Santa Ana City Council
July 18, 2023

September 2020

City Council
20 –
65 7/18/2023

Local Assistance Procedures Manual Exhibit 9-A
DBE Implementation Agreement for Local Agencies

9. Assisting DBEs and other small businesses to develop their capability to utilize emerging technology and conduct business through electronic media.

VI. Race-Conscious Means of Meeting Caltrans Overall Statewide Annual DBE Goal (49 CFR

26.51(d))
SUB-RECIPIENT must establish DBE contract goals to meet any portion of Caltrans Overall Statewide Annual DBE Goal that cannot be achieved through race-neutral means.

VII. Quotas (49 CFR 26.43)
SUB-RECIPIENT will not use quotas or set-asides in any way in the administration of the Local Agency component of the DBE Program Plan.

VIII. DBE Liaison Officer (DBELO) (49 CFR 26.25)
SUB-RECIPIENT has designated a DBE Liaison Officer. The DBELO is responsible for implementing the DBE Program Plan as it pertains to the SUB-RECIPIENT, and ensures that the SUB-RECIPIENT is fully and properly advised concerning DBE Program Plan matters. [Specify resources available to the DBELO; e.g., the DBELO has a staff of two professional employees assigned to the DBE program on a full-time basis and two support personnel who devote a portion of their time to the program.] The name, address, telephone number, email address, and an organization chart displaying the DBELO’s position in the organization are found in Attachment to this Agreement. This information will be updated annually and included on the DBE Annual Submittal Form.

The DBELO is responsible for developing, implementing, and monitoring the SUB-RECIPIENT’s requirements of the DBE Program Plan in coordination with other appropriate officials. Duties and responsibilities include the following:

1. Gathers and reports statistical data and other information as required.

2. Reviews third party contracts and purchase requisitions for compliance with this program.

3. Works with all departments to determine DBE contract goals.

4. Ensures that bid notices and requests for proposals are made available to DBEs in a timely manner.

5. Analyzes DBE participation and identifies ways to encourage participation through race- neutral means.

6. Participates in pre-bid meetings.

7. Advises the CEO/governing body on DBE matters and DBE race-neutral issues.

8. Provides DBEs with information and recommends sources to assist in preparing bids, obtaining bonding and insurance.

9. Plans and participates in DBE training seminars.

10. Provides outreach to DBEs and community organizations to fully advise them of contracting opportunities.

September 2020

City Council
20 –
66 7/18/2023

Local Assistance Procedures Manual Exhibit 9-A
DBE Implementation Agreement for Local Agencies
IX. Federal Financial Assistance Agreement Assurance (49 CFR 26.13) Each agreement SUB-RECIPIENT signs with Caltrans must include the following assurance:

The SUB-RECIPIENT shall not discriminate on the basis of race, color, national origin, or sex in the award and performance of any DOT-assisted contract, or in the administration of its DBE Program, or the requirements of 49 CFR 26. The SUB-RECIPIENT shall take all necessary and reasonable steps under 49 CFR 26 to ensure nondiscrimination in the award and administration of DOT-assisted contracts. The SUB-RECIPIENT’s DBE Program, as required by 49 CFR 26 and as approved by DOT, is incorporated by reference in this agreement. Implementation of this program is a legal obligation and failure to carry out its terms shall be treated as a violation of this agreement. Upon notification to the SUB-RECIPIENT of its failure to carry out its approved program, Caltrans may impose sanctions as provided for under 49 CFR 26 and may, in appropriate cases, refer the matter for enforcement under 18 U.S.C. 1001 and/or the Program Fraud Civil Remedies Act of 1986 (31 U.S.C. 3801 et seq.).

Each contract Sub-recipient signs with a contractor (and each subcontract the prime contractor signs with a subcontractor) must include the following assurance:

The contractor or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR 26 in the award and administration of DOT-assisted contracts. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy, as the Sub-recipient deems appropriate.

X. DBE Financial Institutions (49 CFR 26.27)
SUB-RECIPIENT must investigate the full extent of services offered by financial institutions owned and controlled by socially and economically disadvantaged individuals in the community to make reasonable efforts to use these institutions, and to encourage prime contractors on DOT-assisted contracts to make use of these institutions.

Information on the availability of such institutions can be obtained from the DBELO. The Caltrans Disadvantaged Business Enterprise Program may offer assistance to the DBELO.

XI. Directory (49 CFR 26.31)
SUB-RECIPIENT will refer interested persons to the Unified Certification Program DBE directory available from the Caltrans Disadvantaged Business Enterprise Program’ s website.

XII. Required Contract Clauses (49 CFR 26.13 and 26.29) For the purpose of this section, contractor also means consultant, and subcontractor also includes subconsultant. For prompt payment, the following State regulations are referenced: the California Business and Professions Code (CBPC), California Public Contract Code (CPCC) and California Civil Code (CCC).

SUB-RECIPIENT ensures that the following clauses or equivalent will be included in each DOT- assisted prime contract:

September 2020

City Council
20 –
67 7/18/2023

Local Assistance Procedures Manual Exhibit 9-A
DBE Implementation Agreement for Local Agencies
A. Contract Assurance
The contractor or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The contractor shall carry out applicable requirements of 49 CFR 26 in the award and administration of DOT-assisted contracts.

Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy, as SUB- RECIPIENT deems appropriate.

NOTE: This language is to be used verbatim, as is stated in Exhibit 12-G: Required Federal- aid Contract Language. See also 49 CRF 26.13(b).

B. Prompt Payment
Prompt Progress Payment to Subcontractors
The Local Agency shall require contractors and subcontractors to pay their subcontractors within seven (7) days for construction contracts, and within fifteen (15) days for consultant contracts, after receiving each progress payment. Any delay or postponement of payment may take place only for good cause and with the Local Agency’s prior written approval. Any violation of these provisions shall subject the violating contractor or subcontractor to the penalties, sanctions and remedies specified in Section 7108.5 of the CBPC and Section 10262 of the CPCC for construction contract, and Section 3321 of the CCC for consultant contract. This requirement shall not be construed to limit or impair any contractual, administrative, or judicial remedies, otherwise available to the contractor or subcontractor in the event of a dispute involving late payment or nonpayment by the contractor, deficient subcontractor performance, and/or noncompliance by a subcontractor. This clause applies to both DBE and non-DBE subcontractors.

Prompt Payment of Withheld Funds to Subcontractors
The Local Agency shall ensure prompt and full payment of retainage from the prime contractor to the subcontractor within seven (7) days for construction contracts, or within fifteen (15) days for consultant contracts after the subcontractor’s work is satisfactorily completed and accepted. This shall be accompanied by including; either (1), (2), or (3) of the following provisions [Local Agency equivalent will need Caltrans approval] in their federal-aid contracts to ensure prompt and full payment of retainage [withheld funds] to subcontractors in compliance with 49 CFR 26.29.

1. No retainage will be held by the Local Agency from progress payments due to the prime contractor. Prime contractors and subcontractors are prohibited from holding retainage from subcontractors. Any delay or postponement of payment may take place only for good cause and with the Local Agency’s prior written approval. Any violation of these provisions shall subject the violating contractor or subcontractor to the penalties, sanctions, and other remedies specified in Section 7108.5 of the CBPC and Section 10262 of the CPCC for construction contracts, and Section 3321 of the CCC for consultant contracts. This requirement shall not be construed to limit or impair any contractual, administrative, or judicial remedies, otherwise available to the contractor or subcontractor in the event of a dispute involving late payment or nonpayment by the contractor, deficient subcontractor performance, and/or noncompliance by a subcontractor. This clause applies to both DBE and non-DBE subcontractors.

September 2020

City Council
20 –
68 7/18/2023

Local Assistance Procedures Manual Exhibit 9-A
DBE Implementation Agreement for Local Agencies

2. No retainage will be held by the Local Agency from progress payments due to the prime contractor. Any retainage kept by the prime contractor or by a subcontractor must be paid in full to the earning subcontractor within seven (7) days for construction contracts, or within fifteen (15) days for consultant contracts after the subcontractor’s work is satisfactorily completed. Any delay or postponement of payment may take place only for good cause and with the Local Agency’s prior written approval. Any violation of these provisions shall subject the violating contractor or subcontractor to the penalties, sanctions, and remedies specified in Section 7108.5 of the CBPC and Section 10262 of the CPCC for construction contracts, and Section 3321 of the CCC for consultant contracts. This requirement shall not be construed to limit or impair any contractual, administrative, or judicial remedies, otherwise available to the contractor or subcontractor in the event of a dispute involving late payment or nonpayment by the contractor, deficient subcontractor performance, and/or noncompliance by a subcontractor. This clause applies to both DBE and non-DBE subcontractors.

3. The Local Agency shall hold retainage from the prime contractor and shall make prompt and regular incremental acceptances of portions, as determined by the Local Agency of the contract work and pay retainage to the prime contractor based on these acceptances. The prime contractor or subcontractor shall return all monies withheld in retention from all subcontractors within seven (7) days for construction contracts, or within fifteen (15) days for consultant contracts after receiving payment for work satisfactorily completed and accepted including incremental acceptances of portions of the contract work by the Local Agency. Any delay or postponement of payment may take place only for good cause and with the Local Agency’s prior written approval. Any violation of these provisions shall subject the violating prime contractor to the penalties, sanctions, and other remedies specified in Section 7108.5 of the CBPC and Section 10262 of the CPCC for construction contracts, and Section 3321 of the CCC for consultant contracts. This requirement shall not be construed to limit or impair any contractual, administrative, or judicial remedies, otherwise available to the contractor or subcontractor in the event of: a dispute involving late payment or nonpayment by the contractor; deficient subcontractor performance; and/or noncompliance by a subcontractor. This clause applies to both DBE and non-DBE subcontractors.

Any violation of these provisions shall subject the violating prime contractor or subcontractor to the penalties, sanctions and other remedies specified therein. These requirements shall not be construed to limit or impair any contractual, administrative, or judicial remedies otherwise available to the prime contractor or subcontractor in the event of a dispute involving late payment or nonpayment by the prime contractor, deficient subcontract performance, or noncompliance by a subcontractor.

XIII. Local Assistance Procedures Manual (LAPM)
The SUB-RECIPIENT will advertise, award and administer Federal-aid contracts in accordance with the curr ent Local Assistance Procedures Manual (LAPM) includi ng Forms and Exhibits.

September 2020

City Council
20 –
69 7/18/2023

Local Assistance Procedures Manual Exhibit 9-A
DBE Implementation Agreement for Local Agencies
XIV. Vehicle Manufacturers/Specialized Equipment (§26.49) If Federal-aid contracts will include vehicle/specialized equipment procurements, SUB- RECIPIENT will require each vendor, as a condition of being authorized to bid or propose on vehicle/specialized equipment procurements, to certify that it has complied with the requirements of 49 CFR 26.69.

XV. Reporting to the DLAE
SUB-RECIPIENT will promptly submit a copy of the Consultant Proposal DBE Commitment (Exhibit 10-O1) at the time of award of the consultant contract.

SUB-RECIPIENT will promptly submit a copy of Consultant Contract DBE Information (Exhibit 10-O2) or the Local Agency Bidder DBE Commitment (Construction Contracts) (Exhibit 15-G) to the DLAE within 30 days after execution of consultant or construction contract.

SUB-RECIPIENT will promptly submit a copy of the Final Report-Utilization of DBE, First-Tier Subcontractors (Exhibit 17-F) of the LAPM, immediately upon completion of each consultant or construction contract.

XVI. Certification (§26.83(a))
SUB-RECIPIENT ensures that only DBE firms currently certified by the California Unified Certification Program (CUCP) will participate as DBEs on Federal-aid contracts.

XVII. Confidentiality
SUB-RECIPIENT will safeguard from disclosure to third parties, information that may reasonably be regarded as confidential business information consistent with federal, state, and local laws.

XVIII. Prompt Payment from the Local Agency to the Contractors (California Public Contract Code §20104.50)
The Local Agency shall make any progress payment within 30 days after receipt of an undisputed and properly submitted payment request from a contractor on a construction contract. If the Local Agency fails to pay promptly, the Local Agency shall pay interest to the contractor, which accrues at the rate of 10 percent per annum on the principal amount of a money judgment remaining unsatisfied. Upon receipt of a payment request, the Local Agency shall act in accordance with both of the following:
(1) Each payment request shall be reviewed by the Local Agency as soon as practicable after receipt for the purpose of determining that the payment request is a proper payment request.
(2) Any payment request determined not to be a proper payment request suitable for payment shall be returned to the contractor as soon as practicable, but not later than seven (7) days, after receipt. A request returned pursuant to this paragraph shall be accompanied by a document setting forth in writing the reasons why the payment request is not proper.

September 2020

City Council
20 –
70 7/18/2023

Local Assistance Procedures Manual Exhibit 9-A
DBE Implementation Agreement for Local Agencies
Mindy Ly
Digitally signed by Mindy Ly
Date: 2023.03.01 08:25:39 -08'00' Date: _____________ 3_/1_/_2_3____________By: _________________________________________ (Signature)
Mindy Ly; Civil Engineer 714-647-5665_________________________________________ Phone #:_____________________________ (Print Name and Title)

ADMINISTERING AGENCY
(Authorized Governing Body Representative)
This California Department of Transportation’s Disadvantaged Business Enterprise Program Implementation Agreement is accepted by:
_________________________________________
(Signature of DLAE)
Date: _____________________________
_________________________________________
(Print Name of DLAE)
Distribution: (1) Original – DLAE
(2) Signed copy by the DLAE – Local Agency

September 2020

City Council
20 –
71 7/18/2023

Local Assistance Procedures Manual EXHIBIT 9-B
Local Agency DBE Annual Submittal Form
Exhibit 9-B: Local Agency DBE Annual Submittal Form
TO: CALTRANS DISTRICT ________
District Local Assistance Engineer
The information for Exhibit 9-B presented herein is in accordance with Title 49 of the Code of Federal Regulations (CFR), Part 26, and the State of California Department of Transportation (Caltrans) Disadvantaged Business Enterprise (DBE) Program Plan.

The City/County/Region of ____________________________________________________________________ submits our annual 9-B information for the Federal Fiscal Year ____ /____ , beginning on October 1 and ending on September 30.

Disadvantaged Business Enterprise Liaison Officer (DBELO) Rudy Rosas, PE, City Engineer
City of Santa Ana
Planned Race-neutral Measures
Offer assistance with bonding and financing. Provide information on contracting opportunities and procedures.

Maintain City website describing project advertised for bids. Provide technical assistance and other services.

Prompt Pay
49 CFR 26.29(b) requires one of three methods be used in federal-aid contracts to ensure prompt and full payment of any retainage kept by the prime contractor or subcontractor to a subcontractor.

Federal regulation 49 CFR 26.29 requires one of three methods be used in federal-aid contracts to ensure prompt and full payment of any retainage kept by the prime contractor or subcontractor to a subcontractor. The Prompt Pay Enforcement Mechanism
49 CFR 26.29(d) requires providing appropriate means to enforce prompt payment. These means may include appropriate penalties for failure to comply with the terms and conditions of the contract. The means may also provide that any delay or postponement of payment among the parties may take place only for good cause with the Local Agency’s prior written approval.

In accordance with 49 CFR 26.29(d), the following language is included in the Special Provisions of the contract documents:
"The Prime Contractor agrees to pay each Subcontractor under this prime contractor for satisfactory performance (Signature) (Date)
(Print Name and Title)

ADMINISTERING AGENCY
(Phone Number)
(Authorized Governing Body Representative)
(Signature of Caltrans District Local Assistance Engineer) (Date) Distribution: (1) Original – DLAE
(2) Signed copy by the DLAE – Local Agency

January 2023

City Council
20 –
72 7/18/2023

Local Assistance Procedures Manual EXHIBIT 9-B
Local Agency DBE Annual Submittal Form
(Attachment)
Prompt Payment of Withheld Funds to Subcontractors
Federal regulation (49 CFR 26.29(b)) requires one of the following three methods be used in federal-aid contracts to ensure prompt and full payment of any retainage kept by the prime contractor or subcontractor to a subcontractor.

Please check the box of the method chosen by the Local Agency to ensure prompt and full payment of any retainage.

A&E CON
Method 1: No retainage will be held by the agency from progress payments due to the prime contractor. Prime contractors and subcontractors are prohibited from holding retainage from subcontractors. Any delay or postponement of payment may take place only for good cause and with the agency’s prior written approval. Any violation of these provisions shall subject the violating contractor or subcontractor to the penalties, sanctions, and other remedies specified in Section 7108.5 of the California Business and Professions Code and Section 10262 of the California Public Contract Code for construction contracts, and Section 3321 of the California Civil Code for consultant contracts. This requirement shall not be construed to limit or impair any contractual, administrative or judicial remedies, otherwise available to the contractor or subcontractor in the event of a dispute involving late payment or nonpayment by the contractor, deficient subcontractor performance and/or noncompliance by a subcontractor. This clause applies to both DBE and non-DBE subcontractors.

A&E CON
Method 2: No retainage will be held by the agency from progress payments due to the prime contractor. Any retainage kept by the prime contractor or by a subcontractor must be paid in full to the earning subcontractor in seven (7) days for construction contracts and fifteen (15) days for consultant contracts after the subcontractor’s work is satisfactorily completed. Any delay or postponement of payment may take place only for good cause and with the agency’s prior written approval. Any violation of these provisions shall subject the violating contractor or subcontractor to the penalties, sanctions, and remedies specified in Section 7108.5 of the California Business and Professions Code and Section 10262 of the California Public Contract Code for construction contracts, and Section 3321 of the California Civil Code for consultant contracts. This requirement shall not be construed to limit or impair any contractual, administrative or judicial remedies, otherwise available to the contractor or subcontractor in the event of a dispute involving late payment or nonpayment by the contractor, deficient subcontractor performance and/or noncompliance by a subcontractor. This clause applies to both DBE and non-DBE subcontractors.

A&E CON
Method 3: The agency shall hold retainage from the prime contractor and shall make prompt and regular incremental acceptances of portions, as determined by the agency of the contract work and pay retainage to the prime contractor based on these acceptances. The prime contractor or subcontractor shall return all monies withheld in retention from all subcontractors within seven (7) days for construction contracts and fifteen (15) days for consultant contracts after receiving payment for work satisfactorily completed and accepted including incremental acceptances of portions of the contract work by the agency. Any delay or postponement of payment may take place only for good cause and with the agency’s prior written approval. Any violation of these provisions shall subject the violating prime contractor or subcontractor to the penalties, sanctions, and other remedies specified in Section 7108.5 of the California Business and Professions Code and Section 10262 of the California Public Contract Code for construction contracts, and Section 3321 of the California Civil Code for consultant contracts.

This requirement shall not be construed to limit or impair any contractual, administrative or judicial remedies otherwise available to the contractor or subcontractor in the event of a dispute involving late payment or nonpayment by the contractor; deficient subcontractor performance and/or noncompliance by a subcontractor. This clause applies to both DBE and non-DBE subcontractors.

January 2023

City Council
20 –
73 7/18/2023

Local Assistance Procedures Manual EXHIBIT 9-C
Local Agency ADA Annual Certification Form
Exhibit 9-C: Local Agency Americans with Disabilities Act (ADA) Annual Certification Form
Local Agency ADA Annual Certification Form
49 CFR 27: Nondiscrimination on the Basis of Disability in Programs or Activities
Receiving Federal Financial Assistance
City of Santa Ana
Local Agency: __________________________________22-23
State Fiscal Year (July 1-June 30): __________________
Michael Ortiz
Name of ADA / 504 Liaison Officer: ____________________________________________ I.
(714) 647-5624Telephone Number:
[email protected] Address: ____________________________________________________________ NOTE: Section 504 applies to federally funded programs and ADA applies to state and local government funded programs (Title II). An ADA Officer is only required if the agency has 50 or more employees.* II. ADA Grievance / Complaint Procedure Adopted?
✔Yes: No: ______
10/17/1994If yes, date of completion/last updated:

If no, planned date of adoption:

NOTE: An ADA Officer is only required if the agency has 50 or more employees.* III. Self-evaluation completed?
✔Yes: No: ______
05/30/2017If yes, date of completion/last updated:

If no, planned date of completion:

NOTE: All public entities receiving federal funds are required to complete a self-evaluation. Agencies are required to review and make modifications as needed to the self-evaluation to ensure there is non-discrimination on the basis of disability. Local agencies shall implement a system for periodically reviewing and updating self-evaluations and, if applicable, transition plans. As a best practice, it is recommended to review the self-evaluation every three years prior to submitting or adopting the four-year Transportation Improvement Program. * The Section 8.1000 in Title II, Technical Assistance Manual states, “How does a public entity determine whether it has 50 or more employees? Determining the number of employees will be based on a governmentwide total of employees, rather than by counting the number of employees of a subunit, department, or division of the local government. Part-time employees are included in the determination.”

January 2021

City Council
20 –
74 7/18/2023

Local Assistance Procedures Manual EXHIBIT 9-C
Local Agency ADA Annual Certification Form
IV. Transition Plan completed?
✔Yes: No: _______
05/30/2017If yes, date of completion/last updated:

If no, planned date of completion:

NOTE: In the event that structural changes to facilities will be undertaken to achieve program accessibility, a public entity with 50 or more employees are required to develop a transition plan.* The transition plan is the action plan developed from the results of the self-evaluation. As a best practice, it is recommended to update the transition plan every three to five years after completion of the recommended self- evaluation and to update the schedule of ADA compliant changes that will be accomplished.

V. Have your agency’s policies, procedures, and criteria for implementing ADA compliance improvements in maintenance and capital improvement programs been reviewed? ✔Yes: No:

Were deficiencies found?
Yes: No:

If deficiencies were found, have the agency’s ADA plans been revised to correct those deficiencies? Yes: No:
✔
VI. Does the agency have procedures to obtain approval from the Division of State Architect (DSA) for design packages consistent with State law?
✔Yes: No:

DSA website: https://www.dgs.ca.gov/DSA/Resources/Page-Content/Resources-List-Folder/Accessibility- Plan-Review
Reminder: State of California Government Code Sections 4450 - 4454 requires DSA to review and approve the plans and specifications to all buildings, structures, sidewalks, curbs and related facilities constructed in the state, using state, county or municipal funds, or the funds of any political subdivision of the state. These facilities shall be accessible to and usable by persons with disabilities. Please reference Section 9.3 of the Local Assistance Procedures Manual for submittal of design packages to DSA.

The DSA has limited their review to “Safe Routes to School” projects. For ATP Projects, the California Transportation Commission considers Safe Routes to School projects as those “that directly increase safety and convenience for public school students to walk and/or bike to school. Safe Routes to Schools infrastructure projects must be located within two miles of a public school or within the vicinity of a public- school bus stop and the students must be the intended beneficiaries of the project.” VII. Are agency’s Standard Plans reviewed and updated on an ongoing basis for full ADA and California Accessibility compliance?
✔Yes: No:

Date:

Signature
(ADA Liaison Officer)
Distribution: (1) Original - DLAE

January 2021

City Council
20 –
75 7/18/2023

Local Assistance Procedures Manual EXHIBIT 9-E
Sample Evaluation of Good Faith Efforts
EXHIBIT 9-E SAMPLE EVALUATION OF GOOD FAITH EFFORTS
Memorandum
To: PROJECT FILE Date:

Federal-Aid Project Number:

Bid Opening Date:

Bidder:

Type of Work:

Bid Amount:

From: Name of Agency
Subject:

The
Evaluation of Good Faith Efforts
established a Disadvantaged Business Enterprise (DBE) goal ofName of Agency percent for this contract. The bidder commits [count only qualifying DBE participation] percent DBE participation.

The Name of Agency 's evaluation of the apparent low bidder's Good Faith Efforts is based on Section 9.9 of the Local Assistance Procedures Manual and Appendix A in Part 26 of Title 49 of the Code of Federal Regulations. The efforts of the bidder were reviewed by the Name of Agency
Good Faith Efforts signed and submitted by Name of Agency from the information provided in Exhibit 15-H: Proposer/Contractor The Name of Agency determined that the Low Bidder pick demonstrate Good Faith Efforts to meet the DBE participation goal of this project for the reasons cited in this evaluation.

EVALUATION
A. Items of work the bidder made available to DBE
firms[Describe the work and approximate dollar amount, as a percentage of total work, made available to DBEs by the Low Bidder. If the bidder did not make enough work available to meet the goal, the bidder definitely did not make adequate efforts to meet the goal. The amount of work made available relative to the goal is generally positively correlated with the adequacy of the bidder’s Good Faith Efforts.]
[Did the Low Bidder separate the work into economically feasible units to facilitate DBE participation?]
B. Solicitation effort documentation
[Document the number of DBEs originally contacted by the Low Bidder and the dates and number of follow-up solicitations and determine if sufficient time was allowed for the DBEs to respond.] [Document if the Low Bidder solicited through all reasonable and available means (e.g., attendance at pre-bid meetings, advertising and/or written notices, etc.) to all certified DBEs who have the capability to perform the work of the contract?]
[Did the Low Bidder provide proof of the aforementioned items?]

