Shafter City Council
December 6, 2022

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Lance, Soll & Lunghard, LLP 2151 River Plaza Dr., Suite 150 Sacramento ,CA95833 Phone: 916.503.9691 INDEPENDENT AUDITORS’ REPORT ON INTERNAL CONTROL

OVER FINANCIAL REPORTING AND ON COMPLIANCE AND OTHER MATTERS

BASED ON AN AUDIT OF FINANCIAL STATEMENTS PERFORMED IN ACCORDANCE

WITH GOVERNMENT AUDITING STANDARDS
To the Honorable Mayor and Members of the City Council
City of Shafter, California
We have audited, in accordance with the auditing standards generally accepted in the United States of America and the standards applicable to financial audits contained in Government Auditing Standards issued by the Comptroller General of the United States, the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Shafter, California, (the City) as of and for the year ended June 30, 2021, and the related notes to the financial statements, which collectively comprise the City’s basic financial statements, and have issued our report thereon dated November 28, 2022.

Internal Control over Financial Reporting
In planning and performing our audit of the financial statements, we considered the City’s internal control over financial reporting (internal control) as a basis for designing audit procedures that are appropriate in the circumstances for the purpose of expressing our opinions on the financial statements, but not for the purpose of expressing an opinion on the effectiveness of the City’s internal control. Accordingly, we do not express an opinion on the effectiveness of the City’s internal control.

Our consideration of internal control was for the limited purpose described in the preceding paragraph and was not designed to identify all deficiencies in internal control that might be material weaknesses or significant deficiencies and therefore, material weaknesses or significant deficiencies may exist that were not identified. However, we identified certain deficiencies in internal control that we consider to be material weaknesses and significant deficiencies.

A deficiency in internal control exists when the design or operation of a control does not allow management or employees, in the normal course of performing their assigned functions, to prevent, or detect and correct, misstatements on a timely basis. A material weakness is a deficiency, or a combination of deficiencies, in internal control such that there is a reasonable possibility that a material misstatement of the entity’s financial statements will not be prevented, or detected and corrected on a timely basis. A significant deficiency is a deficiency, or a combination of deficiencies, in internal control that is less severe than a material weakness, yet important enough to merit attention by those charged with governance. We consider the deficiencies reported as on the accompanying schedule of findings and responses to be material weaknesses: 2021-001, 2021-002, 2021-003 and 2021-004.

To the Honorable Mayor and Members of the City Council
City of Shafter, California
Compliance and Other Matters
As part of obtaining reasonable assurance about whether the City’s financial statements are free from material misstatement, we performed tests of its compliance with certain provisions of laws, regulations, contracts, and grant agreements, noncompliance with which could have a direct and material effect on financial statements. However, providing an opinion on compliance with those provisions was not an objective of our audit, and accordingly, we do not express such an opinion. The results of our tests disclosed no instances of noncompliance or other matters that are required to be reported under Government Auditing Standards.

City’s Response to Findings
The City’s response to the findings identified in our audit was not subjected to the auditing procedures applied in the audit of the financial statements and, accordingly, we express no opinion on it.

Purpose of this Report
The purpose of this report is solely to describe the scope of our testing of internal control and compliance and the results of that testing, and not to provide an opinion on the effectiveness of the City’s internal control or on compliance. This report is an integral part of an audit performed in accordance with Government Auditing Standards in considering the City’s internal control and compliance. Accordingly, this communication is not suitable for any other purpose.

Sacramento, California
November 28, 2022

To the Honorable Mayor and Members of the City Council
City of Shafter, California

SCHEDULE OF FINDINGS AND REPONSES
Reference Number: 2021-001 – Delays in Financial Reporting Evaluation of Finding:

Material weakness.

Criteria:

Management is responsible for providing timely and accurate financial information. Because the City has expended over $750,000 in federal awards, Title 2 U.S. Code of Federal Regulations Part 200, Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards (Uniform Guidance), states the City is required to submit the Data Collection Form and the reporting package to the Federal Audit Clearinghouse and the State Controller’s Office, which include the Basic Financial Statements of the City, within the earlier of 30 days after receipt of the auditor’s report, or nine months after the end of the audit period.

Condition:

The City has experienced significant delays in the preparation and issuance of the 2021 basic financial statements and its Single Audit report under Uniform Guidance.

Cause:

The City has experienced significant turnover in key personnel in the City’s finance department in past years. Absent robust accounting policies and procedures, when vacancies occur, information can be lost and as individuals are getting up to speed, some processes may not be fully executed if they are manual and not fully embedded into an automated system. In addition, the City experienced a ransomware attack in October 2020. Staff were required to take on additional responsibilities and did not have sufficient resources to prepare for the 2021 audit in a timely manner.

Effect:

Delays in processing year-end closing procedures caused the financial statements release to be delayed.

In addition, the City is neither in compliance with Uniform Guidance nor is it meeting its current demands for external reporting.

Context:

This is the second year the City has had challenges meeting the filing deadlines. While this has been an ongoing issue, the City has resolved the staffing challenges and is expected to file timely for 2022.

Repeat Finding:

Yes
Recommendation:

The Finance Department should look at increasing the amount of experienced finance staff to help facilitate year-end closing procedures and the preparation of its basic financial statements. Because the basic financial statements are the responsibility of the City, it is in its best interest to closely monitor the accounting process to ensure that financial position and operating results are accurately and timely reported.

Management Response and Corrective Action:

The delay was attributed to multiple issues. The previous finance director was employed for exactly one year until he decided move to pursue other opportunities. His tenure was plagued with existing issues during fiscal year 19/20 which also spilled during his time at the City in fiscal year 20/21. There were multiple setup issues during the new system implementation and during fiscal year 20/21 which required a multitude of corrections.

To the Honorable Mayor and Members of the City Council
City of Shafter, California
Employee turnover was not limited to the finance director; the previous accounting manager retired in the middle of fiscal year 20/21. Furthermore, most of existing accounting clerks had new roles with a new system during the pandemic when proper training was lacking. For example, the payroll clerk was new at her role and was never properly trained.

The new finance director has over 10 years of experience with the recently implemented system. This has significant implications going forward. There was no budget reporting solution in place during spring 2022 budget process. The new finance director invested significant time and resources to streamline the budget process so that future years could be properly managed. The laser focus related to the new budget process neglected the audit engagement related to fiscal year 20/21. The next audit for fiscal year 21/22 will have significant improvements as the next budget should have less distractions now that we have the proper reporting tools in place. Furthermore, the new finance managers have gained significant experience with the recently closed fiscal year 20/21.

Current daily bookkeeping operations have significant improvements which will accelerate the next audit process. With improved procedures, the finance team is spending less time on correcting mistakes, and we are current on major areas related to cash, investments, fixed assets, utility bills, AP, business license, etc.

Less time on making corrections is allowing us to do better account analysis and better reconciliations. For example, bank reconciliations were barely started during spring of 2022 for fiscal year 20/21. Fiscal year 21/22 has all bank reconciliations which should lead to a timely and mostly clean trial balance during our next audit.

Reference Number: 2021-002 – Inadequate Controls Over Financial Reporting Evaluation of Finding:

Material weakness.

Criteria:

Management is responsible for the preparation and fair presentation, as well as the accuracy of its financial statements, including disclosures in accordance with accounting principles generally accepted in the United States of America. This includes the design, implementation, and maintenance of internal controls relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to error or fraud.

Condition:

During the audit, we found the following conditions that resulted in significant audit adjustments to the financial statements:

Accuracy in External Financial Reporting
The year-end closing process was not thorough and did not ensure that account balances were reconciled and accurate in advance of the audit requiring a significant number of adjusting journal entries to correct the final financial statements. It appears these errors were primarily caused by the trial balance being prepared from data that was not always complete, contained errors and appropriate year end reconciliations had not been performed. Some of the more significant entries identified and posted include:
 Adjustment to reverse 2021 short term cash borrowings between funds (approximately $8.14 million) and record 2022 short term cash borrowings between funds (approximately $4.6 million).
 Correction to the fair market value adjustment for investments (approximately $688 thousand).  Adjustment to reverse 2021 interest receivable accrual (approximately $312 thousand) and record 2022 interest receivable accrual in the proper fund (approximately $277 thousand).

To the Honorable Mayor and Members of the City Council
City of Shafter, California
 Adjustment to recognize revenues for the ISTEA grant program for cash receipts that were not received within the revenue recognition period (approximately $876 thousand).  Adjustment to correct payroll accrual which was recorded twice (approximately $708 thousand).  Adjustment to record the reduction in the loan balance between the City and the Successor Agency in accordance with the ROPS (approximately $217,000).
 Adjustment to accurately record expenditures and accounts payable (approximately $268 thousand).
 Adjustment to record a receivable for the Article 8 TDA funding and properly record revenue received within the availability period (approximately $1.46 million).  Adjustment to reverse 2021 due from other governments that had already been received (approximately $247 thousand).
 Adjustment to record assets not properly capitalized in the Water Fund (approximately $1.6 million) Bank Reconciliations
The City’s monthly bank reconciliation process was not performed completely during the period of the audit.

During our review of the bank reconciliation process, we found that all 12 months of the fiscal year were reconciled after June 30, 2021.

Grant Reconciliations
The City does not have processes in place to reconcile grant programs causing the Schedule of Expenditures of Federal Awards (SEFA) to be inaccurate. Significant audit adjustments were required to properly record grant transactions, including accruing grants receivable and properly record grant revenue in accordance with the City’s revenue recognition policies. In addition, the City also failed to identify all federal grant programs for inclusion in the SEFA, causing it to be incomplete.

We also noted that project accounts used to track federal grant expenditures included costs that were not included in the grant making it difficult to reconcile the project ledger to reimbursement requests and grant reporting. Comingling costs for federal and non-federal grants increases the likelihood that errors occur and are not detected.

Cause:

The City has experienced significant turnover in key personnel in the City’s finance department in past years. Absent robust accounting policies and procedures, when vacancies occur, information can be lost and as individuals are getting up to speed, some processes may not be fully executed if they are manual and not fully embedded into an automated system. In addition, the City experienced a ransomware attack late in 2021. Staff were required to take on additional responsibilities and did not have sufficient resources to properly review and reconcile the sub-ledger to the general ledger to ensure accuracy in financial reporting.

Effect:

Due to limited staffing levels faced by the City during the audit period ended June 30, 2021, internal controls were either lacking, were not designed properly, and mitigating controls were not sufficient to effectively identify misstatements due to error.

In addition, the City did not have in place a systematic method for ensuring that timely and complete year-end closing procedures were in operation before presenting the audit program to the auditors, resulting in a number of journal entries made to correct or to reclassify balances in the financial statements that should normally be captured through the closing process. Those adjustments have been reported and posted by the City.

To the Honorable Mayor and Members of the City Council
City of Shafter, California
Context:

Various financial statement accounts were not accurate and were either under or overstated by a financially significant amount after the audit began and the books were not closed. Misstatements in financial statements can rise to a material amount when aggregated and/or when they can reasonably be expected to influence the decisions of the financial statement users.

Reconciliations and adjustments to year end balances that either are not recorded or are posted after the preparation of fiscal year end reports decreases the reliability and usefulness of the reports. In addition, not following formal policies and procedures regarding internal control over individual transaction classes could lead to inconsistency in processing transactions and also increase the risk that errors will not be detected and corrected in a timely manner.

Repeat Finding:

Yes
Recommendation:

The Finance Department should look at increasing the amount of experienced finance staff to help facilitate year-end closing procedures. The City should also put in place formalized year end close procedures to ensure the close is complete and reduce the amount of journal entries needed and errors found after the closing process has been completed. We suggest management also establish effective review policies and procedures, including but not limited to: apply analytical procedures on the trial balance numbers and perform reconciliations of all significant accounts.

Management Response and Corrective Action:

Shafter’s finance managers concur with the audit findings and related discrepancies as mentioned by the independent auditors. The new finance team was unfamiliar certain historical grants and other internal loans which revealed multiple unrecorded transactions. Various corrective actions were provided in collaboration with LSL and new measures will be taken for next fiscal year 21/22 including a year-end check list and an improved method for account analysis. Fiscal year 20/21 had transactions from the previous management team, but has provided the full audit experience for to the new managers who are now familiar with existing loans, agreements, and current grants.

Reference Number: 2021-003 – Recording and Depositing Cash Receipts Timely Evaluation of Finding:

Material weakness.

Criteria:

Management is responsible for safeguarding the City’s assets and ensuring fraud risk is reduced to acceptable levels.

Condition:

During the review of the bank reconciliation, we found that there were approximately $1.1 million in reconciling items from October 2020 through June 2021 that were not properly accounted for. In addition, $3.65 million in deposits to the bank that were not properly recorded in the City’s general ledger. These deposits ranged from July 2020 to April 2021. These reconciling items and deposits were not identified timely due to delays in reconciling the City’s bank accounts and were not included in the City’s cash balances on the general ledger until after June 30, 2021.

In addition, upon inspection of deposit records, we found that in early 2020, the City was holding onto significant payments, sometimes for months (cash and check) and not depositing them into the bank for safekeeping.

To the Honorable Mayor and Members of the City Council
City of Shafter, California
Cause:

The City implemented a new financial accounting software in January 2020. During implementation, the City’s staff lacked the knowledge, skills and expertise to properly implement the City’s cash receipts module and finance staff were unable to post cash receipts to the system in a timely manner.

Effect:

The City was not adequately safeguarding cash which increased the level of fraud risk during this time.

Cash receipts that are held on hand are at a much higher risk of being stolen than those deposited into bank accounts. By not recording the cash receipt batches on the general ledger, cash could have been stolen and gone undetected as there would have been no record of having received the payments.

In addition, because these deposits were not recorded timely, all financial reports provided to users, including management, the City Council and others, was unreliable and contained inaccurate financial information for all 12 months during the fiscal year.

Context:

Various financial statement accounts, including cash, were not accurate and were either under or overstated by a financially significant amounts throughout the fiscal year. Misstatements in financial statements can rise to a material amount when aggregated and/or when they can reasonably be expected to influence the decisions of the financial statement users.

While these issues related to the new financial software system conversion in January 2020, the City did not identify corrective actions timely to reduce risks to an acceptable level.

Repeat Finding:

No
Recommendation:

The Finance Department has new management who appear to have the relevant knowledge, skills and expertise in using their new financial accounting system and the issues appear to be resolved as of the report date.

Management Response and Corrective Action:

The biggest issue was related to the ransomware. The second issue was the disconnect and lack or review between new managers and staff members during the pandemic. The third issue is related to the lack of proper training on new staff members. All the mentioned issues have already been resolved. Furthermore, finance team recently had extensive cross-training on most modules.

Reference Number: 2021-004 – Failure to Maintain Internal Controls and Accuracy of Financial Reporting Due to a Financial System Conversion
Evaluation of Finding:

Material weakness.

Criteria:

Management is responsible for the preparation and fair presentation, as well as the accuracy of its financial statements, including disclosures in accordance with accounting principles generally accepted in the United States of America. This includes the design, implementation, and maintenance of internal controls relevant to the preparation and fair presentation of financial statements that are free from material misstatement, whether due to error or fraud.

To the Honorable Mayor and Members of the City Council
City of Shafter, California
Condition:

During the audit, we found the following conditions relating to the financial accounting system conversion that resulted in significant audit adjustments to the financial statements:

Reconciling Differences between Subsidiary Ledgers and General Ledger The city implemented a new financial accounting software in January 2020. During the system conversion, beginning balances were imported from the previous system into the new system, including receivable and payable balances that are supported by subsidiary ledgers. At conversion, the subsidiary ledgers supporting those balances were not transitioned over resulting in permanent differences between the subledger and the general ledgers. The impacted subledgers include accounts payable, utility billing, accounts receivable and capital assets. As a result, significant adjustments were necessary to correct the general ledger including:
 Adjustment to remove stale customer deposit account and clearing account balances that were brought in from the previous financial accounting system (approximately $301 thousand)  Adjustment to remove stale customer receivable balances that were brought in from the previous financial accounting system (approximately $54 thousand)  Adjustment to correct the prior year balance in clearing account, which should have been recorded into contra account for capital assets (approximately $220 thousand) Transactions Incorrectly Recorded in the Pooled Cash Fund During the audit, we found balances other than cash in the City’s Pooled Cash Fund. The Pooled Cash Fund is used to account for the City’s bank and investment account pool that all funds share. This fund should only record cash and investments, however as of June 30, 2021, the fund also showed accounts receivable and accounts payable. After a thorough review of the transactions, the new accounting software allowed for these transactions to be posted to this fund during the accounts receivable billing process and accounts payable process. This is a system setup issue that should be addressed to ensure that accounts payable and accounts receivable are recorded in the proper fund.

Cause:

The City implemented a new financial accounting software in January 2020. During implementation, the City lacked internal control procedures to properly reconcile subsidiary ledgers to the general ledger. In addition, the City has experienced significant turnover in key personnel in the City’s finance department in past years and the staff responsible during the system conversion are no longer with the City, making it difficult to know which procedures were performed and which ones were not.

Effect:

Internal controls were either lacking, were not designed properly, and mitigating controls were not sufficient to effectively identify misstatements due to error.

In addition, the City did not have in place a systematic method for ensuring that all subsidiary ledger balances reconciled to the general ledger balance at the time the new financial accounting software was implemented, causing significant audit adjustments. Those adjustments have been reported and posted by the City.

Context:

Various financial statement accounts were not accurate and were either under or overstated by a financially significant amounts after the audit began and the books were not closed. Misstatements in financial statements can rise to a material amount when aggregated and/or when they can reasonably be expected to influence the decisions of the financial statement users.

While these errors related to the new financial software system conversion in January 2020, the City also lacked procedures to reconcile year end balances where these issues could have been identified.

To the Honorable Mayor and Members of the City Council
City of Shafter, California
Repeat Finding:

No
Recommendation:

The Finance Department should look at increasing the amount of experienced finance staff to help facilitate timely reconciliations and year-end closing procedures which include reconciling the subledgers to the general ledger.

