20 reviewed for approval, and recorded by North of the River Recreation and Park District and submitted to City Planning prior to recordation.
155. Prior to recordation of a final map, the subdivider shall provide the Planning Department written proof/verification from North of the River Recreation and Park District that said project is within the NOR Park Maintenance District.
156. Subdivider shall be responsible for improving streets adjacent to the park site to City standards.
157. As an alternative to dedication and transfer of the public park sites to the North of the River Recreation and Park District, and subject to authority granted in state law, Developer may request the City consider alternative arrangements for the dedication and transfer of the public park sites, as authorized by state law, either to the City of Shafter or a combination of the City of Shafter and the North of the River Recreation and Park District. Such alternative arrangements shall be memorialized in an agreement approved by the City of Shafter and the North of the River Recreation and Park District, prior to acceptance of all improvements by the City of Shafter (except for the issuance of a certificate of occupancy for model homes). Nothing contained herein shall obligate the City of Shafter or the North of the River Recreation and Park District to accept such alternative dedication and transfer. 2005 GENERAL PLAN UPDATE MITIGATION
158. If a special-status species is observed during the development of the tract, then a focused species survey shall be completed. If a special-status species is found to be present during the survey, then appropriate mitigation measures shall be implemented in compliance with applicable state and federal law and guidance.
159. If human remains are encountered during the development of the tract, then no further disturbance shall occur until the Kern County Coroner has determined the origin and disposed of the remains.
160. Standard construction activities shall be limited to between 7 am and 7 pm Monday through Friday and no construction shall be allowed on weekends or holidays without prior authorization by the City.
161. If pile-driving activities occurs during the development of the tract, then such activity shall be limited to between 8 am and 4 pm Monday through Friday and no construction shall be allowed on weekends or holidays without prior authorization by the City. 162. If existing neighbors are located within 300 feet of the tract boundary, then 30-day notice is required prior to any pile-driving activities.
163. Signs shall be posted at the construction site that include permitted construction days and hours and a day and evening contact number.
MANAGEMENT REPORT
CITY OF SHAFTER
CITY COUNCIL REPORT
MEETING DATE: June 3, 2025
DEPARTMENT: Alex Gonzalez, Deputy Public Works Director, Michael James, Public Works Director
SUBJECT: BIDDING AND PROCUREMENT PROCEDURES UPDATE
ORDINANCE ADOPTION
RECOMMENDATION
Council find the action is not defined as a “project” per Section 15378(b)(2) of the CEQA Guidelines; waive further reading, read by title only, and introduce Ordinance 768, An Ordinance of the City Council of the City Of Shafter, California, Amending and Restating Chapter 2.68 of the Shafter Municipal Code relating to the City’s Purchasing and Public Bidding Procedures.
BACKGROUND
Chapter 2.68 of the Shafter Municipal Code establishes purchasing and bid procedures for the procurement of equipment, supplies, materials, services, and projects. This chapter was last updated in 1990, and in the thirty-five years since, the nature of purchasing has changed substantially for local governments with the introduction of secure electronic bidding technologies, cooperative purchasing partnerships, and state mandated environmentally preferable purchasing practices. The market has also changed substantially between 1990 and 2025, as the U.S. inflation rate averaged 2.83 percent a year, resulting in a cumulative inflation rate of 166 percent, and the California minimum wage has increased from $3.35 an hour to $16.50 an hour. These changes necessitate an update not just of procedures but also of the dollar thresholds for purchasing to ensure that the City can operate efficiently and effectively in today’s purchasing market.
SUMMARY OF THE AMENDED PURCHASING AND BIDDING PROCEDURES The Bidding and Procurement Policy Summary Sheet (Attachment 1) categorizes items to be procured into four groups: 1) equipment, supplies and materials, 2) general services, 3) professional services, and 4) construction/public works projects as defined in Section 2-68-20. Public works projects are defined according to State standards (Section 2-68-20(2)(c)) as procurement and bidding procedures must align with state statutes for public projects.
The dollar threshold of each purchase defines the signing authority and bidding procedure necessary for each purchase. A purchase is a single transaction. If a procurement includes multiple or recurring purchases over a span of time, the entire
BIDDING AND PROCUREMENT PROCEDURES UPDATE ORDINANCE ADOPTION - 2 -
contract amount over the term of the agreement is used to determine the signing authority. A contract cannot be split or separated into smaller components to reduce the required signing authority.