January 2020

City Council
20 –
76 7/18/2023

Local Assistance Procedures Manual EXHIBIT 9-E
Sample Evaluation of Good Faith Efforts
[How many of the DBEs solicited are capable of performing the work identified in A?] Use the California Unified Certification Program online database at:
https://dot.ca.gov/programs/business-and-economic-opportunity/dbe-search C. Rejected DBE documentation
[How many DBE quotes were accepted or rejected by the Low Bidder? Why were the quotes rejected?]
[Was/were quote(s) rejected when it was only marginally higher and could have substantially increased the DBE commitment or even allow it to meet the DBE goal?] D. Publication effort made to advertise the projects to include DBE participation E. Agencies, organizations, or groups contacted to provide assistance in contacting, recruiting and using DBEs
[Did the Low Bidder contact other organizations for outreach to encourage DBE participation on the contract?]
F. Efforts to provide information about the plans, specifications, and contract requirements
[Did the Low Bidder provide contract information to interested DBEs and were these listed in their Good Faith Efforts?]
G. Assistance with bonding, lines of credit, insurance, equipment, supplies, materials, and/or services
[Did the Low Bidder provide references to the DBEs and were these listed in the GFE?] H. Additional data to support a demonstration of Good Faith Effort [Was any more information provided by the Low Bidder to demonstrate a Good Faith Effort?] [Did the 2nd or 3rd low bidder meet the goal or get substantially more DBE commitment than the apparent low bidder? When an apparent low bidder fails to meet the goal and other bidders meet the goal, you may reasonably raise the question of whether, with additional reasonable efforts, the apparent low bidder could have met the goal.]
FINDING OF THE Name of Agency
The Name of Agency finds that the Low Bidder [did or did not] demonstrate Good Faith Efforts to meet the DBE contract goal for the reasons cited in this evaluation.

Submitted by: Approved by:

Name
Title
Name
Title
*Must be approved by someone other than the reviewer.

January 2020

City Council
20 –
77 7/18/2023

Local Assistance Procedures Manual Exhibit 10-K
Consultant Annual Certification of Indirect Costs and Financial Management System EXHIBIT 10-K CONSULTANTANNUAL CERTIFICATIONOF

INDIRECT COSTS AND FINANCIAL MANAGEMENTSYSTEM
(Note: If a Safe Harbor Indirect Cost Rate is approved, this form is not required.) Consultant’s Full Legal Name:

Important: Consultant means the individual or consultant providing engineering and design related services as a party of a contract with a recipient or sub-recipient of Federal assistance. Therefore, the Indirect Cost Rate(s) shall not be combined with its parent company or subsidiaries.

Indirect Cost Rate:

Combined Rate % OR
Home Office Rate % and Field Office Rate (if applicable) % (if applicable)
%
Facilities Capital Cost of Money
Fiscal period *
* Fiscal period is annual one year applicable accounting period that the Indirect Cost Rate was developed (not the contract period). The Indirect Cost Rate is based on the consultant’s one-year applicable accounting period for which financial statements are regularly prepared by the consultant.

I have reviewed the proposal to establish an Indirect Cost Rate(s) for the fiscal period as specified above and have determined to the best of my knowledge and belief that:
• All costs included in the cost proposal to establish the indirect cost rate(s) are allowable in accordance with the cost principles of the Federal Acquisition Regulation (FAR) 48, Code of Federal Regulations (CFR), Chapter 1, Part 31 (48 CFR Part 31); •
•
The cost proposal does not include any costs which are expressly unallowable under the cost principles of 48 CFR Part 31;
The accounting treatment and billing of prevailing wage delta costs are consistent with our prevailing wage policy as either direct labor, indirect costs, or other direct costs on all federally- funded A&E Consultant Contracts.
• All known material transactions or events that have occurred subsequent to year-end affecting the consultant’s ownership, organization, and indirect cost rates have been disclosed as of the date of this certification.

I am providing the required and applicable documents as instructed on Exhibit 10-A.

Financial Management System:

Our labor charging, job costing, and accounting systems meet the standards for financial reporting, accounting records, and internal control adequate to demonstrate that costs claimed have been incurred, appropriately accounted for, are allocable to the contract, and comply with the federal requirements as set forth in Title 23 United States Code (U.S.C.) Section 112(b)(2); 48 CFR Part 31.201-2(d); 23 CFR, Chapter 1, Part 172.11(a)(2); and all applicable state and federal rules and regulations.

Our financial management system has the following attributes:
• Account numbers identifying allowable direct, indirect, and unallowable cost accounts; • Ability to accumulate and segregate allowable direct, indirect, and unallowable costs into separate cost

March 2018

City Council
20 –
78 7/18/2023

Local Assistance Procedures Manual Exhibit 10-K
Consultant Annual Certification of Indirect Costs and Financial Management System accounts;
• Ability to accumulate and segregate allowable direct costs by project, contract and type of cost; • Internal controls to maintain integrity of financial management system; • Ability to account and record costs consistently and to ensure costs billed are in compliance with FAR; • Ability to ensure and demonstrate costs billed reconcile to general ledgers and job costing system; and • Ability to ensure costs are in compliance with contract terms and federal and state requirement Cost Reimbursements on Contracts:

I also understand that failure to comply with 48 CFR Part 16.301-3 or knowingly charge unallowable costs to Federal-Aid Highway Program (FAHP) contracts may result in possible penalties and sanctions as provided by the following:
•
•
•
•
Sanctions and Penalties - 23 CFR Part 172.11(c)(4)
False Claims Act - Title 31 U.S.C. Sections 3729-3733
Statements or entries generally - Title 18 U.S.C. Section 1001 Major Fraud Act - Title 18 U.S.C. Section 1031
All A&E Contract Information:
• Total participation amount $___________________ on all State and FAHP contracts for Architectural & Engineering services that the consultant received in the last three fiscal periods. •
•
•
The number of states in which the consultant does business is Years of consultant’s experience with 48 CFR Part 31 is .
.

Audit history of the consultant’s current and prior years (if applicable) ☐ Local Gov’t ICR Audit □ Caltrans ICR Audit☐ Cognizant ICR Audit ☐ Federal Gov’t ICR Audit☐ CPA ICR Audit
I, the undersigned, certify all of the above to the best of my knowledge and belief and that I have reviewed the Indirect Cost Rate Schedule to determine that any costs which are expressly unallowable under the Federal cost principles have been removed and comply with Title 23 U.S.C. Section 112(b)(2), 48 CFR Part 31, 23 CFR Part 172, and all applicable state and federal rules and regulations. I also certify that I understand that all documentation of compliance must be retained by the consultant. I hereby acknowledge that costs that are noncompliant with the federal and state requirements are not eligible for reimbursement and must be returned to Caltrans.

Name**:

Signature:

Email**:
_ Title**:

Date of Certification (mm/dd/yyyy):

Phone Number**:
**An individual executive or financial officer of the consultant’s or subconsultant’s organization at a level no lower than a Vice President, a Chief Financial Officer, or equivalent, who has authority to represent the financial information used to establish the indirect cost rate.

Note: Both prime and subconsultants as parties of a contract must complete their own Exhibit 10-K forms.

Caltrans will not process local agency’s invoices until a complete Exhibit 10-K form is accepted and approved by Caltrans Audits and Investigations.

Distribution: 1) Original - Local Agency Project File
2) Copy - Consultant
3) Copy - Caltrans Audits and Investigations

March 2018

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Local Assistance Procedures Manual Exhibit 15-H
Proposer/Contractor Good Faith Effort
EXHIBIT 15-H: PROPOSER/CONTRACTOR GOOD FAITH EFFORTS
Cost Proposal Due Date ___________________ PE/CE
Federal-aid Project No(s). _____________________ Bid Opening Date ___________________ CON Name established a Disadvantaged Business Enterprise (DBE) goal ofThe _0 _. _ 0 _ 0 _ %_ for this contract. The information provided herein shows the required good faith efforts to meet or exceed the DBE contract goal.

Proposers or bidders submit the following information to document their good faith efforts within five (5) calendar days from cost proposal due date or bid opening. Proposers and bidders are recommended to submit the following information even if the Exhibit 10-O1: Consultant Proposal DBE Commitments or Exhibit 15-G:

Construction Contract DBE Commitment indicate that the proposer or bidder has met the DBE goal. This form protects the proposer’s or bidder’s eligibility for award of the contract if the administering agency determines that the bidder failed to meet the goal for various reasons, e.g., a DBE firm was not certified at bid opening, or the bidder made a mathematical error.

The following items are listed in the Section entitled “Submission of DBE Commitment” of the Special Provisions, please attach additional sheets as needed:

A. The names and dates of each publication in which a request for DBE participation for this project was placed by the bidder (please attach copies of advertisements or proofs of publication):

Publications Dates of Advertisement
B. The names and dates of written notices sent to certified DBEs soliciting bids for this project and the dates and methods used for following up initial solicitations to determine with certainty whether the DBEs were interested (please attach copies of solicitations, telephone records, fax confirmations, etc.):

Names of DBEs Solicited Date of Initial Solicitation Follow Up Methods and Dates

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Local Assistance Procedures Manual Exhibit 15-H
Proposer/Contractor Good Faith Effort
C. The items of work made available to DBE firms including those unbundled contract work items into economically feasible units to facilitate DBE participation. It is the bidder's responsibility to demonstrate that sufficient work to facilitate DBE participation in order to meet or exceed the DBE contract goal.

Items of
Work
Proposer or Bidder
Normally Performs Item
(Y/N)
Breakdown of
Items
Amount
($)
Percentage
Of
Contract
Pick [Describe the
[Did the Low

0.00%
Pick
Pick

0.00%

0.00%

0.00%Pick
D. The names, addresses and phone numbers of rejected DBE firms, the reasons for the bidder's rejection of the DBEs, the firms selected for that work (please attach copies of quotes from the firms involved), and the price difference for each DBE if the selected firm is not a DBE:

Names, addresses and phone numbers of rejected DBEs and the reasons for the bidder's rejection of the DBEs:

Names, addresses and phone numbers of firms selected for the work above:

E. Efforts (e.g. in advertisements and solicitations) made to assist interested DBEs in obtaining information related to the plans, specifications and requirements for the work which was provided to DBEs:

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Local Assistance Procedures Manual Exhibit 15-H
Proposer/Contractor Good Faith Effort
F. Efforts (e.g. in advertisements and solicitations) made to assist interested DBEs in obtaining bonding, lines of credit or insurance, necessary equipment, supplies, materials, or related assistance or services, excluding supplies and equipment the DBE subcontractor purchases or leases from the prime contractor or its affiliate:

G. The names of agencies, organizations or groups contacted to provide assistance in contacting, recruiting and using DBE firms (please attach copies of requests to agencies and any responses received, i.e., lists, Internet page download, etc.):

Name of Agency/Organization Method/Date of Contact Results Name of Agency
Name of Agency
Name of Agency
Name of Agency
Name of Agency
H. Any additional data to support a demonstration of good faith efforts:

May 2020

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Appendix
ATTACHMENT 4

CALTRANS ATTACHMENTS
Please see below.

City of Santa Ana RFP 23-020
Page A4-1

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Project Overview
From 9th Street
To 16th Street
CITY OF SANTA ANA, PUBLIC WORKS AGENCY, 20 CIVIC CENTER PLAZA, SANTA ANA, CA 92702

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ÃÃ Project Vicinity39
§ ¨ ¦ ÃÃ
605
SanLos Angeles
County
60 ÃÃ Bernardino
72 ÃÃ
142 County ÃÃÃÃ
71 90
Orange
County§ ¨ ¦ ÃÃÃÃ
5 5791
Project
Location
ÃÃ22
ÃÃÃç ¨ ¦
261 241405
ÃÃ ÃÃ
55 133
FIGURE 1LEGEND
Project Location
Fairview Street Improvements
from 9th Street to 16th Street and
Bridge Replacement Project0 1000 2000
Project LocationFEET
Federal Project No.: BRLS 5063(184)SOURCE: Bing (2015)
I:\WKE1702\GIS\ProjectLocationStreets.mxd (7/26/2018)

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100’ -0’
SMOOTH

CONCRETE BAND

FORMLINER

PATTERN
6” SMOOTH

CONCRETE BAND

EXTERIOR ELEVATIONAPROX
4’-0”
20” 8’-0” BRIDGE

LIGHT PED/BIKE ROADWAY

BRIDGE AESTHETICS ENLARGEMENTS

BASE PATH

TYPICAL SECTION

TYPICAL EXTERIOR

ELEVATION
DATE: 06/17/2021 SHEET 1 OF 2

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100’ -0’
6” SMOOTH

CONCRETE BAND
4’-6”
(TYP)

INTERIOR ELEVATION
10’-0”
(TYP)

BRIDGE AESTHETICS ENLARGEMENTS
20” 8’-0” BRIDGE

LIGHT PED/BIKE ROADWAY

BASE PATH

TYPICAL SECTION

TYPICAL INTERIOR

ELEVATION
DATE: 06/17/2021 SHEET 2 OF 2

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CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND SYRUSA ENGINEERING, INC. FOR PRECONSTRUCTION ENGINEERING SERVICES THIS AGREEMENT FOR CONSULTANT SERVICES (“Agreement”) is made and entered into this 18th day of July, 2023 by and between SYRUSA Engineering, Inc. ("Consultant"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City'') hereinafter collectively referred to as the “Parties”.

RECITALS
A. On March 15, 2023, the City issued a Request for Proposal (“RFP”) No. 23-020, by which it sought to retain a consultant having special skill and knowledge in the field of preconstruction engineering services, construction management services, and contract administration services for the Fairview Bridge Replacement and the 9th Street to 16th Street Improvement Project for the City’s Public Works Agency.

B.

C.

Consultant submitted a responsive proposal that was among those selected by the City.

Consultant represents that it is able and willing to provide such services described in the scope of work that was included in the RFP No. 23-020.

In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field.

NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the Parties agree as follows:

1. SCOPE OF SERVICES
During the term of this Agreement, Consultant shall perform all the tasks and obligations described in the scope of work section included within RFP 23-020, including providing all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete those services described and identified in “Exhibit A - Scope of Work (Task 1 only)”, attached hereto an incorporated herein by this reference, and as further described and identified in “Exhibit B - Consultant’s Proposal”, attached hereto and incorporated herein by this reference.

2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services under this Agreement, the rates and charges identified in “Exhibit C - Consultant’s Fee Proposal”, attached hereto and incorporated herein by this reference. The total sum to be expended under the term of this Agreement, including any extension period(s), shall not exceed $285,620.00, and is comprised of the base amount of $259,659.00 and a 10% contingency amount

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of $25,961.00 for any additional and necessary services, to be exercised at the City’s sole discretion.
b. Payment by City shall be made within 45 days (forty-five) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.

3. TERM
This Agreement shall commence on the date first written above and shall terminate on July 17, 2026, unless terminated earlier in accordance with Section 15, below. The term of this Agreement may be extended at the sole discretion of City for an additional two (2) year period upon a writing to the Consultant executed by the City Manager and the City Attorney. Thereafter, further extension of this Agreement may only be made by amendment upon mutual agreement of the Parties.

4. INDEPENDENT CONTRACTOR
Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer-employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.

5. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement.

Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk.

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6. INSURANCE
Consultant shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Consultant, its agents, representatives, employees or subcontractors.
a. Consultant shall not commence work for the City until it has provided evidence satisfactory to the City that it has secured all insurance required under this Section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has secured all insurance required under this Section. b. Insurance coverage shall be at least as broad as:
(i) 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 $1,000,000 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.
(ii) Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non-owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.
(iii) Workers’ Compensation insurance 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.
(iv) Professional Liability (Errors and Omissions) Insurance appropriates to the Consultant’s profession, with limit no less than $2,000,000 per occurrence or claim.
(v) If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. c. Other Insurance Provisions. The insurance policies are to contain, or be endorsed to contain, the following provisions:
(i) Additional Insured Status. The City, its officers, officials, employees,

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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 edition is used).
(ii) Primary Coverage. For any claims related to this contract, the Consultant’s insurance coverage shall be primary insurance primary coverage at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self- insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.
(iii)Notice of Cancellation. Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City. (iv)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.
(v) 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.
(vi)Acceptability of Insurers. Insurance 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. (vii) Verification of Coverage. Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting coverage required by this clause) and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements to City before work begins. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant’s

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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. (viii) 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.

7. INDEMNIFICATION
Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for, personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and ( 2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due to the negligent operations of the Consultant, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from Consultant' s performance under this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Consultant' s services are subject to Civil Code Section 2782. 8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782. 8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant.

8. INTELLECTUAL PROPERTY INDEMNIFICATION
Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement.

9. RECORDS
Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and

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invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement.

10. CONFIDENTIALITY
If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City.

11. CONFLICT OF INTEREST CLAUSE
Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.

12. NON-DISCRIMINATION
Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement.

13. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the Parties. In the event of a conflict between the terms of this Agreement and any exhibits or other attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The Parties agree that any terms or conditions of any purchase order or other instrument that are

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inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. This Agreement and all related obligations and services hereunder are intended for the sole benefit of City and Consultant and are not intended to create any third-party rights or benefits.

14. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City.

15. TERMINATION
This Agreement may be terminated by either party for default after five (5) days written notice to the other if the other party has substantially failed to fulfill any of its obligations under this Agreement after a thirty (30) day noticed cure period. CITY has and reserves the right to terminate this Agreement at its convenience and without cause upon thirty (30) days written notice to Consultant. In the event that the City should terminate this Agreement for its convenience, Consultant shall be entitled to payment for services provided hereunder, as provided in Section 2, Exhibit A – Phase One, including for such services performed prior to the effective date of said termination, including travel, accrued as of the date of the termination, which payment shall be per the terms set forth in Section 2, Exhibit A – Phase One, subject to the following conditions:
a. As a condition of such payment, the City may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement.

16. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.

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17. JURISDICTION – VENUE
This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both Parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.

18. PROFESSIONAL LICENSES
Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.

19. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:

To CITY:

City Clerk
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956
With courtesy copies to:

Nabil Saba
Executive Director, Public Works Agency
City of Santa Ana
20 Civic Center Plaza
P.O. Box 1988
Santa Ana, CA 92702

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To CONSULTANT:

Gerardo (Jerry) De Santos, PE
Project Manager/Principal Agent
SYRUSA Engineering, Inc.
255 W. Central Ave., Suite 204
Brea, CA 92821
A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.

Any correctly addressed notice that is refused, unclaimed, or undeliverable because of an act or omission of the party to be notified shall be deemed effective as of the first date that said notice was refused, unclaimed, or deemed undeliverable by the postal authorities, messenger, or overnight delivery service.

20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective Parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn.
b. All exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.
{Signatures on following page}

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SIGNATURE PAGE FOR CONSULTANT AGREEMENT BETWEEN THE CITY OF SANTA ANA AND SYRUSA ENGINEERING, INC. FOR PRECONSTRUCTION

ENGINEERING SERVICES
IN WITNESS WHEREOF, the Parties hereto have executed this Agreement the date and year first above written.

ATTEST: CITY OF SANTA ANA:
______________________________
Kristine Ridge
City Manager
Jennifer L. Hall
City Clerk
APPROVED AS TO FORM:

SONIA R. CARVALHO
City Attorney
SYRUSA ENGINEERING, INC.:
__ ________________
Gerardo De Santos, PE
Assistant City Attorney Project Manager/Principal Agent RECOMMENDED FOR APPROVAL:

Nabil Saba
Executive Director
Public Works Agency

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EXHIBIT A

SCOPE OF WORK
(Task 1 only)

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Appendix
ATTACHMENT 1

SCOPE OF WORK

CITY OF SANTA ANA

REQUEST FOR PROPOSALS
FOR

FAIRVIEW BRIDGE REPLACEMENT AND
STREET IMPROVEMENTS (9TH ST. TO 16TH ST.)
RFP NO. 23-020

INTRODUCTION/BACKGROUND
The City of Santa Ana has in its budgeted Capital Improvement Program to improve Fairview Street Bridge Replacement and Street Improvement from 9 th Street to 16 th Street (Project).

Fairview Street is a regionally significant arterial roadway, providing north-south travel corridor.

Currently, this roadway provides three lanes in each direction south of 9th Street and north of 16th Street. The segment between 9th Street and 16th Street is reduced to two lanes in each direction.

The project includes widening Fairview Street from 9 th Street to 16 th Street, including replacing the Fairview Street bridge crossing over the Santa Ana River (refer to Figure 1 and 2). The Project would widen Fairview Street from two lanes in each direction to three lanes in each direction.

Fairview Street Bridge would be replaced with a new six-lane bridge (three lanes in each direction), including a complete bridge deck with decorative barrier rails, divided railing for shared pedestrian/bike path, a raised median, and lighting (refer to Figure 3).

The proposed bridge would be expanded from approximately 52 feet to 100 feet in width, and would have the same roadway profile as the existing bridge. The eight pier walls that support the existing bridge would be removed, and four new pier walls would be constructed to support the new bridge (refer to Attachment 4 for complete set of plans and specifications).

All proposed right of way acquisition and easement have been completed. The anticipated construction cost for this project is between $25M to $30M.

Note: Selected Consultant will have access to the latest documents once the RFP has been awarded.

SCOPE OF WORK
The City of Santa Ana (City) is inviting proposals from experienced and responsive consultants (Consultant) to review and handle the project construction plans for completeness and constructability, the technical specifications and special provisions, the work quality and cost estimates, pre-construction tasks upon City Council construction project award to a contractor, inspections, construction management duties, and managing all construction activities and City of Santa Ana RFP 23-020
Page A1-1

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schedule for timely work completion. All work will be conducted and prepared in accordance with City and/or Caltrans practices, regulations, policies, procedures, manuals, and standards, as appropriate and includes compliance with Federal Highway Administration requirements through project closeout.

The Consultant shall provide sufficient number individuals to act as Construction Manager (CM), Inspector(s), and a Contract Administrator (CA), and serve as an extension of City staff to timely assist in the overall delivery of this Project. The Consultant team will report directly to the City's Project Manager (PM) or his/her designee authorized representative. City staff will oversee the work of the Construction Manager, Inspector, and Contract Administrator.

The CM shall be a registered Civil or Structural engineer in the State of California and shall represent the City Construction Manager in the field. The CM shall possess a minimum of (5) years' experience in bridge construction management. The Inspector and the Contracts Administrator should have relevant experience in construction management and certifications that affirm their experience.

Consultant Responsibilities
The Consultant’s responsibilities shall include the following project tasks:

Task 1: Pre-construction Services
Objectives:

Perform a review of a previously completed constructability review of the Project; analyze the phasing and staging of project construction for conflicts and to minimize the disruption to traffic; review of the Project Plan, the Project Specifications, Estimates, applicable permits, and technical reports for the Project is required for a thorough understanding of the project before advertisement; and provide support during bidding and prepare Caltrans pre-award package. .

The pre-construction services including, but not limited to, the following:

1. Provide a thorough review of the previously completed constructability review and provide any comments and/or recommendations to ensure all comments are met and up to date.

2. Provide a thorough review of the construction sequence necessary to complete the improvements included in the construction contract.

3. Review potential utility conflicts and identify items requiring coordination with third party utility agencies.

4. Review measurement and payment sections of the Specifications to ensure that the proposed work specified is covered by a bid item and identify any missing and/or redundant pay items.

5. Perform an Independent Quantity Take-off of all items of work on the Project and make updates to engineer’s estimate for current unit pricing.

6. Update and modify the cost estimate and contract documents according to the findings.

7. Prepare and submit an itemized list of findings and outline recommendations to reconcile issues discovered and generally to expedite the project. If it is more efficient to make changes directly on the contract documents, then show changes made on the documents.

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8. Conduct site visit/field reviews as part of the plan review to identify any current field conditions not reflected on the Plans.

9. Identify the elements of construction that could be substituted with more efficient materials and associated methods.

10. Review of Geotechnical report and the structural calculations for the purposes of the expected constructability review.

11. Review of the NEPA and CEQA documents for purposes of the expected constructability review and expectation of the Project. Ensure all environmental compliance are met and included in the Project contract document of the following, but not limited to the Mitigation Monitoring and Reporting Program, (MMRP), Environmental Commitments Record (ECR), and permitting agency guidelines and their Special Provisions. It is the Consultant’s responsibility to bring on board environmental sub consultant to prepare any pre-construction report/work plan and monitor contractor’s mitigation compliance work performed.

12. Review of all regulatory permits, either already approved or currently in review, to ensure all permits are met for the Project. It is the Consultant’s responsibility to take over any permits that are currently in review (County and Army Corps of Engineer).

13. Review project phasing/detouring for construction in order to meet the Army Corps of Engineers and Orange County Flood Control District (OCFC) permission to perform work in the riverbed.

14. Provide recommendations for special material testing and inspection that will be needed during the construction phase. Consultant shall bring on board and set aside a budget for material testing and inspection for the duration of the Project.

15. Provide an updated and reasonable construction schedule.

16. Provide support during bidding period, including addenda and answering any questions from bidders, and attend pre-bid job walk, if required.

17. Analyze the bids for accuracy, identify the lowest responsive bidder, check for references, and review all bid forms.

18. Prepare agenda and conduct pre-construction “kick-off meeting”. Coordinate and invite contractor, all agencies, and utility companies involved in the Project.

19. Prepare federally funded project pre-award package using Caltrans Local Assistance Procedures Manual documents and forms.

20. Provide and maintain all meeting minutes and notes.

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TASK 2: Construction Management, Inspection, and Contract Administration Services Objectives:

Perform a complete construction management services including inspection and contract administration for the construction contract document in conformance with the requirements set forth in the State’s Construction Manual, State’s Local Assistance Programs and Procedures Manual, OCFCD encroachment permit/requirements, and other Agencies regulatory permits/requirements. The expectation of the Construction Manager is to enforce the contract requirements, comply with Federal funding guidelines/requirements, and maintain the project schedule for timely work completion.