Management Response and Corrective Action:

The new finance managers are catching up to existing agreements and financial practices within the city of Shafter. One of the biggest advantages of the new finance management team is the 15+ years of combined experience related to the new financial system. The new finance director has over 10 years’ experience with the new MUNIS system is it has already paid dividends. For example, the first MUNIS payroll was introduced in July 2021, but the setup was wrong where vendor details were not recorded, and multiple amounts were doubled. The new finance director was able to evaluate and worked with the team to make historical corrections and redesigned a permanent solution. Various modules and accounts interrelated with the general ledger have been corrected or improved.

Lance, Soll & Lunghard, LLP 2151 River Plaza Dr., Suite 150 Sacramento ,CA95833 Phone: 916.503.9691 November 28, 2022
To the Honorable Mayor and Members of the City Council
City of Shafter, California
We have audited the financial statements of the governmental activities, the business-type activities, each major fund, and the aggregate remaining fund information of the City of Shafter, California (the City) for the year ended June 30, 2021. Professional standards require that we provide you with information about our responsibilities under generally accepted auditing standards, Government Auditing Standards and the Uniform Guidance, as well as certain information related to the planned scope and timing of our audit. We have communicated such information in our letter to you dated November 28, 2022. Professional standards also require that we communicate to you the following information related to our audit.

Significant Audit Findings and Other Issues
Qualitative Aspects of Significant Accounting Practices Management is responsible for the selection and use of appropriate accounting policies. The significant accounting policies used by the City are described in the notes to the financial statements. As described in Note 1 to the financial statements, the City changed accounting policies related to fiduciary fund reporting by adopting Statement of Governmental Accounting Standards (GASB Statement) No. 84, Fiduciary Activities, in fiscal year 2020-2021. Accordingly, there was no cumulative effect of the accounting change.

All significant transactions have been recognized in the financial statements in the proper period.

Accounting estimates are an integral part of the financial statements prepared by management and are based on management’s knowledge and experience about past and current events and assumptions about future events. Certain accounting estimates are particularly sensitive because of their significance to the financial statements and because of the possibility that future events affecting them may differ significantly from those expected. The most sensitive estimates affecting the City’s financial statements were:

Management’s estimates of its net pension liability and total other post-employment benefits liability are based on actuarial valuation specialist assumptions. We evaluated the key factors and assumptions used to develop the net pension liability and total other postemployment benefits liability in determining that they are reasonable in relation to the financial statements taken as a whole.

The financial statement disclosures are neutral, consistent, and clear.

Significant Unusual Transactions
Management is responsible for the policies and practices used to account for significant unusual transactions. No significant unusual transactions have occurred during fiscal year 2020-2021.

Difficulties Encountered in Performing the Audit
We encountered no significant difficulties in dealing with management in performing and completing our audit.

To the Honorable Mayor and Members of the City Council
City of Shafter, California
Corrected and Uncorrected Misstatements
Professional standards require us to accumulate all known and likely misstatements identified during the audit, other than those that are trivial, and communicate them to the appropriate level of management.

Management has corrected all such misstatements. In addition, we detected misstatements as a result of audit procedures which were material, and were subsequently corrected by management. The details of these misstatements are described in a separate letter dated November 28, 2022.

Disagreements with Management
For purposes of this letter, a disagreement with management is a financial accounting, reporting, or auditing matter, whether or not resolved to our satisfaction, that could be significant to the financial statements or the auditor’s report. We are pleased to report that no such disagreements arose during the course of our audit.

Circumstances that Affect the Form and Content of the Auditor’s Report New auditing standards were implemented in fiscal year 2020-2021 related to Statement of Auditing Standards 134, Auditor Reporting and Amendments, Including Amendments Addressing Disclosures in the Audit of Financial Statements, through Statement of Auditing Standards 140, Supplementary Information in Relation to the Financial Statements as a Whole. These standards updated the form and content of the financial statement auditor’s report. The purpose of the change was to present an easier format for users to understand the results of the audit and management’s responsibilities.

Management Representations
We have requested certain representations from management that are included in the management representation letter dated November 28, 2022.

Management Consultations with Other Independent Accountants In some cases, management may decide to consult with other accountants about auditing and accounting matters, similar to obtaining a “second opinion” on certain situations. If a consultation involves application of an accounting principle to the City’s financial statements or a determination of the type of auditor’s opinion that may be expressed on those statements, our professional standards require the consulting accountant to check with us to determine that the consultant has all the relevant facts. To our knowledge, there were no such consultations with other accountants.

Other Audit Findings or Issues Discussed with Management We generally discuss a variety of matters, including the significant events or transactions that occurred during the year, business conditions affecting the City and business plans and strategies that may affect the risks of material misstatements, the application of accounting principles and auditing standards, with management each year prior to retention as the City’s auditors. However, these discussions occurred in the normal course of our professional relationship and our responses were not a condition to our retention.

Other Matters
We applied certain limited procedures to management’s discussion and analysis, the budgetary comparison schedules for the general fund and transportation special revenue fund, the schedule of changes in net OPEB liability and related ratio, the schedules of proportionate share of the net pension liability/(asset), the schedules of employer contributions, and the schedule of changes in the total OPEB liability and related ratios which are required supplementary information (RSI) that supplements the basic financial statements.

To the Honorable Mayor and Members of the City Council
City of Shafter, California
Our procedures consisted of inquiries of management regarding the methods of preparing the information and comparing the information for consistency with management’s responses to our inquiries, the basic financial statements, and other knowledge we obtained during our audit of the basic financial statements.

We did not audit the RSI and do not express an opinion or provide any assurance on the RSI.

We were engaged to report on combining and individual fund financial statements and schedules, which accompany the financial statements but are not RSI. With respect to this supplementary information, we made certain inquiries of management and evaluated the form, content, and methods of preparing the information to determine that the information complies with accounting principles generally accepted in the United States of America, the method of preparing it has not changed from the prior period, and the information is appropriate and complete in relation to our audit of the financial statements. We compared and reconciled the supplementary information to the underlying accounting records used to prepare the financial statements or to the financial statements themselves.

We were not engaged to report on introductory section and statistical section, which accompany the financial statements but are not RSI. Such information has not been subjected to the auditing procedures applied in the audit of the basic financial statements, and accordingly, we do not express an opinion or provide any assurance on it.

The following new Governmental Accounting Standards Board (GASB) pronouncements were effective for fiscal year 2020-2021 audit:

GASB Statement No. 84, Fiduciary Activities.

GASB Statement No. 90, Majority Equity Interests - an Amendment of GASB Statement Nos. 14 and 61.

GASB Statement No. 98, The Annual Comprehensive Financial Report.

The following GASB pronouncements are effective in the following fiscal years’ audits and should be reviewed for proper implementation by management:

Fiscal year 2022
GASB Statement No. 87, Leases.

GASB Statement No. 89, Accounting for Interest Cost Incurred before the End of a Construction Period.

GASB Statement No. 92, Omnibus 2020.

GASB Statement No. 93, Replacement of Interbank Offered Rates.

GASB Statement No. 97, Certain Component Unit Criteria, and Accounting and Financial Reporting for Internal Revenue Code Section 457 Deferred Compensation Plans.

Fiscal year 2023
GASB Statement No. 91, Conduit Debt Obligations.

GASB Statement No. 94, Public-Private and Public-Public Partnerships and Availability Payment Arrangement.

To the Honorable Mayor and Members of the City Council
City of Shafter, California
GASB Statement No. 96, Subscription-Based Information Technology Arrangements.

GASB Statement No. 99, Omnibus 2022.

Fiscal year 2024
GASB Statement No. 100, Accounting Changes and Error Corrections.

Fiscal year 2024
GASB Statement No. 101, Compensated Absences.

Restriction on Use
This information is intended solely for the use of City Council and management of the City of Shafter and is not intended to be, and should not be, used by anyone other than these specified parties.

Very truly yours,
Shafter, California

MANAGEMENT REPORT

CITY OF SHAFTER

CITY COUNCIL REPORT
MEETING DATE: December 6, 2022
FROM: Gabriel A. Gonzalez, City Manager
PREPARED BY: Kevin Harmon, City Engineer
SUBJECT: AWARD A CONSTRUCTION CONTRACT TO LOOP ELECTRIC, INC IN THE AMOUNT OF $314,625 FOR THE 2022 PARK LIGHTING

IMPROVEMENT PROJECT MANNEL PARK & VETERANS PARK

RECOMMENDATION

1. Council find the requested action is exempt from the California Environmental Quality Act;

2. Accept the bids received for the 2022 Park Lighting Improvement Project - Mannel Park & Veterans Park;

3. Authorize the award of said project to Loop Electric, Inc. valued at $314,625; and,

4. Authorize the City Engineer to issue a Notice of Award and Notice to Proceed to Loop Electric, Inc.

BACKGROUND
The City was awarded over $4.6 million in State funding through the Clean California Local Grants Project earlier this year to enhance parks and recreational facilities within the Core City. Among the projects funded is replacing decorative lighting within Mannel Park and Veterans Park. The Council authorized staff to release the 2022 Park Lighting Improvement Project - Mannel Park & Veterans Park for bidding purposes in early October.

The project will demolish and remove from service the existing park lighting system within Mannel Park and install all new park decorative lighting within both Mannel Park and Veterans Park. The project will be the first of several park and recreation enhancement projects to use the Clean California Local Grant awarded to the City by the State of California in May of 2022.

A total of four (4) bids were received and publicly opened on November 18. The bid results are as follows:

AWARD A CONSTRUCTION CONTRACT TO LOOP ELECTRIC, INC IN THE AMOUNT OF $314,625 FOR THE 2022 PARK LIGHTING IMPROVEMENT PROJECT MANNEL PARK &

VETERANS PARK
- 2 -
BIDDER $ BID
LOOP ELECTRIC, INC. $314,625.00
CURTIS ELECTRIC CONSTRUCTION $371,067.50
S&B SONS, INC. $436,560.00
LORD'S ELECTRIC $522,915.00

ANALYSIS
The lowest responsive bid was submitted by Loop Electric, Inc. from Bakersfield. Loop Electric has performed several public works electrical projects for the city including numerous traffic signals and street lighting projects. They are the lowest responsive and responsible bidder. The total price was well below the engineer's estimate of $412,000.

Sufficient budgetary authority to fully fund the construction is $400,000, which covers the low bid plus at least 25% in contingencies and project expansion. Among the possible expansions is the addition of as many as 12 walkway lights at Veterans Park to further enhance the coverage of lighting.

FISCAL IMPACT
Funds have been programmed into the Capital Improvement Program (CIP) for the Fiscal Year 2022-2023. The funding allocated specifically towards these park lighting improvements through CIP Project PK No. 00005 is estimated to be $575,000, which is sufficiently more than the suggested amount of $400,000 to fund construction.

CEQA ANALYSIS
Per Section 15301 of the CEQA Guidelines, the action is exempt from CEQA in that the improvements consist of the minor alteration of existing public facilities, namely two parks, involving negligible or no expansion of the existing use. The project is similar in intensity and scope to the examples provided in Section 15301.

APPROVED BY THE CITY ATTORNEY
Yes

ALTERNATIVES
The Council can reject all bids received and direct staff to seek out new bids for possible cost savings or reallocate more funding to the other Core City recreation sites that are among the several sites to benefit from the City's Clean California grant. However, the proposed lighting improvements would replace failing and outdated lights at Mannel Park and enhance a walking path at Veterans Park that lacks lighting, which is why the improvements were included in the Clean California grant

AWARD A CONSTRUCTION CONTRACT TO LOOP ELECTRIC, INC IN THE AMOUNT OF $314,625 FOR THE 2022 PARK LIGHTING IMPROVEMENT PROJECT MANNEL PARK &

VETERANS PARK
- 3 -
application. Secondly, the other park sites included in the grant award have ample funding based on current designs and construction estimates. Therefore, alternative action is not recommended.

NEXT STEPS
Upon approval of the recommended action, staff will issue a notice of contract award to Loop Electric. After the contract is fully executed, a Notice to Proceed will be issued, allowing construction to start. Once construction commences, Loop Electric will have approximately four months to complete the project.

ATTACHMENTS

1. PLANS-2022 Park Lighting Improvements

KEY MAP - NO SCALE

PLANS FOR THE CONSTRUCTION OF
2022 PARK LIGHTING

IMPROVEMENTS PROJECT
<> MANNEL PARK <> VETERANS PARK <>

NTS A CLEAN CALIFORNIA LOCAL GRANT PROJECT
GENERAL NOTES:

1. THESE PLANS ARE TO BE USED IN CONJUNCTION WITH THE

CORRESPONDING CITY OF SHAFTER SPECIFICATIONS AT THE DATE OF BID.

2. IT IS THE INTENTION THAT THE PLANS, SPECIFICATIONS, AND BIDDING DOCUMENTS COINCIDE AND AGREE IN ALL PARTICULARS. IF ANY

MATTER OR THING BE SHOWN IN ONE AND NOT IN THE OTHER IT SHALL BE OF THE SAME FORCE AND AFFECT AS IF INCORPORATED IN BOTH;

AND ALL THINGS MUST BE DONE BY THE CONTRACTOR WHICH MAY BE SHOWN IN EITHER.

3. CONTRACTOR AGREES THAT HE SHALL ASSUME SOLE AND COMPLETE

RESPONSIBILITY FOR JOB SITE CONDITIONS DURING THE COURSE OF

CONSTRUCTION OF THIS PROJECT, INCLUDING THE SAFETY OF ALL PERSONS AND PROPERTY; THAT THIS REQUIREMENT SHALL APPLY CONTINUOUSLY AND NOT BE LIMITED TO NORMAL WORKING HOURS;

THAT THE CONTRACTOR SHALL DEFEND, INDEMNIFY, AND HOLD THE

OWNER, ENGINEER, AND THE CITY OF SHAFTER HARMLESS FROM ANY

AND ALL LIABILITY, REAL OR ALLEGED, IN CONNECTION WITH THE

PERFORMANCE OF WORK ON THIS PROJECT, EXCEPTING THE LIABILITY

ARISING FROM THE SOLE NEGLIGENCE OF THE OWNER/ENGINEER/CITY OF SHAFTER.

4. ALL EXISTING PUBLIC & PRIVATE IMPROVEMENTS AND UTILITIES, (STREET, PAVING, CURB, GUTTER, SIDEWALK, CROSS GUTTER, FENCING,

IRRIGATION STRUCTURES, CANALS, PRIVATE ROADS, PIPELINES, SWALES, ETC.) THAT ARE REMOVED, DAMAGED OR UNDERCUT SHALL BE REPAIRED OR REPLACED AS DIRECTED BY THE CITY ENGINEER. ALL

EXISTING PAVING AND SURFACING REMOVED, DAMAGED OR UNDERCUT SHALL BE REPLACED IN ACCORDANCE PER THE CITY ENGINEER.

IRRIGATION STRUCTURES SHALL BE RETURNED TO A FULLY

OPERATIONAL CONDITION BY THE END OF THE DAY FOR EACH DAY OF WORK.

5. PRIOR TO THE START OF ANY PROJECT OF CONSTRUCTION THE CITY OF SHAFTER SHALL BE GIVEN 24 HOURS NOTICE (PHONE: (661) 746-5002). 24 HOUR NOTICE REQUIRED FOR TESTING AND INSPECTION.

6. THE UTILITY LOCATIONS SHOWN ON THE PLANS ARE APPROXIMATE AND FOR INFORMATION PURPOSES ONLY. UNDERGROUND SERVICE ALERT (USA) SHALL BE NOTIFIED AT LEAST 2 WORKING DAYS BEFORE
CONSTRUCTION IN ANY GIVEN AREA. TELEPHONE (800) 642-2444.

7. UNDERGROUND FACILITIES KNOWN TO EXIST ARE SHOWN ON THE PLANS BASED ON AVAILABLE RECORDS. THE CONTRACTOR SHALL BE

RESPONSIBLE FOR VERIFICATION, LOCATION, PROTECTION, AND REPAIR (IF DAMAGED DURING CONSTRUCTION) OF SAID FACILITIES. SHOULD

UNDERGROUND FACILITIES BE ENCOUNTERED WHICH ARE NOT SHOWN

ON THE PLANS OR DEVIATE FROM THE LOCATION SHOWN, THE

CONTRACTOR SHALL PROMPTLY NOTIFY THE OWNER OF THAT FACILITY (IF APPROPRIATE) AND THE ENGINEER FOR POSSIBLE DESIGN CHAN GES.

8. CITY STANDARDS: CITY SUBDIVISION ENGINEERING AND DESIGN STANDARDS ARE AVAILABLE ONLINE AT WWW.SHAFTER.COM OR FROM THE CITY ENGINEERING OFFICE.

9. BIDDERS / CONTRACTORS ATTENTION IS DIRECTED TO THE GENERAL

CONDITIONS, SPECIAL PROVISIONS, AND TECHNICAL SPECIFICATIONS FOR THIS PROJECT.