Signing authority occurs at the department level for purchases under $10,000.00, at the City Manager level for purchases from $10,000.01 to $25,000.00, and at the City Council level for purchases over $25,000.01. The disposition of surplus materials and equipment by the purchasing officer occurs at the same authority levels and dollar amounts to maintain policy consistency (Section 2-68-60).
A purchase of goods or services under $10,000.00 may be made without a competitive process (Section 2-68-210), Staff will survey the market and make recommendations for procurement based on a market analysis and the City’s needs. Purchase orders may be used for small dollar procurements under $5,000.00; For procurements over $5,000.01, a written contract is required.
An informal bidding process (Section 2-68-220) is required for procurements between $10,000.00 and $100,000.00. In an informal bid process, Staff will develop standards and qualifications for the procurement and contact vendors to request a minimum of three (3) quotes. Quotes may be received orally or in writing, and Staff will gather and analyze responses to make a recommendation for procurement based on the City’s needs to the lowest qualified bidder. The City is not required to award to the lowest bidder in an informal process, the City may consider its defined needs in issuing an award as well as the competency and qualifications of the contractor. For professional services (engineering, architectural, legal, etc.) the award is based on demonstrated competence or fitness for the particular service provided. Prices may be negotiated further upon selection of the bidder.
A formal bidding process is required for procurements over $100,000.01 (Section 2-68- 230). In a formal bidding process, the City typically prepares specifications and standards, develops a sample contract, advertises the opportunity, and receives sealed bids for consideration in awarding the contract. For public projects, an award is to the lowest responsible and responsive bidder, in accordance with the City’s needs. For professional services, an award is to be given to the most qualified bidder, in accordance with the City’s needs.
Exemptions to competitive bidding requirements may apply in the case of a declared emergency, due to “piggybacking” on a cooperative purchasing agreement completed by another governmental agency, due to market limitations (single source procurement), due to proprietary restrictions (sole source procurement), or other situations that are noted in Section 2-68-30(b).
Some other notable changes and highlights are as follows:
• Local preferences in purchasing are included in Section 2-68-250. • Environmentally preferable purchasing practices are included in Section 2-68- 270. The City has approved an interim environmentally preferable purchasing
BIDDING AND PROCUREMENT PROCEDURES UPDATE ORDINANCE ADOPTION - 3 -
policy, which provides supplementary guidance that is consistent with state requirements.
• Per Section 2-68-240, the City Manager shall provide a quarterly report to the City Council listing all contracts and their approved amounts.
FISCAL IMPACT
Adoption of amendments to the City’s purchasing and bidding procedures has no fiscal impact.
CEQA ANALYSIS
The action is not defined as a “project” per Section 15378(b)(2) of the CEQA Guidelines because the action is the adoption of a bidding and procurement policy update and therefore, it is considered general policy and procedure making and not subject to CEQA.
APPROVED BY THE CITY ATTORNEY
Yes
ATTACHMENTS
1. Bidding and Procurement Policies Update Summary Table
2. Ordinance 768 Amending and Restating Purchasing and Public Bidding Procedures
17236.01004\43707033.1
DRAFT
CITY OF SHAFTER BIDDING AND PROCUREMENT POLICY SUMMARY SHEET
DOLLAR THRESHOLD & SIGNING AUTHORITY
BIDDING NOT REQUIRED INFORMAL BIDDING FORMAL BIDDING
DIRECTOR DESIGNEE APPROVAL DIRECTOR APPROVAL CITY MANAGER APPROVAL CITY COUNCIL APPROVAL $0-$5,000.00 $5,000.01-$10,000.00 $10,000.01-$25,000.00 $25,000.01-$100,000.00 $100,000.01-ABOVE
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
1. Cooperative Purchasing/CMAS/LPA shall be governed by the same limit thresholds for budget authority as indicated in the table above.