1. Review of completeness and quantity of all required shop drawings, product data, samples, requests for information (RFI), and other submittals ("Submittals"). Shall review, reject, approval of mix designs and materials and product submittal. Shall establish and implement procedures for expediting the processing and approval of Submittals.

2. Use of Procore software for all aspects of construction management, including, but not limited to, submittals, RFI’s contract documents, inspections, drawings, photos, dailies, and weeklies, City will provide license to CM team to monitor and implement.

3. Lead pre-construction meeting and schedule and conduct weekly construction and progress meetings to discuss such matters as procedures, progress, problems and scheduling. Will prepare and promptly distribute minutes.

4. Attend and co-lead up to twenty (20) hours of Construction Update meetings with the community, including a pre-construction meeting. Primary purpose of these meetings are to provide pertinent updates to the community and answer any questions relating to the construction project.

5. Ensure that all regulatory permits, including, but not limited to: 1) USACE Section 408 permit, Section 404 Permit, Section 106, OCFCD, etc. are current and up to date, and that all applicable fees have been paid, and shall obtain approvals from authorities having jurisdiction over the Project.

Consultant shall set aside a budget for permit fees as part of this contract.

6. Review construction schedule, including activity sequences and duration, schedule of submittals and schedule of delivery for products with long lead-time. Monitor and obtain two-week look ahead schedule as well as overall updated schedule from the contractor periodically showing current conditions and revisions required by actual progress.

7. Conduct comprehensive evaluation of change order requests, provide independent estimates, negotiate, render recommendations, and assist in claim resolution. Shall regularly monitor and report on the status of the Project Construction Budget on a monthly basis, indicating actual costs for completed activities and work in progress, and indicating estimates for uncompleted work.

Report should identify variances between actual and budgeted or estimated costs, and shall advise the City whenever it appears that the Actual Construction Cost has exceeded, or will exceed, the Project Construction Budget for the entire Project or any Project Component.

8. Monitor the contractor's safety program. Take necessary steps to ensure the jobsite conditions are in compliance with OSHA regulations.

9. Monitor and enforce traffic controls and detours. Coordinate in advance of any road closure or detours.

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10. Monitor and comply with project funding guidelines and ensure Project meets the federal grant funding expenditure deadlines.

11. Maintain cost accounting records on authorized work performed under unit costs and additional work performed on the basis of actual costs of labor and materials, or other work requiring accounting records.

12. Develop and implement procedures for the review and processing of applications by contractor for progress and final payments. Make recommendations for certification to the City for payment.

13. Determine that the work of contractor is being performed is in accordance with the contract documents. Make recommendations to the City regarding special inspection or testing of work not in compliance with the provisions of the contract documents. Subject to review by the City, reject work which does not conform to the requirements of contract documents.

14. The individuals, Construction Manager, Inspector, and Contract Administrator, shall not be responsible for construction means, methods, techniques, sequences and procedures employed by the contractor in the performance of the contract, and shall not be responsible for the failure of the contractor to carry out work in accordance with the contract documents. However, any errors, omissions, or discrepancies found in the Contract Documents shall be called to the attention of the City's Construction Manager and clarified prior to construction starts.

15. Consult with the City when the contractor requests interpretations of the meaning and intent of the drawings and specifications, and assist in achieving the resolution of problems, which may arise.

16. Record the progress of the project. Submit written daily and progress reports to the City. Keep daily logs containing a record of weather, contractor's work on the site, number of workers and equipment, work accomplished, problems encountered, and other relevant data. Make the log available to the City. Prepare and send Weekly Statement of Working Days to the contractor.

Monitor contractor's compliance with labor code requirements.

17. Maintain, in Procore, records of contract documents including drawings, addenda, change orders, and other modifications of plans and specifications marked to show all changes made during construction. Ensure contractor maintain as-built drawings and upload onto Procore on a monthly basis. At the completion of the project, Consultant shall deliver to the City all contract documents in a folder filing system provided by the City.

18. Evaluate the completion of the work of the contractor and make recommendations to the City when work is ready for final inspection. Assist the City in conducting final inspections.

19. Facilitate and coordinate inspection by representatives of other agencies.

20. Consultant shall hire subconsultant, or shall perform the work in-house, to provide special inspection and testing services. The Consultant shall determine the Materials Testing & Special Inspection services as required by the applicable guidelins. Special inspection services may be subject to CWA

21. Assist City with project budget tracking by funding source to ensure progress payment applications are applied appropriately to correct funding sources.

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22. Monitor and enforce prevailing wage forms and requirements for conformance to the prevailing wage rates on a weekly basis. Shall verify that all Trade personnel listed in the daily log are also listed in the certified payroll and shall conduct weekly employee interviews, one for each trade, and submit verification with the monthly progress payments.

23. Provide Labor Compliance monitoring. Monitor prevailing wage forms and requirements for conformation to the prevailing wage rates on a weekly basis. This includes verifying that all Trade personnel listed in the daily log are also listed in the certified payroll. Verification of prevailing wage must be provided with the monthly progress payments. These services must be provided, so the labor compliance consultant is at the discretion of the Consultant.

24. Shall coordinate and assist the City’s Community Work Force Agreement (CWA) requirement.

Consultant shall monitor and enforce the CWA forms and requirements to ensure compliance.

Verification should be provided with the monthly progress payments.

25. Responsible for all project closeout items, such as: As-Built plans and related documentation, punch list completion, before and after pictures, commissioning, and review, receive, and approve all warrantee documents for record.

26. Prepare all close out documents for Caltrans Project Close Out. Organize documents in the manner categories for easy search and access in the event of an audit. In the event of an audit to occur, City will amend the contract to include audit support services.

27. Field office is to be provided by the Construction Contractor for weekly construction progress meetings and any other meetings as needed.

28. Provide and maintain all meeting minutes and notes.

The city reserves the right to add or reduce some of the above tasks and duties as it sees fit. The Consultant, serving as staff extension, shall remain sufficiently flexible to meet the needs of the City and of the project.

Fee Proposal:

In addition to Section IV.B.3 (Submittal Requirements: Fee Proposal) fee schedule shall be structured to correspond to the above mentioned tasks as follows:

Task 1:

Task 2:

Pre-construction Services
Subtasks
Construction Management, Inspection, and contracts administration Subtasks
-
-
Total Fee: _____________
Fee schedule for each task should include an hourly breakdown that corresponds to the task total.

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EXHIBIT B
CONSULTANT’S PROPOSAL

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CITY OF SANTA ANA

ELECTRONIC

TECHNICAL PROPOSAL

FAIRVIEW BRIDGE REPLACEMENT

AND STREET IMPROVEMENTS
(9TH ST. TO 16TH ST.)

CONSTRUCTION MANAGEMENT SERVICES
RFP NO. 23-020

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1. STATEMENT OF QUALIFICATIONS

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CONSTRUCTION MANAGEMENT SERVICES
A. Cover LetterBenefits to the City
of Santa Ana City of Santa Ana
Attn.: Mindy Ly
Experienced team with a
history of delivering cost,
schedule, and scope goals for
local agencies and Caltrans
Public Works Agency; M-36
20 Civic Center Plaza; Ross Annex
Santa Ana, CA 92701
Dear Mindy Ly and members of the selection committee,Experienced and highly capable Project Manager/
Principal Agent, Construction
Manager/Resident Engineer,
and Structure Representative
with successful track records
delivering public works projects
SYRUSA Engineering, Inc. (SYRUSA) looks forward to working with the City of Santa Ana (City) on the Fairview Street Bridge Replacement and Street Improvement from 9th Street to 16th Street (Project). We are the most qualified firm to provide construction management services throughout all phases of this Project and we have put together a team of construction management experts with recent and relevant experience in similar bridge and roadway construction.Key personnel are ready to
start work at NTP and are
100% committed to this Project SYRUSA’s team represents many years of successful working relationships with local, State, and Federal public agencies such as California Department of Transportation (Caltrans), Orange County Public Works (OCPW), City of Anaheim, City of Corona, US Arny Corps of Engineers (USACE), California Department of Fish and Wildlife (CDFW), Santa Ana Regional Water Quality Board (RWQCB), and Orange County Flood Control. Our experience has given us a thorough understanding of the for this Project, including Caltrans, Caltrans Local Assistance Procedures Manual (LAPM), Cal-OSHA, and ADA requirements, practices, and procedures.

Our team has recent and
relevant experience in
bridge removal, pre-cast girder
bridge and pier wall
construction over waterways,
major roadway widening and
improvements, staged
construction, community and
stakeholder coordination, and
we have provided construction
management services on
similar transportation projects
The SYRUSA team is fully committed to providing you with experienced personnel to meet the needs of this Project with dedication, commitment to effectiveness, efficiency, and quality. Our team is comprised of personnel who have delivered similar public works projects and our key personnel are ready and available to begin work immediately following notice-to-proceed (NTP).

We are extremely
knowledgeable and well-
practiced in all State and
Federal requirements including
Caltrans, USACE, CDFW,
Cal-OSHA, and ADA POINT OF CONTACT
Please contact Project Manager/Principal Agent Gerardo (Jerry) De Santos, PE, if you have any questions regarding our submittal or require any additional information.

SYRUSA is a local
Minority/Woman Owned
Small Business
Gerardo (Jerry) De Santos, PE
Project Manager/Principal Agent
255 W. Central Ave, Suite 204
Brea, CA 92821
Office: (714) 784-6700
Cell: 949-933-5521
[email protected]
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CONSTRUCTION MANAGEMENT SERVICES

DESCRIPTION OF SERVICES
SYRUSA offers the City a highly qualified team with comprehensive experience providing construction management services including resident engineer, structure representative, inspection, contract administration, public outreach, traffic control, electrical, material testing and inspection, and environmental services. The table below outlines each member of our team and a description of their proposed services. We have structured our team to meet the City’s 7% Disadvantaged Business Enterprise (DBE) requirement.

Figure A.1: SYRUSA’s Team I-10 Express Lanes Design-Build Certified Description of Work to BeFirm DBE Performed
Construction Management
and overall responsibility
for Project oversight and
delivery
SYRUSA Engineering (Prime)
Coast Surveying, Inc.

Connect & Company
Survey
Communications/Public
Information
Dynamic Engineering
Services, Inc. Electrical Inspection
Geōde Environmental Environmental Services
Material Testing and
Geotechnical ServicesTwining, Inc.

ZT Consulting Group Inc. Source Inspection
Oso/Crown Valley Parkway

SIGNATURE AUTHORIZATION
As a Vice President, Construction Services at SYRUSA, I, Gerardo De Santos, PE, am authorized to bind SYRUSA to the terms and conditions as stated in the RFP and related contract. I attest that all information contained herein is true and correct to the best of my knowledge.

We look forward to hearing from you. Please do not hesitate to contact us if you require more information or have any questions.

Sincerely,
SYRUSA Engineering, Inc.

SR-210 Hinge Replacement Project
Gerardo De Santos, PE
Vice President, Construction Services
255 W. Central Ave, Suite 204
Brea, CA 92821
Office: (714) 784-6700
Cell: 949-933-5521
[email protected]
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CONSTRUCTION MANAGEMENT SERVICES
B. Contract Agreement Statement
SYRUSA has no exceptions to any and all provisions contained in the Agreement, Attachment 2, found in the RFP Appendix.

C. Firm and Team Experience
PROFILE OF FIRM’S EXPERIENCEIn the past 14 years
SYRUSA has SYRUSA Engineering, Inc. (SYRUSA) is a California- based construction management firm as well as a
Minority and Woman-Owned Small Business focused on providing efficient, client-driven solutions. Known for our expertise in structure, bridge, highway, roadway improvements, and grade separation, our firm provides a full suite of construction management services to public agencies from pre-construction to project closeout.

Provided

CONSTRUCTION

MANAGEMENT

SERVICES
on more than 35
projects
in Southern
California
valued at more than $3
billion
SYRUSA is based in Orange County, maintaining a focus on projects in Southern California and our headquarters are located in Brea, approximately 14 miles from the Fairview Bridge Replacement and Street Improvements from 9th St. to 16th St. (Project) site.

For more than a decade, SYRUSA has been both the prime and subconsultant for construction management services contracts on transportation projects and as such, we have developed valuable lessons learned, the ability to effectively communicate and collaborate, formed strong partnerships with our subconsultants, and earned our clients’ trust by helping them meet their project goals.

Saved Our firm has a clear understanding of local, state, and federal standards and requirements gained from experience working with governing and local transportation agencies such as the California Department of Transportation (Caltrans), Orange County Public Works (OCPW), City of Anaheim, City of Corona, US Arny Corps of Engineers (USACE), California Department of Fish and Wildlife (CDFW), Santa Ana Regional Water Quality Board (RWQCB), and OC Flood Control. This, combined with a history of delivering projects valued at more than $3 billion throughout Southern California gives our team first-hand knowledge managing and delivering similar pre-cast bridge replacement over water and arterial roadway widening and improvement projects.

PUBLIC AGENCIES
more than
$2 million
in project costs
Managed
the construction of
more than
60 bridges
30 structures
50 miles of
roadway and
highway
Year Founded: 2009 Services Offered: SYRUSA
provides construction management,
structure representative, resident
engineer, and structure construction
inspection services for highway,
bridge, grade separation, building,
and roadway construction projects.

Headquarters: 255 W. Central Ave.,
Suite 204, Brea, CA 92821
Number of Employees: 18
employees dedicated to serving
Southern California
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CONSTRUCTION MANAGEMENT SERVICES
Technical Experience
SYRUSA has the technical expertise necessary to
analyze and oversee the phasing and staging of this
Project in order to eliminate and mitigate conflicts
while minimizing disruptions to traffic. Our project
SBCTA I-10
Corridor Express
Lanes Des ign-
Build
history includes providing construction management Project services on projects with similar complex staging,
maintenance of traffic (MOT), utility relocations,
jack and bore receiving pits, shoring, and pre-
cast bridges. We have first-hand experience
and understanding of Caltrans, Caltrans Local
Assistance Porcedures Manual (LAPM) Cal-OSHA,
and Greenbook practices and procedures.

Express Lanes Design-Build Project. This project
includes extensive staging and phasing in order to
widen 11 miles of existing I-10, add eight new
bridges and improvements on 16 bridges, 20 miles of
new or reconstructed retaining walls and sound
walls, as well as reconstruction and/or modification
of existing ramps at 10 interchanges, seven local
arterials, and 24 structures. All while keeping five
lanes of traffic open during construction in a heavily
populated area.

SYRUSA is currently managing all structures
work, leading quality management and providing
inspectors for SBCTA’s $679 million I-10 Corridor
Design Experience
Our firm has a history of applying our construction
expertise during the pre-construction phase and
leveraging our design experience to conduct
effective constructability reviews in order to improve
a project’s schedule, budget, quality, safety, and
reduce project impacts. Our team’s personnel
are experienced at reviewing project plans,
City of Corona
Auto Center
Drive Grade
Separation
Project
specifications, estimates, permits, technical reports, Grade Separation Project. This project was and conducting constructability reviews in order
to provide alternative means and methods prior to
construction.
completed ahead of schedule and below budget,
in part due to nearly $2 million in savings from
constructability reviews. The project received the
CMAA 2017 Project Achievement Award for
achievement in the practice of construction
management.

SYRUSA was on the construction management
team for the City of Corona’s Auto Center Drive
Construction Management Experience
SYRUSA has first-hand experience enforcing
contract requirements that comply with Federal
funding guidelines and requirements, and we
are extremely knowledgeable of the State’s
OCPW Os o/Crown
Valley Parkway
Project
Construction Manual, State’s Local Assistance
Manual (LAMP), OCFCD encroachment permit/
requirements, and other agency regulatory permit
requirements included in this Project. Our firm
specializes in delivering construction management,
inspection, and contract administration services on
similar bridge and roadway construction projects in
order to ensure conformance, maintain the project
schedule for timely work completion, minimize
impacts to the public, and keep the public moving.

On the OCPW Oso/Crown Valley Parkway
Project, SYRUSA coordinated with the community to
communicate the construction schedule and
potential impacts in order to maintain bike,
pedestrian, and vehicle flow along a very busy
street, all while protecting the Trabuco Creek and
Arroyo Trabuco Wilderness Area below the bridge.

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CONSTRUCTION MANAGEMENT SERVICES

SUBCONSULTANTS
To complement and augment our team, SYRUSA PIO and a Consultant. Connect has provided these has partnered with subconsultants that have proven services on similar projects such as the Scott experience and were selected for their competence
and ability to deliver this Project for the City. We
have a history of working with many of these firms
and our team includes certified Disadvantage
Business Enterprises (DBEs), enabling our team to
meet the City’s 7% DBE goal.

Road/I-215 Interchange Project in Menifee in 2020
and the Avenue 66 Grade Separation project in
Mecca, CA in 2021. They’re currently completing
outreach for the Ramona Expressway Concrete
Median Project near Perris, working on the Hamner
Avenue and Bridge Project in Norco and the Jurupa
Road Grade Separation project in Jurupa Valley.

Coast Surveying, Inc.

COAST SURVEYING, INC. (Coast) specializes in
surveying, mapping,
Dynamic Engineering Services, Inc.
(DESI) has specialized in providing
aerial photogrammetry, and right-of-way mapping
and will provide surveying services to the City as
needed. Approximately 95% of the firm’s work is for
public agencies throughout Southern California.

Coast is a Certified DBE, Small Business
construction management, contract
administration, and quality assurance inspection
services to cities, counties, state, and transportation agencies for the past eight years. The firm will be
providing electrical inspection services as part of
SYRUSA’s team. All of DESI’s staff are specialize in
electrical Inspection including bridge lighting
Enterprise (SBE), and Minority Business
Enterprise (MBE) and has a staff of highly qualified
and licensed professional land surveyors. Coast has systems and they are extremely experienced with delivered many projects as both prime and sub-
consultant performing on-call requests and
providing surveying services for various civil
engineering and property-related projects. The firm
GREEN BOOK and Caltrans Standards as well as
LAPM procedures and guidelines. Their staff all
have more than 20 years experience working on
public works projects that include Indio - Jefferson
has worked with multiple public agencies throughout Street I/C, Cathedral City-Cathedral Canyon Bridge Southern California including Metro, California
High-Speed Rail, LAWA, Caltrans District 12, and
OCTA.

Over White Water, La Quinta - Dune Palms Bridge,
Eastvale - Limonite I/C, Irvine - Venta Spur POC
Bridge, RCTD/Corona-River Road Bridge. DESI is a
Certified DBE, SBE), Women-Owned and Minority
Business Enterprise (W/MBE), and Underutilized
Business Enterprise (UDBE).

Connect & Company
(Connect) is a certified DBE
and will collaborate with the
City of Santa Ana’s team to develop and implement
a strategic community outreach plan to provide
current and relevant project information in English
Geōde Environmental (Geōde)
is a DBE certified principal-led,
woman-owned environmental
and Spanish to key audiences including; emergency and urban planning firm, specializing in regulatory services, elected officials, City staff, key compliance, biological construction monitoring, water quality, permitting, and mitigation. The firm will provide oversight and regulatory compliance;
assigning species-specific Biologists for on-going
biological monitoring and reporting requirements
pursuant to 401/404/1602 permits; and Consultants,
and Planners for environmental permit compliance
inspections and translation services for Worker
stakeholders, businesses, residents in the project
area and the community at large. Since 2018,
Connect specializes in providing bilingual
community outreach for large transportation
infrastructure projects in Southern California for
clients including Caltrans District 8, Riverside
County Transportation Department, multiple city
governments and multiple construction management Environmental Awareness Trainings (WEAT). teams. Andrea Suarez, Connect’s Founder and
Geōde has a proven track record of delivering a full
suite of CEQA/NEPA and planning services. Geōde
and it’s staff have provided on-call environmental
Principal, has a long history of providing effective
and relevant community outreach and public
relations for government agencies both as a staff
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CONSTRUCTION MANAGEMENT SERVICES
services to SBCTA & Los Angeles County Public ZT Consulting Group Inc. (ZTC) is a consulting engineering firm that is
specialized in providing quality
Works, and have worked on numerous bridge
projects, most recently the North Round Valley
Bridge from June of 2021- April of 2023—providing
coordination with USACE on the 404 permit,
RWQCB on the 401 permit and CDFW on the 1602
and MMRP.
assurance (QA) and source
inspection/audit support services. The firm will be
providing SYRUSA’s team with source inspection for
the precast prestressed girders and other structural
components as required per Project specifications.

ZTC has provided source inspection and quality
assurance support services to numerous projects in
California for public agencies such as SBCTA,
Riverside County Transportation Department
(RCTD), Metro (LACMTA), Orange County Transit
Authority (OCTA), Madera County, City of Hanford,
City of Los Angeles, City of Long Beach, City of
Ontario, City of San Luis Obispo, City of Calabasas,
City of Monterey, City of Menifee City of Santa
Barbara and the City of Santa Clarita. ZTC has
provided QA verification on approximately 30 bridge
construction projects with precast prestressed
girders. Their staff have been working with Caltrans
Specifications and Standards for precast
Twining, Inc. (Twining) is a full-
service engineering company with
unmatched technical expertise
providing services from QA/QC,
materials testing, and inspection, to highly technical
capabilities in applied engineering and integrated
disciplines. With laboratories throughout California
and a deep bench of engineers, technical experts,
materials scientists, technicians, and inspectors,
they are unequaled in their core competencies to
serve the built environment. Twining will provide
material testing and geotechnical services for this
Project. They have a history of performing these
services on similar projects such as Orange County
Public Works Edinger Avenue Bridge Widening
On-Call and the City of Long Beach Shoemaker
Bridge Replacement project.
prestressed girder fabrications for more than a
decade and are certified by American Concrete
Institute (ACI) and Precast Concrete Institute (PCI).

They have ACI I, PCI II, and two of ZTC’s staff
members have the highest level of certification for
precast prestressed concrete QC, PCI Level III.

DESI is currently providing
electrical inspection
on the I-10 Express
Lanes Design-Build
project and working
with SYRUSA on the
project.

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CONSTRUCTION MANAGEMENT SERVICES

PROPOSED PERSONNEL
SYRUSA has selected personnel and organized our team to best manage the Project services. We’ve identified staff that are capable of supporting Project goals related to schedule, budget, quality, and partnership. Our key and additional personnel ensure that at every level our team has the ability to plan and deliver this Project successfully for the City. Detailed personnel resumes are included in the Appendix.

Key Personnel
The key personnel will be dedicated to the project for it’s entirety.

JERRY DE SANTOS, PE
Project Manager / Principal Agent
Responsibilities: Jerry will serve as the primary contact person to Years of Experience represent SYRUSA.He is licensed Professional Civil Engineer in the State of California and will leverage his in-depth understanding of Caltrans construction practices and procedures along with his thorough understanding of Cal-OSHA requirements. As the Project Manager, he is responsible for reviewing, monitoring, training, and providing general direction for all of our team’s personnel. Jerry will assign personnel to the Project on an as-needed basis, ensuring that all tasks are delivered within budget. He is also responsible for preparing monthly reports for the City.
25 % of Time Devoted to Project
10%
Why Jerry
• More than 20 years of experience
on similar bridge replacement
and roadway widening and
improvement projects Jerry has 25 years of diverse engineering and construction management experience including planning, local assistance, design, construction, and maintenance across 650 large, complex bridge structure projects throughout Orange County and the Inland Empire with a combined value of $10 billion. His responsibilities have included managing large complex structure projects while serving in various roles for Caltrans such as District 12 Director in Orange County, Clean California Statewide Coordinator, and Tunnels and Tubes Director in the Bay Area. Working closely with multiple government agencies, including SBCTA, RCTC, TCA, OCTA and Caltrans, Jerry has a solid history of providing excellent services to public transportation agencies.
• Oversight and management on
roughly 650 bridges throughout
Southern California
• Approximately $10 billion in
projects managed
Expertise
• Working with Caltrans
• Bridge demo and widening
• Agency coordination
• Traffic/safety coordination
• ADA compliance
• Community engagement
Relevant Experience
• Senior Bridge Engineer on SR-22 Design-Build | Caltrans D12 | $550M Jerry was responsible for all the structure work, providing acceptance and closure of non-conformance reports on this project that included multiple new and replacement bridges, over and undercrossings, structures and road and freeway widening.

Area Construction Manager on Barton Road Bridge
Replacement CM/GC | Caltrans D8 | $55M Jerry managed
staff, project coordination, and project compliance for this bridge replacement project with street improvements, utility upgrades, and on- and off-ramp improvements to enhance movement of “ W e have been very fortunate to have Jerry
working with us the last 6 months and I know
that well find out at some point what the next
round is for District 12, but want to thank you on
behalf of myself and the entire OCTAstaff for
continuing the coordination, a lot of hard things
to do and we really appreciate it, so thank you
J erry.”
•
Darrell Johnson OCTA CEO
travelers on I-215.

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CONSTRUCTION MANAGEMENT SERVICES

JOSE CORONA, PE
Construction Manager / Resident Engineer
Years of Experience Responsibilities: Jose will monitor and provide daily direction to SYRUSA’s team and inspection personnel. He will assign field personnel to specific project tasks; monitor and track the contractor’s progress; prepare daily, weekly and monthly reports as required; coordinate utility relocations with appropriate agencies and the utility inspector; and act as prime field contact between various Project contractors and the City’s Construction Manager Jose is a licensed Professional Civil Engineer in the State of California and has the ability to work independently, make effective decisions concerning construction work in progress, and solve field problems.
30 % of Time Devoted to Project
10%
Why Jose
• More than 30 years of experience
in structure construction in
Southern California
• Experienced USACE coordinator
with established relationships and
understanding of expectations
• Experienced managing structure
construction in environmentally
sensitive areas
Jose has an in-depth knowledge and understanding of local structure construction and construction management gained from more than 30 years of relevant experience, including 20 years with Caltrans Division of Structures Construction. He has served as a Resident Engineer from beginning to end of on multiple transportation improvement projects, including bridge replacement and roadway improvement projects. Jose is also experienced in federally funded projects as it relates to compliance, documentation requirements, and funding reimbursement.