SHEET
E01
1 OF 6 RELEASE FOR BID ENGINEERING SERVICES 'EPARTMENT PKRQH 
002 FD[


2  PDFLILF AYHQXH SKDIWHU CA
2

NOT FOR
CONSTRUCTION 2022 PARK LIGHTING IMPROVEMENTS PROJECT COVER SHEET

LIST OF DRAWINGS
SHEET S01 COVER SHEET
SHEET S03 DETAILS

MANNEL PARK

SITE OF WORK

CITY OF

SHAFTER

ENGINEER'S ESTIMATE OF MATERIALS
MANNEL PARK:

DEMO EXISTING POLE LIGHT & FOUNDATION 20 EA
DEMO EXISTING FIELD PANEL 3 EA
REMOVE EXISTING WIRING 1 LS
NEW POLE LIGHT & FOUNDATION 21 EA
PULL BOX, 10x17 21 EA
PUL BOX, 17x30 (MIN SIZE) 1 EA
ELECTRICAL CONDUIT, 2 IN 900 LF
ELECTRICAL CONDUIT, 1-1/2 IN 1,900 LF
TRENCHING & BACKFILL 2,500 LF
ALL CONDUCTORS (MANNEL PARK) 1 LS
ALL ELECTRICAL WORK (MANNEL PARK) 1 LS
LIGHTING CONTROLS (MANNEL PARK) 1 LS
MOBILIZATION (FULL PROJECT) 1 LS
VETERANS PARK:

NEW POLE LIGHT & FOUNDATION 12 EA
PULL BOX, 10x17 13 EA
ELECTRICAL CONDUIT, 2 IN 350 LF
ELECTRICAL CONDUIT, 1-1/2 IN 1,050 LF
TRENCHING & BACKFILL 1,500 LF
ALL CONDUCTORS (VETERANS PARK) 1 LS
ALL ELECTRICAL WORK (VETERANS PARK) 1 LS
LIGHTING CONTROLS (VETERANS PARK) 1 LS
SHEET S02 MANNEL PARK LIGHTING SITE PLAN

SHAFTER
HIGH
SCHOOL

VETERANS PARK

SITE OF WORK
CENTRAL VALLEY HWY / SR43 TULARE AVENUE

LERDO HIGHWAY SHAFTER AVENUE MANNEL AVENUE

LOS ANGLEES AVENUE SCHNAIDT STREET
CITY OF SHAFTER COORDINATES:

LATITUDE: 35.50 DEGREES NORTH
LONGITUDE: 119.27 DEGREES WEST
CCL 5281 (033)

20 13
19 14
12 9
15 7
16 6 5 4 3
10 2 1 8
17 21
11 16
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MANNEL AVENUE

CENTRAL AVENUE

PACIFIC AVENUE
LEGEND

PROPOSED LIGHT POLE
POLE #

ROOMS REST

SHADE STRUCTURE
GAZEBO

V-BALL COURT

EXERCISE
AREA

PLAYGROUND
W.S.

EXISTING LIGHT POLE
W.S.

W.S.

W.S.

W.S.

W.S. FUTURE SHADE STRUCTURE FUTURE SHADE STRUCTURE

PROPOSED ELECTRICAL BOX

EXISTING FIELD PANEL

PROPOSED CONDUIT

SEE SCHEDULE
ELEC. SERVICE (U.G.)
O.H. POWER
BFP
W.S. WORKOUT STATION

BFP BACKFLOW PREVENTER

MANNEL PARK - CONDUIT SCHEDULE

CONDUIT CONDUCTOR REMARKS
NO. DIA MATERIAL QTY - SIZE - COLOR (PURPOSE) MATERIAL A 1-1/2" PVC SCH40
1 - #10 AWG - BLACK (LIGHTING HOT)
1 - #10 AWG - RED (LIGHTING HOT)
1 - #10 AWG - GREEN (LIGHTING GROUND)
ALUMINUM POLE LIGHTING ONLY B 2" PVC
SCH40
1 - #10 AWG - BLACK (LIGHTING HOT)
1 - #10 AWG - RED (LIGHTING HOT)
1 - #10 AWG - GREEN (LIGHTING GROUND)

ALUMINUM POLE LIGHTING
1 - #6 AWG - BLACK (OUTLET HOT)
1 - #6 AWG - WHITE (OUTLET NEUTRAL)
1 - #10 AWG - GREEN (OUTLET GROUND)

COPPER SHADE STRUCTURE ELECTRICAL
OUTLET C 2" PVC
SCH40
1 - #6 AWG - BLACK (OUTLET HOT)
1 - #6 AWG - WHITE (OUTLET NEUTRAL)
1 - #10 AWG - GREEN (OUTLET GROUND)
ALUMINUM GAZEBO REPLACEMENT WIRING D 2" PVC
SCH40
1 - #6 AWG - BLACK (OUTLET HOT)
1 - #6 AWG - WHITE (OUTLET NEUTRAL)
1 - #10 AWG - GREEN (OUTLET GROUND)

COPPER SHADE STRUCTURE ELECTRICAL
OUTLET E 2" PVC
SCH40
1 - #10 AWG - BLACK (LIGHTING HOT)
1 - #10 AWG - RED (LIGHTING HOT)
1 - #10 AWG - GREEN (LIGHTING GROUND)

ALUMINUM POLE LIGHTING
2 - #6 AWG - BLACK (OUTLET HOT)
2 - #6 AWG - WHITE (OUTLET NEUTRAL)
2 - #10 AWG - GREEN (OUTLET GROUND)

COPPER SHADE STRUCTURE ELECTRICAL
OUTLET
2 CIRCUITS K 2" PVC
SCH40
BLANK (RESERVED) FUTURE IRRIGATION PUMP & TIMER 0
SCALE
 0

 0 0

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LIGHT POLE DETAIL

MANNEL PARK - EXISTING ELECTRICAL PANEL

MANNEL PARK - ELECTRICAL PANEL SCHEDULE

ELECTRICAL SPLICE BOX DETAIL
PANEL: SIEMENS G3040B1200 TYPE 1 LOAD CENTER MAIN: 200 AMP LOCATION: MANNEL PARK RESTROOM, INTERIOR VOLTS: 240 / 120 PHASE: 1 WIRE: 2

CKT DESCRIPTION BRK POLES

LOAD VA
BRK POLES DESCRIPTION CKT A B A B 1 HAND DRYER, WOMENS
20 1 1,800 1,440 20 1 GFCI, OUTSIDE 2
20 1 1,800 1,920 20 1 SHADE STRUCTURE A (OUTLET) 5 MAINTENANCE RM LIGHTS 20 1 200 1,920 20 1 SHADE STRUCTURE B (OUTLET) 6 7 RESTROOM LIGHTS 20 1 400 1,920 20 1 SHADE STRUCTURE C (OUTLET) 8 9 TORK TIMER / OUTSIDE LIGHTS 20 1 100 1,920 20 1 GAZEBO 10 11 MAINT ROOM GFCI / LS TIMER 20 1 1,500 1,920 20 1 GAZEBO 12 13 PARK LIGHTING 20 2
240 20 1 SPARE 14
15 240 20 1 SPARE 16
17 PARK LIGHTING 20 2
240 20 1 SPARE 18
19 240 20 1 SPARE 20
21 PARK LIGHTING 20 2
240 20 1 SPARE 22
23 240 20 1 SPARE 24
25 SPARE
20 1
20 1 SPARE 26
27 SPARE 20 1 SPARE 28
29 SPARE 20 1 20 1 SPARE 30
TOTAL A: 10,180
TOTAL B: 8,100
TOTAL: 18,280 = 18.28 KW @ 240 VOLTS = 76.2 AMPS

CONDUIT TRENCH DETAIL

NO PARKING

NO PARKING

MOTORCYCLE

PARKING
F1
F2 F3
F4 F5
F6 3 4 87 621 5
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PROPOSED LIGHT POLE
POLE #

PROPOSED ELECTRICAL BOX

PROPOSED CONDUIT

SEE SCHEDULE
ELECRICAL (U.G.)
SHADE

STRUCTRURE
SPLASH
PAD
PLAY
GROUND
REST

ROOM SHADE STRUCTURE
FIELD
HOUSE

VETERANS PARK PARKING

LOT & SOLAR ARRAY

SHAFTER

VETERANS

MEMORIAL
MATCH LINE - SEE SHEET E05 MATCH LINE - SEE SHEET E05

SCHNAIDT STREET

VETERANS PARK - CONDUIT SCHEDULE

CONDUIT CONDUCTOR REMARKS
NO. DIA MATERIAL QTY - SIZE - COLOR (PURPOSE) MATERIAL A 1-1/2" PVC SCH40
1 - #10 AWG - BLACK (3PH LIGHTING HOT)
1 - #10 AWG - BLUE (3PH LIGHTING HOT)
1 - #10 AWG - RED (3PH LIGHTING HOT)
1 - #8 AWG - GREEN (LIGHTING GROUND)
ALUMINUM POLE LIGHTING B 2" PVC
SCH40
2 - #10 AWG - BLACK (3PH LIGHTING HOT)
2 - #10 AWG - BLUE (3PH LIGHTING HOT)
2 - #10 AWG - RED (3PH LIGHTING HOT)
1 - #8 AWG - GREEN (LIGHTING GROUND)
ALUMINUM POLE LIGHTING G EX. 2" PVC
SCH40
2 - #10 AWG - BLACK (3PH LIGHTING HOT)
2 - #10 AWG - BLUE (3PH LIGHTING HOT)
2 - #10 AWG - RED (3PH LIGHTING HOT)
1 - #8 AWG - GREEN (LIGHTING GROUND)

ALUMINUM POLE LIGHTING

IRRIGATION MAIN

FENCING

WATER PIPE

EX SPORTS LIGHTING
CONDUITS & PULL BOXES 0
SCALE
 0

 0 0

12 11
1098
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ROOM
PLAY
GROUND
MATCH LINE - SEE SHEET E04 MATCH LINE - SEE SHEET E04

RODEO STREET

SCHNAIDT STREET
LEGEND

PROPOSED LIGHT POLE
POLE #

PROPOSED ELECTRICAL BOX

PROPOSED CONDUIT

SEE SCHEDULE
ELECRICAL (U.G.)

VETERANS PARK - CONDUIT SCHEDULE

CONDUIT CONDUCTOR REMARKS
NO. DIA MATERIAL QTY - SIZE - COLOR (PURPOSE) MATERIAL A 1-1/2" PVC SCH40
1 - #10 AWG - BLACK (3PH LIGHTING HOT)
1 - #10 AWG - BLUE (3PH LIGHTING HOT)
1 - #10 AWG - RED (3PH LIGHTING HOT)
1 - #8 AWG - GREEN (LIGHTING GROUND)
ALUMINUM POLE LIGHTING B 2" PVC
SCH40
2 - #10 AWG - BLACK (3PH LIGHTING HOT)
2 - #10 AWG - BLUE (3PH LIGHTING HOT)
2 - #10 AWG - RED (3PH LIGHTING HOT)
1 - #8 AWG - GREEN (LIGHTING GROUND)
ALUMINUM POLE LIGHTING G EX. 2" PVC
SCH40
2 - #10 AWG - BLACK (3PH LIGHTING HOT)
2 - #10 AWG - BLUE (3PH LIGHTING HOT)
2 - #10 AWG - RED (3PH LIGHTING HOT)
1 - #8 AWG - GREEN (LIGHTING GROUND)

ALUMINUM POLE LIGHTING

IRRIGATION MAIN

FENCING

WATER PIPE

EX SPORTS LIGHTING
CONDUITS & PULL BOXES 0
SCALE
 0

 0 0

NORTH
WALL
WEST
WALL
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CONSTRUCTION 2022 PARK LIGHTING IMPROVEMENTS PROJECT SITE PLAN

LIGHT POLE DETAIL

VETERANS PARK - ELECTRICAL PANEL SCHEDULE

ELECTRICAL SPLICE BOX DETAIL CONDUIT TRENCH DETAIL

THREE PHASE WIRING
PANEL: SQUARE D NQ4535 LOAD CENTER MAIN: 100 AMP
LOCATION: VETERANS PARK ELECTRICAL ROOM VOLTS: 208 / 120 PHASE: 3 WIRE: 4
CKT DESCRIPTION BRK POLES VOLT-AMPS (kW / PF) BRK POLES DESCRIPTION CKT

A B C A B C
1 SW ROOM OUTLETS 20 1 720 500 20 1 ELECTRICAL ROOM OUTLETS 2 3 NW ROOM OUTLETS 20 1 720 500 20 1 ROOM LARGE OUTLETS 4 5 LARGE ROOM OUTLETS 20 1 720 1,200 20 1 MUSCO LIGHTING CONTROLS 6 7 TELEPHONE OUTLETS 20 1 720 1,000 20 1 VETS MEMORIAL FLAGPOLE LIGHTING 8 9 INTERIOR LIGHTS 20 1 1,050 1,000
20 2 ELECTRICAL ROOM AC
10 11 EXTERIOR LIGHTS 20 1 1,500 1,000 12
13 400 20 1

FUTURE BASKETBALL LIGHTING
CONTROLS 14
15 370
20 2 FUTURE BASKETBALL COURT LIGHTING
16 17 PARK LIGHTING CONTROLS 20 1 400 370 18
19 PARK LIGHTING (CIRCUIT #1-12
LIGHTS) 20 3
240 20
21 240 22
23 240 24
25 PARK LIGHTING (CIRCUIT #2-12
LIGHTS) 20 3
240 26
27 240 28
29 240 30
TOTAL A: 3,820 VA, OR 11 AMPS
TOTAL B: 4,120 VA, OR 11 AMPS
TOTAL C: 5,670 VA, OR 16 AMPS
TOTAL V-A: 13,610 VA 38 AMPS /0.80 = 47.2 AMPS

VETERANS PARK - EXISTING ELECTRICAL

MANAGEMENT REPORT

CITY OF SHAFTER

CITY COUNCIL REPORT
MEETING DATE: December 6, 2022
FROM: Gabriel A. Gonzalez, City Manager
PREPARED BY: Michael James, Public Works Director
SUBJECT: AWARD PROFESSIONAL SERVICES CONTRACT FOR NORTH

SHAFTER COMMUNITY PARK DEVELOPMENT ARCHITECTURAL &

ENGINEERING DESIGN

RECOMMENDATION
Council do the following action(s):

1. Accept proposals received for the North Shafter Community Park Development Architectural & Engineering Design Services Project;

2. Authorize an award of a professional services contract for said project to Wynn Smith Landscape Architecture, Inc.; and,

3. Authorize Public Works Director to execute said contract on behalf of the City.

BACKGROUND
Last year, the City was awarded a grant through the Statewide Park Program valued at approximately $3.8 million to design and construct a new community park in the North Shafter area. The grant does not require local matching funds provided the actual costs stay within the grant project total. As awarded, the park will be five acres and feature playgrounds, shaded picnic areas, exercise stations, on-site parking, a spray park, a multi-purpose outdoor court, and open space. Due to limited staff time and experience with park designs, Public Works opted to conduct a Request for Proposals (RFP) for qualified consulting firms.

The RFP resulted in three (3) proposals submitted by the following firms:

1. Klassen Corporation

2. Ordiz Melby Architects

3. Wynn-Smith Landscape Architecture, Inc.

AWARD PROFESSIONAL SERVICES CONTRACT FOR NORTH SHAFTER COMMUNITY PARK

DEVELOPMENT ARCHITECTURAL & ENGINEERING DESIGN
- 2 -

ANALYSIS
To comply with typical requirements for professional services funded with grants, ranking submittals for this RFP was strictly based on qualifications. The ranking was specifically based on the scoring criteria previously provided in the RFP, which are listed below.

Criteria Max
Points
Understanding of the work to be done 25
Experience with similar kinds of work 20
Quality of staff for work to be done 15
Capability of developing innovative or advanced techniques 10 Familiarity with state procedures 10
Financial responsibility 10
Demonstrated Technical Ability 10
Total 100
Four City staff representing both the departments of Public Works and Planning scored each proposal using the criteria. The following is a summary of the scoring results:

Wynn-Smith Landscape Architecture, based in the San Diego area, submitted the highest-ranked proposal. Among the factors that led to their ranking is their lead role in designing comparable community parks for Gossamer Grove. This firm was later asked to submit a supplementary cost proposal for fulfilling the desired scope of work. The cost proposal submitted and provided with this staff report is valued at $342,022. The Public Works Department has reviewed the cost proposal and has determined that it is complete and fair, which now enables the City to consider awarding a professional services contract.

AWARD PROFESSIONAL SERVICES CONTRACT FOR NORTH SHAFTER COMMUNITY PARK

DEVELOPMENT ARCHITECTURAL & ENGINEERING DESIGN
- 3 -

FISCAL IMPACT
Capital Improvement Program Project No. PK00008 has the full grant funding of $3.8 million programmed into the current fiscal year budget.

CEQA ANALYSIS
A California Environmental Quality Act Notice of Exemption, dated February 22, 2021, was previously filed for the planned park development.

APPROVED BY THE CITY ATTORNEY
Yes

ALTERNATIVES
State grant funding for design work awarded through an RFP process generally requires a grant recipient to award strictly based on qualifications, meaning the City cannot negotiate with either of the consultants submitting one of the lower-ranked proposals. To consider costs from other consultants, staff would need to prepare and conduct a second RFP, which would likely take several months to complete and not lead to a different or better outcome. As previously stated, City staff lack the time and experience needed to conduct designs and prepare plans and specifications for a community park project. The recommended contract award is the best opportunity to proceed with the park project design and have it fully-funded by the grant. Therefore, alternative action is not recommended.

NEXT STEPS
Upon approval of the recommended items, a professional services contract will be prepared for consultant and City staff approval. The anticipated park design work will take most of 2023 to complete.

ATTACHMENTS

1. Conceptual Park Site Plan

2. Project Proposal Submitted by Wynn Smith Landscape Architecture

3. Fee Proposal Submitted by Wynn-Smith Landscape Architecture

4. Notice of Exemption Filed for Project

CITY OF SHAFTER NORTH SHAFTER COMMUNITY PARK DEVELOPMENT PROJECT CONCEPTUAL DRAWING SHEET 1
OF 1 ISSUED FOR DISCUSSION ENGINEERING SERVICES DEPARTMENT Phone (661) 746-5002 Fax (661) 746-9125 336 Pacific Avenue Shafter, CA 93263 0 SCALE: 1"=30'
15 30 60

13319 Poway Road, Suite 150, Poway, CA 92064 Tel. 858.513.0030 Scope of Services and Fee Estimate
North Shafter Community Park Development Project
City of Shafter, CA
A. Scope
Wynn-Smith Landscape Architecture (WSLA) understand that the following components, as determined by the City’s previous public workshops, are to be incorporated into the design of the park:

1. Gazebo area that may provide a variety of activities

2. 9,500 square foot skate park

3. 10,500 square foot Spray Park

4. Multi-purpose court

5. Exercise Area

6. Playground

7. Restroom

8. Open Grass

9. Parking Lot

10. Lighting

11. Picnic and Shade Areas

12. Pedestrian Walkways

13. Security Cameras

14. Landscaping
The City’s budget for some line items may be significantly less than current costs.

The following outlines the proposed scope of work:

Phase I – Vision and Pre-Design
An initial kick-off meeting will be held with the City to review the project goals, opportunities, constraints and potential construction budget issues as identified in the RFP Estimated Construction Costs. It will be important to gain a clear mutual understanding of how the City will want to address items that may be much more expensive than the City anticipated knowing there is a set budget.