ORDINANCE NO. 768
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF SHAFTER, CALIFORNIA, AMENDING AND RESTATING CHAPTER 2.68 OF THE SHAFTER MUNICIPAL CODE RELATING TO THE CITY’S PURCHASING AND PUBLIC
BIDDING PROCEDURES
WHEREAS, the City Council of the City of Shafter, is authorized by Sections 54202 and 54203 of the California Government Code to adopt and revise regulations pertaining to purchases of supplies and equipment; and
WHEREAS, the City Council of the City of Shafter, has by resolution elected to become subject to the California Uniform Construction Cost Accounting Act, California Public Contract Code Sections 22000 through 22045; and
WHEREAS, as a result of that election, the City Council of the City of Shafter, is authorized and required by Sections 22030, et seq. of the California Public Contract Code to adopt and revise regulations pertaining to the contracting for public projects; and WHEREAS, the California Government Code Section 53060, authorizes the legislative body of a City public to contract with and employ any persons for the furnishing of special services and advice in financial, economic, accounting, engineering, legal, or administrative matters if such persons are specially trained and experienced and competent to perform the special services required, without awarding to the lowest bidder; and
WHEREAS, the City Council of the City of Shafter finds that sound financial practices dictate the adoption of uniform bidding and contracting procedures for supplies, equipment and public projects; and
WHEREAS, Ordinance No. 428, establishing purchasing and public bid procedures was adopted in July of 1990 and is in need of updating and modernizing; and
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF SHAFTER DOES ORDAIN AS FOLLOWS:
SECTION 1. Chapter 2.68 of the Shafter Municipal Code is hereby amended and restated in its entirety to read as follows:
Chapter 2.68
PURCHASING AND PUBLIC PROJECTS BID PROCEDURES
2.68.010 Purchasing Officer--Office Created
2.68.020 Purchasing Procedures, Authority & Policies
2.68.030 Purchasing Officer--Powers and Duties
2.68.040 Contracting Requirements
2.68.050 Encumbrance of Funds
2.68.060 Budget Amendments
2.68.070 Inspection and Testing
Shafter City Council Ordinance No. 768
June 17, 2025
2.68.080 Surplus Supplies and Equipment
2.68.090 Bid Contract Officer--Office Created
2.68.100 Bid Contract Officer--Powers and Duties
2.68.110 Selecting the Appropriate Procurement Method
2.68.120 Adoption of Plans & Scope of Work
2.68.130 Splitting Work Orders
2.68.140 Contractors List--Public Works Projects
2.68.150 Purchasing Procedures--Public Works Projects Under $10,000.00
2.68.160 Purchasing Procedures--Public Works Projects Between $10,000.01 and $25,000.00
2.68.170 Purchasing Procedures--Public Works Projects Between $25,000.01 and $100,000.00
2.68.180 Formal Bid Procedures--Public Works Projects Greater than $100,000.01
2.68.190 Emergencies--Public Works Projects
2.68.200 Purchases of Supplies, Equipment and Professional and General Contractual Services of Under $5,000.00
2.68.210 Purchasing Procedures--Supplies, Equipment and Professional and General Contractual Services Between $5,000.01 and $25,000.00
2.68.220 Purchasing Procedures--Supplies, Equipment and Professional and General Contractual Services Between $25,000.01 and $100,000.00
2.68.230 Purchasing Procedures--Supplies, Equipment and Professional and General Contractual Services over $100,000.01
2.68.240 City Council Authorizes City Manager to Sign Purchase Orders, Contracts and Agreements
2.68.250 Local Preference
2.68.260 Auctions – City Manager Authority
2.68.270 Environmentally Preferable Purchasing and Practices
2.68.010 Purchasing Officer--Office Created.
There is created the position of purchasing officer who shall be appointed by the City Manager.
2.68.020 Purchasing Procedures, Authority & Policies.
General Category of Purchases. City purchase categories generally consist of the following, for which different procurement methods may apply:
(a) Goods. The purchase of goods consists of materials, equipment and supplies needed by any department.
(b) Services. City staff may require contracts for services, which fall into two categories:
1. General Services. Services rendered such as custodial services, building/ equipment maintenance, and machinery/equipment rental, excluding contracts for public works projects or professional services.
Shafter City Council Ordinance No. 768
June 17, 2025
2. Professional Services. Services provided by a person or firm engaged in furnishing of special services and advice in financial, economic, accounting, engineering, legal, or administrative matters if such persons are specially trained and experienced and competent to perform the special services required.
