ongoing facility upkeep and maintenance program that guarantees an efficient use of funds.
Kitchell’s estimating staff relies on in-house historical cost data and knowledge of the bidding climate in the various regions within the California market. We utilize our in-house cost database built from over $5 billion of construction, RS Means, Timberline, and Excel software to prepare our cost estimates. We have an excellent track record of forecasting market conditions that impact construction costs, trade labor and material availability, geographic or seasonal considerations, and more. By considering all these potential budget impacts, we consistently produce extremely accurate conceptual estimates that translate into completed facilities within established budgets.
Each report will include a Capital Needs Analysis, which will include an estimated cost conforming to ASTM Uniformat II Classification for Building Elements (E1557-97; Level 3) for each system or component repair or replacement anticipated. The report will provide options for repair of the deficiency, and the capital needs analysis will be presented as an Excel-based cost table that includes a summary of the description of each component, the age and estimated remaining useful life, the anticipated year of repair or replacement (in the Immediate (Health/Safety), Short-Term (0-2 years), Mid-Term (3-5 years), Long-Term (6-10 years), and Lifecycle Long-Term (1 1-15 years), quantity, unit cost and total cost for the repair of each line item.
A consolidated Capital Needs Analysis will be presented that includes all anticipated capital needs for all buildings. The cost estimate for capital deficiencies will be based on the estimate for maintenance and repair, management costs, construction fees, and design fees. Project management costs, construction fees, and design fees will be derived using actual costs from previous projects. After determining these costs, we will confirm these costs with your staff.
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CITY OF ROCKLIN - FACILITIES CONDITION ASSESSMENT // PAGE 30 Each report will also have a Facility Condition Index (FCI) for each facility and site. The FCI scale is an industry-standard scale used to assess the current and projected condition of a building. Kitchell utilizes the International Facility Management Association’s (IFMA) methodology for calculating the FCI. The FCI is the ratio of the cost to correct all deferred maintenance deficiencies within an asset divided by its CRV. It assigns the numeric value of the FCI equation to four general condition rankings: Good (0 to 5 percent), Fair (5 to 10 percent), Poor (10 to 30 percent), and Critical (greater than 30 percent).
Reporting & Refinement
4 Weeks: Monday, January 26, 2026 through Friday, January 30, 2026 Using our in-house SQL/Access database, Kitchell will provide an in-depth report including a detailed description of each of the building components and systems as described in the approach sections above. The report is organized by building system and will include digital photos of major systems and components, and all deficiencies identified. The report will include a discussion of current and anticipated repairs and deficiencies, recommended repair and component life-cycle replacements, and applicable options for repair or maintenance of building components.