Our team will then gather data and analyze the site and the adjacent neighborhoods to understand the context in which the park lies. As part of this site analysis, a survey will be done to identify the boundaries, edge of streets, existing above ground elements and topography.

A Geotechnical Investigation Report will be prepared by subconsultant QK and BSK Engineering in addition to a Boundary survey and a Topography Survey.

See QK’s attached proposal for details of that work (Task 2.0).

North Shafter Community Park Fee Proposal
Landscape Architecture Proposal
November 11, 2022

Wynn-Smith Landscape Architecture, Inc.
13319 Poway Road, Suite 150, Poway, CA 92064 Tel. 858.513.0030 Deliverables / Meetings:
• Phase I includes 1 meeting (Kick-off meeting).
• 1 PDF of site survey
• Meeting Minutes
Phase II – Conceptual / Schematic Design – 30% submittal WSLA will begin to refine the existing concept, previously prepared by the City, which will show how circulation into and through the park will provide easy access to the proposed amenities as well as good spots for resting and/or watching activities taking place throughout the park.

The concept plan will be prepared showing all landscape concept elements including all pertinent hardscape and planting areas. Actual locations of each plant will not be shown on this plan except for primary plantings such as space defining shrubs, trees, and groundcovers. Important accent planting will be indicated. Specific species will be identified during the Design Development phase.

A preliminary concept sketch will be presented to the City/Community for review and comment. Based on City feedback during the presentation, the concept plan will be revised to reflect such comments and presented to the City for approval to move into Design Development.

Includes up to two (2) minor revisions
See Civil proposal for details - Task 3.0 Schematic Design See Electrical proposal for details
Deliverables / Meetings:
• Phase II includes 3 meetings (2 biweekly updates and 1 to discuss Skate Park and Splash Pad)
• 3-D renderings of skate park concepts with opinion of probable cost of construction of skate park
• Full-sized plans of Conceptual / Schematic Design – 24”x36” two (2) sets • Estimates of probable costs
• Meeting Minutes for each meeting – Virtual or in person Phase III – Design Development – 70% Submittal
Upon City approval of the conceptual / schematic design plans Design Development plans will be prepared as follows:

1. Title Sheet

2. Survey

3. Demolition Plan, as necessary

4. Site Plan (Identifying all above ground amenities and materials.)

North Shafter Community Park Fee Proposal
Landscape Architecture Proposal
November 11, 2022

Wynn-Smith Landscape Architecture, Inc.
13319 Poway Road, Suite 150, Poway, CA 92064 Tel. 858.513.0030

5. Civil Improvement Plans, including existing utilities and /or modifications

6. Street and drainage plans (plan and profiles)

7. Signing and pavement delineation plans

8. Engineering standard detail sheets

9. Storm Water Pollution Control Plan, as necessary

10. Landscape Construction Plan - preliminary

11. Landscape standard details and site sections of key elements of design

12. Preliminary Irrigation Plan – identifying meter location, drip and spray irrigation areas and mainline runs.

13. Planting Plan (Identify plant species, locations and quantities)

14. Splash pad details - preliminary

15. Skate park details - preliminary

16. Lighting and Electrical Plan (Identifying location of light fixtures and type as well as the needs for restroom building, irrigation and spray pad equipment.)

17. Specifications - preliminary
For more detail of each of the above plans, see each sub-consultant’s attached proposal.

Deliverables / Meetings:
• Phase III includes 3 bi-weekly meetings
• Full-sized plans of Design Development plans – 24”x36” two (2) sets • Specifications
• Estimates of probable costs
• City’s red-line comments to the 70% Design Development plans • Response spreadsheet for City comments
• One (1) electronic copy of PS&E
• Meeting Minutes for each meeting – Virtual or in person Phase IV – Construction Documents
90 % Construction Documents
Upon City approval of the Design Development plans Construction Document plans will be prepared as follows:

1. Title Sheet

2. Demolition Plan, as necessary

3. Site Plan (Identifying all above ground amenities and materials.)

4. Civil Improvement Plans, including existing utilities and /or modifications

5. Street and drainage plans (plan and profiles)

6. Signing and pavement delineation plans

7. Engineering standard detail sheets

8. Storm Water Pollution Control Plan, as necessary

9. Landscape Construction Plan:

Includes layout and dimensioning of all hardscape elements. All materials, colors and finishes will be identified.

10. Landscape Construction Details

North Shafter Community Park Fee Proposal
Landscape Architecture Proposal
November 11, 2022

Wynn-Smith Landscape Architecture, Inc.
13319 Poway Road, Suite 150, Poway, CA 92064 Tel. 858.513.0030 Details of all elements except for prefabricated shade structures and restroom building which are to be provided by manufacturers of each.

11. Irrigation Plan
Includes: Diagrammatic layout of landscape irrigation piping, valves, control equipment, sprinkler heads, drip emitters and related equipment for the irrigation of planted areas, specifically calling out pipe and equipment sizing and types, brand and model. Details for the installation of the system are included.

12. Hydrozone Plan
Per state MWELO water conservation requirements, a hydrozone plan will be prepared identifying areas requiring similar water consumption.

Estimated water use will be calculated. Soil testing to be done by contractor after grading and submitted to City at final inspection.

13. Planting Plan
Includes: Identification of all proposed plant material, their sizes, quantities, varieties and general notes to the contractor. Details for the installation of the plants are included.

14. Splash pad details

15. Skate park details

16. Lighting and Electrical Plans

17. Specifications - preliminary
For more detail of each of the above plans, see each sub-consultant’s attached proposal.

Deliverables / Meetings:
• Phase IV includes 3 bi-weekly meetings
• Full-sized plans of Design Development plans – 24”x36” two (2) sets • Specifications
• Estimates of probable costs
• City’s red-line comments to the 70% schematic design plans • Response spreadsheet for City comments
• One (1) electronic copy of PS&E, Landscape, Electrical, Skate Park and Splash Pad plans.
• Meeting Minutes for each meeting – Virtual or in person 100% Construction Documents
Upon City approval of the 90% plans, WSLA will complete the full 100% Construction Document package including plans, details and specifications for submittal. All comments to the 90% plans will be addressed as appropriate.

Deliverables / Meetings:
• Phase IV includes 2 bi-weekly meetings
• Full-sized plans of Design Development plans – 24”x36” two (2) sets • Specifications
• Estimates of probable costs
• City’s red-line comments to the 90% schematic design plans • Response spreadsheet for City comments

North Shafter Community Park Fee Proposal
Landscape Architecture Proposal
November 11, 2022

Wynn-Smith Landscape Architecture, Inc.
13319 Poway Road, Suite 150, Poway, CA 92064 Tel. 858.513.0030 • One (1) electronic copy of PS&E, Landscape, Electrical, Skate Park and Splash Pad plans.
• Meeting Minutes for each meeting – Virtual or in person Final Contract Bid Documents
Once final approval for the project is received from the City, WSLA will prepare the final signed set of drawings and provide to City for bidding purposes. The City’s red-line comments to the 100% submittal will also be returned.

Deliverables / Meetings:
• Full-sized plans of Design Development plans – 24”x36” two (2) sets • Specifications
• Estimates of probable costs
• City’s red-line comments to the 100% schematic design plans • Response spreadsheet for City comments
• One (1) electronic copy of PS&E, Landscape, Electrical, Skate Park and Splash Pad plans.

Phase V – Bidding and Contract Award
WSLA will assist the City Project Manager (PM) during the bidding process.

These services include the following:

Subtask 1: Prepare and Circulate Final Bid Documents for Construction • Prepare bid schedule for all construction items
• Respond in writing to contractor’s questions regarding plans • Prepare addenda for plans (1 assumed0
Subtask 2: Plan sets for Bidding and Construction
• Two (2) plan sets for the City
• Five (5) plan sets for the project bidding
• Two (2) plan sets for the Construction Manager
• Five (5) plan sets for the selected Contractor
Phase VI – Construction Phase
WSLA will provide the following services during construction:
• Review and approve material submittals
• Respond to requests for information (RFI’s)
• Assist with contract change orders
• Construction observations (as requested by the City)
o Suggested site visits
§ Construction Kick-off meeting
§ Hardscape forming
§ Post hardscape review
§ Post irrigation review
§ Tree placement
§ Final installation

North Shafter Community Park Fee Proposal
Landscape Architecture Proposal
November 11, 2022

Wynn-Smith Landscape Architecture, Inc.
13319 Poway Road, Suite 150, Poway, CA 92064 Tel. 858.513.0030 § Construction observation by Splash Pad and Skate Park consultants may be negotiated if desired by City.
• Construction staking during construction – see Civil’s proposal for more details
Deliverables / Meetings:
• Submittal review responses
• RFI responses
• Change order recommendations
• Observation reports
Exclusions/Assumptions
• As-builts
• Meetings beyond those identified in this proposal
• Utility research and coordination is excluded
• City will respond to comments within two (2) weeks of submittals Fee Schedule

WSLA QK / BSK
HardinDavidsonSpohn
Ranch
California
Waters Total
10%
Consultant
Mark-Up Grand Total %
Phase I - Vision and Pre-DesignAlong with Amenity Vendor Specifications and Analysis $5,810.00 $45,200.00 $1,500.00 $0.00 $0.00 $52,510.00 $4,670.00 $57,180.00 17% Phase II - Conceptual/Schematic
Design - Refine Park Site Plan $34,220.00 $6,700.00 $2,000.00 $0.00 $4,500.00 $47,420.00 $1,320.00 $48,740.00 14% Phase III - Design Development $17,310.00 $34,200.00 $3,000.00 $11,100.00 $9,350.00 $74,960.00 $5,765.00 $80,725.00 24% Phase IV - Construction
Documents $18,100.00 $20,870.00 $10,000.00 $10,300.00 $13,000.00 $72,270.00 $5,417.00 $77,687.00 23% Phase V - Bidding and Contract
Award $5,880.00 $2,400.00 $2,000.00 $0.00 $1,000.00 $11,280.00 $540.00 $11,820.00 3% Phase VI - Construction Phase $9,880.00 $45,900.00 $5,000.00 $60,780.00 $5,090.00 $65,870.00 19% Total $91,200.00 $155,270.00 $23,500.00 $21,400.00 $27,850.00 $319,220.00 $22,802.00 $342,022.00 100% Reimbursables
Prints - 24x36 $1,400.00
Spohn Ranch $1,000.00

North Shafter Community Park Fee Proposal
Landscape Architecture Proposal
November 11, 2022

Wynn-Smith Landscape Architecture, Inc.
13319 Poway Road, Suite 150, Poway, CA 92064 Tel. 858.513.0030 Hourly Rates For Additional Work
WSLA
Principal Landscape Architect $190.00 / Hour
Project Manager / Landscape Architect $150.00 / Hour
Senior Designer / CAD Draftsperson $90.00 / Hour
Junior Designer / CAD Draftsperson $65.00 / Hour
Irrigation Designer $110.00 / Hour
Document Research / Plan Submittals to Agencies $65.00 / Hour QK
See the following sheet.

Hardin-Davidson
Principal Electrical Engineer $250.00/Hour
Field Engineer $200.00/Hour
Electrical Designer / CAD Operator $150.00/Hour
Spohn Ranch
Principal $150.00/Hour
Project Manager $125.00/Hour
Designer $125.00/Hour
Drafter $85.00/Hour
Rendering Artist $75.00/Hour
Estimator $75.00/Hour
California Waters
Officer/Principal $200.00/Hour
Registered Engineer $175.00/Hour
Senior Project Manager $150.00/Hour
Project Manager $135.00/Hour
Design Engineer $125.00/Hour
Senior CAD Designer $100.00/Hour
CAD Designer $80.00/Hour
Project Coordinator $60.00/Hour
Administrative & Clerical Support $50.00/Hour

Charge Rate Schedule

North Shafter Community Park Fee Proposal
Landscape Architecture Proposal
November 11, 2022

Wynn-Smith Landscape Architecture, Inc.
13319 Poway Road, Suite 150, Poway, CA 92064 Tel. 858.513.0030 Declaration of California State Board of Landscape Architects:

Landscape Architects are regulated by the California Board of Landscape Architects. Any questions concerning a Landscape Architect may be referred to the Board at:

Board of Landscape Architects
400 R Street, Suite 4020
Sacramento, California 95814
(916) 445-4954
Thank you,
Timothy M. Smith, PLA, ASLA
President
RLA #4008

November 11, 2022
Mr. Timothy Smith, PLA, ASLA
President
Wynn-Smith Landscape Architecture, Inc. (WSLA)
13319 Poway Road, Suite 150
Poway, CA 92064
Subject: Professional Services for North Shafter Community Park – Shafter, CA Dear Mr. Smith:

Thank you for the opportunity to propose on this park project. QK is pleased to offer our services to Wynn-Smith for the North Shafter Community Park. Having worked with Wynn-Smith on previously successful park projects, we look forward to working with you again on this 5 Acre Park in Shafter. The following includes our project understanding, approach, and proposed schedule and fees for your review and consideration.

Thank you for the opportunity to propose on this project. If you have any questions or would like to discuss this proposal further, please contact Cathy Williams at (661) 616-2600. We look forward to working with you on this important project.

Sincerely,
Cathy Williams, PE, QSD/QSP Amber Aguayo
Branch Manager - Bakersfield CFO/COO
Enclosures: Scope of Services and Fee Estimate
Charge Rate Schedule
P220573
cw/bw/aa

Scope of Services and Fee Estimate
North Shafter Community Park Development Project
City of Shafter, CA
Wynn-Smith Landscape Architecture, Inc. (P220573) Page 1 of 9 November 11, 2022

PROJECT UNDERSTANDING
The City of Shafter (City) is currently seeking qualified consultants to complete the design phase for a Community Park Development Project located near the intersection of State Route 43 and Fresno Avenue in Shafter, California, funded through Proposition 68 grant. The City has acquired 30 acres of property previously utilized as a grape vineyard and has requested proposals to develop a park of approximately 5 acres within that parcel.

The City wishes to improve the recreational opportunities based on extensive public outreach with North Shafter Residents. The project is expected to provide site improvements including new accessible pathways to the individual play areas including appropriate ADA parking areas for easy public access, maximize environmental and eco efficiency and provide a safe park the supports the community and City’s vision. The Consultant hired shall provide the design, prepare final plans, specifications, and construction estimates (PS&E) for ADA compliant paths of travel, vehicle parking, and site features such as skate park, playground, park benches and picnic tables. QK will provide support to Wynn-Smith Landscape Architecture, Inc. (Wynn-Smith) for these services.

APPROACH/SCOPE OF SERVICES

DESIGN AND PROJECT DEVELOPMENT TASKS
TASK 1.0 PROJECT MANAGEMENT SUPPORT
QK will maintain an open line of communication with Wynn-Smith to ensure that the project is moving forward expeditiously. We will provide a support role to ensure we remain aligned throughout the project. The responsibilities include:
 Attend Project Development Team meetings as required to maintain project delivery schedule. It is anticipated that four (4) meetings will be needed (meetings beyond those listed will be billed on a Time and Materials basis with your authorization):
o Kick-off meeting.
o Concept presentation.
o Coordination of City Plan check comments at 70% and 90% phases.  Ensure our work meets all milestones throughout life of the project.

TASK 2.0 VISION AND PRE-DESIGN (PHASE I)
Subtask 2.1 Preliminary Geotechnical Engineering Investigation As a subconsultant to QK, BSK Associates (BSK) will complete a Geotechnical Investigation Report. Tasks completed will include:

Field Exploration
BSK will perform seven (7) total borings to varying depths of approximately 3- to 20-feet below ground surface (bgs) or practical refusal. Two (2) Percolation tests will be performed at depths of 3-5 feet for on-site drainage design. All test borings will be drilled with a truck-mounted drilling rig. BSK will obtain bulk soil samples and relatively undisturbed soils samples at each location to perform various laboratory tests.

In order for BSK to complete the testing as described above, the project site must be readily accessible to BSK vehicles and staff. Access limitations due to existing improvements, sensitive habitat or overhead hazards (e.g., electrical and cable wires) may result in time delays and/or additional charges. It shall be the Owner’s responsibility

Wynn-Smith Landscape Architecture, Inc. (P220573) Page 2 of 9 November 11, 2022
to ensure that proper site access is available and that the site is made suitable as required to support a work truck prior to commencement of the field investigation.

An arrangement to identify underground utilities is necessary prior to our field exploration. Prior to commencement of drilling operations, a BSK representative will visit the site to mark the boring locations, evaluate site accessibility, and contact Underground Service Alert (USA) to evaluate if any of the test boring locations may conflict with underground utilities. Since USA members usually do not mark underground utilities outside of public rights-of-way, we will likely need to rely on utility line records, “as-built” plans, and the assistance of an Owner representative to provide information concerning the location of underground utilities in the vicinity of the proposed test locations. The costs included in this proposal are not commensurate with any costs incurred as a result of damage and/or repair of existing underground utilities or structures. In addition, BSK will not be responsible for damage to underground utilities or other installations unless they are accurately marked on the ground surface and on plans made available to us prior to beginning of field operations. It is the responsibility of the Owner to verify that the proposed boring locations are free of underground utilities or other obstructions not identified and located by USA. To reduce the potential for damage to buried underground utilities, BSK may subcontract a private utility locator to mark identifiable buried utilities within a 20-foot radius of our proposed boring locations for an additional fee.

At the completion of testing and sampling, the borings will be backfilled with soil cuttings. Excess soil cuttings generated during our field exploration will be left onsite at an area selected by the Owner or one of its representatives.

Alternatively, we can drum the cuttings and dispose of them at a landfill facility for an additional fee.

Laboratory Testing
The laboratory testing program will incorporate physical and chemical tests and depending on our findings may include the evaluation of the soil density, moisture content, shear strength, expansion index, compressibility/collapse potential, and corrosion potential (minimum soil resistivity, pH, soluble sulfates, and soluble chlorides).