Expertise
• Working with Caltrans
• USACE Coordination
• Bridge construction and retrofit
• Work in/over environmentally
sensitive areas
Relevant ExperienceA s a Project Manager for the City of Riverside, I had the pleasure of working with Jose Corona
on numerous projects over a five year period.

Mr. Corona represented the city as a consultant
Structural Engineer on 4 bridges. H e was
always willing to go the extra mile, was very
precise in his work, and his work ethics are
impeccable.
• Resident Engineer / Structure Representative on I-10/I-215 Retrofit | Caltrans D8 | $150 M This project retrofitted four bridges and a fly-over connector bridge over the Santa Ana River, requiring USACE coordination.
• Resident Engineer / Structure Representative on I-15 at Cajalco Road | City of Corona | $45 M This project included the reconstruction of the Cajalco Road OC, construction of the Bedford Wash off-ramp bridge, MSE walls and various retaining walls, and mass concrete specification in footings and bents.Michael Wolff Project Manager, City of Riverside ( Retired)

LUIS NEGRETE, PE
Structure Representative
Luis has more than 23 years of experience on transportationYears of Experience infrastructure construction projects. He has strong technical skills and engineering judgment, helping to deliver projects on time and on budget, as well as the ability to manage multiple projects simultaneously.
23 % of Time Devoted to Project
50%
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CONSTRUCTION MANAGEMENT SERVICES
Why Luis Responsibilities: Luis is a licensed Professional Civil Engineer in the State of California with in-depth knowledge of stress analysis, structural mechanics, and strength of materials. He is experienced with Cal-OSHA practices and procedures as well as Caltrans and Greenbook construction practices and the physical characteristics and properties of various bridge construction materials. Luis will assist in inspections to assure compliance with contract plans, specifications, and special provisions on all phases of structural construction such as bridges, foundations, walls, falsework, shoring, and drainage structures.He will make grade, alignment, quantity, falsework, and shoring calculations. Luis will also assist in the preparation of contract change orders, contract estimates, progress pay estimates, and other documents or reports required for the Project. He will monitor and track Contractor progress and prepare daily, weekly, and monthly reports as required. • More than17 years of
experience on similar pre-cast
bridges throughout Southern
California
• Approximately $1.6 billion in
projects managed
• Two decades of structure
representative and inspector
experience
• History of successfully working
with Caltrans
Expertise
• Pre-cast bridges and pre-cast
construction and design
• Multiple agency coordination
• Traffic/Safety coordination
• ADA compliance
• Bridge demo and widening
• Administration and contract
requirements/coordination
• Project oversight
• Design and constructability
reviews
• Caltrans Local Assistance
Procedures Manual (LAPM)
Relevant Experience
• Construction Manager on I-10 DB Express Lanes | SBCTA | $679M Luis is providing structure support assistance for the construction of eight replacement bridges and widening 16 existing bridges, 20 miles of new retaining walls, storm drain systems updates, adding two express lanes, improving existing on and off ramps, enhancements to traffic striping to accommodate new car technologies.
• Structures Representative on Design Build Express Lanes North Direct Connector, 0F5434 | Caltrans District 59 | $165M Project included multiple flyovers, bridge replacement, landscaping, utilities, multiple sound walls, various type of retaining walls, HMA and PCC pavement, traffic signals, street improvement, and drainage systems.

ANDREA SUAREZ
Communications/Outreach
Years of Experience Responsibilities: Andrea will collaborate with the City to develop and implement a strategic community outreach plan to provide current and relevant project information in English and Spanish to key audiences including; emergency services, elected officials, City staff, key stakeholders, businesses, residents in the project area and the community at large.
25 % of Time Devoted to Project
10%
Why Andrea
Drawing on an extensive background in public sector
with city and county governments communications and community outreach experience, • Longtime experience working
and entities on public works and
transportation projects
• Award-winning, bilingual collateral
development
Andrea excels in developing and implementing award-winning communications strategy, community outreach programs and collateral materials. Andrea is the Founder and President of Connect & Company, a full-service, DBE certified PR firm providing public outreach programs for transportation infrastructure projects in Southern California.

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CONSTRUCTION MANAGEMENT SERVICES
Additional Personnel
The following additional personnel will participate in the Project as needed throughout all phases of the Project. Senior Vice President Faisal Zahlout, is designated to act as associate in charge when project manager/principal agent is unavailable.

Ryan Vantine, PE | Bridge Inspector Mohamad Alsheikh, EIT | Field Ryan has over 10 years of experience in inspection/ Inspector maintenance of highways, roadways, and bridges Mohamad has experience in structure constructionthroughout Southern California and is ACI certified. and as an inspector working on major public works projects for multiple agencies in Orange, Riverside,
and Merced Counties and is ACI certified.Percentage of Time on the Project: 20% RELEVANT EXPERIENCE Percentage of Time on the Project: 100%• Structure Rep/Inspector | Arroyo Seco Bridge Improvements | Caltrans D7 | $1M
• Structure Representative | SR 71 Improvement
Project | Caltrans D7 | $174 M
• Asst. Structure Rep/Inspector | I-210 Hinge
Replacement Project | $1.5M
• Structure Rep/Inspector | Emergency Repair Job
on SR-2 | Caltrans | $1M
• Structure Rep/Inspector | Polyester Concrete

RELEVANT EXPERIENCE
• Field Inspector | I-5 HOV Widening Project |
Caltrans D12 | $100M
• Construction Inspector | SR-99 | Caltrans D59 |
$18.1M
• Construction Inspector | I-405 Design-Build |
OCTA | $198M
• Field Inspector | Various Projects | City of Corona
| $2,5MOverlay | San Dimas, CA | $1M
• Clay Ave Grade Separation | RCTD | $17 M |
precast girder bridge
Ruth Blas, EIT | Field Inspector
Ruth has experience in structure construction and
as an inspector working on major public works
projects for multiple agencies in Orange, San
Bernardino, Riverside, and Merced Counties and is
ACI certified.

Robert Bersbach, PE, QSD/QSP |
Inspector / SWPP
Robert has more than 10 years of experience in
construction and infrastructure projects and is ACI
certified. Percentage of Time on the Project: 20%
Percentage of Time on the Project: 100% RELEVANT EXPERIENCE • Construction Inspector | Oso/Crown Valley
Parkway Multiple Bridge Rehab | OCPW | $800K
• Roadway Inspector | SR 99 Improvement Project
| Caltrans D59 | $18.1 M
• Field Engineer | I-10 Express Lanes Design-Build
| SBCTA | $679M

RELEVANT EXPERIENCE
• Asst. Resident Engineer/Lead Construction
Inspector | SR-210 Roadway Improvement
Project | Caltrans D7 | $150M
• Asst. Resident Engineer/Lead Construction
Inspector | SR-14 Improvement Project | Caltrans
D7 | $1.6M
• Asst. Resident Engineer/Inspector | I- 5
Improvement Project, Caltrans D7 | $138M
• Asst. Resident Engineer/Inspector | Mountain
Pass Bridge Replacement | Caltrans D8 | $11M
• Asst. Resident Engineer/Inspector | I-40 Bridge
Replacement, Caltrans D8 | $35 M | six bridges
• Asst. Resident Engineer/Asst. Structure Rep/
Inspector | Auto Center Drive | $22 M
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CONSTRUCTION MANAGEMENT SERVICES
Javier Martinez, EIT | Utility / USACE
Coordinator / Inspector
Carol Larsen | Contract Administrator
Carol has more than 17 years of contract
Javier has six years of experience working on major administration experience on public works projects. public works projects for multiple agencies.

Percentage of Time on the Project: 10%
Percentage of Time on the Project: 100%

RELEVANT EXPERIENCE
RELEVANT EXPERIENCE • Contract Administrator | On-Call Construction Services | OCPW
• Contract Administrator | On-Call Construction
Services | City of Anaheim
• Inspector | 71 Freeway | Caltrans D7
• Field Engineer | SR-91 Corridor Operations
Project | RCTC | $29M
• Project Engineer | Patsaouras Busway Project |
LA Metro | $51M
• Contract Administrator | I-5 HOV Improvement
Project, San Juan Creek to PCH Segment
3 (San Juan Capistrano, CA | Orange County
Transportation Authority
• Contract Administrator | Public Outreach for
Interstate 5 Central Improvement Project,
Between State Route 55 and State Route 57 |
Orange County Transportation Authority
The SYRUSA Team
is composed of many
subject matter experts
and resources to deliver
a successful project to
the Santa Ana Community.

Our personnel resources
will be used as needed to
maintain an efficient and cost
saving team. The proposed team
highlights the knowledge and
experience to comply with contract
document, permits, and stakeholder
commitments.

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CONSTRUCTION MANAGEMENT SERVICES
Organization Chart
Our team’s organizational structure is designed to leverage our key personnel’s capabilities and expertise.

We have also efficiently resource loaded our pool of specialty and additional personnel, including multiple options for some positions, so that we have the ability to best meet the requirements of this Project while staying within the contract budget.

SYRUSA’s Project Manager Jerry De Santos is the primary point of contact for the City. Jerry has access to all of SYRUSA’s construction management resources, including subconsultants, and will leverage his knowledge and experience to lead our team.

Exhibit C.1: Organizational Chart
Legend
Key Personnel
SYRUSA Personnel Jerry De Santos, PE
Project Manager/
Principal AgentSubsonsultant
Personnel
Jose Corona, PE
Construction Manager/
Resident Engineer
Carol Larsen
Contract Administrator
Andrea SuarezLuis Negrete, PE
Structure
Representative
Additional SYRUSA Staff (Connect)
Communications/
Outreach
Available as Needed
Ryan Valentine, PE
Bridge Inspector Additional Subconsultants
Available as Needed
Robert Bersbach, PE,

QSD/QSP DESI
Electrical
Survey
CoastInspector/SWPP
Geode
Environmental
Twining
Material TestingMohamad Alsheik,
EIT
Field Inspector
ZTC
Specialty/Source
InspectionRuth Blas, EIT
Field Inspector
Javier Martinez
Utility/USACE
Coordinator
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CONSTRUCTION MANAGEMENT SERVICES
D. Understanding of Need

PROJECT UNDERSTANDING
SYRUSA understands that the City is seeking a
qualified consulting firm to provide pre-construction
and construction management services for the
Project.
the same roadway profile as the existing bridge.

The eight pier walls that support the existing
bridge will be removed, and four new pier walls
will be constructed to support the new bridge.
• Maintaining two southbound lanes and one
northbound lane during construction.Project Elements
The Project scope of work required to replace
Fairview Bridge and construct street improvements
between 9th Street and 16th Street includes:

Project Objectives
• Increase safety for pedestrians, bicyclists, and
motorists.
• Provide sidewalk and crash rated barrier rails on
the bridge.
• Greater public access with ADA improvements
and dedicated bike lanes
• Reduce traffic congestion and provide traffic
calming features.
• Compliance with Complete Streets Act
(accommodates all users including pedestrians,
bicyclists, transit users, and motorists)
• Consistent with the Orange County Master Plan
of Arterial Highways and the City’s General Plan
Circulation Element.
9th Street to 16th Street
Features
• Widening the roadway from two lanes to three
lanes on each side.
• Resurfacing street pavement
• New raised landscape median, bike lanes,
sidewalks, and streetlights
• Signing and striping
• Relocate of existing utilities and adjust utilities to grade
• Water Quality Management Plan (WQMP)
improvements • 500 working day construction project
A critical component of our Project approach is
to anticipate, mitigate, and resolve project issues
early. Leveraging our understanding of the Project,
our team has included a list of challenges that could
result from potential issues on this Project and our
solutions in Exhibit D.1 on page 14.

New Bridge Features
• The new bridge will include a complete bridge
deck with barrier rails, sidewalks, bicycle lanes, a
raised median, and lighting.
• The proposed bridge will be expanded from
approximately 52 ft to 100 ft in width and will have
“SYRUSAteam members that worked
on the Auto Center Grade Separation
Project were professional, and very patient
given the e xte ns ive coordination (with
over seven different parties) required for
the construction of the grade separation
bridge. The SYRUSAteam are thorough,
detailed, knowledgeable and totally
complement each other and work as a we ll
oiled machine.”
Auto Center Drive Grade Separation Project
for the City of Corona required similar
staged construction in order to avoid
interruption of traffic. SYRUSA provided
Construction Management services for
all construction activities, including
complex staging, coordination with
multiple utilities and agencies,
and field inspections for
bridge, MSE walls, roadway,
electrical, and utilities.

This project was
completed on time
and below budget.

Linda Bazmi, Senior Engineer
City of Corona Public Works
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CONSTRUCTION MANAGEMENT SERVICES
Exhibit D.1: Project Elements and Issues Map
THE FAIRVIEW BRIDGE PROJECT ELEMENTS:

F D
A
A new bridge will be expanded 52 to 100 ft wide and include a complete bridgeA B
C
D
E
deck with barrier rails 4
Four new pier walls
8 G
9th Street to 16th Street improvements include three lanes on each side New bridge lighting
1 5
E 6 CUtility relocation into or outside the new bridge
Dedicated bike lanes
B
7F 2 3
G Sidewalks and ADA improvements
ISSUES AND MITIGATIONS:

This project comprises of locations requiring excavation and shoring.

Soil stability and safety are crucial throughout excavation and shoring operations. Review and approval of excavation and shoring plans should be given particular attention, especially on non-standard situations.

Dewatering according to the approved SWPPP.

It is important to meet with the Contractor prior to submitting excavation and shoring plans to discuss proper soil parameters, slope inclinations and stability, surcharges due to construction activity and stored materials, compliance with Cal-OSHA and Caltrans Trenching and Shoring manual requirements and practices, and most importantly, public and personnel safety. SYRUSA will review excavation and shoring plans diligently and ensure safety and technical requirements are met.
1 Excavation and shoring
Piles will be driven at abutments and piers. Safe handling and driving of piles are important along with noise parameters and vibrations since this operation will take place close to traffic and businesses.

Discuss in advance with the Contractor the required pile driving work plan making sure: 1) all equipment is listed, 2) pile delivery and handling is done safely, 3) pile layout is properly done, 4) survey control points are established, and 4) vibration and noise levels stay within the allowable. 2 Pile Driving
Steel piles will be driven in a riverbed which is a wet/moist environment and structural integrity due to material corrosion is a concern. Noise and vibration during pile driving.

Consider using a different type of pile to better withstand the environment and assure structural performance over time, some examples of alternatives include concrete piles or cast-in-steel-shell piles. Mitigate sound impact with sound curtains, driving times, informing residence in advance. 3 Use of HP steel Piles
The existing bridge and channel will be removed in two stages. A complete The Contractor is required to submit a demolition plan for this operation. SYRUSA will perform a diligent review bridge demolition is always a critical operation because of safety and structural stability.
of this plan and coordinate with the Contractor to identify all potential issues and contemplate contingency plans. We will ensure that the demolition plan designer is on site during operation to verify proper and safe removal of structure as required as well as verify that the structure is stable at every stage of removal to ensure all personnel and public safety.
4 Existing bridge and channel removal.

Fairview Street Bridge will be using 60 PC/PS girders, 25 girders on stage SYRUSA will perform timely review of shop plans and coordinate timely inspection during fabrication to ensure5 1 and 35 girders on stage 2. Fabrication, inspection, and erection are crucial to the project schedule and safety.
that girder delivery is per the project schedule. We will diligently review the girder erection plan to ensure all personnel and public safety.PC/PS Girder Procurement and Erection
Communication and water utilities will be relocated. Effective relocation is important to maintain services running without major interruptions.

SYRUSA will coordinate with utility companies, agencies, and the Contractor to ensure proper planning and an effective process for relocations to take place.6
Utility Relocation
Working inside the riverbed can be environmentally challenging, strict restrictions for the Contractor can be imposed possibly restricting operations.

We will coordinate with the Contractor and agencies to ensure complete understanding of any environmental restrictions and all measures to be taken during construction operations. SYRUSA will perform regular environmental assessments and conform to all required regulations. 7 Environmental Concerns
The project requires stage construction, it is important to maintain effective traffic patterns and ensure public, pedestrian and bike traffic, and and temporary barriers are properly installed, ensure pedestrian and bike traffic are guided safely through the personnel safety working adjacent to traffic. project site, and perform frequent inspections to maintain public and personnel safety.

SYRUSA will ensure that traffic handling is implemented as shown in the contract plans, verify all signage8 Stage construction, traffic handling,
and pedestrian/bike traffic.

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CONSTRUCTION MANAGEMENT SERVICES
Additional Project Considerations Exhibit D.2: Community Outreach Examples In addition to the specific features related to
construction of the Project outlined above, our team
also understands the following Project elements that
require special consideration in order to minimize
impacts to the public.

Utilities to be Relocated
• Relocate AT&T Conduits (bank of 12) for future
use.
- From existing to slightly east of the existing
location
• Relocate city 12-inch water during Stage 1
construction and move back to existing location
during Stage 2 construction.

Public Transportation
SYRUSA’s team will coordinate with the Orange
County Transportation Authority (OCTA) to minimize
any disruption to its operations. OCTA Bus Route
47 travels North and South on Fairview Street,
Monday-Friday from 4:37 am to 11:18 pm and
Saturday, Sunday & Holidays from 5:27 am to 10:16
pm. OCTA will be notified of temporary traffic control
that might affect its service.
- Incorporate a temporary 12-inch HDPE bypass
during construction along bridge deck removal
line.
- 25’x10’ jacking/receiving pit at each abutment.

Shoring requirement.

Community Outreach
The Fairview Street bridge spans the Santa Ana
River. The SART (Class I bikeway and an off-street
bikeway) runs on the east side of the Santa Ana
River. In addition, Fairview Street is surrounded by
a variety of property types, including single-family
and multifamily residences, parks, restaurants,
commercial uses, light industrial uses, and vacant
lands. Specifically, the residence access to the north
of the project onto W. 16th Street and to the South
onto W. 12th Street will be impacted during the
construction staging.

Bus stops are located at:
• Fairview-Westminster for Northbound stop 47 and
Southbound stop 47
• Fairview-12th for Southbound stop 47
• Fairview-Civic Center for Northbound stop 47,
47A and Southbound stop 47
Emergency Services
There will be temporary traffic control and changes
in lane configuration during the construction staging
along Fairview Street, which could delay emergency
response times. SYURUSA’s team will communicate
temporary lane closures and prior to each traffic
switch of the construction staging with the OCFA
and SAPD.

The SYRUSA Team has partnered with Connect
& Company (Connect) to be an extension of the
City’s public outreach liaison and provide staff
and presentation material for outreach meetings.

Connect is currently providing community outreach
for two bridge replacement projects in Riverside
County, the $71 million Hamner Avenue Bridge and
Widening project and the $133.4 million Jurupa
Road Grade Separation project in Jurupa Valley.

Connect developed and is implementing the
community outreach plans, is working closely with
the local cities to provide project information and
related traffic impacts to residents, businesses and
visitors. Exhibit D.2 includes two examples of social
media posts from these projects.

The City contracts the Orange County Fire Authority
and we will coordinate with the following local fire
stations adjacent to Project:
• OCFA Station 71, East on 17th St.
• OCFA Station 83, Northwest on Trask Ave
• OCFA Station 73, South on Franklin St.
• OCFA Station 78, Southwest on Newhope St.

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CONSTRUCTION MANAGEMENT SERVICES
We will coordinate with the local Santa Ana Police
Department adjacent to Project: Pedestrian and Bicyclist Access • 60 Civic Center Plaza, Southwest on Civic Center During construction, pedestrians and bicyclists will • 2750 W. McFadden Ave, Suite I, South at Harbor
• Santa Ana Police Department 1.9 miles southwest
of project site
be detoured away from the Fairview Street bridge
to the 17th Street bridge to cross the Santa Ana
River by way of the Santa Ana River Trail (SART)
between the hours of 9:00 a.m. and 7:00 p.m., when
the gates to the SART are open and unlocked. After
hours, pedestrians and bicyclists wishing to cross
the Santa Ana River will be detoured to adjacent
Santa Ana streets such as King Street.

Schools
Recognizing that access to education for the
community is very important to the City, SYRUSA
will closely coordinate with the following schools
near the Project prior to work that may disrupt the
school commutes: Pedestrian detours during construction are:

Stage 1 – along King St
• REACH Academy Community Day Intermediate
and High School, adjacent to the south border of
the Project site
• Santiago High School, about 4000ft Northwest of
the Project site
• Leroy L Doig Intermediate School, about 3500 ft
Northwest from the Project site
• Orangewood Academy, about 3500ft Northwest
from the Project site
• Fremont Elementary School, 2500 ft Southeast
from the Project site
• Godinez Fundamental High School, 3002
Centennial Rd, Santa Ana, CA 92704
Stage 2 – along King St, looping W. 16th and N.

Huron Dr.

Stage 3 – along West side of new bridge
Santa Ana River Trail Access
During Construction
Construction of the proposed Project would require
temporary closures of a portion of the SART
for the demolition and placement of the bridge
superstructure. The SART includes a Class I bike
path on the eastern side and a regional riding and
hiking trail on the western side. The portion of the
SART affected by project construction will need to
be temporarily closed four times for approximately
eight hours each time for two summer periods in
order to place the precast concrete girders. During
these periods, SART users will be detoured, and
signage will be provided to display the dates of the
closures and to identify the detour routes. Work
on the north and south sides of the bridge will be
Community Services
During the Project construction, SYRUSA’s team will
maintain access to:
• Santa Ana River Trail
• Fairview Triangle Park
• Jerome Community Center, about 1.5 miles south
of the Project site
SYRUSA
is currently
providing
construction
management services
on SBCTA’s I-10
Corridor Express Lanes
Design-Build Project
which travels through multiple
municipalities in San Bernardino
County and requires extensive
partnering and coordination in order
to keep traffic moving throughout
construction while also minimizing
impacts to neighboring communities.

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CONSTRUCTION MANAGEMENT SERVICES
completed during separate periods so that SART
Traffic Controlusers can be detoured to the trail on the opposite side of the Santa Ana River at 5th. There are gates
and ramps located on both sides of the SART at
5th Street that provide access to bicyclists and
pedestrians for these detours. Details regarding
the detour are coordinated with Orange County
(OC) Parks. Other short-term closures of up to 15
minutes would be allowed with flagmen. Full detour
routing plans will be reviewed by the SYRUSA’s
team and then submitted to the County of Orange
and the City’s Traffic Engineer for approval, prior to
commencing detour operations.

Our team understands the importance and safety
of traffic control. We will ensure that all work is
done in accordance with the latest Work Area
Traffic Control Handbook (WATCH), latest Caltrans
MUTCD and the City of Santa Ana Standard Plans.

Construction operations will be conducted with as
little inconvenience as possible to abutting property
owners and commuters. All signs, delineators, and
barricades will be properly installed prior to the
start of construction. Traffic switch for construction
staging will be done at the approved times (at
night). We will ensure that two through lanes in
the Southbound direction are maintained during
each construction stage. All traffic detours will be
reviewed by the SYRUSA Team and submitted to
the City Traffic Engineering Section for approval.

APPROACH
The SYRUSA team is a client based, integrity
driven, group of construction management and
structure experts, that are committed to delivering
that our team fully understands the City’s needs,
including any unwritten preferences. We will
incorporate the feedback from this survey into a
the Project within cost, scope, and schedule through Project Expectation Plan that will be integrated into the following. our Work Plan for successfully delivering the City’s Project. The Work Plan includes:Quality Control

1. Project expectations, goals, and scope

2. Organization, roles and responsibilities

3. Deliverables and schedule

4. Document control procedures

5. Project QC/QA plan
SYRUSA views quality as successfully delivering
projects while meeting our clients’ needs and
expectations. Therefore, our quality procedures
encompass all aspects of our performance. Our
team will identify the approach to ensure that the
Contractor QC process, materials, and work comply
with contract requirements using various QA and
IQA processes.

6. Standard forms
Quality Control Tools and Systems
The Work Plan will be forwarded to the project team,
including the City’s team members, and is regularly
updated to reflect the status of the Project as it
changes. Our team will work to achieve the City’s
goals, objectives, standards, and requirements. This
approach will enable our team to achieve consistent
and predictable results, the first time, avoiding costly and time-consuming rework. In addition to planning
for quality, this process also assures that we
regularly verify that we are following the plan and
meeting the City’s expectations. Project Manager
Jerry De Santos and his team will perform periodic
QA audits to verify that we are complying with all
project standards and procedures.

Quality Control Approach
Our team approaches all of our projects with
established procedures to verify quality. Project
Manager Jerry De Santos and his team will prepare
and conduct a client expectation survey, Project
Execution Plan, and Quality Assurance Plan.