Analysis and Report Preparation
Based on the results of the field exploration and laboratory testing program, engineering analyses will be performed to evaluate site conditions including site geology, soil, and groundwater conditions. Specifically, the report will incorporate the following items:
 Vicinity Map and Site Plan with boring locations
 Subsurface Conditions, Soil Boring Logs, Depth to Groundwater (if encountered)  Summary of Laboratory Tests
 Geologic and Seismic Literature Review
 Discussion of liquefaction potential and seismic settlement  Seismic Design Criteria (based on mapped 2019 CBC parameters only)  Corrosion and expansion characteristics of on-site soils  Recommendations for site preparation, earthwork, and foundation subgrade  Recommended embedment and allowable bearing pressure for recommended foundations  Allowable lateral bearing pressure and skin friction
 Soil Percolation Test results
 Requirements for imported fill materials
 Excavation stability
 Pavement design recommendations
 Flatwork and hardscape recommendations
 Recommendations for site drainage
 Recommendations for construction observations and testing The Geotechnical Investigation Report will be prepared under the supervision of a California Licensed Geotechnical Engineer.

Wynn-Smith Landscape Architecture, Inc. (P220573) Page 3 of 9 November 11, 2022
Deliverable:
 Geotechnical Investigation Report in PDF format
Assumptions:
 City of Shafter will provide to BSK Associates, prior to mobilization, legal right of entry to the site (and other areas if required) to conduct the scope of services.
 City of Shafter will notify BSK Associates, prior to mobilization, of any restrictions, special site access requirements, or known potentially hazardous conditions at the site (e.g., hazardous materials or processes, specialized protective equipment requirements, unsound structural conditions, etc.).  City of Shafter will provide BSK Associates background information on the site including any as-graded geotechnical reports for the project site.
 Work can be performed during normal business hours (Monday through Friday, 7:00am to 7:00pm).  Excess soil cutting generated during our field exploration can be left onsite at an area selected by the Owner or one of its representatives.
 Project meetings/conference calls, plan reviews, response to City review comments and construction services and not included in the estimate but can be provided on request on a “time and materials” basis.

Subtask 2.2 Boundary Survey
QK will conduct a boundary survey to be used for the preparation of the necessary survey and engineering maps.

Since the project site is a portion of an existing parcel, QK will need to be provided with the breakdown of the site boundary to be established for the project. Our scope of work will consist of the following elements:
 Research recorded survey maps and records to determine which survey monuments will control the location of the boundary.
 Research recorded deeds of the subject property and adjacent properties to determine property boundaries.  Perform field survey, collecting data on survey monuments, including setting control points near site to serve as a basis of the topographic survey.
 Post process field data and analyze accuracy and completeness of data.  Use maps, deeds, and field data to resolve boundary of the subject parcels.

Deliverable:
 Boundary file in AutoCAD Civil 3D 2022 format.

Subtask 2.3 Topographic Survey
QK will perform a detailed topographic survey of the project area. The survey will locate existing improvements, edges of pavement, existing topographic features, right of way lines, survey monuments, and utilities. The survey will also determine inverts of sewer lines in the project area. QK will conduct a detailed field review of the project area to verify the topographic survey and to further identify utilities, street lighting, signage, and other surface features. During the field review, the project area will be photo-logged, and field notes taken for use during project design. Locations of underground utilities will be shown based on existing utilities observed in the field and available records provided by the various utility agencies. The topographic survey shall call out the size and type of pipe for all water, gas, and sewer lines if they can be determined by record maps or field observations. The topographic survey will also accurately show the size of all vaults and underground structures based on the field review and plat maps obtained from the utility agencies. The workflow and deliverable preparation consist of the following steps:
 Set ground control points to control aerial surveying.  Conduct unmanned aerial flights of project area.
 Post processing of aerial flight data and topo data extraction from aerial dataset.  Collect street improvements, edge conditions and check station data with traditional surveying techniques.  Post process field data and analyze accuracy and completeness of data.

Wynn-Smith Landscape Architecture, Inc. (P220573) Page 4 of 9 November 11, 2022
 Import topographic data into AutoCAD and reduce to a readable, 40 scale CAD drawing or engineers’ preference.
 Create surface to show contours.
 Reducing/drafting checks on field data to accurately depict planimetric data.  Quality Assurance/Quality Management (QAQC) review of files by a professional land surveyor.  Provide CAD drawing at acceptable scale for the engineering team.

Exception:
 Subsurface utilities are excluded. Utility research is excluded.

Deliverable:
 Topographic survey including points, planimetric data, and surface information in AutoCAD Civil 3D 2022 format.

TASK 3.0 SCHEMATIC DESIGN (PHASE II)
Subtask 3.1 Preparation of Plans, Specifications and Details QK will prepare the schematic civil engineering package to include 30% plans, outline specifications, schematic details, update the preliminary estimate of construction costs.

QK will complete a schematic engineering design plan, which will include grading, parking lot layout, curb returns, ADA-compliant curb ramps, sidewalks, landscape areas, lighting, and utilities. Any potential conflicts with utilities, existing features, and right of way will be identified.

Along with the layout of the site, QK will analyze the stormwater runoff produced by the community park and develop a plan that will make it feasible for storm water infiltration. The analysis will include looking at options for onsite retention The onsite retention may be integrated within the park landscape features such as rain gardens, bio swales, and contoured landscape areas. QK will verify how much will be retained onsite and how much will be directed through underground facilities.

This submittal will not include full construction details. QK will meet with the Wynn-Smith and the City to review this 30% design for the project to get City approval prior to further, detailed design.

Deliverables:
 Full-sized plans – 24” x 36” two (2) sets for submittal to Wynn-Smith  Estimates of probable costs one (1) set for submittal to Wynn-Smith  One (1) electronic copy for submittal to the Wynn-Smith TASK 4.0 DESIGN DEVELOPMENT (PHASE III)
Subtask 4.1 100% Design Development Package (70% Construction Documents) Upon City directions and/or approval of the schematic engineering design plans (30% submittal), QK will complete the 100% Civil Design Development Plans (70% Construction Documents) package including plans, details and specifications for review and approval by the City. All comments to the working plan sets will be addressed as appropriate.

The 100% Design Development Package (70% construction documents) will include, but not necessarily be limited to, the following:
 Cover sheet
 Topographic survey

Wynn-Smith Landscape Architecture, Inc. (P220573) Page 5 of 9 November 11, 2022
 Demolition plan, as necessary
 Site Plans, as necessary
 Civil improvement plans, including existing utilities and/or modifications  Street and drainage plans (plan and profiles)
 Signing and pavement delineation plans
 Standard detail sheets
 Storm water pollution control plan, as necessary
The topographic information shall be faded as background and remain plan readable. Plans will be set up so they can be reduced to 50% of their original size and plan text remain readable.

Improvement plans will most likely be at a scale of 1” = 20’ horizontal. Curb ramps may be detailed at a larger scale, 1” = 5’, to demonstrate sufficient detail. Where underground piping is constructed, plan and profile views shall be shown on the same sheet.

QK will prepare contract technical specifications in Microsoft Word. Necessary items not included in the City’s technical specifications will be prepared using technical specifications from recent projects, and Special Provisions, and manufacturer’s specifications, unless otherwise specified by the City.

QK will also prepare an engineer’s opinion of probable construction costs and a bid item schedule for this project.

Both items shall be prepared in an Excel spreadsheet format.

The 100% Civil Design Development (70% PS&E) will be submitted to Wynn-Smith for review and incorporation into their plan set. Prior to submittal of the 100% Design Development (70% PS&E) package, QK will conduct an internal QA/QC review of the complete PS&E package and will revise the package as needed.

Deliverables:
 Full-sized plans – 24” x 36” two (2) sets for submittal to Wynn-Smith  AutoCAD Civil 3D drawings in 2022 format
 Specifications one (1) set for submittal to Wynn-Smith  Estimates of probable costs one (1) set for submittal to Wynn-Smith  City’s red-line comments to the 30% schematic design plans  Response spreadsheet for City comments
 One (1) electronic copy of PS&E for submittal to City QK will meet with Wynn-Smith and the City after review of the 100% Design Development (70% PS&E) submittal to discuss the comments received and determine how best to proceed with the project design. QK will obtain direction and/or approval in writing on the 100% Civil Design Development (70% PS&E) submittal before proceeding to the 90% construction documents.

Subtask 4.2 100% Design Development Constructability Review QK Construction Management will review the 100% Civil Design Development package (70% Construction PS&E) and will inform the design team of any issues that need to be addressed including Certified Access Specialist (CASp) review for ADA compliance. QK will advise Wynn-Smith on any remaining civil elements that may have constructability concerns. If needed, QK will discuss any improvements to the plans that will assist in development of the Final PS&E.

Subtask 4.3 Coordination with Wynn-Smith for Design Review and Discussion QK will coordinate with Wynn-Smith during the Design Development task of the project to review and discuss milestones and key issues. QK will additionally meet to review final Design Development plans for City comments, discussion, and approval.

Wynn-Smith Landscape Architecture, Inc. (P220573) Page 6 of 9 November 11, 2022
Deliverable:
 Regular Design Team progress meetings (bi-weekly)
TASK 5.0 CONSTRUCTION DOCUMENTS (PHASE IV)
Subtask 5.1 90% Construction Documents
Upon City direction and/or approval of the 100% Civil Design Development documents (70% PS&E), QK will complete the full 90% PS&E package including plans, details, and specifications for submittal. All comments to the 100% Design Development Documents (70% PS&E) will be addressed as appropriate.

Prior to submittal of the 90% Construction PS&E to Wynn-Smith, QK will conduct an internal QA/QC review of the complete PS&E package including plans, details, cost estimate and specifications and will revise the package as needed.

Deliverables:
 Full-sized plans – 24” x 36” two (2) sets for submittal to Wynn-Smith  AutoCAD Civil 3D drawings in 2022 format
 Specifications one (1) set for submittal to Wynn-Smith  Estimates of probable costs one (1) set for submittal to Wynn-Smith  City’s red-line comments to the 100% Design Development Documents (70% construction submittal)  Response spreadsheet for City comments
 One (1) electronic copy of PS&E for submittal to Wynn-Smith QK will meet with Wynn-Smith and the City after review of the 90% submittal to discuss the comments received. QK will obtain direction and/or approval in writing on the 90% submittal before proceeding to the 100% PS&E.

Subtask 5.2 100% Construction Documents
Upon City direction and/or approval of the 90% PS&E, QK will complete the full 100% Civil PS&E package including plans, details and specifications for submittal. All comments to the 90% PS&E will be addressed as appropriate.

Prior to submittal of the 100% PS&E to Wynn-Smith QK will conduct an internal QA/QC review of the complete PS&E package and will revise the package as needed.

Deliverables:
 Full-sized plans – 24” x 36” two (2) sets for submittal to Wynn-Smith  AutoCAD Civil 3D drawings in 2022 format
 Specifications one (1) set for submittal to Wynn-Smith  Estimates of probable costs one (1) set for submittal to Wynn-Smith  City’s red-line comments to the 90% submittal
 Response spreadsheet for City comments
 One (1) electronic copy of PS&E for submittal to Wynn-Smith QK will meet with Wynn-Smith and the City after review of the 100% submittal to discuss the comments received. QK will obtain direction and/or approval in writing on the 100% submittal package before providing final, signed contract documents.

Subtask 5.3 Final Contract Bid Documents
Once final approval for the project is received from the City, QK will prepare the final, signed PS&E package and provide to Wynn-Smith for bidding purposes. The City’s red-line comments to the 100% submittal will also be returned.

Wynn-Smith Landscape Architecture, Inc. (P220573) Page 7 of 9 November 11, 2022
Deliverables:
 Full-sized final signed plans – 24”x36” two (2) sets
 AutoCAD Civil 3D drawings in 2022 format
 Final signed specifications two (2) sets
 Estimates of probable costs one (1) set
 City’s red-line comments to the 100% submittal
 Response spreadsheet for City comments
 One (1) electronic copy of final signed contract documents TASK 6.0 BID AND CONTRACT AWARD (PHASE V)
QK will assist Wynn-Smith during the bidding process. These services will include the following.

Subtask 6.1 Prepare and Circulate Final Bid Documents for Construction For this task, QK will:
 Prepare Civil bid plans and technical specifications
 Prepare bid schedule for Civil Improvements
 Respond in writing to contractors’ questions regarding Civil Engineering Plans (10 questions are assumed)  Prepare addenda for Civil Engineering plans (1 is assumed)

CONSTRUCTION SUPPORT TASKS (OPTIONAL TASKS)
TASK 7.0 ASSISTANCE DURING CONSTRUCTION BIDDING (OPTIONAL TASK) QK will provide assistance to Wynn-Smith during the construction bidding process. This assistance will be provided by QK staff experienced with construction project management and shall consist of responding to questions from contractors regarding the design and/or technical specifications as prepared by QK.

TASK 8.0 DESIGN SUPPORT DURING CONSTRICTION (OPTIONAL TASK) QK will provide assistance to Wynn-Smith during construction. This assistance will be provided by QK staff experienced with construction project management and will include the following for the Civil Improvements:
 Review and approving material submittals
 Responding to requests for information (RFI’s)
 Assisting with contract change orders
 Construction observations (as requested by the City and Wynn-Smith) Deliverables:
 Submittal review response
 RFI response
 Change order recommendations
 Observation reports
TASK 9.0 CONSTRUCTION STAKING DURING CONSTRUCTION (OPTIONAL TASK) QK will provide one set of construction stakes for the following:
 Limits of demolition
 Rough grade staking

Wynn-Smith Landscape Architecture, Inc. (P220573) Page 8 of 9 November 11, 2022
 Proposed ADA pathways
 Limits of the playground areas (skate park, spray park, exorcize area, and court area)  Parking lot containing the proposed ADA parking stalls  Park lights and camera locations
 Restroom building corners
 Sewer, storm drain and waterline staking
 Staking requests beyond the listed shall be billed on a T&M basis with prior approval from Wynn-Smith Deliverable:
 Cutsheets
TASK 10.0 CONSTRUCTION TESTING AND INSPECTION (OPTIONAL TASK) QK will provide assistance to Wynn-Smith during construction by observing the work for conformance with the plans and specifications as requested by the City. As a subconsultant to QK, BSK will provide testing services for items listed on the plans and in the specifications. Compaction reports will be submitted to Wynn-Smith .

Deliverable:
 Compaction Reports

SCHEDULE
Task Description Duration

1.0 Project Management Support 60 days

2.0 Vision and Pre-Design (Phase 1)

2.1 Preliminary Geotechnical Engineering Investigation 20 days

2.2 Boundary Survey 25 days

2.3 Topographic Survey 25 days

3.0 Schematic Design (Phase II)

3.1 Preparation of Plans, Specifications and Details 5 days

4.0 Design Development (Phase III)

4.1 100% Design Development Package (70% Construction Documents) 20 days

4.2 100% Design Development Constructability Review 5 days

4.3 Coordination with WSLA for Design Review and Discussion 2 days

5.0 Construction Documents (Phase IV)

5.1 90% Construction Documents 15 days

5.2 100% Construction Documents 10 days

5.3 Final Contract Bid Documents 5 days

6.0 Bid and Contract Award (Phase V)

6.1 Prepare and Circulate Final Bid Documents for Construction 1 days

7.0 Assistance During Construction Bidding (Optional Task) 5 days

8.0 Design Support During Construction (Optional Task) 5 days

9.0 Construction Staking During Construction (Optional Task) Est. 12 site visits
Total Duration 90 days

Wynn-Smith Landscape Architecture, Inc. (P220573) Page 9 of 9 November 11, 2022

FEE ESTIMATE
Task Description Fee Type Fee Amount

1.0 Project Management Support T&M $5,920

2.0 Vision and Pre-Design (Phase 1)

2.1 Preliminary Geotechnical Engineering Investigation Fixed Fee $18,200

2.2 Boundary Survey Fixed Fee $6,300

2.3 Topographic Survey Fixed Fee $20,700

3.0 Schematic Design (Phase II)

3.1 Preparation of Plans, Specifications and Details Fixed Fee $6,700

4.0 Design Development (Phase III)

4.1 100% Design Development Package (70% Construction
Documents)
Fixed Fee $28,100

4.2 100% Design Development Constructability Review Fixed Fee $1,700

4.3 Coordination with WSLA for Design Review and Discussion Fixed Fee $840

5.0 Construction Documents (Phase IV)

5.1 90% Construction Documents Fixed Fee $11,200

5.2 100% Construction Documents Fixed Fee $4,700

5.3 Final Contract Bid Documents Fixed Fee $2,600

6.0 Bid and Contract Award (Phase V)

6.1 Prepare and Circulate Final Bid Documents for Construction Fixed Fee $1,000 Total Estimated Fee (Tasks 1.0 through 6.0 only) $107,960

7.0 Assistance During Construction Bidding (Optional Task) Fixed Fee $1,400

8.0 Design Support During Construction (Optional Task) Fixed Fee $2,200

9.0 Construction Staking During Construction (Optional Task) Fixed Fee $43,700 Total Estimated Fee (All Tasks) $155,260
Notes:

1. Expenses for reproduction, mailing, mileage, etc. are included in the fixed fee above and billed per our attached Charge Rate Schedule.

2. All time-and-materials fees will be invoiced monthly based on the level of effort in terms of hours relative to our Charge Rate Schedule.

3. When a Task is set on a time-and-materials fee basis, it signifies that it is not possible to accurately predict the amount of work effort required typical of on-call type services. QK will work with the client to set expectations where applicable.

4. Tasks billed by fixed fees will be invoiced monthly based on the percentage of work completed.

5. Additional Services requested in writing and approved by the client will be provided on a time-and-materials basis.

6. Fees for field surveying activities are subject to the payment of Prevailing Wages for Kern County.

EXCLUSIONS AND ASSUMPTIONS
 Minimal meetings and coordination are planned. Any additional meetings and site visits can be held for $400 per meeting.
 Topographic survey will need to be completed prior to starting Task 3.0.  To complete the Topographic Survey task, State of California Prevailing Wage Rate will be used.  Utility research and coordination is excluded.
 As-built drawings are excluded.
 City will respond to comments within two (2) weeks of submittals.