Quality Control Plans
Prior to beginning major project activities, we will
meet with the City and conduct the expectation
survey, discussing topics such as quality, safety,
scope, schedule, communications, staffing,
invoicing, and Project risks. This process ensures
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CONSTRUCTION MANAGEMENT SERVICES
Budget Control SYRUSA led construction
management services
The SYRUSA team will complete the City’s Project
on time and under budget through:
and ensured budget
and schedule control
for Orange County
Public Works on
a contract for
• On-going Constructability Reviews: Thorough
review of the contract documents
• Value Engineering: We will constantly be looking
for means and methods to reduce the project
duration and cost, while being thoughtful to not
create impacts to the public, the cities, and the
environment.
various on-call
construction
services.
• Minimize Overhead and Construction
Management Cost: Controlling cost overruns
by reducing the number of CCOs from the start,
and minimize impact to the schedule to avoid
extended overhead charges and construction
management cost.
• CCO Merit: Thorough evaluation of all contract
documents for merit determination during review
of CCO requests.
• Documentation: Ensuring the daily time and
materials reports are accurate and confirmed by
inspection staff.
• Reporting: Providing a monthly status report of
contractor and construction management costs,
including costs to date compared to the contract
time expended, remaining contract time and
budget.
manufacturing
• Shop drawings submittal and review periods
• Utility relocation and installation
• Float and completion
During construction, monthly schedule updates
are maintained and submitted by the contractor
and reviewed by our team for compliance with the
contract documents. Reported progress by field
inspectors and Construction Manager/Resident
Engineer Jose Corona are compared to the
submitted monthly schedule updates.

A narrative of the schedule should be included in the
submitted monthly update and include:
• Work progress for the new period
• Reasons for schedule revisions
• Discussion to the critical path and any change to
it
Schedule Control
Schedule control is a critical on-going task which
begins with the base-line schedule. The baseline
schedule and monthly update are reviewed for
compliance with contract specifications. Project
Manager Jerry De Santos will insure that the
Contractor includes all key items in the baseline
schedule, logic sequencing is established, and the
following items are followed:
• Documentation to problems and delays
The inspectors’ daily reports will include schedule
items and inspectors, as well as our Construction
Manager/Resident Engineer Jose Corona, will note
discrepancies between the actual field activities and
the activities on the schedule. These discrepancies
will be discussed with the contractor in the weekly
status meetings and a plan will be put in place to get
the project back on track, ultimately avoiding delays
and claims.
• Major activities are included
• Logic sequencing is established
• Procurement of long lead items and their

TASKS AND DELIVERABLES
The table in Exhibit D.3 on pages 19-23 outlines Based on our team’s expertise and decades of the tasks necessary for successful completion of the experience working in construction management Project along with deliverables and the responsible
personnel for each task. SYRUSA is also focused
on minimizing risks throughout the Project and we
have identified potential risks and risk mitigation
strategies in Exhibit D.3 associated with each task.
for transportation projects in Southern California,
we have the first-hand experience and project
understanding to anticipate and mitigate the risks on
projects similar to this.

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CONSTRUCTION MANAGEMENT SERVICES
Exhibit D.3: Tasks and Deliverables
TASK
# TASK DELIVERABLE POTENTIAL RISK RISK MITIGATION STRATEGY RESPONSIBILITY 1 Constructability Review: Meet with the project Review completed constructability review providing comments and Cost increase or schedule delay due to
constructability issues.

Review contract documents and clarify before
going out to bid for construction.

Resident Engineer,
Structure Representativemanager and designer as well as preforming recommendations. field visits.
2 Construction Sequence: Review the
construction sequence crucial for completing
the improvements in the construction contract.

Create an independent construction schedule with staging and durations.

Cost increase or
schedule delay due to
construction sequence
issues.

Independent schedule compared to planned
schedule to identify and discrepancies.

Resident Engineer,
Structure Representative
3 Utility Relocation Assistance: AT&T conduit
for future use, 12" water line, Jack and Bore
receiving pit.

Utility log. Materials list for temporary water line. Soil parameters in anticipation of shoring.

Schedule delay due to
utility coordination.

Review utility agreements to confirm scope
and timing. Verify utility locations. Create a
materials list for temporary water line. Review soil Utility Coordinator parameters in anticipation of shoring.

Resident Engineer,
Structure Representative,
4 5
6 Bid Documents: Review measurement and
payment sections of the specifications to
ensure bid items cover specified work.

Biddable and buildable contractual documents, and provide bid tabulations, cross referenced with contractual documents (add specifications)
Bidder Inquires not Visit the site and verify contractual documents to Resident Engineer, responded accurately or provide accurate and timely responses. Structure Representative in a timely manner
Quantity Take-off: Implement a Quantity Take-off of all items of work on the Project. Additional cost or claims, due to item
quantity errors.

Independent quantity calculations of bid items. Resident Engineer, Structure Representative
Budget: Budget control measures initiated
through pre-bid review to develop contract bid
documents for the purpose of obtaining highly
competitive bids. Update and modify the cost
estimate and contract documents according to
the findings.

Updated cost estimate and comments on contract documents. Additional cost due to cost estimate and/
or contract document
errors, like differing site
condition.

Prior to construction advertisement, verify
and updated as needed the cost estimate and
contract documents.

Resident Engineer,
Structure Representative
7 Itemized List of Findings: Analyze project to
proactively resolve issues that may delay the
project.

SYRUSA will provide issues log, risk register, schedule evaluation and Utility delays, Precast Review the plans and contract documents, communicate expectations with contractor,
evaluating schedule, and monitor for compliance.

Resident Engineer,
Structure Representativesuggested enhancements to expedite the project. girder procurement, permit compliance,
aesthetics, stage
construction and traffic
handling, and bridge
removal.
8 9
Site/Field Visits: Perform visits to the field. Provide photo documentation of field conditions for accurate plans.

Propose a list of materials and methods to improve the project.

Claims, delays, and
additional costs
Utilizing drone services and lidar technology to Resident Engineer, identify current field conditions and continuity with Structure Representative, plans. Drone Pilot
Material and Method Improvements: Contractor proposes a cost savings that the
owner would pay for.

By proposing material and methods prior to Resident Engineer, construction advertisement, the City benefits from Material Testing Engineer the savings.
10 11
Geotechnical Report and Structure Review completed constructability review providing comments and recommendations.

Cost increase or
schedule delay due to
constructability issues.

Review contract documents and clarify before
going out to bid for construction.

Resident Engineer,
Calculations: Geotechnical Engineer
Environmental Compliance: Analyze
NEPA and CEQA documents to assure all
environmental compliances are met and
monitored
List of constructability review comments for the environmental documents. Prepare any pre-construction report/work plan and monitor contractor’s mitigation compliance work performed.

Environmental delays or Providing constructability review comments shutdowns.

Resident Engineer,
Environmental Specialistfor the environmental documents prior to advertisement. Prepare any pre-
construction report/work plan and monitor
prior to advertisement. Contractor’s mitigation
compliance work performed.
12 Permits: Assure that the contractor has
applied conforms with all permits.(County,
USACE, and AQMD)
Accurate and complete permits. Environmental commitments records Permits are approved Review all required permits and assure all requirements are met.

Resident Engineer,
Structure Representativefor example, noise, hazardous material, biological resources, and and finalized to avoid delays.cultural resources if needed.

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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES
Exhibit D.3: Tasks and Deliverables (continued)
TASK TASK DELIVERABLE POTENTIAL RISK RISK MITIGATION STRATEGY RESPONSIBILITY# 13 Project Phasing/ Detouring: Review and List of constructability review comments to meet the USACE and Cost increase or schedule delay due to
constructability issues.

Review contract documents and clarify before
going out to bid for construction.

Resident Engineer,
Structure Representative,
Environmental Specialist
understand permits in conjunction with project OCFC permission to perform work in the riverbed's mitigation phasing and detouring for construction for
compliance.
compliance work performed.
14 Materials Testing, Source Inspection, and All material test results will be in accordance with the Contractual Cost increase or All material test results will be in accordance with Resident Engineer, Geotechnical Services: SYRUSA will oversee Documents and test methods. Failing test will be immediately reported schedule delay due to the Contractual Documents and test methods.

Failing test will be immediately reported to the
Resident Engineer.

Structure Representative,
our subconsultants work for materials testing, to the Resident Engineer. source inspection, and geotechnical services.
materials issues. Material Testing Project
Manager, Source
Inspection PM, Source
Inspection SMR
15 16
17 Schedule: To successfully complete the Provide an updated and reasonable construction schedule. Cost increase or schedule delay due to
schedule issues.

Review detailed CPM schedule developed by
SYRUSA. Provide recommendations to City of
Santa Ana for a safe completion and ways to
save time and money.

Resident Engineer,
Project. Structure Representative
Bidding Period Support: Provide support as
needed.

Provide support during bidding period, including addenda and Cost increase or Providing detailed responses to bidder questions Project Manager, Resident prior to advertisement.answering any questions from bidders, and attend pre-bid job walk, if schedule delay due to Engineer, Structure Representative, Office
Engineer
required. constructability issues.

Contract Award: Review bids for completeness Provide support and recommendation to City of Santa Ana for A very low bid because Thorough review of contractual documents. of error on plans.

Resident Engineer,
and responsiveness. Review contractor
references, sureties, licenses, insurances, and
good standings per the Caltrans LAPM, and
city requirements.
successful award. Addressing changes quickly and resolve at lowest Structure Representative cost.
18 19
20 Pre-construction Meetings: Lead pre-
construction "kick off" meetings prior to NTP
with designers, Utility companies, and City.

Prepare agenda and conduct pre-construction “kick-off meeting”.

Coordinate and invite contractor, all agencies, and utility companies involved in the Project.

Cost increase or
schedule delay due to
schedule issues.

Identify roles and responsibilities and required Project Manager, Resident Engineer, Structure
Representative
documents.

Caltrans LAPM Pre-award Package: Prepare federally funded project pre-award package using Caltrans Local Assistance Procedures Manual documents and forms.

Loss of federal funding. Strict adherence to the Caltrans LAPM. Project Manager, Resident Engineer, Structure
Representative
Office Engineering: meeting minutes and
notes will be managed by SYRUSA.

SYRUSA will provide meeting notes and minutes according to office engineering category 22- meetings of job records.

Miscommunication
and delays due to not
following action items.

Preparing meeting notes and minutes, with
tracking logs. Emailed to all participants and
stakeholders. With continuous follow-up.

Office Engineer.
1 Shop drawings and submittals: Review and
track required shop drawings, RFIs, mix
Process and monitor the status of submittals. Submittal tracking will be introduced into Procore and status of submittals will be known at Cost increase or Continuous logging and tracking, so all timelines Project Manager, Resident schedule delay and/
or cost increase due to
submittal delays.
are met by responsible party. Engineer, Structure
Representative, Office
Engineer
designs, materials, and product submittals for all times. The PM will review the completeness and quantity of all completeness. required shop drawings, RFIs, mix designs and materials and other submittals received during the construction phase and transmit to City staffing for review and approval.
2 3
Procore: Monitor and implement Procore Store all documents related to the project including but not limited Failing a job record audit and losing
PM will conduct internal audits to verify proper Project Manager, Resident Engineer, Structure
Representative, Office
Engineer
software to manage all aspects of construction to, submittals, RFIs, shop drawings, RFI's contract documents, documentation retention. management. inspections, drawings, photos, and any type of daily or weekly reports. funding.

Pre-construction meeting: Weekly meeting to
discuss construction progress, procedures,
problems, and scheduling.

Lead pre-construction meeting and schedule and conduct weekly construction and progress meetings to discuss such matters as procedures, progress, problems and scheduling. Will prepare and promptly distribute minutes.

Miscommunication
and delays due to not
following action items.

A pre-construction meeting with all project
stakeholders and emergency services will be
held to address contract administration items
and project concerns. Lead as a separate labor
compliance meeting to discuss requirements,
submittals, and expectations.

Resident Engineer,
Structure Representative,
Office Engineer
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CONSTRUCTION MANAGEMENT SERVICES
Exhibit D.3: Tasks and Deliverables (continued)
TASK TASK DELIVERABLE POTENTIAL RISK RISK MITIGATION STRATEGY RESPONSIBILITY# 4 Public Outreach: SYRUSA will support City's
public outreach efforts
Public Outreach Liaison to City of Santa Ana. Traffic delay or impact Attend and co-lead up to twenty (20) hours Project Manager, Resident Engineer,to public or emergency of Construction Update meetings with the response. community, including a pre-construction meeting. Structure Representative, Primary purpose of these meetings are to provide Community Outreach pertinent updates to the community and answer
any questions relating to the construction project.
5 6
7 Regulatory Permits: Ensure that the status of Ensure that all regulatory permits, including, but not limited to: Schedule delay due to Review of all permits and strict compliance.

SYRUSA will set aside a budget for permit fees
as part of this contract.

Resident Engineer,
Structure Representative,
Inspectors, Environmental
staff
all permits are updated and paid and obtain 1) USACE Section 408 permit, Section 404 Permit, Section 106, OCFCD, are current and up to date, and that all applicable fees have been paid, and shall obtain approvals from authorities having jurisdiction over the Project.
permit issues.
approvals for corresponding permits.

Schedule Control: Manage project schedule. Review construction schedule, including activity sequences and Schedule delay and Review the Contractor’s 2 week look ahead schedule verify start and end dates of activities
and compare to the monthly update. Changes
that may affect the critical path and will be
discussed at the weekly progress meetings.

Resident Engineer,
Structure Representative,
Scheduler
duration, schedule of submittals and schedule of delivery for products cost increases due to with long lead-time. Monitor and obtain two-week look ahead schedule schedule issues. as well as overall updated schedule from the contractor periodically showing current conditions and revisions required by actual progress.

Change order and Project Construction
Budget.

Conduct comprehensive evaluation of change order requests, provide independent estimates, negotiate, render recommendations, and assist in claim resolution. Shall regularly monitor and report on the status of the Project Construction Budget on a monthly basis, indicating actual costs for completed activities and work in progress, Change order We will hold the contractors to providing the documents in the scope of work that was bid,
without generating unnecessary changes to
increase the project cost. We will guard the
City's resources, respond rapidly to changing job
conditions and issues, and work closely with staff
in monitoring our project budgets.

Project Manager, Resident
Engineer, Structure
Representative, Office
Engineer
request and claims
by Contractor with no
merit to make up cost.

Exceed the Project
and indicating estimates for uncompleted work. Report should identify Construction Budget. variances between actual and budgeted or estimated costs, and shall advise the City whenever it appears that the Actual Construction Cost has exceeded, or will exceed, the Project Construction Budget for the entire Project or any Project Component
8 9
Contractor's Safety Program
Traffic control and detours.

Our team will perform independent safety reviews. Attend Contractor's Safety incident.

Tailgate Safety meetings. Review the Code of Safe Practice. We will assure that the various job sites are secured at the end of the shift.

SYRUSA has a thorough understanding of the
State of California Construction Safety Orders
(Cal-OSHA). Review Safety Data Sheets (SDS)
for material incorporated in the Project. SYRUSA
staff will receive safety training including OSHA
10, Temporary Pedestrian Facilities, first aid and
CPR.

The SYRUSA Team
The SYRUSA TeamCoordinate in advance any road or trail closure or detour. Drivers, pedestrians and bicyclist may
not be familiar with
configuration and
Street closures, detours, signs and barricades
used for handling traffic shall conform to the
requirements of latest edition of the “Work Area
Traffic Control Handbook” (WATCH), City of
stages of construction. Santa Ana Standard Plan No. 1125F, California Manual on Uniform Traffic Control Devices (CA
MUTCD), and the Special Provisions. Approved
by the City Traffic Engineer and County of
Orange for SAR Trail.
10 11
Budgeting: Manage project funding in
accordance with the federal grant funding
expenditures.

Monitor and comply with project funding guidelines and ensure Project Loss of federal funding. Strict adherence to the Caltrans LAPM. Project Manager, Resident Engineer, Structure
Representative, Office
Engineer
meets the federal grant funding expenditure deadlines.

Cost Control: Manage construction and
consultant costs.

Monthly Project Summary Reports and SIQMP Monthly Reports.

Staffing plan and monthly expenditure plan showing breakdown of staff and sub consultant expenses to complete the project consistent with contractor’s monthly schedule updates.

Schedule delays, time
related overhead,
claims.

Proactively look ahead of the operations to Project Manager, Resident identify issues that can adversely affect cost and Engineer, Structure make every effort to provide solutions. Clearly
define allowable reasons for price escalation and
provide a formal request process.

Representative
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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES
Exhibit D.3: Tasks and Deliverables (continued)
TASK TASK DELIVERABLE POTENTIAL RISK RISK MITIGATION STRATEGY RESPONSIBILITY# 12 Pay Estimates: Carry out procedures that
processes progress and final payments.

Progress payment package will include quantity calculation sheet, certified payroll, DBE and EEO records, and submitted to city for payment. There will be no payment for non-compliant work.

Claims due to item over All project expenditures will be tracked and Resident Engineer, or under runs. monitored, to verify Project Construction Budget. Structure Representative, The actual and anticipated contingency balance
will be monitored and reported to City in each
monthly progress pay estimate. Any issues
relating to cost or project delays will be reported
to City.

Inspectors, Office
Engineer
13 14
15 16
Compliance of Contract Documents: Monitor
construction activates to assure work
conforms with the contract documents.

SYRUSA will make recommendations to the City regarding special inspection or testing of work not in compliance with the contract documents.

Loss of federal funding. Review contract documents and create a list of materials to be inspected. Document and
Resident Engineer,
Structure Representative,
Inspectorscommunicate any non-conforming work to the
contractor to repair or remove and replace.

Errors, omissions, or discrepancies in Contract SYRUSA will review the Contract Documents and make Documents: Notify the City's Construction
Manager
Schedule delay and Review contract documents and create a list of Resident Engineer, recommendations to the City Manager regarding errors, omissions, or cost increases due discrepancies in the contract documents prior to construction start. errors, omissions, or discrepancies in the contract Structure Representative, to contract document
issues.
documents prior to construction start. Inspectors
Communication with City: Use engineering
knowledge to clarify intent of drawings and
specifications to Contractor and keep open
and transparent communication with City.

Resolve interpretation of questions, if needed consult with the city. Schedule delay and cost increases due
to contract document
issues.

Understand the contract documents to respond to Project Manager, Resident the contractor's requests for interpretations, prior Engineer, Structure to construction. Engage the city as needed. Representative Project Records: Update the progress of the
project monthly and submit to the City with
daily logs of weather, contractor's work on
site, number of workers, equipment, work
accomplished, problems encountered, and
other relevant information.

Record the progress of the project. Submit written daily and progress reports to the City. Keep daily logs and make available to the City. Prepare and send Weekly Statement of Working Days to the contractor. Monitor contractor's compliance with labor code requirements.

Claims or loss of federal Project Records will be completed in a timely Resident Engineer, funding. manner and independently reviewed for accuracy. Structure Representative, Facts and data, not opinions will be included in Inspectors, Office Engineerdocuments.
17 As Builts: Up keep records of change orders,
and modifications of plans and specifications
Maintain, in Procore, records of contract documents including Loss of federal funding. Ensure that the City’s as-builts include RFIs, shop Resident Engineer, drawings, addenda, change orders, and other modifications of Future cost increases due to poor record
drawing revisions, change order modifications, Structure Representative, to show changes made during the construction plans and specifications marked to show all changes made during etc. and are updated weekly. The as-builts will be Inspectors, Office submitted to the City and the Design Engineer at Engineer the completion of the project.
process. Update as-built drawings into
Procore on a monthly basis.
construction. Ensure contractor maintain as-built drawings and upload keeping. onto Procore on a monthly basis. At the completion of the project, Consultant shall deliver to the City all contract documents in a folder filing system provided by the City.
18 19
20 Final Inspection: City coordination. Evaluate the completion of the work of the contractor and make recommendations to the City when work is ready for final inspection.

Assist the City in conducting final inspections.

Schedule delay and
cost increases due to
unsatisfactory work.

Ensure work is completed in accordance with the Project Manager, Resident contract documents. Prepare a punch list and
clear list before City's final inspection.

Engineer, Structure
Representative
Final Inspection: Other Agencies coordination. Facilitate and coordinate inspection by representatives of other Schedule delay and cost increases due to
unsatisfactory work.

Ensure work is completed in accordance with the Project Manager, Resident agencies. contract documents. Prepare a punch list and
clear list before City's final inspection.

Engineer, Structure
Representative
Special Inspection and Testing Services: Determine the Materials Testing & Special Inspection services as Schedule delay, cost increases and loss of
federal funding.

All material test results will be in accordance with Resident Engineer, SYRUSA will oversee our subconsultants work required by the applicable guidelines. for materials testing, source inspection, and
the Contractual Documents and test methods.

Failing test will be immediately reported to the
Resident Engineer.

Structure Representative,
Inspectors, Office
geotechnical services. Engineer
21 Project Budget Tracking: Update the progress Assist City with project budget tracking by funding source to ensure Exceed the Project Construction Budget.

Update the progress of the project monthly and
submit to the City with daily logs of weather,
contractor's work on site, number of workers,
equipment, work accomplished, problems
encountered, and other relevant information.

Resident Engineer,
Structure Representative,
Office Engineer
of the project monthly and submit to the City. progress payment applications are applied appropriately to correct funding sources.

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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES
Exhibit D.3: Tasks and Deliverables (continued)
TASK TASK DELIVERABLE POTENTIAL RISK RISK MITIGATION STRATEGY RESPONSIBILITY# 22 Prevailing Wage: Monitor and enforce for
compliance.

Monitor and enforce prevailing wage forms and requirements for conformance to the prevailing wage rates on a weekly basis. Shall verify that all Trade personnel listed in the daily log are also listed in the certified payroll and shall conduct weekly employee interviews, one for each trade, and submit verification with the monthly progress payments.

Workers are not paid
correctly.

SYRUSA will monitor prevailing wage forms and Resident Engineer, requirements for conformation to the prevailing Structure Representative, wage rates on a weekly basis. SYRUSA will verify Office Engineer that all Trade personnel listed in the daily log are
also listed in the certified payroll.
23 Labor Compliance: Monitor and enforce for
compliance.

Provide Labor Compliance monitoring. Monitor prevailing wage forms Workers are not paid SYRUSA will monitor prevailing wage forms and Resident Engineer, and requirements for conformation to the prevailing wage rates on a weekly basis. This includes verifying that all Trade personnel listed in the daily log are also listed in the certified payroll. Verification of prevailing wage must be provided with the monthly progress payments. These services must be provided, so the labor compliance consultant is at the discretion of the Consultant.
correctly. requirements for conformation to the prevailing Structure Representative, wage rates on a weekly basis. SYRUSA will verify Office Engineer that all Trade personnel listed in the daily log are
also listed in the certified payroll.
24 25
26 27
Community Workforce Agreement (CWA):

Monitor and enforce for compliance.

Shall coordinate and assist the City’s Community Work Force Agreement (CWA) requirement. Consultant shall monitor and enforce the CWA forms and requirements to ensure compliance. Verification should be provided with the monthly progress payments.

Out of compliance. SYRUSA will monitor CWA forms and Resident Engineer, Structure Representative,
Office Engineer
requirements for compliance a weekly basis.

Project Close Out Items: Documents for
records.

Responsible for all project closeout items, such as: As-Built plans and related documentation, punch list completion, before and after pictures, commissioning, and review, receive, and approve all warrantee documents for record.

Loss of funding. In
accurate job records.

Follow the procedures outlined in Chapter 17 Project Manager, Resident Project Completion of LAPM. We accomplish this Engineer, Structure by beginning the process early in the project. Representative, Office Engineer
Caltrans Project Close Out: Documents for
records.

Prepare all close out documents for Caltrans Project Close Out.

Organize documents in the manner categories for easy search and access in the event of an audit. In the event of an audit to occur, City will amend the contract to include audit support services.

Loss of funding. In
accurate job records.

Follow the procedures outlined in Chapter 17 Project Manager, Resident Project Completion of LAPM. We accomplish this Engineer, Structure by beginning the process early in the project. Representative, Office Engineer
Field Office: Update the progress of the
project monthly and submit to the City with
daily logs of weather, contractor's work on
site, number of workers, equipment, work
accomplished, problems encountered, and
other relevant information.

Field office is to be provided by the Construction Contractor. No place to meet. Work with Contractor in advance to ensure a field Project Manager, Resident office is provided. Engineer
28 Office Engineering: meeting minutes and
notes will be managed by SYRUSA.

SYRUSA will provide meeting notes and minutes according to office engineering category 22- meetings of job records.

Miscommunication
and delays due to not
following action items.

Preparing meeting notes and minutes, with
tracking logs. Emailed to all participants and
stakeholders. With continuous follow-up.

Office Engineer.

SYRUSA has a history of successfully managing
similar tasks and deliverables that results
in project success. Our firm provided
construction management, inspection,
and contract administration services on
bridges over waterways, at the I-40
over Haller, Rojo, and Clipper Valley
Wash Bridge project which was
delivered on time, on budget, and
without claims.

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CONSTRUCTION MANAGEMENT SERVICES

SUGGESTIONS OR SPECIAL CONCERNS
SYRUSA has identified the following suggestions and special concerns that improve the Project overall.

Santa Ana River Bike and Hiking
Trail Detour
The contract documents require a sign at the SART
closure. SYRAUA suggests using a graphic to help Suggested location for
pedestriancommunicate the detour that is user friendly with dates, graphics, in multiple languages, and not an
engineering plan sheet. Fairview Triangle Habitat
Restoration Park has a map now. We suggest
adding a detour map at the park, during SART
closures. Our communications and public outreach
subconsultant, Connect, specializes in creating
similar materials for the community and can assist
the City with this.
and bicyclist
detour
signage at
Triangle Habitat
Restoration Park
and an example
of similar signage
created by Connect
for another project
Fire Hydrant Access
Stage 2 of the Project closes access to W. 16th St.
from N. Fairview St. There is a fire hydrant located
on the northwest corner that presents a challenge
and an opportunity. The challenge is that the fire
hydrant will be restricted in this construction work
area. The SYRUSA team will coordinate with first
responders of the limited access to fire hydrant
during Stage 2, by providing advance notice of
reduce access and durations. The opportunity is
that this is a great location for the Contractor to
install a water meter.

Fire hydrant
location
at W. 16th
Street and N.

Fairview St
FIRE HYDRANT ACCESS AT W. 16TH ST.

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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES

ASSUMPTIONS AND/OR EXCLUSIONS USED IN PREPARATION OF

THE SCOPE OF WORK AND ASSOCIATED FEE ESTIMATE
Survey (CDFW) approved bat biologist prior to bridge
demolition activities. Eviction/exclusion activities
shall be performed in the fall (September or
October) prior to bridge demolition.

Assumption: The specifications will be enforced for
the surveying requirements. If there is a dispute or
error with the Contractor provided Land Surveyor,
Coast Surveying is a resource on our team that can
assist the City.

Exclusion activities may be implemented in
one or two phases at the discretion of the
qualified bat biologist and in coordination with
the City Public Works Director or designee and
Contractor.”
The Special provisions, 2-9 SURVEYING, 2-9.2
Survey Service states:
“The Contractor shall be responsible for
directly obtaining the services of a California
Licensed Land Surveyor to be in responsible
charge of all survey work performed under this
contract.”
The Special Provisions have contract Bid Item
No. 35 – Bird Survey and Bid Item No. 36 – Bat
Survey/Exclusion
Geōde Environmental (Geōde) is an added
value member of our team. As needed, Geōde, an
environmental and urban planning firm specializing
in environmental law, will provide CEQA/NEPA
document delivery, regulatory compliance,
permitting, and mitigation. Geōde is available to
assist the city on this Project.

The Special Provision have contract Bid Item No.
13 – Survey Monument Adjust to Finished Grade
and Bid Item No. 23 – Construction Survey and
Staking.

Coast Surveying (Coast) is an added value
member of our team. Coast fully understands
the importance of good service and goes out of
their way to provide an extremely high level of
very responsive service to their clients including,
if needed, resolve a discrepancy, survey bust,
monumentation, photogrammetry, hydrographic
surveys, GIS services, or create exhibit maps.

Coast Survey is available to assist the City and
Contractor on this contract as needed. Resumes
available upon request.

Specialty Testing
Assumption: Due to federal funding requirements
and to comply with the LAPM, a Source Inspection
Quality Management Plan (SIQMP) is required.

ZT Consulting Group (ZTC) provides Source
Inspection to comply with the LAPM on this Project
with Federal Funds. If needed, ZTC specializes
in Quality Assurance & Source Inspection (QA,
QV, IQA, QMP, SIQMP, QAP and QAM), forensic
engineering, and structural health monitoring
(SHM). ZTC is available to assist the city on this
project.

Biologist
Assumption: The specifications will be enforced for
the environmental survey requirements.

The Special Provisions 14-6.03A, Biologists, Yuma
Myotis bat and Hoary bat states:
“Prior to the start of bridge demolition activities,
a qualified bat biologist shall conduct a pre-
construction bat survey no more than three days
prior to the start of such activities. To avoid direct
mortality of individual bats, humane evictions
(if bats are present) and exclusions of roosting
bats shall be performed under the supervision
of a California Department of Fish and Wildlife
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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES
Exhibit E.1: Similar Project Experience
SERVICESE. Relevant Project Experience PROJECT ELEMENTS SYRUSA is experienced in managing and delivering all stages of construction management services on similar projects valued at $10 million to more than $600 million. Our firm provides the added value of specializing in highway, bridge, and roadway construction in Southern California and will leverage our technical expertise for the benefit of this Project. Exhibit E.1 provides a sample of our firm’s and personnel’s experience providing construction management services for public agencies on federally funded and bridge projects within the past five years.

As demonstrated in this table, and on the following featured project descriptions, SYRUSA has the skills, capabilities, and the knowledge necessary to deliver this Project.

Key Similar Project Elements lꢀOver Water lꢀPre-Cast
Completed Completed
on on Budget
(* = on
going)
Const. Schedule (*
Project
Featured Projects
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Ontario, CA
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SBCTA
Value = on going)
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SR- 71 For Segment 2 and 3 / Santa Ana Bridge
River Road Bridge over Santa Ana River
Additional Projects
Victorville, CA
Chino, CA
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US HWY 395 LA Aqueduct Bridge
I-10 over Santa Ana River
Costa Mesa, CA
Parker, Arizona
Independece, CA
Colton, CA
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SR-111 White Water Bridge Repair
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I-210 Cucamonga Wash Bridge
I-210 Day Creek Bridge
San Bernardino, CA
Palm Springs, CA
Palm Springs, CA
Rancho Cucamonga, CA
Rancho Cucamonga, CA
San Bernardino, CA
San Dimas, CA
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Firestone Blvd Bridge over San Gabriel River River Road Bridge over SAR SR-60 Widening Over Santa Ana River I-10/215 InterchangeI-15 Mojave River Bridge PAGE | 26

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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES
I-10 EXPRESS LANES DESIGN-BUILD
Ontario, CA
Client: SBCTA
Role: Structures Representative,
Quality Manager, and Inspectors
Cost: $679 Million (estimated final
amount $ 800 Million)
Duration: 04/2020 – Ongoing
(estimated completion April 2023)
SYRUSA Staff on Project: Faisal
Zahlout, Jose Corona, Luis
Negrete, Ruth Blas
The project includes widening an 11-mile stretch of high-volume, high-speed, multi-lane freeway for a new tolled Express Lane facility maintaining the existing roadway profile – through a heavily populated area with hundreds of commercial and retail properties bordering both sides – while safely keeping five lanes in each direction open at all times, except during critical weekend 55-hour lane closures.

BENEFIT TO THE CITY
Relevant experience providing
construction management in the
disciplines of quality
management and structures
management for SBCTA.To accommodate the added Express Lanes, the project widens or replaces 20 bridge structures, including six overcrossing replacements, two undercrossing replacements, seven undercrossing widenings, and five bridge widenings over channels using precast girders. The project adds approximately 80 retaining walls of various types, including sub-horizontal ground anchor walls, soldier pile walls, soil nail walls, standard walls and sound wall barriers. New pier walls, overhead signage, and driven piles are also included.

Successful coordination
between multiple agencies,
cities, and utilities while
maintaining traffic
Includes bridges over channels
with pre-cast girders
Stage construction, maintaining traffic for community and schools, constant communication with first responders for staging and nightly closures.

SYRUSA is providing construction management in the disciplines of quality management and structures management. Quality management includes materials, roadwork, structures, NCR’s, RFI’s, inspection audits, traffic management, quality verification and evaluation. SYRUSA is also providing construction training and training modules, safety, review of non-conformance issues, coordination between Caltrans Structures Construction, and structures technical advisor.

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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES

OSO/CROWN VALLEY PARKWAY
MIssion Viejo, CA
Project includes routine maintenance to both the Crown Valley Parkway Bridge and Oso Parkway Bridge to extend the bridges’ service life and maintain safe operation. These bridges span over the Trabuco Creek and Arroyo Trabuco Wilderness Area located east of Mission Viejo and west of Ladera Ranch (Crown Valley Parkway Bridge) and Las Flores (Oso Parkway Bridge).

Periodically, public dirt trail sections directly below both bridges will be closed as a safety precaution during certain project activities. It repairs road surface areas along the bridges and applies road surface treatment to enhance durability. New stormwater drainage conduit will be installed to protect utility equipment. SYRUSA is providing construction inspection and contract management on this project.

Client: Orange County Public Works
(OCPW)
Role: Inspectors, Contract Manager
Cost: $ 1 Million (estimated final
amount $ 1.1 Million)

BENEFIT TO THE CITY
Duration: 11/2022 – 04/2023 Maintaining vehicle, bicyclist and pedestrian travel along main city road during construction, including access to public trailsSYRUSA Staff on Project: Jerry De Santos, Luis Negrete, Ruth Blas Similar project experience in Orange County Over water SR-210 HINGE REPLACEMENT PROJECT
Irwindale, CA
The purpose of the project is to replace bridge hinges and older bridge railings over the San Gabriel River and bring the freeway into compliance with current standards. The project included improvements to the existing bike and walking trails with all work that impacted trail operations being performed at night with no impact to trail use. This is the first of its kind CMGC accelerated bridge construction/hinge replacement project in Caltrans D7.

Approximately 70% of the project was completed during two 126- hour lane closures. SYRUSA is providing structure representative and construction inspection on this project.Client: Caltrans D7 Role: Structure Representative,
Structure Inspector
BENEFIT TO THE CITYCost: $30 Million (estimated final
amount $31.2 Million) Expedited delivery while minimizing disruption of traffic Over San Gabriel River
Duration: 06/2022 – 09/2022
SYRUSA Staff on Project: Jerry De
Santos, Ryan Vantine River Bike/Walking Trail protection PAGE | 28

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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES
I-15 INTERCHANGE / MOJAVE RIVER BRIDGE
Victorville, CA
This project widened the Mojave River Bridge and constructed a new West Frontage Road Bridge over Mojave River through collaboration with USACE. It also featured:
• Upgrading 4.1 miles of existing mainline to current standards, • Improved traffic safety and operational characteristics of the interchanges at “D” Street, “E” Street and Stoddard Wells Road • Improved the aesthetics of the gateway to the City of Victorville • Reconstructed existing “D”, “E” Street and Stoddard Wall Road interchange
• Widened Victorville Separation Overhead
• Constructing a new North bound (N/B) Collector Distributor Bridge over “D” and “E” Streets and Burlington Northern Santa Fe (BNSF) Railroad
• Realigned East Frontage Road, construct new West Frontage Road, and added an auxiliary lane and deceleration lane. • Two northbound sound walls
Client: Caltrans D8
Role: Construction Project Manager
Cost: $76M • New and replacement landscaping
Duration: 03/2016 – 03/2019 BENEFIT TO THE CITY
SYRUSA Staff on Project: Jerry De
Santos Over water USACE coordination
SR 71 FOR SEGMENT 2 AND 3
Chino / Chino Hills, CA
SYRUSA’s Jose Corona and Faisal Zahlout were responsible for the Ramona Ave undercrossing, Soquel Canyon overcrossing Segment 2, Pine Ave overcrossing, and Euclid Ave overcrossing for Segment 2 and 3. Duties included monitoring falsework erection, grades for the soffit and lost deck dowels, concrete pour for the deck, prestressing operation, falsework removal, and installation of all overhead signs and signs mounted on bridges.

Client: SANBAG
BENEFIT TO THE CITYRole: Assistant Structure
Representative/Assistant Resident
Engineer
Environmentally sensitive area
Cost: $200 Million
Duration: 1996-1998
SYRUSA Staff on Project: Jose
Corona, Faisal Zahlout
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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES

RIVER ROAD BRIDGE REPLACEMENT OVER SANTA ANA RIVER
Riverside, CA
SYRUSA’s Faisal Zahlout was responsible for all construction activities and construction administration, including complex staging, coordination with multiple utilities and agencies, field inspections, submittal review and documentation, review of shop drawings, shoring, falsework, review of RFl’s, negotiations of monthly pay requests, and change orders with the contractor.

The project replaced the existing bridge with a new box girder post- tension bridge with nine spans over the Santa Ana River with length of 1200 ft. Additionally, the road was raised 30 ft. to withstand 200 year flood storm. In addition to the construction of the bridge, an improvement to surrounding streets was completed for traffic light, new HMA, concrete barrier, horse trail, and box culvert.

Client: Riverside County
Transportation Department
(RCTD)
Role: Assistant Resident
Engineer, Structures
Representative BENEFIT TO THE CITY
Cost: $35 Million Over Santa Ana River
Duration: 2009-2011 Maintain trail access for residents SYRUSA Staff on Project: Faisal
Zahlout
F. References
SYRUSA has performed similar construction management, inspection, and contract administration services for the following public agencies within the past five years. We encourage the City to contact these references regarding the quality of our work and the professionalism of our people.

Project References
Project: I-10 DB Express Lanes Project
Owner: SBCTA
Contact: Khalid Bazmi, 909-458-6642, [email protected] Project: Oso/Crown Valley Parkway
Owner: OCPW
Contact: Kevin Tran, 714-647-3934, [email protected] Project: SR-210 Hinge Replacement Project
Owner: Caltrans D7
Contact: Quyhn Nguyen, 213-841-3518, [email protected] PAGE | 30

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2. SCOPE OF SERVICES AND SCHEDULE

City Council
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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES
Scope of Services
SYRUSA has selected personnel and organized our The SYRUSA Team includes services that are team to best manage the Project services. We’ve available, as needed, to serve as an extension identified staff that can support Project goals related of City staff. Having all these resources available to schedule, budget, quality, and partnership. Our
key and additional personnel ensure that at every
enables the smooth and timely completion of the
project, ensuring that the project is completed
level our team has the ability to plan and deliver this in accordance with the contract documents and Project successfully for the City. meets the expectations of the project stakeholders.

Exhibit D.3: Tasks and Deliverables in Section
D. Understanding the Need details the Scope
of Services, which includes the work phases to
be completed, the tasks to be accomplished, the
deliverables to be provided, potential risk, and the
risk mitigation strategy to complete for the Project.

SYRUSA’s team will report directly to the City’s
Construction Manager. The key personnel for the
Project, Project Manager/Principal Agent Jerry De
Santos, Construction Manager/Resident Engineer
Jose Corona, Structure Representative Luis
Negrete, and Communications/Public Outreach
Manager Andrea Suarez, have the expertise and
experience to assist the City in the successful
completion of the Fairview Street bridge over the
Santa Ana River.

Below is a summary of the tasks and our strategies
for each task, based on the Scope of Work detailed
in Attachment 1 of the RFP.

PHASE 1: PRE-CONSTRUCTION SERVICES

1.Task/Deliverable: 4.Task/Deliverable: Bid Items and
Constructability Review Contractual Documents
• Provide a thorough review of the previously
completed constructability review and provide
any comments and/or recommendations to
ensure all comments are met and up to date.
• Review contract documents and clarify before
going out to bid for construction.
• Review measurement and payment sections
of the Specifications to ensure that the
proposed work specified is covered by a bid
item and identify any missing and/or redundant
pay items.
• Visit the site and verify contractual documents
to provide accurate and timely responses.

2.Task/Deliverable: Schedule and
Sequencing 5.Task/Deliverable: Quantity Take-
off• Provide a thorough review of the construction
sequence necessary to complete the
improvements included in the construction
contract.
• Independent schedule compared to planned
schedule to identify and discrepancies.
• Perform an Independent Quantity Take-off
of all items of work on the Project and make
updates to engineer’s estimate for current unit
pricing.
• Independent quantity calculations of bid items.

3.Task/Deliverable: Utilities 6.Task/Deliverable: Budget • Review potential utility conflicts and identify
items requiring coordination with third party
utility agencies.
• Review utility agreements to confirm scope
and timing.
• Update and modify the cost estimate and
contract documents according to the findings.
• Prior to construction advertisement, verify
and updated as needed the cost estimate and
contract documents.
• Verify utility locations.
• Create a materials list for temporary water line.
• Review soil parameters in anticipation of
shoring.

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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES

7.Task/Deliverable: List of
Findings

10.Task/Deliverable: Geotechnical
• Review of Geotechnical report and the
structural calculations for the purposes of the
expected constructability review.
• Review contract documents and clarify before
going out to bid for construction.
• Prepare and submit an itemized list of findings
and outline recommendations to reconcile
issues discovered and generally to expedite
the project. If it is more efficient to make
changes directly on the contract documents,
then show changes made on the documents.
• Review the plans and contract documents,
communicate expectations with contractor,
evaluating schedule, and monitor for
compliance.

11. Task/Deliverable: Environmental
Permitting
• Review of the NEPA and CEQA documents
for purposes of the expected constructability
review and expectation of the Project.
• Ensure all environmental compliance are met
and included in the Project contract document
of the following, but not limited to the
Mitigation Monitoring and Reporting Program,
(MMRP), Environmental Commitments Record
(ECR), and permitting agency guidelines and
their Special Provisions. It is the Consultant’s
responsibility to bring on board environmental
sub consultant to prepare any pre-construction
report/work plan and monitor contractor’s
mitigation compliance work performed.
• Providing constructability review comments
for the environmental documents prior to
advertisement.

8.Task/Deliverable: Plan Review
• Conduct site visit/field reviews as part of
the plan review to identify any current field
conditions not reflected on the Plans.
• Utilizing drone services and lidar technology to
identify current field conditions and continuity
with plans.

9.Task/Deliverable: Materials
Review
• Identify the elements of construction that could
be substituted with more efficient materials
and associated methods.
• By proposing material and methods prior to
construction advertisement, the City benefits • Prepare any pre-construction report/work plan and monitor prior to advertisement.
contractor’s mitigation compliance work
performed.
from the savings.

I-15 Cenda
Ditch Bridge
Replacement
and
Widening
over
Wheaton
Wash
Project
During the pre-construction phase on the I-15 Cenda Ditch Bridge Replacement and Widening over Wheaton Wash Project. When SYRUSA visited the site, we identified severe weather conditions from 120-degree heat during summer months to 27-degree freeze conditions during winter in this environmentally sensitive area, high water table at 5’ deep from ground level, which requires daily dewatering. The potential risks of schedule delays and budget increases were mitigated through meetings and communication with the designer, and ultimately updating the special provisions to adequately address the environmental, temperature and ground water concerns, which saved project time and cost that would have been encountered as a change order.

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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES

12.Task/Deliverable: Regulatory 16.Task/Deliverable: Bid DocumentsPermitting
• Review of all regulatory permits, either already
approved or currently in review, to ensure
all permits are met for the Project. It is the
Consultant’s responsibility to take over any
permits that are currently in review (County
and Army Corps of Engineer).
• Provide support during bidding period,
including addenda and answering any
questions from bidders, and attend pre-bid job
walk, if required.
• Providing detailed responses to bidder
questions prior to advertisement.
• Review all required permits and assure all
requirements are met. 17.Task/Deliverable: Bid Process
• Analyze the bids for accuracy, identify
the lowest responsive bidder, check for
references, and review all bid forms.
• Thorough review of contractual documents.

Addressing changes quickly and resolve at
lowest cost.

13.Task/Deliverable: Staging
• Review project phasing/detouring for
construction in order to meet the Army Corps
of Engineers and Orange County Flood
Control District (OCFC) permission to perform
work in the riverbed.
• Review contract documents and clarify before
going out to bid for construction.
• Review contract documents and clarify before
going out to bid for construction.

18.Task/Deliverable: Pre-
Construction Meeting
• Prepare agenda and conduct pre-construction
“kick-off meeting”. Coordinate and invite
contractor,all agencies, and utility companies
involved in the Project.
• Identify roles and responsibilities and required
documents.

14.Task/Deliverable: Material
Testing and Inspection
• Provide recommendations for special material
testing and inspection that will be needed
during the construction phase. Consultant
shall bring on board and set aside a budget for
material testing and inspection for the duration
of the Project.
• All material test results will be in accordance
with the Contractual Documents and test
methods. Failing test will be immediately
reported to the Resident Engineer.

19.Task/Deliverable: Federal
Funding Compliance
• Prepare federally funded project pre-award
package using Caltrans Local Assistance
Procedures Manual documents and forms.
• Strict adherence to the Caltrans LAPM.

20.Task/Deliverable: Meetings
• Provide and maintain all meeting minutes and
notes.
• Preparing meeting notes and minutes, with
tracking logs, emailed to all participants and
stakeholders.

15.Task/Deliverable: Schedule
• Provide an updated and reasonable
construction schedule.
• Review detailed CPM schedule developed by
SYRUSA.
• With continuous follow-up.
• Provide recommendations to City of Santa Ana
for a safe completion and ways to save time
and money.

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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES
PHASE 2: CONSTRUCTION MANAGEMENT, INSPECTION, AND

CONTRACT ADMINISTRATION SERVICES

1.Task/Deliverable: Submittals community and answer any questions relating to the construction project.• Review of completeness and quantity of all required shop drawings, product data,
samples, requests for information (RFI), and
other submittals (“Submittals”).
• Shall review, reject, approval of mix designs
and materials and product submittal.
• Shall establish and implement procedures
for expediting the processing and approval of
Submittals.
• Attend and co-lead up to twenty (20) hours
of Construction Update meetings with the
community, including a pre-construction
meeting. Primary purpose of these meetings
are to provide pertinent updates to the
community and answer any questions relating
to the construction project.

5.Task/Deliverable: Regulatory
Permits• Continuous logging and tracking, so all
timelines are met by responsible party. • Ensure that all regulatory permits, including, but not limited to: USACE Section 408 permit,
Section 404 Permit, Section 106, OCFCD,
etc. are current and up to date, and that all
applicable fees have been paid and shall
obtain approvals from authorities having
jurisdiction over the Project.
• The consultant shall set aside a budget for
permit fees as part of this contract.
• Review of all permits and strict compliance.

SYRUSA will set aside a budget for permit
fees as part of this contract.

2.Task/Deliverable: Document
Control
• Use of Procore software for all aspects of
construction management, including, but
not limited to, submittals, RFI’s contract
documents, inspections, drawings, photos,
dailies, and weeklies, City will provide license
to construction management team to monitor
and implement.
• Project Manager Jerry De Santos will conduct
internal audits to verify proper documentation
retention. 6.Task/Deliverable: Schedule

3.Task/Deliverable: Meetings • Review construction schedule, including activity sequences and duration, schedule
of submittals and schedule of delivery for
products with long lead-time.
• Monitor and obtain two-week look ahead
schedule as well as overall updated schedule
from the contractor periodically showing
current conditions and revisions required by
actual progress.
• Review the Contractor’s two-week look ahead
schedule verify start and end dates of activities
and compare to the monthly update.
• Changes that may affect the critical path
and will be discussed at the weekly progress
meetings.
• Lead pre-construction meeting and schedule
and conduct weekly construction and
progress meetings to discuss such matters
as procedures, progress, problems and
scheduling. Will prepare and promptly
distribute minutes.
• A pre-construction meeting with all project
stakeholders and emergency services will be
held to address contract administration items
and project concerns.
• Lead as a separate labor compliance meeting
to discuss requirements, submittals, and
expectations.

4.Task/Deliverable: Public
Outreach 7.Task/Deliverable: Budget
• Conduct comprehensive evaluation
of change order requests, provide
independent estimates, negotiate, render
recommendations, and assist in claim
resolution.
• Attend and co-lead up to twenty (20) hours
of Construction Update meetings with the
community, including a pre-construction
meeting. Primary purpose of these meetings
are to provide pertinent updates to the
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• Shall regularly monitor and report on the 11. Task/Deliverable: Cost Control status of the Project Construction Budget on
a monthly basis, indicating actual costs for
completed activities and work in progress and
indicating estimates for uncompleted work.
• Report should identify variances between
actual and budgeted or estimated costs, and
shall advise the City whenever it appears that
the Actual Construction Cost has exceeded,
or will exceed, the Project Construction
Budget for the entire Project or any Project
Component.
• We will hold the contractors to providing the
documents in the scope of work that was bid,
without generating unnecessary changes to
increase the project cost. We will guard the
City’s resources, respond rapidly to changing
job conditions and issues, and work closely
with staff in monitoring our project budgets.
• Maintain cost accounting records on
authorized work performed under unit costs
and additional work performed on the basis of
actual costs of labor and materials, or other
work requiring accounting records.
• Proactively look ahead of the operations to
identify issues that can adversely affect cost
and make every effort to provide solutions.
• Clearly define allowable reasons for price
escalation and provide a formal request
process.

12.Task/Deliverable: Pay Estimates
• Develop and implement procedures for the
review and processing of applications by
contractor for progress and final payments.

Make recommendations for certification to the
City for payment.
• All project expenditures will be tracked and
monitored, to verify Project Construction
Budget. The actual and anticipated

8.Task/Deliverable: Safety
• Monitor the contractor’s safety program.

Take necessary steps to ensure the jobsite
conditions are in compliance with OSHA
regulations.
• The SYRUSA team has a thorough
understanding of the State of California
Construction Safety Orders (Cal-OSHA).
• Review Safety Data Sheets (SDS) for material
incorporated in the project.
contingency balance will be monitored and
reported to City in each monthly progress pay
estimate. Any issues relating to cost or project
delays will be reported to City.

13.Task/Deliverable: Quality
Assurance
• Determine that the work of contractor is being
performed is in accordance with the contract
documents.
• SYRUSA staff will receive safety training,
including OSHA 10, Temporary Pedestrian
Facilities, first aid and CPR certification. • Make recommendations to the City regarding special inspection or testing of work not in
compliance with the provisions of the contract
documents. Subject to review by the City,
reject work which does not conform to the
requirements of contract documents.
• Review contract documents and create a list of
materials to be inspected.