AUTHORIZATION OF SERVICES
In order to authorize services described herein, please send us an Agreement. Typically, we can begin our services within 5 business days of the time authorization is received depending on client need and schedule constraints.

Charge Rate Schedule

11/10/2022 Hardin-Davidson Engineering Page 1 of 3

ENGNIEERING PROPOSAL
Date: November 10, 2022
To: Mr. Tim Smith
Wynn-Smith Landscape Architecture, Inc.
13319 Poway Rd., Suite 150
Poway, CA 92064
Project: North Shafter Community Park Development, Shafter, CA Scope of Work: Plans and Specifications for a community park, approximately five acres in area, development in the City of Shafter.

Engineering to include: Electrical service; site electrical distribution; feeders and connections for irrigation equipment and spray park; convenience outlets; energy efficient LED site and feature lighting poles, walkway poles and bollards, sign lighting, gazebo and shade structure lighting; CEC title 24, part 6 compliant lighting controls; provisions for IT and surveillance systems as directed by the City of Shafter.

Services to include: Planning meetings (virtual); Title 24 outdoor lighting compliance documentation; pre-bid RFI responses; submittals review; engineering assistance during construction; three site inspections and punch lists; as-built plans.

Fees: Fixed fee basis, in the amount of
Initial Planning Phase $ 1,500
Schematic Plan Phase $ 2,000
Design Development Phase $ 3,000
Final Working Drawings/Specs $ 10,000
Bid Phase $ 2,000
Construction Phase $ 5,000
As-built Drawings $ 2,000
Total of Fees Twenty-five Thousand Five Hundred Dollars $ 25,500 Sincerely,
C. Scott Davidson, P.E.

HARDIN-DAVIDSON ENGINEERING
356 Pollasky Ave. • Suite 200 • Clovis, CA 93612
559.323.4995 tel • 559.323.4928 fax

11/10/2022 Hardin-Davidson Engineering Page 2 of 3

TERMS AND CONDITIONS
The Firm shall perform the services outlined in the Proposal for the stated fee arrangement in accordance with the Terms and Conditions.

Access to Site:

Unless otherwise stated, the Firm will be given access to the site for activities necessary for the performance of the services. The Firm will take precautions to minimize destructive investigation, and the Firm shall not be responsible for the cost to repair any resulting damage.

Hourly Fees:

Where a fee proposal is stated to be hourly, the fee shall be billed on an hourly basis, and the estimated fee shall not be exceeded by more than ten percent without written approval of the Client. Our hourly rates are as follows:

Principal Electrical Engineer $ 250.00
Field Engineer $ 200.00
Electrical Designer/CAD Operator $ 150.00
Notwithstanding any other provision contained in this Proposal, the Firm will not provide additional work unless there is a change order setting, in detail, the scope of additional work or service and the exact compensation to be paid, prepared, and fully executed by both parties in advance of the performance of the additional scope of work.

Billings / Payments:

Invoices for the Firm's services shall be submitted, at the Firm's option, either upon completion of such services or on a monthly basis.

Invoices shall be payable within 30 days of the invoice date. If the invoice is not paid within 30 days, the Firm may, without waiving any rights or claims against the Client, and without liability whatsoever to the Client, terminate the performance of the services.

Retainers shall be credited on the final invoice.

Late Payment / Non-Payment:

Accounts unpaid 60 days after the invoice date may be subject to a monthly service charge of 2.0% on the then unpaid balance (24% annual percentage rate), at the sole election of the Firm. In the event any portion or all of an account remains unpaid 90 days after billing, the Client shall pay all costs of collection, including reasonable attorney's fees.

Indemnification:

The Client shall indemnify and hold harmless the Firm and all of its personnel from and against any and all claims, damages, losses and expenses (including reasonable attorney's fees) arising out of, or resulting from, the performance of the services, provided that any such claim, damage, loss, or expense is caused in whole or in part by the negligent act, omission, or other detrimental action of the Client, anyone directly or indirectly employed by the Client (except the Firm), or anyone else for whose acts they may be liable.

Risk Allocation:

In recognition of the relative risks, rewards, and benefits of the project to both the Client and the Firm, the risks have been allocated such that the Client agrees that, to the fullest extent permitted by law, the Firm's total liability to the Client for any and all injuries, claims, losses, expenses, damages, or claim expenses arising out of this agreement from any cause or causes, shall not exceed ten times our fee or $100,000 whichever is less. Such causes include, but are not limited to, the Firm's negligence, errors, omissions, strict liability, breach of contract, or breach of warranty.

Termination of Services:

This agreement may be terminated by the Client or the Firm should one reasonably determines the other has failed to perform its obligations hereunder. In the event of termination, the Client shall pay the Firm for all services rendered to the date of termination, all reimbursable expenses, and reimbursable termination expenses. (continued, next page)

11/10/2022 Hardin-Davidson Engineering Page 3 of 3
Ownership of Documents:

All documents and electronic media produced by the Firm under this agreement shall remain the property of the Firm and may not be used by the Client for any other endeavor without the written consent of the Firm. Where the contract conditions stipulate the electronic media is to be furnished to the Client, it is understood and agreed that the calculations, drawings, and specification prepared pursuant to this agreement, whether in hard copy or machine readable form, are instruments of professional service intended for one-time use in the construction of this project. They are and shall remain the property of the Firm. The Client may retain copies, including copies stored electronically, for information and reference in connection with the use of the document. Because of the possibility that information and data delivered in machine readable form may be altered, whether inadvertently or otherwise, the Firm reserves the right to retain the original media and to remove from copies provided to the owner all identification reflecting the involvement of the Firm in their preparation. The Firm also reserves the right to retain hard copy originals of all project documentation delivered to the Client in machine readable form, and said original shall be referred to and shall govern in the event of any inconsistency between the two. The Client understands that the automated conversion of information and data from the system and format used by the Firm to an alternate system or format cannot be accomplished without the introduction of inexactitude, anomalies, and errors. In the event project documentation provided to the owner in machine readable form is so converted, the Client agrees to assume all risks associated therewith, and to the fullest extent permitted by law, to hold harmless and indemnify the Firm from and against all claims, liabilities, losses, damages, and costs, including but not limited to attorney's fees, arising therefrom or in connection therewith. The Client recognizes that changes or modifications to documents produced by the Firm that are introduced by anyone other than the Firm can neither be predicted nor controlled. Accordingly, when the Firm is requested to transmit documents in machine readable form, the Client agrees, to the fullest extent permitted by law, to hold harmless and indemnify the Firm from and against all claims, liabilities, losses, damages, and costs, including but not limited to attorney's fees, arising out of or in any way connected with the modification, misinterpretation, misuse, or reuse by others of the machine readable information and data provided by the Firm under this agreement.

The foregoing indemnification applies, without limitation, to any use of the project documentation on other projects, for additions to this project, or for completion of this project by others, except where such use is authorized, in writing, by the Firm.

Applicable Laws:

Unless otherwise specified, this agreement shall be governed by the laws of the State of California.

Projects With Alterations or Remodel:

Inasmuch as the remodeling and/or rehabilitation of an existing building requires that certain assumptions be made regarding existing conditions, and because some of these assumptions may not be verifiable without expending additional sums of money or destroying otherwise adequate or serviceable portions of the building, the owner agrees that, except for negligence on the part of the design professional, the owner will hold harmless and indemnify the design professional from and against any and all claims, damages, awards, and costs of defense arising out of the professional services provided under this agreement.

Submittal Review:

The submittal review process is to assist the Client to accept specific materials related to our trade. Substitutions made after bid date may be subjected to additional charges, as determined the Firm, at an hourly rate of $90.00, minimum 2 hours.

The Intended Valid Time Period for this Proposal:

This proposal is valid for 30 days from the date submitted. All work is based on the current editions of applicable codes and regulations.

End

SPOHN RANCH, INC. | P 626-330-5803 | F 626-330-5503 | W SPOHNRANCH.COM E [email protected] | 6824 S CENTINELA AVE. LOS ANGELES, CA 90230

PROPOSAL FOR DESIGN SERVICES

NORTH SHAFTER COMMUNITY PARK
WYNN-SMITH LANDSCAPE ARCHITECTURE | CITY OF SHAFTER, CALIFORNIA NOVEMBER 2, 2022

EXHIBIT A – SCOPE OF WORK

PROJECT DESCRIPTION
Wynn-Smith Landscape Architecture (Client) in collaboration with the City of Shafter seeks professional design services for the development of a concrete skatepark at North Shafter Community Park.

PHASE 1 – DESIGN DEVELOPMENT
Task 1.1 Project Kick-Off Meeting – Spohn Ranch and the Client will kick-off the project via an in-person or virtual meeting. We will review the project goals, project schedule and points of coordination. • Task 1.1 Deliverable
o Meeting Minutes (PDF)
Task 1.2 Information Gathering & Review – During the Project Kick-Off Meeting, Spohn Ranch and the Client will take stock of existing site data, studies and any other information pertinent to the project and project site. We will review existing information and work with the Client to collect additional information as necessary. The site information typically required to begin design work is as follows:
• Site survey (AutoCAD)
• As-built drawings
• Geotechnical report
• Any master plan design work or future improvements planned for the site • Any local, state or federal design requirements
Task 1.3 Site Walkthrough – Spohn Ranch and the Client will conduct a site walkthrough to review existing conditions, photograph the site and discuss opportunities and constraints. • Task 1.3 Deliverable
o Walkthrough Minutes (PDF)
Task 1.4 Public Input Survey – Spohn Ranch will create an online survey to collect design input from the community.
• Task 1.4 Deliverable
o Survey Flyer with QR Code (JPEG)
o Online Survey (URL)
Task 1.5 75% Design Development – Incorporating input from the Public Input Survey, Spohn Ranch will prepare two (2) alternate conceptual designs. Conceptual designs will address footprint, access, circulation, spacing, elevations and terrain sections, but not detail the specific dimensions of every obstacle. • Task 1.5 Deliverable
o 3D Renderings (JPEG)
o Labeled & Scaled 2D Site Plans (PDF)
o Construction Cost Estimates (PDF)
o 2D Bases (AutoCAD)

Task 1.6 75% Design Development Review Meeting – Spohn Ranch will lead a virtual meeting with the Client and other relevant stakeholders to present the conceptual designs and solicit feedback. • Task 1.6 Deliverable
o Meeting Minutes (PDF)
Task 1.7 100% Design Development – Incorporating feedback from the 75% Design Development Review Meeting, Spohn Ranch will refine the preferred conceptual design to a 100% Design Development level. • Task 1.7 Deliverable
o 3D Renderings (JPEG)
o Labeled & Scaled 2D Site Plan (PDF)
o Construction Cost Estimate (PDF)
o 2D Base (AutoCAD)
PHASE 2 – CONSTRUCTION DOCUMENTS
Task 2.1 Construction Documents Kick-Off Meeting – Spohn Ranch will lead a virtual meeting with the Client to review 100% Design Development, special requirements and points of coordination. • Task 2.1 Deliverable
o Meeting Minutes (PDF)
Task 2.2 90% Construction Documents – Spohn Ranch will prepare professional construction documents detailing the skatepark-specific site improvements.
• Task 2.2 Deliverable (PDF & AutoCAD)
o Information Plan
o 3D Perspective
o Layout Plan
o Steel Plan
o Jointing Plan
o Grading & Drainage Plan
o Sections
o Construction Details
o Technical Specifications
o Construction Cost Estimate
The Client will provide a title block and site base in AutoCAD format. Spohn Ranch will coordinate with the Client on other aspects of the construction documents such as access pathways, landscaping, etc.

Task 2.3 90% Construction Documents Review Meeting – The Client will review the 90% Construction Documents submittal and prepare redline comments. Spohn Ranch will lead a virtual meeting with the Client to review the redline comments and identify actions necessary to address the comments. • Task 2.3 Deliverable
o Meeting Minutes (PDF)

Task 2.4 100% Construction Documents – Spohn Ranch will incorporate feedback from the 90% Construction Documents Review Meeting and prepare a 100% Construction Documents submittal sealed by a CA-licensed structural engineer.
• Task 2.4 Deliverable
o 100% Construction Documents (PDF & AutoCAD)
o Construction Cost Estimate (PDF)

EXHIBIT B – PROJECT FEES
Fees for services described in Exhibit A shall be incurred and paid pursuant to the following schedule:
• Fees do not include any work not expressly described in Exhibit A • Fees assume Spohn’s standard terms and conditions incorporated into subsequent agreement POSITION: HOURLY RATE: ESTIMATED HOURS: ESTIMATED FEE:

PHASE 1 – DESIGN DEVELOPMENT
PRINCIPAL $150.00 4 $600.00
PROJECT MANAGER $125.00 20 $2,500.00
DESIGNER $125.00 40 $5,500.00
DRAFTER $85.00 10 $850.00
RENDERING ARTIST $75.00 16 $1,200.00
ESTIMATOR $75.00 6 $450.00
PHASE 1 SUB-TOTAL $11,100.00
PHASE 2 – CONSTRUCTION DOCUMENTS
PRINCIPAL $150.00 4 $600.00
PROJECT MANAGER $125.00 16 $2,000.00
DESIGNER $125.00 16 $2,000.00
DRAFTER $85.00 40 $3,400.00
ESTIMATOR $75.00 4 $300.00
STRUCTURAL ENGINEER $200.00 10 $2,000.00
PHASE 2 SUB-TOTAL $10,300.00
ESTIMATED REIMBURSABLES + 10% MARK-UP $1,000.00
GRAND TOTAL $22,400.00

a
californiawaters.com 949.528.0900
we bring water to life

SPLASH PAD

DESIGN/ENGINEERING

SERVICES PROPOSAL

11.7.22 NORTH SHAFTER

COMMUNITY PAR K

NORTH SHAFTE R , CA

QUALIFICATIONS SUMMARY

QUALIFICATIONS
For over 20 years, California Waters has been bringing water to life for our clients and end users.

Design & Engineering
Capitalizing on an in-house design and engineering team, our splash pad, swimming pool and water feature projects are designed in a way that they can be built with no surprises allowing your project to stay on time and on budget. And our expertise in value engineering maximizes your project’s budget without sacrificing your vision. Not only does this minimize change orders, but because we also have an in-house service division, our pools and water features are designed based on what we know works in the field long after the project has been turned over.
• Complete turn-key design/engineering
• Structural Engineering
• Permitting
• Construction Administration
Construction
Using innovative techniques and our deep experience, we identify ways to increase construction efficiencies, adhere to budgets, accelerate schedules and eliminate surprises. Count on us to deliver quality and execute commercial pool and water feature design and construction on all fronts.

The California Waters' Advantage:
• We offer the experience and knowledge base required to design and build larger, more complex projects
• As a contractor, our designs are developed with an insider's understanding of material and equipment costs
• Our in-house designers provide architectural service assistance and guidance throughout the design process to both enhance the project and eliminate costly surprises on a specialized area with multiple code restrictions • We identify VE options upfront that maintain the project vision and integrity and focus on decreasing the budget
• All design/engineering services are provided in-house allowing us to control the schedule
• Permitting: Having taken multiple complex projects through plan check in counties throughout California- we have excellent relations with numerous City Planning and County Health Departments

ADDRESS
23311 E. La Palma Avenue
Yorba Linda, CA 92887
(949) 528-0900
www.californiawaters.com

POINT OF CONTACT
Leanne Harvey
Director of Business Development
o 949.528.0900 x123
m 949.677.1188
[email protected]

LICENSES
CA License #958960
A, C-53, C-61/D35, D06, D21

COMPANY DATA
.California Waters, LLC.
dba California Waters
Fed ID: 27-1115518
Company Founded: 1999
Design/Construction: 2011

COMPANY PROFILE
• Commercial Pools & Spas
• Water Features
• Interactive Splash Pads
• Aquatic Facilities
• Waterscapes
• Lakes, Ponds & Streams
• Themed Environments
• Natural & Artiicial
Rockwork
California Waters is pleased to submit this proposal for splash pad design and engineering services. Attached is our exhibit “A”, “Scope of Engineering Services”, exhibit “B”, “Compensation”, and exhibit “C”, “2022 Hourly Engineering Rate Schedule”.

23311 E. La Palma Ave. | Yorba Linda, CA 92887 | 949.528.0900 | californiawaters.com | CA Lic#958960

EXHIBIT “A”

SCOPE OF ENGINEERING SERVICES
PROJECT: North Shafter Community Park - Splash Pad, North Shafter, CA The Client and California Waters (“Consultant”) agree to the below scope of work:

Objective:

Provide conceptual, design, and engineering services for a new, up to 2,500 square foot, interactive splash pad to be constructed on grade. Consultant agrees to perform the following services:

PHASE I: VISION AND PRE-DESIGN
A) Attend virtual conference call to discuss historical splash pad costs and set expectations for realistic splash pad budget
PHASE II: CONCEPTUAL/SCHEMATIC DESIGN

CONCEPTUAL DESIGN

A) Determine design intent including theming, color, water effects, relation to surrounding environment, target audience, lighting, etc.

B) Using design intent preferences, develop 3-4 preliminary concept options for review, consideration and discussion
C) Upon selection of one preliminary concept, coordinate with both Architect and Client to incorporate preferred design components and transition selected preliminary concept to final concept set by providing up to three revisions.

Conceptual Design Deliverables:

• Consultant shall provide client for review and approval: One (1) conceptual layout set for the selected splash pad concept.

SCHEMATIC DESIGN

A) Consultant shall coordinate with Owner, Architect, Civil Engineer and other project team consultants to determine site requirements and constraints regarding the splash pad layout, equipment location and access, surge tank location and access, piping corridor between the splash pad, surge tank and equipment room, mechanical, electrical, chemical equipment locations and other pertinent design elements that pertain to the splash pad.

B) Consultant shall identify domestic water supply points and utility connection sizes for the splash pad and coordinate the use of water supply points with the project team.

23311 E. La Palma Ave. | Yorba Linda, CA 92887 | 949.528.0900 | californiawaters.com | CA Lic#958960 C) Consultant shall coordinate the location and sizing for the filter backwash (equipment room), surge tank overflow sewer requirements including all points of connection to the sanitary sewer system for the splash pad.