9.Task/Deliverable: Traffic Control
• Monitor and enforce traffic controls and
detours. Coordinate in advance of any road
closure or detours.
• Street closures, detours, signs and barricades
used for handling traffic shall conform to the
requirements of latest edition of the “Work
Area Traffic Control Handbook” (WATCH),
City of Santa Ana Standard Plan No. 1125F,
California Manual on Uniform Traffic Control
Devices (CA MUTCD), and the Special
Provisions. Approved by the City Traffic
Engineer and County of Orange for SAR Trail.
• Document and communicate any non-
conforming work to the contractor to repair or
remove and replace.

14.Task/Deliverable: Identify
Errors
• The individuals, Construction Manager,
Inspector, and Contract Administrator, shall
not be responsible for construction means,
methods, techniques, sequences and
procedures employed by the contractor in the
performance of the contract, and shall not be

10.Task/Deliverable: Budget
• Monitor and comply with project funding
guidelines and ensure Project meets the
federal grant funding expenditure deadlines.

Strict adherence to the Caltrans LAPM.

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CONSTRUCTION MANAGEMENT SERVICES
responsible for the failure of the Contractor to shall deliver to the City all contract documents in a folder filing system provided by the City.
• Ensure that the City’s as-builts include
RFIs, shop drawing revisions, change order
modifications, etc. and are updated weekly.
• The as-builts will be submitted to the City and
the Design Engineer at the completion of the
project.
carry out work in accordance with the contract
documents. However, any errors, omissions,
or discrepancies found in the Contract
Documents shall be called to the attention of
the City’s Construction Manager and clarified
prior to construction starts.
• Review contract documents and create a list
of errors, omissions, or discrepancies in the
contract documents prior to construction start. 18.Task/Deliverable: City’s Final Inspection15.Task/Deliverable: • Evaluate the completion of the work of the contractor and make recommendations to the
City when work is ready for final inspection.

Assist the City in conducting final inspections.
• Ensure work is completed in accordance with
the contract documents. Prepare a punch list
and clear list before City’s final inspection.

Communication with City
• Consult with the City when the contractor
requests interpretations of the meaning and
intent of the drawings and specifications, and
assist in achieving the resolution of problems,
which may arise.
• Understand the contract documents to
respond to the contractor’s requests for
interpretations, prior to construction.
• Engage the city as needed.

19.Task/Deliverable: Agencies Final
Inspection
• Facilitate and coordinate inspection by
representatives of other agencies.
• Ensure work is completed in accordance with
the contract documents.

16.Task/Deliverable: Project
Records
• Prepare a punch list and clear list before
City’s final inspection.• Record the progress of the project. Submit written daily and progress reports to the City.
• Keep daily logs containing a record of weather, 20.Task/Deliverable: Testing contractor’s work on the site, number of • Consultant shall hire subconsultant, or shall perform the work in-house, to provide special
inspection and testing services.
• The Consultant shall determine the Materials
Testing & Special Inspection services as
required by the applicable guidelines.
• Special inspection services may be subject to
CWA.
• All material test results will be in accordance
with the Contractual Documents and test
methods. Failing test will be immediately
reported to the Resident Engineer.
workers and equipment, work accomplished,
problems encountered, and other relevant
data.
• Make the log available to the City. Prepare and
send Weekly Statement of Working Days to
the contractor.
• Monitor contractor’s compliance with labor
code requirements.
• Project Records will be completed in a timely
manner and independently reviewed for
accuracy. Facts and data, not opinions will be
included in documents.

21.Task/Deliverable: Budget17.Task/Deliverable: As Built Plans • Assist the City with project budget tracking by funding source to ensure progress payment
applications are applied appropriately to
correct funding sources.
• Update the progress of the project monthly
and submit to the City with daily logs of
weather, contractor’s work on site, number
of workers, equipment, work accomplished,
• Maintain, in Procore, records of contract
documents including drawings, addenda,
change orders, and other modifications of
plans and specifications marked to show all
changes made during construction.
• Ensure contractor maintain as-built drawings
and upload onto Procore on a monthly basis.
• At the completion of the project, Consultant
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CONSTRUCTION MANAGEMENT SERVICES
problems encountered, and other relevant
information.

25.Task/Deliverable: Close Out -
City

22.Task/Deliverable: Prevailing
Wage
• Responsible for all project closeout
items, such as: As-Built plans and related
documentation, punch list completion, before
and after pictures, commissioning, and review,
receive, and approve all warrantee documents
for record.
• Follow the procedures outlined in Chapter 17
Project Completion of LAPM. We accomplish
this by beginning the process early in the
project.
• Monitor and enforce prevailing wage forms
and requirements for conformance to the
prevailing wage rates on a weekly basis. Shall
verify that all Trade personnel listed in the
daily log are also listed in the certified payroll
and shall conduct weekly employee interviews,
one for each trade, and submit verification with
the monthly progress payments.
• SYRUSA will monitor prevailing wage forms
and requirements for conformation to the
prevailing wage rates on a weekly basis.
• SYRUSA will verify that all Trade personnel
listed in the daily log are also listed in the
certified payroll.

26.Task/Deliverable: Close Out -
Caltrans
• Prepare all close out documents for Caltrans
Project Close Out.
• Organize documents in the manner categories
for easy search and access in the event of an
audit. In the event of an audit to occur, City will
amend the contract to include audit support
services.
• Follow the procedures outlined in Chapter 17
Project Completion of LAPM. We accomplish
this by beginning the process early in the
project.

23.Task/Deliverable: Labor
Compliance
• Provide Labor Compliance monitoring.
• Monitor prevailing wage forms and
requirements for conformation to the prevailing
wage rates on a weekly basis. This includes
verifying that all Trade personnel listed in the
daily log are also listed in the certified payroll. 27.Task/Deliverable: Field Office • Verification of prevailing wage must be • Field office is to be provided by the Construction Contractor for weekly
construction progress meetings and any other
meetings as needed.
• Work with Contractor in advance to ensure a
field office is provided.
provided with the monthly progress payments.

These services must be provided, so the labor
compliance consultant is at the discretion of
the Consultant.
• SYRUSA will monitor prevailing wage forms
and requirements for conformation to the
prevailing wage rates on a weekly basis.
• SYRUSA will verify that all Trade personnel
listed in the daily log are also listed in the
certified payroll.

28.Task/Deliverable: Office
Engineering
• Provide and maintain all meeting minutes and
notes

24.Task/Deliverable: CWA • Preparing meeting notes and minutes, with tracking logs.
• Emailed to all participants and stakeholders.
• With continuous follow-up.
• Shall coordinate and assist the City’s
Community Work Force Agreement (CWA)
requirement.
• Consultant shall monitor and enforce the CWA
forms and requirements to ensure compliance.
• Verification should be provided with the
monthly progress payments.
• SYRUSA will monitor CWA forms and
requirements for compliance a weekly basis.

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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES
Schedule
Our team has evaluated the plans and developed a
schedule tomcomplete the project based upon the
scope of work detailed in the RFP, Exhibit 2.1 on
page 39.

The Fairview bridge work is the critical path, the
SYRUSA Team, as bridge experts will work with the
contractor to complete the project before the specific
500 working days.

The schedule uses January 1, 2024, as a
benchmark date for NTP. Incorporating the time
of construction award to NTP for the contractor to
submit the required submittals. The SYRUSA Team
proactively works with the contractor to identify the
submittal and incorporates review times into the
schedule.

Task1 1, Pre-construction services will be
accomplished upon receiving NTP from the City, to
allow as much time to for our reviews and analysis
to be incorporated into the Contract Documents for
advertisement of construction bidding. Not only does
understanding the schedule allow for successful
completion, cost-savings allows the SYRUSA Team
to staff the project as needed to cover any peaks
and provide a very cost savings team to the City.

The
SYRUSA
Team
supports
the bridge
type selection
of precast
girders for the
Fairview bridge
replacement as it
will help expedite
the construction
and reduce risk
of falsework in the
Santa Ana River bed.

Since there are only
two precast companies
in the area, the cost for
the precast girders may
be significantly higher
than the engineer’s
estimate and timing to get
on the casting schedule
may delay the project.

The SYRUSA Team will
focus on the precast girder
procurement schedule with
the contractor in order to get
the shop plans approved at the
start of the project and get on
the precaster’s casting schedule
to avoid delays to the project.

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FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST. TO 16TH ST. )

CONSTRUCTION MANAGEMENT SERVICES
Exhibit 2.1: Project Schedule

FAIRVIEW STREET IMPROVEMENT PROJECT
Activities
2023 2024 2025
Duration Start End Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept Oct Nov Dec Stage 1
Contractors safety plan
Baseline CPM schedule
SWPPP
Demo plan
Shoring plan
Install temporary k-rail and crash cushion
Signage and stripping
Switch traꢀc to east side of bridge
Excavation and shoring at abutments
Partial removal of existing structure and channel
Pile placement plan
5 5
5 5
5 1
1 1
15 20
5 35
5 30
5 50
5 11/22/23 11/29/23
11/30/23 12/6/23
12/7/23 12/13/23
12/14/23 12/20/23
12/21/23 12/27/23
12/28/23 12/29/23
12/28/23 12/29/23
12/28/23 12/29/23
1/1/24
1/22/24
2/29/24
2/5/24
2/12/24
2/19/24
4/1/24
1/19/24
2/9/24
2/2/24
3/22/24
2/16/24
3/29/24
4/5/24
Drive piles
Concrete mix design
F/P/S Abutments/Shear keys/WW’s
Backꢁll at abutments
F/P/S Piers (Footings and walls) (4 pier walls)
Precast girder shop drawings
Precast quality control plan
Girder erection plan
4/1/24 6/7/24
5/13/24
5/20/24
5/27/24
6/3/24
6/17/24
7/1/24
5/17/24
5/24/24
5/31/24
6/14/24
7/5/24
5 5
Erect PC Girders 10
15 5
30 5
10 15
2 F/P/S Diaphragms/Bent cap
Stay in place deck forms work plan
F/P/S Deck
Utility relocation
Approach Slabs
7/5/24
7/8/24 8/16/24
8/23/24
9/6/24
9/20/24
9/25/24
8/19/24
8/26/24
9/2/24Barriers/Pilasters
Joint seal 9/23/24
Stage 2
Install k-rail 1
1 1
30 15
35 30
5 9/23/24
9/23/24
9/23/24
9/30/24
10/14/24 11/1/24
11/4/24 12/20/24
11/25/24
1/6/25
1/13/25
9/24/24
9/24/24
9/24/24
11/8/24
Signage and stripping
Switch traꢀc to west side of new bridge
Removal of existing structure and channel
Excavation at abutments
Drive piles
F/P/S Abutments/Shear keys/WW’s
Backꢁll at abutments
Remove Shoring
1/3/25
1/10/25
1/17/255
F/P/S Piers (Footings and walls) (4 pier walls)
Precast quality control plan
Erect PC Girders
F/P/S Diaphragms/Bent cap
F/P/S Deck
50 5
10 15
30 5
12/16/24 2/21/25
2/10/25
2/17/25
3/3/25
3/24/25
5/5/25
2/14/25
2/28/25
3/21/25
5/2/25
Utility relocation 5/9/25
Approach Slabs
Barriers/Pilasters
Joint seal
10 15
2 5/12/25
5/19/25
6/9/25
5/23/25
6/6/25
6/11/25
Stage 3
Install channelizers, signage and stripping
Remove conꢂicting signage, stripping and barricades
Final Inspection
5 5
1 6/12/25
6/20/25
6/30/25
6/19/25
6/27/25
6/30/25
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FORMS

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EXHIBIT C
CONSULTANT’S FEE PROPOSAL
(including hourly rates if applicable)

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June 9, 2023
City of Santa Ana
Mindy Ly, PE | Civil Engineer
CIP Engineering
20 Civic Center Plaza | Santa Ana, CA 92701
Construction Management and Inspection Services for FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST TO 16TH ST) Preconstruction Cost
Below is the cost breakdown for the preconstruction services.

The preconstruction service will include bat survey which will be done by Geode Environmental.

Construction Management and Inspection Services for FAIRVIEW BRIDGE REPLACEMENT AND STREET IMPROVEMENTS (9TH ST TO 16TH ST)

PRECONSTRUCTION PHASE
SYRUSA Staff
Classifications/Title
Project Manager
Construction Manager/RE
Contract Administrator
Structure Rep
Key Personnel
Jerry De Santos, PE
Jose Corona, PE
Total Hours Hourly Rate
$267.09
$289.35
$138.00
$200.32
Cost
100
280
50 100
1 $26,709.00
$81,018.00
$6,900.00
$20,032.00
$125,000.00
$259,659.00
Luis Negrete, PE
Subconsultants $125,000.00
Preconstruction Phase Total
I am authorized to obligate SYRUSA Engineering, Inc. to the City of Santa Ana for this contract. You have our commitment for this work and we look forward to our successful partnership on this new contract. Please contact me at 714-784-6700 or [email protected] if you have any questions or need additional information.

Sincerely,
Mary Zahlout
CFO
255 W. Central Ave Suite 204, Brea, CA 92821 Ph. 714-784-6700 Fax 714-784-6701 www.syrusaengineering.com

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SYRUSA Engineering - JTM 6.14.23 - CAO
signed(291184.2) (002)
Final Audit Report 2023-06-16
Created:

By:
2023-06-16
Emerson Frankston ([email protected])
SignedStatus:

Transaction ID: CBJCHBCAABAAqquXowR8CIDNW4RHdUizZcFRzLVLBDkX "SYRUSA Engineering - JTM 6.14.23 - CAO signed(291184.2) ( 002)" History
Document created by Emerson Frankston ([email protected]) 2023-06-16 - 10:53:47 PM GMT
Document emailed to Gerardo DeSantos ([email protected]) for signature 2023-06-16 - 10:54:41 PM GMT
Email viewed by Gerardo DeSantos ([email protected]) 2023-06-16 - 10:55:14 PM GMT
Document e-signed by Gerardo DeSantos ([email protected]) Signature Date: 2023-06-16 - 10:59:30 PM GMT - Time Source: server Agreement completed.
2023-06-16 - 10:59:30 PM GMT

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Public Works Agency
www.santa-ana.org/public-works
Item # 21
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 18, 2023
TOPIC: Electronic Document Management System Upgrade

AGENDA TITLE
Approve an Agreement with Cities Digital, Inc. to Provide Electronic Document Management System, Laserfiche Upgrade and Migration with Geographical Information System Integration in an Amount Not to Exceed $87,340 for up to a Five-Year Term (Non-General Fund)

RECOMMENDED ACTION
Authorize the City Manager to execute a consultant agreement with Cities Digital, Inc. to provide an Electronic Document Management System, Laserfiche Upgrade and Migration with Geographical Information System Integration in the amount of $76,600 for services and licensing, and $10,740 in contingency funds, for a total amount not to exceed $87,340 for a three-year term beginning July 18, 2023, and expiring July 17, 2026, with an option for two one-year extensions, subject to non-substantive changes approved by the City Manager and the City Attorney.

DISCUSSION
In 2005, the Santa Ana Public Works Agency (PWA) initiated a project to scan their existing engineering drawings and as-built plans into a virtual database. At the time, the City selected Laserfiche Document Management system in order to remain consistent with the program the City Clerk’s Office was using to store the City’s official records and documents, such as agendas, minutes, resolutions, and ordinances. Due to the software selection being already established, PWA proceeded with the project without conducting any requirements analysis of the software to assess its suitability for the PWA Electronic Document Management System (EDMS).

During the initial analysis it was determined that Laserfiche was insufficient for the storage of engineering drawings, due to the way the existing index of the documents was created. The existing Microsoft Access index of engineering drawings included standard information like drawing types, project types, numbers, and dates, but it also included a rudimentary spatial index based on the project extent recorded as the street name, from street to street. Each drawing was meticulously indexed to include all possible streets that the project included, even if that meant indexing the drawing multiple times.

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Approve Agreement with Cities Digital, Inc. to Provide Laserfische Upgrade July 18, 2023

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8 4
At that time, the indexing schema for the Laserfiche database could not accommodate the multiple indexing method for the streets without storing the document multiple times in the system. The City’s Consultant devised a method that would allow indexing of the drawings using the existing index, keeping only one drawing in Laserfiche, and the system was completed in 2007.

In addition to the engineering drawings, the City has various Right-of-Way (ROW) map books that were scanned and converted to images in the early 2000s. The pages in the ROW map books reference various areas of the city where non-traditional transfer of land ownership occurred. This could be a corner cut, a utility easement, right-of-way, or other type of deed recording.

In an effort to aid users with searching for deed information spatially, the Geographic Information System (GIS) section added this layer to the internal web map viewing application (GeoMedia Webmap). When the City switched to ESRI from Intergraph in 2012, the ROW layer was added to the GovClarity GIS viewer. The layer was intersected with the parcels in GovClarity to reduce the confusion of the overlapping ROW deed book polygons. When a user clicked on a parcel, they were presented with a list of available ROW pages to choose from and they could click the link to be directed to the Laserfiche scanned document on WebLink. This solution, while effective, has not been maintained and the City desires a new method of referencing deed information that can be integrated into a newly proposed solution.

In 2013, PWA began a project to update the web-based front end to a more responsive HTML5 format. That project was completed in 2015 and the Consultant contract ended.

While the system is still functional today, there have been no updates or maintenance performed on the system since the release of the HTML5 version. In 2018, the PWA servers were virtualized and put into the City’s main server room.

Currently, the PWA EDMS solution is hosted on a virtualized server running the Windows 2008 R2 operating system. This operating system has already reached the end of its support lifecycle with Microsoft and is no longer provided with security updates. The City’s Information Technology Agency has mandated that all applications running on older, unsupported operating systems be moved or upgraded to new servers that are supported by Microsoft. Based on this requirement, the Public Works Agency has determined that it is necessary to upgrade and migrate its existing EDMS solution to a new open theme standard (OTS) software solution instead of using a custom- developed application. The updated solution should function on the latest versions of Microsoft Windows and structure query language (SQL) Server that are supported by the City and match the existing versions of Laserfiche that the City is currently using with the flexibility to upgrade to newer versions without the need for major changes to the new solution environment.

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Approve Agreement with Cities Digital, Inc. to Provide Laserfische Upgrade July 18, 2023

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On February 16, 2023, the Public Works Agency released Request for Proposal (RFP) No. 23-009 seeking the services of qualified firms to provide EDMS/Laserfiche Upgrade & Migration with GIS Integration. The RFP was advertised on the City’s online procurement management and publication system, with proposals due on March 22, 2023. Four proposals were received and evaluated by a selection committee made up of members from the IT and Public Work Agencies. Based on criteria outlined in the RFP, the top two ranking firms were invited to an interview allowing the potential firms to highlight their proposal submittal and answer any questions from the evaluation committee. Below is a list ranking the firms based on the final evaluation of the proposals and interviews.

Firm Location Rank
Cities Digital, Inc. Hudson, WI 1
DocuNav Solutions Frisco, TX 2
Global Solutions Group, Inc. Oak Park, MI 3
RedEye Apps, Inc. Golden, CO 4
The proposal submitted by Cities Digital, Inc. offered the best solution and staff recommends entering into an agreement with this vendor (Exhibit 1). Cities Digital, Inc. is highly qualified, has 20+ years of proven experience with large and small government agencies, and has an account executive/manager based out of Orange County.

FISCAL IMPACT
Funds for the existing budget associated with the project were appropriated in FY 2022-

23. However, the award of the contract has crossed into a new fiscal year, a request to carryover funds in the accounts below will be submitted as part of the Citywide carryover process.

The Citywide carryover request is typically presented to the City Council in September or October after year-end balances of the prior year are available. In order to avoid delaying the project until September/October, staff are moving forward with the project and will expend funds in the accounts identified below with the understanding that approval of the carryover request will occur at a future date.

The current fiscal year funding is available in the FY 23/24 budget. Any remaining balances not expended at the end of the fiscal year will be presented to City Council for approval of carryovers to FY 24/25.

Fiscal
Year
Accounting Unit
- Account No.
(Project No.)
Fund
Description
Accounting Unit -
Account No.

Description
Total
2023-24 10117601-62300
Public Works-
Admin &
Planning
Public Works- Admin
Services, Contract
Services-Professional
$83,340

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Approve Agreement with Cities Digital, Inc. to Provide Laserfische Upgrade July 18, 2023

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8 4
Fiscal
Year
Accounting Unit
- Account No.
(Project No.)
Fund
Description
Accounting Unit -
Account No.

Description
Total
2024-25 10117601-62300
Public Works-
Admin &
Planning
Public Works- Admin
Services, Contract
Services-Professional
$1,000
2025-26 10117601-62300
Public Works-
Admin &
Planning
Public Works- Admin
Services, Contract
Services-Professional
$1,000

OPTIONAL ONE-YEAR EXTENSION
2026-27 10117601-62300
Public Works-
Admin &
Planning
Public Works- Admin
Services, Contract
Services-Professional
$1,000

OPTIONAL ONE-YEAR EXTENSION
2027-28
10117601-62300
Public Works-
Admin &
Planning
Public Works- Admin
Services, Contract
Services-Professional
$1,000
TOTAL $87,340

EXHIBIT(S)

1. Consultant Agreement with Cities Digital, Inc.

Submitted By: Nabil Saba, P.E., Executive Director – Public Works Agency Approved By: Kristine Ridge, City Manager

City Council
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4 7/18/2023

1 CONSULTANT AGREEMENT

CITY OF SANTA ANA
THIS AGREEMENT is made and entered into on this 18th day of July, 2023 by and between Cities Digital, Inc., (“Consultant”), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (“City”).

RECITALS
A. Th
e City desires to retain a consultant to provide Electronic Document Management System (EDMS)/Laserfiche Upgrade and Migration with GIS Integration.

B. C
onsultant represents that it is able and willing to provide such services to the City.

C. In und
ertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field.

NOW
THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows:

1. SCO

PE OF SERVICES
Cons
ultant shall perform the services described in the scope of work that was included in the City’s RFP No. 23-009 that is attached hereto as Exhibit A , and as further delineated in Consultant’s proposal, which is attached as Exhibit B and incorporated in full.

2. COMPENSATION
a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City,
the rates and charges identified in Exhibit B. The total amount to be expended during the term of this Agreement shall not exceed $87,340, including any extension periods exercised under Section 3. This is comprised of a base amount of $76,600 with a contingency of $10,740.
b. Payment by City shall be made within forty-five ( 45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City.

3. TERM
This Agreement shall commence on the date first written above for a three (3) year term with the option for the City to grant up to two (2) one (1)-year renewals, exercisable by a writing by the City Manager and the City Attorney, unless terminated earlier in accordance with Section 15, below.

EXHIBIT 1

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2 4. INDEPENDENT CONTRACTOR

Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes.

5. OWNERSHIP OF MATERIALS

This Agreement creates a non -exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted a non- exclusive and perpetual license for any Documents & Data the sub contractor prepares under this Agreement.

Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City’s sole risk.

6. INSURANCE

Consultant shall procure and maintain for the duration of the contract insurance against claims for security breaches, system failures, injuries to persons, damages to software, or damages to property (including computer equipment) which may arise from or in connection with the performance of the work hereunder by the Consultant, its agents, representatives, or employees.

Consultant shall procure and maintain for the duration of the contract insurance claims arising out of their services and including, but not limited to loss, damage, theft or other misuse of data, infringement of intellectual property, invasion of privacy and breach of data.

MINIMUM SCOPE AND LIMIT OF INSURANCE
Coverage shall be at least as broad as:

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 $1,000,000 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.

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3 2. Automobile Liability: Insurance Services Office Form Number CA 0001 covering, Code 1 (any auto), or if Consultant has no owned autos, Code 8 (hired) and 9 (non- owned), with limit no less than $1,000,000 per accident for bodily injury and property damage.

3. Workers’ Compensation insurance 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.

4. Cyber Liability Insurance, with limits not less than $2,000,000 per occurrence or claim, $2,000,000 aggregate. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by Consultant in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information. The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.

 Technology Professional Liability Errors & Omissions
Technology Professional Liability Errors and Omissions Insurance appropriate to the Consultant’s profession and work hereunder, with limits not less than $2,000,000 per occurrence.

Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by the Consultant in this agreement and shall include, but not be limited to, claims involving security breach, system failure, data recovery, business interruption, cyber extortion, social engineering, infringement of intellectual property, including but not limited to infringement of copyright, trademark, trade dress, invasion of privacy violations, information theft, damage to or destruction of electronic information, release of private information, and alteration of electronic information.

The policy shall provide coverage for breach response costs, regulatory fines and penalties as well as credit monitoring expenses.

a. The Policy shall include, or be endorsed to include, property damage liability coverage for damage to, alteration of, loss of, or destruction of electronic data and/or information “property” of the Agency in the care, custody, or control of the Consultant. If not covered under the Consultant’s liability policy, such “property” coverage of the Agency may be endorsed onto the Consultant’s Cyber Liability Policy as covered property as follows:

If the Consultant maintains broader coverage and/or higher limits than the minimums shown above, the City requires and shall be entitled to the broader coverage and/or the higher limits maintained by the contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City.

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4 Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:

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).

Please note, if there is an insured vs. insured exclusion on the vendor’s policy, carefully review with the vendor and their insurance carrier on whether being added as an additional insured onto the vendor’s policy removes your organization’s ability to file suit against the vendor and draw upon the policy should final adjudication in a lawsuit state that the vendor shall pay damages to your organization.

Primary Coverage
For any claims related to this contract, the Consultant ’s insurance coverage shall be primary.

Coverage for commercial liability shall be at least as broad as ISO CG 20 01 04 13 as respects the City, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, or volunteers shall be excess of the Consultant’s insurance and shall not contribute with it.