D) Consultant shall coordinate the storm drain location and sizing including points of connection to the rain diverter for the splash pad.

Schematic Design Deliverables:

• Consultant shall provide client for review and approval: One (1) schematic design set of drawings.

PHASE III: DESIGN DEVELOPMENT
A) To enhance the aesthetics of the splash pad design, Consultant shall collaborate with the design team to identify and address key areas of importance. Consultant shall evaluate the splash pad layout to achieve maximization of user enjoyment.

B) Consultant shall prepare preliminary sizing for all splash pad equipment based upon the hydraulic requirements, drainage requirements, standard filtration turnover, jet effect flow rate requirements, UV flow requirements, circulation system requirements, surge tank requirements, including sizing of the equipment room and preliminary equipment layout.

C) Consultant shall develop the splash pad circulation and effects pump systems and piping layout to include pump sizing, drainage piping from the splash pad to the surge tank, all pipe runs will include the preliminary pipe routing.

D) Consultant shall prepare data table listing area, with square footage, volume, filter turnover rate, and UV turnover rate calculations for the splash pad.

E) Consultant to provide drawings and specifications indicating all splash pad toys, surge tank, drains, rain diverter and mechanical equipment required to operate the splash pad.

F) Consultant shall prepare equipment room layout and provide space requirements addressing the effects/circulation pumps, filter, UV and chemical equipment for the splash pad. (It is assumed that the Client will provide the mechanical equipment room as part of this proposed facility. No allowance of any kind is included in this proposal for design of equipment room building, vault, etc.).

G) Phone conferences via GoToMeeting will be held as required to go over the progress of the plan set and discuss specifics about the project.

ELECTRICAL DESIGN

23311 E. La Palma Ave. | Yorba Linda, CA 92887 | 949.528.0900 | californiawaters.com | CA Lic#958960

A) Consultant shall provide electrical coordination for all the electrical equipment associated with the splash pad. Consultant shall coordinate electrical MCC panel design and coordinate splash pad electrical requirements with site Electrician.

B) Design of system shall include electrical engineering design for the splash pad equipment, controls, and automation. Electrical plans to include single line diagram, load calculations, panel schedule, electrical site plan, and equipment and field wiring diagram. Consultant shall coordinate with design team to determine if a pad transformer and service entrance and meter section will be required as part of the design. If required, the design of the transformer and service entrance will be included.

C) Electrical plans shall be signed, stamped and sealed by a California licensed Electrical Engineer.

D) Electrical design does not include equipment or controls not specified by Consultant.

STRUCTURAL DESIGN
A) Consultant shall size splash pad slab, toy footings, equipment housekeeping pads and surge tank anchoring system.

B) Consultant shall size and space rebar required to build the splash pad slab, equipment housekeeping pads, toy footings, and surge tank anchoring.

C) Consultant shall specify concrete/shotcrete mix design used to construct the splash pad slab, equipment housekeeping pads and surge tank anchoring.

D) Structural plans shall be signed, stamped and sealed by a California licensed Structural Engineer.

E) Structural design does not include the equipment room, pipe support systems or other structural appurtenances.

Design Development Deliverables:

• Consultant shall provide client for review and approval: One (1) set of design development drawings.

Electrical Design Deliverables:

• Consultant shall provide client for review and approval: one (1) set of electrical construction documents.

Structural Design Deliverables:
• Consultant shall provide client for review and approval: One (1) set of structural construction documents.

23311 E. La Palma Ave. | Yorba Linda, CA 92887 | 949.528.0900 | californiawaters.com | CA Lic#958960 PHASE IV: CONSTRUCTION DOCUMENTATION
A) Based upon completion and approval of the Design Development phase, the Consultant shall prepare final construction plans, details and specifications based on Client’s Consultant’s approved final grading and drainage plans and plot maps (if available).

B) Consultant shall prepare plans at an appropriate scale on 24” x 36” sheet, using AutoCAD MEP version 2020. All AutoCAD base files prepared by other parties to be provided.

C) Plans will include the preparation of a title and notes sheet, plan sheets and detail sheets. The plan and detail sheets will include the following design elements:
1) Plan view of the equipment room and all equipment, piping layouts, fill source connections, overflow/drain/backwash connections, applicable easements, right of way, and PUE’s. 2) Plan view of the surge tank and all surge tank components, pipe penetrations, and access hatch detail.
3) Isometric (three dimensional) layout of the equipment room. 4) Equipment room details shall include:
i) Plan and elevation views.
ii) All equipment including specification and locations of pumps, filters, UV, disinfection equipment, control panels, ventilation, sump pumps (if applicable), and valves and fittings required for construction.
5) Architectural detail coordination shall include:
i) Coordination of all cross sections and elevation details needed for construction. ii) Specification of all pipe sizes, pipe penetrations, intakes, discharges, drains, and overflows.
6) Hydraulic calculations shall include:
i) Suction and discharge pipe sizing.
ii) Drainage pipe sizing.
iii) Filtration sizing.
iv) Disinfection design and phasing.
7) Standard detail coordination shall include:
i) Pipe penetration details, grading details, level control details, and other miscellaneous details needed for construction.

D) Consultant will provide an Engineer’s opinion construction cost estimate to construct the splash pad.

23311 E. La Palma Ave. | Yorba Linda, CA 92887 | 949.528.0900 | californiawaters.com | CA Lic#958960 E) California Waters will revise the drawings as required after we receive comments back from the design team.

Construction Documentation Deliverables:

• Consultant shall provide client for review and approval: One (1) set of final construction documents and one (1) Engineer’s level construction cost estimate.

A) Consultant shall work with the Kern County Environmental Health Department and the city of North Shafter’s Building Department to ensure splash pad plans are approved for construction.

Consultant will meet with plan checker as needed to have splash pad construction plans approved.

PHASE V – BIDDING AND CONTRACT AWARD

A) Respond to all Requests for Information (RFI’s).

B) Review and advise on submittals, shop drawings, product information, material samples, etc., C) Consultant has included in this proposal two site visits to the project site for construction observation.

D) Develop, maintain and mitigate punch list of corrective work outstanding prior to the Owner’s acceptance of the installation and operation.

23311 E. La Palma Ave. | Yorba Linda, CA 92887 | 949.528.0900 | californiawaters.com | CA Lic#958960 EXHIBIT “B”

COMPENSATION
PROJECT: North Shafter Community Park – Splash Pad, North Shafter, CA

California Waters will complete the work outlined in exhibit “A” and invoice the Client monthly on a percentage of completion basis, per phase as defined below.

DESIGN SERVICES TASK DESCRIPTION PROFESSIONAL FEE

01 Vision and Pre-Design $ 0
02 Conceptual/Schematic Design (Lump Sum) $ 4,500
03 Design Development (Lump Sum) $ 9,350
04 Construction Documentation (Lump Sum) $13,000
05 Bidding and Contract Award (Lump Sum) $ 1,000
TOTAL CONSULTING FEES: $ 27,850

Monthly invoices will be submitted based upon percent complete by work task for the lump sum task items and based upon actual labor hours for the T & E task items.

ASSUMPTIONS AND EXCLUSIONS:

A) The Client’s responsibilities shall include providing California Waters with the base data and project information in a timely manner, coordination and management of other team consultants to assure that the project schedule can be met, and prompt payment of invoices in accordance with the terms and conditions included herein. The specific items that are to be provided by the Client or other consultants include the following:
1) Client input pertaining to project design issues and requirements including scheduling. 2) Geologic and soils investigation reports.
3) Any other data that directly impacts California Waters ability to perform the design in an efficient and economic manner.

B) It is agreed that changes in the Scope of Work requested by Client or by reason of revisions or changes in any applicable law, regulation, policy, standard or personnel of any governmental agency, district or utility company having jurisdiction over all or any part of the project after the date this Agreement shall constitute Extra Work, and Consultant shall be compensated for said Extra Work as agreed between Consultant and Client or on a time-and-materials basis pursuant to Consultant’s then effective rate schedule. Client also understands and agrees that the costs of Consultants services are subject to change due to conditions encountered during the course of furnishing services, including but not limited to changes in the Scope of Work, delays, unanticipated or additional requirements imposed by government agencies, districts, utility companies, or other persons, acts of God, or actions of other parties.

C) No environmental documentation or support, including no environmental permitting.

D) No surveying or construction staking is included.

23311 E. La Palma Ave. | Yorba Linda, CA 92887 | 949.528.0900 | californiawaters.com | CA Lic#958960 E) Local government approval meetings, hearings, etc., and preparation of presentation graphics will be under separate work authorization, if required.

F) Existing utility information research and mapping is not included and will be provided by Client.

We have provided an alternate design service to provide this work.

G) Client agrees to pay the costs of permitting, checking and inspection fees, zoning, annexation and other applicable fees, assessment fees, soils engineering fees, soils testing fees, and all other professional service fees, permits, bond premiums, title company charges, blueprints and reproductions, and all other charges and expenses necessary for performance relating to the Scope of Work.

H) The existence, location, type and size of any underground utilities, improvements and/or obstacles WILL NOT be determined by Consultant. Consultant makes no promise, representation, or warranty, expressed or implied, as to the existence, location, type or size of any underground utility, improvement or obstacle. Client agrees to include as a condition of any construction contract relating to the project the requirement that the contractor verify the existence, location, type and size of any underground utilities, improvements or obstacles, whether shown on any construction plan or not, and if such requirement is not included in such construction contract, or if the contractor fails to verify the existence, location, type and size of any underground utilities, improvements or obstacles, Consultant shall not be liable for any delays, expenses or liability suffered by Client and Client agrees to defend and indemnify Consultant against any loss, damage, liability and costs, including attorneys’ fees suffered or claimed by any other person by reason of the existence of any underground utility, improvement or obstacle, and any additional cost incurred by Consultant shall be deemed extra work for which Consultant will be paid on a time-andmaterials basis pursuant to consultant then effective rate schedule.

I) The splash pad will be designed using industry standard equipment and components.

J) The potable water supply, electric power, storm drain and sewer utilities to be provided by others.

K) Rain diverter – If a storm drain connection is not viable; additional design fees will be required to incorporate a settling system design into the project.

L) SWPPP Plan is not included in this proposal.

M) Operation and Maintenance manuals are not included in this proposal.

N) Bid document creation tasks are not included in this proposal.

O) The use of REVIT design software.

P) The Construction and installation of the splashpad.

23311 E. La Palma Ave. | Yorba Linda, CA 92887 | 949.528.0900 | californiawaters.com | CA Lic#958960 Q) All meetings will take place via teleconference. All travel related expenses are excluded and will be reimbursed as outlined in exhibit “C” of this proposal.

R) Mock-ups of any kind.

S) Site lighting design work of any kind.

T) Landscape/hardscape design outside of splash pad area.

U) Structural pipe supports design work of any kind.

V) Special studies including but not limited to: water quality analysis, wind studies, and environmental impact reports.

W) Electrical design does not include equipment or controls not specified by Consultant.

X) Design of the equipment room make-up air/air ventilation and/or heater intake and exhaust system design..

Y) Design services to construct the equipment room structure.

23311 E. La Palma Ave. | Yorba Linda, CA 92887 | 949.528.0900 | californiawaters.com | CA Lic#958960 EXHIBIT “C”
2022 HOURLY ENGINEERING RATE SCHEDULE
LABOR FEES:
• Unless otherwise agreed, fees for professional services are based on the time charged to the project.

RATE ADJUSTMENTS:
• The above hourly rates apply to work performed during the 2022 calendar year. Work performed after the end of 2022 year, will then be at the then-current rate schedule.

EMERGENCY SERVICE RATES:
• For emergency work requested by clients with less than 48-hour notice, time shall be billed at a rate of

1.5x the above Hourly Rates, with a four-hour minimum charge.

REIMBURSABLE EXPENSES:
• The following items will be expensed at direct cost-plus fifteen percent (15%) for the following:
▪ Air travel, lodging, auto rental, tolls, parking, meals and related expenses. ▪ Rental or purchase of materials and equipment.
▪ Sub-consultants.
▪ Outside blueprinting and reprographic services.
▪ Other outside expenses incurred for the project on behalf of the Client. • In House Reproduction items will be expensed at direct cost-plus ten percent (10%) for the following:
▪ Black & White Prints & Copies (8 ½” x 11 up to 12” x 18”) $0.20 per sheet ▪ Color Prints & Copies (8 ½” x 11 up to 12” x 18”) $1.30 per sheet ▪ Black & White Bond Plots & Copies $0.92 per sheet
▪ Color Bond Plots & Copies $1.74 per sheet
▪ Coil/GBC Punch Binding $1.35 each
NON-SOLICITATION:
• Client agrees not to solicit California Waters employees for direct employment with client without the explicit written approval from California Waters for a period of two years following employee’s termination of employment with California Waters. Should client desire to arrange for direct employment with California Waters personnel, an equitable fee will be agreed to by and between California Waters and client for California Waters costs for recruitment, training, overhead and other costs associated with employee turnover.

CLASSIFICATION HOURLY BILLING RATE
Officer/Principal $200.00
Registered Engineer $175.00
Senior Project Manager $150.00
Project Manager $135.00
Design Engineer $125.00
Senior CAD Designer $100.00
CAD Designer $80.00
Project Coordinator $60.00
Administrative & Clerical Support $50.00

RECEIVËD WITF{ FHË
RËCEIPT # C(}PY F¡[.ET)
KËRN CÖI"'ü\¡TV
FËB 2 2 2021
ARY B. BFDARD OF EXEM
TO: X County Clerk, County of Kern
County Administrative Center
1 1 15 Truxtun Avenue, 1st Floor
Bakersfield, CA 93301
FROM:City of Shafteis
336 Pacific Avenue
Shafter, California 93263
CLERK
X Office of Planning and Research
1400 Tenth Street
Sacramento, CA 95814

1. Project Title: City of Shafter North Shafter Community Park Development Project.

2. Project: The City of Shafter is proposing to develop a small (no more than five acres), passive use only, local neighborhood park with limited parking and vehicular access to West Fresno Avenue. The park site is located approximately 600 feet south of West Fresno Avenue and 600 feetwest of State Route 43. The proposed park includes a 9,500 sq. ft. skate park, 4,000 sq. ft. volleyball pit,10,500 sq. ft. spray park, 15,600 sq. ft. playground, basketball court, small exercise area, gazebo, six shaded picnic tables, restroom, 12 parking stalls, 3 handicap parking stalls, and 9,000 sq. ft. of open grass area.

3. Project Location: City of Shafter, County of Kern

4. Name of Public Agency approving project: City of Shafter

5. Name of Person or Agency carrying out project: City of Shafter

6. Exempt status: 14 CCR S15332

7. Reason why project was exempt:

The North Shafter Community Park Development Project is exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15332 of the CEQA Guidelines in that the City is only proposing a small (no more than five acres), passive use only, local neighborhood park with limited parking and vehicular access to West Fresno Avenue. The park is surrounded by existing single-family residential development on three sides. The park will be developed on vacant land once used for agriculture. The size and purpose of the park will not cause the expansion of any new municipal services or land use.

L Contact Person: Wayne Clausen, Planning Director (661) 740-5002 Date: 21412021 Title: Planninq Director
lilotice of Fnvironmental
f¡osted by Cr:unty Clerk on
ar¡d far 30 clays thereafter, to
Signature
Clausen
IElD(, $ection 21152(C), Public Resources Code

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PROJECT TITLE
CIry OF SHAFTER NORTH SHAFTER COMMUNIry PARK DEVELOPMENT PROJECT

PROJECT APPLICANT NAME

CIT OF SHAFTER

PROJECT APPLICANT ADDRESS
336 PACIFIC AVENUE
EIPT NUMBER:
15-02222021- 15144929
CLEARINGHOUSE NUMBER (if applicable)
DATE
2t22t2021

DOCUMENT NUMBER
18706

PHONE NUMBER
661 ) 746-5002
P
93306
I State Agency I private Entity
DE
PROJECT APPLICANT (check appropriate box)
I Local Public Agency n School District I Otner Special District

PROJECT APPLICANT EMAI L
CITY

SHAFTER
STATE
CA
CHECK APPLICABLE FEES:
fl Environmental lmpact Report (ElR)
¡ Mitigated/Negative Declaration (MNDXND)
E Certified Regulatory Program document (CRP)
E Exempt from fee
E Notice of Exemption (attach)
n COFW No Effect Determination (attach)
E Fee previously paid (attach previously issued cash receipt copy) E Water Right Application or Petition Fee (State Water Resources Control Board only) I County documentary handling fee
I other
PAYMENT METHOD:
! Cash E cred¡t E Cnecr n other

0.00 $3,343.25 $
$2,406.75 $
$ 1 ,1 36.50 $

0.00 0.00

0.00 $850.00
TOTAL RECEIVED $

OF FILING PRINTED NAME AND TITLE
R. ROBERTS-MARTIN, KERN COUNTY CLERK, FSS
$
$
$

50.00 50.00

SIGNATURE
x
ORIGINAL . PROJECT APPLICANT COPY. CDFWASB COPY - LEAD AGENCY COPY - COUNTY CLERK DFW 753.54 (Rov. 12012019)

Kern CountY
Clerks Office
1115 TruxÈun Ave
Bakersfleld CA 93301
661-868-3s88
CEQA
CountY Clerk
Fee *rgzoo 1 @ $s0'000
sso.oo
Total $50'oo
Check #1004009 $50'00
Change $0'00
ORÞER NO: 430687
MAIL
2l22l2OZL 3:58:01 PM

BAKERSFIELD
nÈgrcc¡ RoBERTS'MARTTN

MANAGEMENT REPORT

CITY OF SHAFTER

CITY COUNCIL REPORT
MEETING DATE: December 6, 2022
FROM: Gabriel A. Gonzalez, City Manager
PREPARED BY: Gabriel Gonzalez, City Manager
SUBJECT: APPROVE THE PROPOSAL FOR PROFESSIONAL SERVICES FROM TETER, LLP IN THE AMOUNT OF $40,000 FOR THE PROGRAMING

AND CONCEPTUAL DESIGN OF NEW POLICE SUBSTATION AND

FIRE STATION

RECOMMENDATION
Council:

1. Accept proposals received for the New Police Substation and Kern County Fire Station Architectural & Engineering Programming and Conceptual Design;

2. Authorize an award of a professional services contract in the amount of $40,000 for said project to Teter, LLP, a professional architect and engineering firm; and,

3. Authorize the City Manager to execute said contract on behalf of the City.

BACKGROUND
The City successfully secured a six-million dollar ($6M) grant appropriation from the State of California through the Office of State Senator Hurtado's office for the construction of a City of Shafter Police substation at Gossamer Grove. Funding, if available, will also be applied to contribute towards the construction of a new Kern County Fire Station to service the development. To date, the City has secured an approximately five (5) acre parcel at the Gossamer Grove development to site both facilities.