Notice of Cancellation

Each insurance policy required above shall state that coverage shall not be canceled, except with notice to the City.

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.

Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to 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.

Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in the state with a current A.M. Be
st’s rating of no less than A-:VII, unless otherwise acceptable to the City.

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5 Claims Made Policies
If any of the required policies provide coverage on a claims-made basis:

1. The Retroactive Date must be shown and must be before the date of the contract or the beginning of contract work.

2. Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work.

3. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Dat e 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.

Verification of Coverage
Consultant shall furnish the City with original Certificates of Insurance including all required amendatory endorsements (or copies of the applicable policy language effecting 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.

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.

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.

7. INDEMNIFICATION

Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, whic h may arise from the negligent operations of the Contractor , its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section 1 of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including

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6 fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor’s services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor.

8. INTELLECTUAL PROPERTY INDEMNIFICATION

Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States’ letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement.

9. RECORDS

Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accu rate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement.

10. CONFIDENTIALITY

If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information ex cept in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. “Confidential Information” shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City.

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7 11. CONFLICT OF INTEREST CLAUSE

Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement.

12. NON-DISCRIMINATION

Provider shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Provider affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations.

13. EXCLUSIVITY AND AMENDMENT

This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor . The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein.

14. ASSIGNMENT

Inasmuch as this Agreement is intended to secure the specialized services of Contractor , Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City’s ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City.

15. TERMINATION

This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case

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8 such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate.
b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement.

16. WAIVER

No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.

17. JURISDICTION - VENUE

This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement.

18. PROFESSIONAL LICENSES

Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement.

19. NOTICE

Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in the manner provided in this Section, to the following persons:

To City:

Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Fax: 714- 647-6956

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9 With courtesy copies to:

Executive Director, Public Works Agency
City of Santa Ana
20 Civic Center Plaza (M-21)
P.O. Box 1988
Santa Ana, California 92702

To Contractor:

Andrew Albers
Account Executive
Cities Digital, Inc.
2000 O’Neil Road Suite 150
Hudson, WI 54016
F: 866-592-7343

A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded.

20. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney’s fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement.

[Signatures on the following page]

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IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written.

ATTEST: CITY OF SANTA ANA
Jennifer L. Hall
City Hall
APPROVED AS TO FORM:

SONIA R. CARVALHO
City Attomey
Kristine Ridge
City Manager
CONSULTA}IT:
tr ln;',r"
By:

Jose Montoya
Assistant City Attorney
RECOMMENDED FOR APPROVAL:

Nabil Saba, P.E.

Executive Director
Public Works Agency
t0
President
lsch

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EXHIBIT A

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CITY OF SANTA ANA
23-009 EDMS LASERFICHE UPGRADE & MIGRATION WITH GIS INTEGRATION 18

I. INTRODUCTION/BACKGROUND:

HISTORY:

In 2005, the City of Santa Ana Public Works Agency (PWA) initiated a project to scan their existing engineering drawings and as -built plans. The City had already selected the Laserfiche Document Management system and the Clerk’s Office was using the system to store the City’s official records and documents, such as agendas, minutes, resolutions, ordinances, etc. Since the software selection had already been set, PWA moved forward with the project and did not perform any requirements analysis of the software to determine if it would meet the needs of the PWA EDMS.

During the initial analysis it was determined that, while Laserfiche was suitable for the Clerk’s documents, the indexing method that Laserfiche utilized was insufficient for the storage of engineering drawings, due to the way the existing index of the documents was created. The existing Microsoft Access index of engineering drawings included normal things like drawing types, project types, numbers and dates, but it also included a rudimentary spatial index based on the project extent recorded as the street name, from street to street. Each drawing was meticulously indexed to include ALL possible streets that the project included, even if that meant indexing the drawing MULTIPLE times.

At that time, the indexing schema for the Laserfiche database could not accommodate the multiple indexing method for the streets without storing the document multiple times in the system. The City’s Consultant devised a method that would allow indexing of the drawings using the existing index keeping only one drawing in Laserfiche.

1. A “go-between” SQL server database (EDMS) was created to store the multiple location index information and would point to a single file stored in Laserfiche.

2. A web-based front end allowed the users to search for the drawings using controls they were familiar with: Project numbers, drawing types and street locations. • The database is “spatially aware” and when a street is selected as “on street,” it only shows the streets that could intersect with that street and it shows them in directional order. • A separate “EDMS Update” application (EditEdmsIndexDGV.exe) was developed to allow new drawings to be added to the EDMS database.
• The application connects directly to the SQL Server “EDMS” database and performs the following functions:
 Allows user to add new drawings to the EDMS database with street locations, drawing type, etc.
 Generates new “Drawing Number” for each new drawing based on a set of drawing types prefixes and sequential numbers (see below for example).

Drawing Number Convention
TT-XXXX where TT is the drawing type and XXXXX is a unique, system-generated sequence number (Currently generated from the EDMS Update application)
Expectation is to continue this format using Laserfiche Workflow custom programming if possible.

EXHIBIT I

SCOPE OF SERVICES

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2 Drawing Type Drawings
BT Bike Trails
FA Facilities & Structures
Regional Transportation Center
FS Fire Stations
PL Parking Lots
PS Parks and Schools
SD Storm Drains & Catch Basins
SE Sewer Improvements
SL Street Lighting
ST Street Improvements, including utilities
Street Improvements by designated Tracts
TF Signing and Striping
Traffic Control Plans
Traffic Signal Improvements
Traffic Signal Cabinet Drawings
WA Water Improvements

• The system was integrated with an externally hosted SAAS GIS application called GovClarity.This allows users to select a drawing type and draw a box on a map to select the streets they want. The integration passes a URL with Lat/Long coordinates to the EDMS website and it parses that to display the corresponding drawings by doing a SQL Server spatial search to return only the drawings that are within the bounding box.

The system was completed in 2007. At some point, after the completion of the project, it was observed that the Laserfiche system wasn’t able to create a PDF of a 30- page Architectural E-Size Drawing without grinding to a crawl. PWA contracted Laserfiche to develop a plug-in for Laserfiche that could generate the PDF in advance, so when a user clic ked on the PDF button in WebLink, it would fetch the already-created PDF instead of having to generate a new one. In 2018, the custom plug- in was rewritten as a Laserfiche Workflow to be compatible with the Laserfiche Server upgrade.

In 2013 PWA began a project to update the web-based front end to a more responsive HTML5 format.

That project was completed in 2015 and the Consultant contract ended. While the system is still functional today, there have been no updates or maintenance performed on the system since the release of the HTML5 version. In 2018, the PWA servers were virtualized and put into the City’s main server room.

In addition to the engineering drawings, the City has various “ROW map books” that were scanned and converted to images in the early 2000s. The pages in the ROW map books reference various areas of the city where non-traditional transfer of land ownership occurred. This could be a corner cut, a utility easement, right-of-way, or other type of deed recording.

After the books were scanned, a GIS layer was created that referenced the geographic boundaries of each scanned image. Each polygon within the GIS layer is attributed with the following information:

• BOOK
• PAGE
• ROW_MAP (combination of book and page)
• URL (This points to the Laserfiche document, which is just the scanned image of the book page)

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CITY OF SANTA ANA
3 • ROW_JPG (filename of the image)
• Comments (not typically populated, but can be)

In an effort to aid users with searching for deed information spatially, the GIS section added this layer to the internal web map viewing application (GeoMedia Webmap). When the City switched to ESRI from Intergraph in 2012, the ROW layer was added to the GovClarity GIS viewer. The layer was intersected with the parcels in GovClarity to reduce the confusion of the overlapping ROW deed book polygons. When a user clicked on a parcel, they were presented with a list of available ROW pages to choose from and they could click the link to be directed to the Laserfiche scanned document on WebLink.

Unfortunately, the City never updated the GIS layer with new scanned images and the current GIS layer represents more of a historical reference of the deeds that were added to the books prior to the scan date. Currently, any new deeds recorded after the initial scan of the books need to be researched manually.

CURRENT ENVIRONMENT:

City Laserfiche Environment
• City Laserfiche Server version: 10.4
• City Weblink version: 9.0 (This differs from the version that the PWA solution uses)

PWA-DOCS (Virtualized Server)
• Windows Server 2008 R2 / IIS 7.5
o EDMS Website (Visual Studio .sln files to be provided) o Volume Storage 400GB-ish
• SQL Server 2008 R2
o EDMS database (SQL backup to be provided)

• Laserfiche volumes stored on PWA-DOCS
• PWA Laserfiche Weblink version: 8.02
• PWA PDF Converter Workflow
• Laserfiche 9 SDK was used to make a custom workflow activity that performs the TIFF to PDF conversion. The custom workflow activity was used in a new workflow that was built for this project. • The new workflow:
o Converts TIFF documents to PDF that are in the Scan\PDF_Process folder. o Routes PDF documents to their final locations and preserves the location of TIFF document in the Scan\PDF_Process folder for possible further user interaction. o Indexes the PDFDocID field of original documents with the TOCID of the PDF version of the document, linking the TIFF and PDF versions.
• The new workflow is triggered in the Laserfiche client when the following conditions are met:
o The user has selected a document in the Scan\PDF_Process folder with a page count of 1 or greater.
o The user clicks the newly created custom toolbar button. o The PDF Converter process has not already been run on the currently selected document.

GIS Environment
• ArcGIS Enterprise Server / Portal Ver. 10.6.1 (10.8.1 upgrade planned for Q1 2023) • SQL Enterprise database ver. 2016

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4 Desktop
• Laserfiche Client 10.4
• EditEDMSIndexDGV.exe – Application that connects to PWA-DOCS SQL and allows new drawings to be entered.

II. DESCRIPTION OF WORK:

The Public Works Agency desires to upgrade/migrate its existing EDMS solution to an OTS software solution instead of using a custom -developed application. The updated solution should function on the latest versions of Microsoft Windows / SQL Server that are supported by the City and match the existing versions of Laserfiche that the City is currently using with the flexibility to upgrade to newer versions without the need for major changes to the new solution environment.

The current EDMS contains both drawings from City projects that are spatially indexed and other various agency documents that are not spatially indexed. Documents that are not currently spatially indexed do not require spatial indexing as a part of this scope of work, but they will need to be transferred to the new environment.

The City desires to integrate the updated EDMS with the City’s ArcGIS Enterprise Server so users can search for drawings using a map interface with simple controls / options similar to the existing GIS search capabilities. Ideally, the Consultant will devise a programmatic way to calculate the extents of each drawing based on the existing street indexing method (on street, from street, to street).

Keeping the street segment indexing method intact is also desirable and the City would like to retain that method as well if it’s possible.

In addition to the engineering drawing solution proposed by the consultant, the City desires to add a Deed Book / ROW layer to the EDMS Laserfiche GIS Integration project. At minimum, the Consultant will devise a way to update the Laserfiche URL for each polygon to point to the new location on the new WebLink server. The users would be able to view the ROW Layer in the map interface and be able to select a polygon (even if overlapping with other polygons) and be directed to Laserfiche to see the scanned image of the ROW book.

The City also desires a spatial indexing solution for the deeds that have been added to the Laserfiche system AFTER the original scan of the ROW Books. This could be a separate deed layer in the GIS or it could be a way to add new deed information to the already existing ROW layer. The City desires the expertise of the Consultant in proposing a way to address this indexing issue based on the provided information

1. The Consultant will create and provide to the City a fully d ocumented training manual with screenshots for the City personnel that maintain the documents in the system.

2. The Consultant will create a streamlined version of the training manual with detailed screenshots for City staff that need only to search for documents.

3. The Consultant will offer one in-person training class for City personnel that will focus on adding new documents to the systems and updating the indexed fields and spatial information.

4. The Consultant will offer one virtual training class for PWA staff that need to search for documents the recording of the virtual class will be saved and given to the City for future training needs.

5. The Consultant will provide fully documented source code for any custom programming that is

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5 required for this implementation (excluding licensed, OTS software).

6. The Consultant will outline the technology required for the project and provide a list so the City can create new virtual servers and allocate storage for the project.

7. The Consultant will identify any new software and licensing requirements for the project if applicable.

8. The Consultant will provide documentation on how to backup, restore and transfer the new solution to new servers/equipment.

A. Step One - Evaluate Existing Solution
The City will provide all pertinent system information, database backups, VPN connections and existing solution source code so the Consultant can perform the evaluation.

The Consultant will spend at least one day on-site to evaluate the existing solution, understand its functions and identify the needs.

The Consultant will create a brief document that outlines how the current system operates (optional depending on cost).

B. Step Two - Propose New Solution(s)
The City is aware that duplicating all the capabilities of the current system may not be possible without using tools or software that the City does not own. If the Consultant is aware of an OTS software solution that provides similar capabilities, the Consultant should propose using that software and describe which features can be duplicated.

The Consultant may propose multiple solutions with different costs (e.g., using only Laserfiche vs. Laserfiche and Third- Party Software.) The Consultant will identify any ongoing costs for software licensing.

The Consultant will propose a new solution that meets the following criteria:

a) Drawings will be indexed in Laserfiche by the following fields:

Fields already in Laserfiche;
• DrawingNo, ProjectNo, Year, CabinetNo

b) Fields NOT currently in Laserfiche (stored in separate database); • Street locations (street, from street, to street)
• Drawing Type

c) Consultant will develop a programmatic way to add the missing field information from the separate standalone SQL database into Laserfiche;

d) Drawings will be indexed spatially and be searchable via a map interface, preferably by street segment and polygon search. The results of the spatial search should be able to be filtered in the same way the existing solution works (Drawing type, Year, etc.). Documents that are not currently spatially indexed do NOT require spatial indexing as a part of this scope of work;

e) Drawings will also be searchable by the fields listed above using either Laserfiche search methods or other third-party software;

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CITY OF SANTA ANA
6 • If possible, the search results should be exportable to .csv file type for off-line research.

f) The new solution requires a way to add new drawings into the system using all the fields and spatial index information listed above;
g) The Laserfiche volumes stored on PWA-DOCS will be migrated to a new server with the requirements as specified by the Consultant.
h) The new solution will also address the deed/ROW issue as described above.

C. Step Three - Implement New Solution
The City will provide the Consultant with a VPN connection to the City network for any required pre- installation tasks.

The Consultant will spend at least one day on-site to install, configure and optimize the new solution, ideally coordinated with the required in-person training for the City’s Central Files staff.

D. Step Four – Support Phase
The Consultant will provide support during the implementation for 90 days and assist with issues as needed.

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EXHIBIT B

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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support

EDMS/Laserfiche Upgrade & Migration with GIS Integration RFP

Response Prepared By:

Cities Digital, Inc.
2000 O’Neil Road Suite 150
Hudson, WI 54016
P: 855-714-2800
F: 866-592-7343
E: [email protected]

Contact for this RFP:

Andrew Albers
Account Executive
[email protected]
P: 855-714-2800 ext. 104

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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support

6/22/2023

City of Santa Ana
Joseph Ritoli
Project Manager
20 Civic Center Plaza
Santa Ana, CA 92701

Cities Digital, Inc.

Andrew Albers
Account Executive
2000 O’Neil Road Suite 150
Hudson, WI 54016

RE: RFP 23-009 for EDMS/Laserfiche Upgrade & Migration with GIS integration

Following our scope definition meeting on 6/21, CDI has updated the ArcLF Integration Installation and Configuration deliverable to include the configuration of the additional layers for Deeds and Right-of-Way documents in the solution.

This additional scope has added eight more hours to the project for a total of 288 hours. Updated pricing is included in the “Pricing” section.

Sincerely,

Andrew Albers
Account Executive

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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support

Project Deliverables

Project Management

CDI will provide project management which includes ensuring the CDI team members have a clear understanding of the project scope and tasks required to realize the solution are understood and manage this project to successful completion.

Deliverable Requirements
CDI's project management team will:
- Define requirements and develop a statement of work
- Assign tasks to the project team members
- Manage communication between team members and stakeholders - Ensure the project team works to satisfy the statement of work - Manage change orders required for changes to the statement of work - Verify requirements are completed consistent with the statement of work - Manage project closure

Work Category: Project
Management

Billing Type:

Billable

Estimated Time:

40.00 hours

Estimated Finish:
9/2/2023

Evaluation of Existing Solution

CDI will spend one day on-site to evaluate the existing solution to understand its functions and identify the needs

Deliverable Requirements
*CDI will create a brief document that outlines how the current system operates.

Work Category:

Consulting

Billing Type:

Billable

Estimated Time:

20.00 hours

Estimated Finish:
7/2/2023

ArcLF Integration Installation and Configuration

The CDI team will work with the Client team to implement a layer in the ArcLF Integration to display documents on the GIS map. The CDI Team will work with the Client Team to complete the ArcLF Planning Worksheet and implement the layers within the integration.

The configuration will be completed in a Train the Trainer fashion, allowing the Client team to ask questions and learn how to configure additional layers within the integration.

The first layers to be configured will be Deeds and Right-of-Way documents.

A Laserfiche layer will be configured to display Deeds as documents on the map, displaying one feature per document. Documents in Laserfiche will have the Deeds template applied and the APN field values will match with an attribute in the Parcel layer REST service.

A Laserfiche layer will be configured to display Deeds as documents on the map, displaying one feature per document. Documents in Laserfiche will have the Deeds

Work Category:

Configuration

Billing Type:

Billable

Estimated Time:
108.00 hours

Estimated Finish:
8/2/2023

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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support

template applied and the MapNo field value will match an attribute in the Right of Way layer REST service.

A Laserfiche layer will be configured to display Right-of-Ways as documents on the map, displaying one feature per document. Documents in Laserfiche will have the Right-of- Way template applied and the Right-of-Way - MapNo field value will match an attribute in the Right of Way layer REST service.

Deliverable Requirements
* ArcLF Integration is installed on the client’s infrastructure * ArcLF Integration Layer is configured to display documents on the map * Laserfiche Layer is added to an existing map in ArcGIS * Additional layers can be configured pending the full scope of the project * Buildout of Laserfiche Workflow to generate new Drawing Numbers based on the City’s naming convention

Standalone Database Migration

CDI will develop a programatic way to add the missing filed information from the separate standalonw SQL database into Laserfiche.

Deliverable Requirements
*CDI will perform the standalone SQL database migration as follows:
▪ Evaluate the source data
▪ Identify possible issues with the source data
▪ Build a Laserfiche Workflow to perform the migration
▪ Run and monitor the Laserfiche Workflow
▪ Perform quality control on the migrated data
▪ Provide a report following the migration

Work Category:

Configuration

Billing Type:

Billable

Estimated Time:

20.00 hours

Estimated Finish:
8/2/2023

PWA-DOCS Migration

CDI will migrate the Laserfiche volumes stored on PWA-DOCS to a new server.

Deliverable Requirements
*CDI will perform a standard Laserfiche server migration as follows:
▪ Evaluate the source data
▪ Identify possible issues with the source data
▪ Perform the data migration
▪ Perform quality control on the migrated data
▪ Provide a report following the migration

Work Category:

Configuration

Billing Type:

Billable

Estimated Time:

20.00 hours

Estimated Finish:
8/2/2023

Training and Documentation

CDI will provide all necessary training and documentation services to ensure succesfull user adoptionn of the proposed solution.

Deliverable Requirements
*CDI will create and provide to the City a fully documented training manual with screenshots for the City personnel that maintain the documents in the system *CDI will create a streamlined version of the training manual with detailed screenshots

Work Category:

Configuration

Billing Type:

Billable

Estimated Time:

40.00 hours

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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support

for City staff that need only to search for documents
*CDI will offer one in-person training class for City personnel that will focus on adding new documents to the systems and updating the indexed fields and spatial information *CDI will offer one virtual training class for PWA staff that need to search for documents the recording of the virtual class will be saved and given to the City for future training needs
*CDI will outline the technology required for the project and provide a list so the City can create new virtual servers and allocate storage for the project *CDI will provide documentation on how to backup, restore and transfer the new solution to new servers/equipment

Estimated Finish:
9/2/2023

Go Live Support

CDI will provide support to the Client project team during the expected 90-day implementation period and for two weeks following the solution go-live to address issues or concerns that develop after go-live. Following Go live Support, CDI will be available to support the Client team using CDI’s standard consulting support process. As part of this support process CDI works to provide support using resources that were involved in the delivery of the original solution.

Deliverable Requirements
Consulting will be available to address minor configuration changes within the scope of the project and additional training needed by the Client team.

Work Category:

Configuration

Billing Type:

Billable

Estimated Time:

40.00 hours

Estimated Finish:
9/2/2023

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CDI 2000 O’Neil Road Suite 150 Hudson, WI 54016 P. 855.714.2800 F. 866.592.7343 www.CDI.support

Pricing

Annual Breakdown
Year 1 Year 2 Year 3 Year 4
Total Software $5,000.00 - - -
Total Maintenance $1,000.00 $1,000.00 $1,000.00 $1,000.00 Total Services $66,600.00 $ .00 $ .00 $ .00
*TOTAL
*Tax not included
$72,600.00 $1,000.00 $1,000.00 $1,000.00

Software & Annual Maintenance
Product Software
Quantity
Soft.

Unit Cost
Maint.

Unit Cost
Total
ArcGIS Integration with Laserfiche (CD2155) 1.00 $5,000.00 $1,000.00 $6,000.00 Software:

Maintenance:

Total:
$5,000.00
$1,000.00
$6,000.00

Services
Service Service
Quantity
Service
Unit Cost
Total
Consulting Service Hours (CD2990)
Laserfiche and ArcGIS implementation services. Includes consulting, installation, configuration, data migrations, training and documentation.
288.00 $200.00 $57,600.00
Onsite Services (ONSS)
Three days of onsite services:

1. Existing solution evaluation

2. Initial installation and configuration

3. Training

3.00 $3,000.00 $9,000.00
Service:

Total:
$66,600.00
$66,600.00

The cost of the CDI Laserfiche and ArcGIS integration license is a $5,000 one-time license fee plus $1,000 annual support and maintenance. Year two and on, only the $1,000 annual maintenance and support fee is due.

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Public Works Agency
www.santa-ana.org/public-works
Item # 22
City of Santa Ana
20 Civic Center Plaza, Santa Ana, CA 92701
Staff Report
July 18, 2023
TOPIC: Consumer Confidence Report and Auxiliary Services

AGENDA TITLE
Approve Agreements with Communications LAB, CV Strategies, and Straightline Communications LLC for On-Call Consumer Confidence Report and Auxiliary Services in an Aggregate Amount Not to Exceed $900,000, for up to Five-Year Terms (RFP 23- 014) (Non-General Fund)

RECOMMENDED ACTION
Authorize the City Manager to execute an agreement with Communications LAB, CV Strategies, and Straightline Communications LLC to provide annual Consumer Confidence Report and Auxiliary Services on an as needed basis, in an aggregate amount not to exceed $900,000, for a three-year term beginning July 18, 2023 and expiring July 17, 2026 with an option for one, two-year extension, subject to non- substantive changes approved by the City Manager and City Attorney.

DISCUSSION
The Public Works Agency (PWA)’s Water Resources Division oversees and maintains the daily operations of the Water System and Sanitary Sewer System. The City’s water system is comprised of approximately 478 miles of water mains with the sewer system having approximately 390 miles of sewer mains serving the 333,000 residents and businesses of the City of Santa Ana.

The City’s Water Resources Division is required by the California Health & Safety Code §116470 and California Code of Regulations, Title 22, Article 20 to prepare an annual water quality Consumer Confidence Report (CCR) and provide it to customers by July 1st of each year. The CCR summarizes information regarding the water quality of the City’s local and imported water sources, detected contaminants, compliant drinking water regulations (including monitoring requirements), and educational outreach information. Additionally, consultants will assist the Water Resources Division with the following: create a strategic plan, update the website, create public service announcement videos, community outreach, and promotional service campaigns.

A Request for Proposals (RFP) for preparation of the Water Quality CCR and Auxiliary Support Services was advertised on April 13, 2023 on the City’s online bid management

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Consumer Confidence Report and Auxiliary Services
July 18, 2023

3 5
8 6
and publication system. Over 1,025 vendors received notification related to City’s RFP.

A total of three proposals were received, evaluated by a selection committee, and deemed qualified to fulfill the City’s requirements.

Firm Location
Communications Lab Orange, CA
CV Strategies Palm Desert, CA
Straightline Communications LLC Sherman Oaks, CA
Staff recommends awarding agreements to the following consultants: Communications Lab, CV Strategies, and Straightline Communications LLC. All three firms have submitted proposals and references that demonstrate a strong history of professional and consistent service provisions.

FISCAL IMPACT
The current fiscal year funding is available in FY 2023-24 budget and future fiscal year funding will be included in the proposed budgets for City Council consideration. Funds for extension options, if exercised, will be included in the proposed budgets for subsequent years.

Fiscal
Year
Accounting
Unit –
Account #
Fund
Description
Accounting Unit,
Account
Description
Amount
Contract (3-Year Term)
FY 23-24 06017644-
62300
Water Water Quality,
Contract Services-
Professional
$180,000
FY 24-25 06017644-
62300
Water Water Quality,
Contract Services-
Professional
$180,000
FY 25-26 06017644-
62300
Water Water Quality,
Contract Services-
Professional
$180,000
Optional Contract Extension (2-Year Term)
FY 26/27 06017644-
62300
Water Water Quality,
Contract Services-
Professional
$180,000
FY 27/28 06017644-
62300
Water Water Quality,
Contract Services-
Professional
$180,000
TOTAL: $900,000

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Consumer Confidence Report and Auxiliary Services
July 18, 2023