Staff has diligently been working with Senator Hurtado's office to obtain the funding agreement from the appropriate state department that will administer the grant. In this effort, staff has learned the Department of the CA Office of Emergency Services will oversee the grant. However, despite the staff's efforts, we have not made contact with an Cal OES Staff. In the interest of keeping momentum for the construction of the public facilities, Staff believes that it is imperative to commence the architectural and engineering design of the facilities.

APPROVE THE PROPOSAL FOR PROFESSIONAL SERVICES FROM TETER, LLP IN THE AMOUNT OF $40,000 FOR THE PROGRAMING AND CONCEPTUAL DESIGN OF NEW POLICE

SUBSTATION AND FIRE STATION
- 2 -

ANALYSIS
For the past 20+ years, the City has been developing the Seventh Standard corridor.

To the end, we now have the Wonderful Industrial Park and various specific plans. Currently, the Gossamer Grove development, consisting of approximately 3,400 housing units, is under construction with approximately 1,200 occupied. Additionally, two other specific plans, Heritage Ranch and Mission Lakes consisting of 880 and 5,300 (respectively) units are planned to be constructed. At full build out, over the next 7-10 years, approximately 9,500 housing units will be constructed along the Seventh Standard corridor. Meanwhile, the Wonderful Industrial Park at full build-out will add approximately 16 million square feet of distribution centers and warehouse space.

With this much planned development, it is necessary for the City to plan the expansion of city services to the Seventh Standard corridor. Two of the primary services, Staff is of the opinion we should provide, are police and fire services. Based on current, but increasing, calls for service data, it is fair to say the current service is at a needed level and not yet at a demand level.

For example, the following graph illustrates the annual increase, for the period 2012 - 2021, of police calls for service at Gossamer Grove:

Meanwhile, the fire department calls for service for FY 20-21 and FY 21-22 are 131 and 199 respectively.

APPROVE THE PROPOSAL FOR PROFESSIONAL SERVICES FROM TETER, LLP IN THE AMOUNT OF $40,000 FOR THE PROGRAMING AND CONCEPTUAL DESIGN OF NEW POLICE

SUBSTATION AND FIRE STATION
- 3 -
Staff has determined the proposal can be awarded on a sole source basis in that it complies with Section 2.68.270 - Supplies, equipment and contractual services - Exceptions
The bid procedures set forth in Sections 2.68.250 and 2.68.260 need not be followed in situations determined by the city manager to constitute an emergency or when the commodity or service is proprietary, or for the contracting of professional services (i.e., attorneys, architects or engineers), or contracting for trash and garbage services, or for public relation services, or services connected with elections, or other similar commodities and services as determined by the purchasing officer or city manager.

Furthermore, as previously stated above, it is imperative to continue forward momentum with the eventual construction of the new police substation and fire station to serve the current and planned development along the Seventh Standard corridor.

FISCAL IMPACT
None. Funding is available in the current FY 22-23 Operating Budget.

The $40,000 is split 50/50 or $20,000 for the police substation and fire station. The County Fire Department will credit their share ($20,000) towards the City's annual cost for fire services per the Fire Services Agreement.

CEQA ANALYSIS
The proposed activity is not subject to the California Environmental Quality Act (CEQA) because it is not defined as a “Project” pursuant to Section 15378(b)(4) of the CEQA Guidelines in that the action is a governmental fiscal activity that does not involve any commitment to any specific project that may result in a potentially significant physical impact on the environment.

APPROVED BY THE CITY ATTORNEY
Not Applicable

ALTERNATIVES
None.

NEXT STEPS
Proceed with a kick-off meeting and programming meeting with Shafter Police Department and Kern County Fire Department design teams to commence the programming and conceptual design.

ATTACHMENTS

1. City of Shafter - Police Station and County Fire Station_Propsal 11-29-22r

PROPOSAL FOR PROFESSIONAL SERVICES
11/28/2022
Mr. Gabriel Gonzalez
City Manager
City of Shafter
336 Pacific Ave
Shafter, CA 93263
Subject: City of Shafter Police Substation & Kern County Fire Station Programming and Conceptual Design
Shafter, CA
Dear Gabriel Gonzalez,
TETER is pleased to submit this Proposal for Professional Services to City of Shafter in connection with the proposed Police Substation and Kern County Fire Station. The fee proposal here is based upon TETER, LLP providing Architectural Programming and Conceptual Design services for the development of preliminary designs for the New Police Substation and Fire Station.

PROJECT DESCRIPTION
The new police substation and Kern County fire station will be located on a new site, fronting onto Gossamer Grove Blvd., near the intersection with 7
th Standard Road, in southeastern Shafter. The
location of the project will be on an undeveloped site. The size and functions of the police substation will be determined during the programming process, it is expected to be approximately 3,000 to 8,000 SF in size. The size and function of the fire station will be determined during the programming process.

SCOPE OF SERVICES
Upon approval of a design services agreement, TETER shall conduct meetings with key City of Shafter/County Fire personnel to determine the size and functional space for the police substation and county fire station to be provided from this location. It is assumed for that these will be joint meetings.

Individual meeting may require additional time and fees. Utilizing the information developed in the programming phase TETER, LLP will prepare conceptual design drawings to illustrate the proposed substation. Our services include the following:

Phase I - Programming Services

1. Interview the client and develop lists of staff, staff positions, space needs, and equipment requirements to be included in the conceptual design.
• Meet with selected City staff , for the police substation and Kern County staff to review operational needs, space requirements and adjacencies.
• Confirm goals for the space utilization of the new substation and fire station • Architectural design of offices, workstations, conference, break rooms and storage room configurations will be developed for review and comment by City staff and management.

Date: Revision 1 November 29, 2022
Client Name: City of Shafter
Project Name: Police Substation & County Fire Station
TETER Project No.: 22-12529.00

• Provide color diagrams for evaluation of identified spaces and adjacencies. • Attend up to three on-site programming meetings with City and County staff.

Phase II – Conceptual Design

1. Conceptual Design Services for each building:
• Provide up to 2 design floor plan layouts in the conceptual phase and obtain management approvals of a final layout. Design will include door locations, cabinets, and furniture layouts. • Provide up to 2 design site plans with site arrangement for both buildings. • Provide preliminary front elevation exterior design of substation based on approved conceptual layout.
• Provide Opinion of Probable Construction Costs for the substation based on programed facilities and conceptual design.
• Attend up to three on-site meetings to discuss project design and visualization.

SCHEDULE
TETER is proposing a 6-week schedule for programming and another 6 week schedule for conceptual design. This is based on the client being available for regularly scheduled meetings and providing timely responses to required information. This schedule will start upon receipt of signed contract with authorization to proceed.

PROPOSED FEES
In consideration for the services listed above, Client shall compensate TETER on a time and material basis not to exceed Forty Thousand Dollars ($40,000). Fee is broken down as indicated here in:

Project Scope Fee
Police Substation, Programming and Conceptual Design $20,000.00 Fire Station, Programming and Conceptual Design $20,000.00 Total $40,000.00
Note on fee calculation: Since both facilities occupy a common site a single conceptual site plan will be generated for both buildings. Were these projects to be broken into separate design scopes then TETER reserves the right to request additional fees for the separate design efforts.

Time and materials (hourly) fees are based on the attached Hourly Rate Schedule dated November 1, 2021.

Invoices will be billed monthly, based on time expended. Invoices shall be payable within (30) days of invoice date.

REIMBURSABLE EXPENSES
The following expenses incurred on this project are not part of the contract total and will be billed separately:

1. Reproductions, plans, reports, and documents required outside of Architect’s normal working sets and in-house progress sets shall be a reimbursable expense to be billed as they are incurred plus fifteen percent (15%) of the expenses incurred.

2. Expenses for mailing such as postage, UPS, FedEx, courier services, etc., shall be a reimbursable expense to be billed as they are incurred plus fifteen percent (15%) of the expenses incurred.

Date: Revision 1 November 29, 2022
Client Name: City of Shafter
Project Name: Police Substation & County Fire Station
TETER Project No.: 22-12529.00

3. Mileage associated with out-of-town travel (i.e., DSA, plan agency review, etc.) will be billed in accordance with the terms outlined in TETER’s Hourly Rate Schedule dated November 1, 2021.

PROPOSAL EXPIRATION

1. This proposal is good for a period of up to 90 days from the date of the proposal. After 90 days, the project schedule and/or fees are subject to change.

EXCLUSIONS
The following Services are not included in this proposal but may be available upon the Owner’s request at an added fee:

1. Typical architectural design documents including schematic design, design development and construction documents.

2. Boundary/ALTA surveys and topographic surveys.

3. Soils investigation and report; it is assumed that a geotechnical report is available to TETER for design of building foundation.

4. Archaeological surveys, studies, or reports.

5. Endangered species reports or studies.

6. Life cycle cost analysis and value engineering.

7. Site visits and client meetings in addition to those specified above.

8. Consultation, addenda, or redesign related to owner changes after design is approved.

9. Work associated with addressing ADA deficiencies (if any) in other areas of the site not directly impacted by the proposed improvements.

10. Services associated with process or requirements of codes or agencies not indicated above including but not limited to California Environmental Quality Act (CEQA), California Coastal Commission Regulations, Requirements of Regional Water Quality Board, and Requirements of Air Quality Management district regulations (ISR), Storm Water Pollution Prevention Program (SWPPP).

11. Site use and entitlement services including site plan review, conditional use permits, variances, zoning and use Issues, and lot line adjustments.

12. Plan check, permit fees, school Fees or other fees.

As noted above, this proposal is good for a period of up to 90 days from the date of the proposal and is of no binding effect on any party hereto unless a formal written contract is subsequently entered into. If you would like to discuss this matter further, or need additional clarification, please contact me directly at (559) 437-0887
Sincerely,
Loren K. Aiton
Senior Architect | Associate

TETER, LLP
7535 N. Palm Ave., Suite 201
Fresno, CA 93711

Date: Revision 1 November 29, 2022
Client Name: City of Shafter
Project Name: Police Substation & County Fire Station
TETER Project No.: 22-12529.00

MANAGEMENT REPORT

CITY OF SHAFTER

CITY COUNCIL REPORT
MEETING DATE: December 6, 2022
FROM: Gabriel A. Gonzalez, City Manager
PREPARED BY: Michael James, Public Works Director
SUBJECT: DISCUSSION AND DIRECTION OF PROPOSED REVISIONS TO THE

CITY OF SHAFTER BIDDING AND PROCUREMENT POLICY UPDATES

RECOMMENDATION
Council discuss proposed draft bidding and procurement policy ordinance and direct City staff on preparations to formally present said ordinance for adoption.

BACKGROUND
The City Municipal Code dictates its bidding and procurement policies. The policies were last formally established via Ordinance 428 in 1990. The lack of updates since then to account for inflation and new technology has, at times, complicated and delayed projects and purchases.

At the Council’s November 16, 2021 meeting, staff provided a summary of recommended policy updates. Some of the objectives of the updates are as follows:
 References to applicable laws and regulations
 Adjustments to authorized award values key staff members  Leveraging new technology
 Identifying allowances for local vendors and contractor preferences  More efficient processes to deliver projects and acquire goods and services The policy updates were presented as a discussion item at the meeting. Upon receiving the presentation, the Council provided comments and direction to staff. Among the notable comments was a concern about the purchasing and contract award authority increases for the City Manager and Department Heads without prior Council knowledge or consent. Following the meeting, staff scheduled individual meetings with Councilmembers to receive additional feedback.

A second policy update summary table for Council consideration and discussion has been completed and included with this staff report. Highlights of the updates are as follows:

DISCUSSION AND DIRECTION OF PROPOSED REVISIONS TO THE CITY OF SHAFTER

BIDDING AND PROCUREMENT POLICY UPDATES
- 2 -
 Maintain a threshold of a purchase or contract threshold of $15,000 or higher for requiring a bid process.
 Increase the informal bid procedure budgetary cap from $50,000 to $100,000.  Require formal bid procedures for a purchase or project valued at over $100,000.
 Increase the City Manager purchase or contract award authority from $10,000 to $15,000 to equal the no-bid requirement threshold.
 Increase the Department Head purchase or contract award authority from $5,000 to $10,000
 Increase the Department Head Designee purchase or contract award authority from $1,000 to $5,000
Not included in the summary table but among the recommended updates are as follows:
 Cooperative purchasing agreements with vendors to assist City with soliciting, evaluating, and awarding purchases and contracts.
 Preference to local vendors or contractors within a five-percent cost differential not to exceed $5,000.
 Environmentally Preferable
 Purchasing practices to minimize the City’s consumption of resources and address environmental initiatives.
 Include software purchases and information technology projects with budgetary bidding thresholds.
 Auctions and other resources to purchase used equipment

ANALYSIS
The following is a summary of how the current and proposed budgetary thresholds for certain types of bids or procurements compare with the State and Federal guidelines.

DISCUSSION AND DIRECTION OF PROPOSED REVISIONS TO THE CITY OF SHAFTER

BIDDING AND PROCUREMENT POLICY UPDATES
- 3 -

FISCAL IMPACT
None

CEQA ANALYSIS
This item is informational and therefore, there is no discretionary action that triggers California Environmental Quality Act review.

APPROVED BY THE CITY ATTORNEY
No

ALTERNATIVES
The Council can defer discussions on the proposed bidding and procurement policy changes, particularly if the current policies are deemed acceptable. However, these policies are outdated compared to current policies applied by other public agencies, which delays and restricts the City’s ability to meet its goals and objectives. Therefore, alternative action is not recommended.

NEXT STEPS
Staff will use the feedback received to prepare possible bidding and procurement policy updates for formal consideration and action.

ATTACHMENTS

1. Updated Bidding and Procurement Policy Summary

UPDATED CITY OF SHAFTER BIDDING AND PROCUREMENT POLICY SUMMARY

DOLLAR THRESHOLD & SIGNING AUTHORITY

DEPARTMENT HEAD OR DESIGNEE DEPARTMENT HEAD CITY MANAGER CITY COUNCIL CITY COUNCIL $0-$5,000.00 $5,000.01-$10,000.00 $10,000.01-$15,000.00 $15,000.01-$100,000.00 $100,000.01-Above

BIDDING NOT REQUIREDCITY MANAGER INFORMAL BIDDING FORMAL BIDDING

EQUIPMENT
/SUPPLIES/ MATERIALS:

Furniture, hoses, parts, pipe
manholes, office supplies,
fuel, tools, PPE items,
computer software/hardware,
etc.
 Vendor selection at discretion of
Department Head or Department
Head designee.
 Credit card allowed.
 Vendor Selection at
discretion of Department
Head
 Vendor selection at
discretion of City Manager.
 Requisition Signed by City
Manager
 Document a request for
minimum of three informal
bids or quotes.
 Award Approval by City
Council
 Requisition Signed by City
Manager
 Formal Bid Advertisement
 Sealed Bids
 Award Approval by City
Council
 Requisition Signed by City
Manager
GENERAL SERVICES:

Janitorial, landscape
maintenance, equipment
repair, installation, graffiti
abatement, service
inspections, uniform cleaning,
etc.
 Vendor selection at discretion of
Department Head or Department
Head designee.
 May require insurance
documents depending on scope/
nature of work.
 Vendor selection at
discretion of Department
Head.
 Standard Agreement
Signed by Department
Head.
 Vendor selection at
discretion of City Manager.
 Standard Agreement Signed
by City Manager
 Document a request for a
minimum of three informal
bids or quotes.
 Approval by City Council
 Standard Agreement Signed
by City Manager
 Formal Bid Advertisement
 Sealed Bids
 Approval by City Council
 Standard Agreement Signed
by City Manager
PROFESSIONAL SERVICES:

Consultants, architects,
designers, auditors, etc.
 Vendor selection at discretion of
Department Head or Department
Head designee.
 Standard Agreement Signed by
Department Head.
 Insurance coverage as
recommended by the City
Attorney.
 Vendor selection at
discretion of Department
Head.
 Standard Agreement
Signed by Department
Head.
 Qualifications based
selection procedures
 Vendor selection at
discretion of City Manager.
 Standard Agreement Signed
by City Manager
 Qualifications based
selection procedures
 Document a request for a
minimum of three informal
proposals.
 Approval by City Council
 Standard Agreement Signed
by City Manager
 Qualifications based
selection procedures
 Formal Proposal
Advertisement
 Sealed Proposals
 Approval by City Council
 Standard Agreement Signed
by City Manager
 Qualifications based
selection procedures

CONSTRUCTION/ PUBLIC
WORKS PROJECTS:

Capital improvement project,
building, shed, maintenance
or repair of public facility or
street sidewalk, park
 Vendor selection at discretion of
Department Head or Department
Head designee.
 Standard Agreement Signed by
Department Head.
 Insurance coverage as
recommended by the City
Attorney.
 Vendor selection at
discretion of Department
Head.
 Standard Agreement
Signed by Department
Head.
 Vendor selection at
discretion of City Manager.
 Standard Agreement Signed
by City Manager
 Document a request for a
minimum of three informal
bids or quotes.
 Award Approval by City
Council
 Standard Agreement Signed
by City Manager
 Pre-Bid Authorized by
Council.
 Formal Bid Advertisement
 Sealed Bids
 Standard Agreement Signed
by City Manager