(c) Public Works Projects. Public works pertain to the construction, alteration, repair, or improvement of any public structure, building, road, or other public improvement of any kind, including demolitions, and the construction and installation of drainage systems, lighting and signaling systems, sewer and water systems, and park and recreational facilities. Maintenance required to preserve a public improvement is not considered a public work.
Authority to Award Contracts. The following section outlines the various contract award authorities established under the City’s Purchasing System. (a) Award Authority. Contract award authority is established by dollar threshold for each of the following entities:
1. City Council. Purchases or contracts for goods and services and public works contracts exceeding $25,000.01, must be awarded by the City Council.
2. City Manager. Purchases or contracts for goods and services, and public works contracts of between $10,000.01 and $25,0000.00 may be awarded by the City Manager.
3. Department Directors/Heads. As authorized by the City Manager, Department Heads may make purchases or contracts for goods and services and public works contracts of between $5,000.01 and $10,000.00.
4. Staff Authorized by Department Directors/Heads. Purchases or contracts for goods and services and public works projects of up to $5,000.00 may be made at the staff level as designated by Department Heads.
Authority to Legally Bind City. Unless specifically authorized as established in this section or elsewhere in City policy, staff other than the City Manager and Department Heads cannot enter into contractual arrangements to purchase goods or services or otherwise legally bind the City for such purchases.
Award Authority Determined by One Transaction. For the purpose of determining the appropriate award authority, contract amounts are defined by what constitutes a single or one transaction. This rule also applies to competitive bidding (the estimate of dollar value of the transaction dictates the level of bidding required).
(a) One-time Purchases. Each discrete, one-time purchase is a single transaction. If the transaction spans multiple years (calendar or fiscal), the entire contract amount over the contract term shall be used.
Shafter City Council Ordinance No. 768
June 17, 2025
(b) Blanket Purchase Orders. The contract term of a blanket purchase order is generally considered a single transaction, subject to total contract length requirements established in a competitive bidding process.
Examples: A blanket Purchase Order in the amount of $10,000.00 that is issued for vehicle parts for a one-year period is a single transaction. Subsequent annual renewals of the blanket order are considered separate, single transactions, unless the original term of the agreement spans multiple years.
A five-year blanket Purchase Order for on-call maintenance work in the amount of $25,000.00 each year (for a total of $125,000.00) requires Council approval. (c) Contract Amendments. Dollar increases to existing contracts require the sum of the original contract to be added to the amount of the amendment to determine the single transaction value.
Example: The City Manager awards a contract for $75,000.00 and a $30,000.00 amendment is required. The resulting transaction is $105,000.00, now requiring Council approval.
(d) All insurance requirements and minimum amounts shall be established and verified by the City’s Risk Manager, in consultation with the City Attorney.
City Manager Authority. The City Manager or designee shall:
(a) Prepare and recommend to the City Council rules governing the purchase of supplies, services and equipment for the City;
(b) Prepare and recommend to the City Council revisions and amendments to the purchasing rules;
(c) Prepare and implement additional internal controls and prepare necessary administrative policies and manuals to ensure compliance with City Council adopted policy.
2.68.030 Purchasing Officer--Powers and Duties.
(a) The purchasing officer shall have the authority to:
1. Purchase or contract for supplies, services and equipment required by any using agency or department in accordance with purchasing procedures prescribed by this chapter, such administrative regulations as the purchasing officer shall adopt for the internal management and operation of the purchasing department and such other rules and regulations as shall be prescribed by the City Council or City Manager;
2. Negotiate and recommend execution of contracts for the purchase of supplies, services and equipment;
Shafter City Council Ordinance No. 768
June 17, 2025
3. Act to procure for the City the needed quality in supplies, services and equipment at least expense to the City;
4. Discourage uniform bidding and endeavor to obtain as full and open competition as possible on all purchases;
5. Keep informed of current developments in the field of purchasing, prices, market conditions and new products;
6. Prescribe and maintain such forms as reasonably necessary to the operation of this chapter and other rules and regulations, including secure electronic vendor, bid, and document management procurement software systems;
7. Supervise the inspection of all supplies, services and equipment purchased to insure conformance with specifications as prescribed by this chapter.
8. Recommend the transfer of surplus or unused supplies and equipment between agencies or departments as needed, and the sale of all supplies and equipment which cannot be used by any agency or which become unsuitable for City use;
9. Maintain a bidder’s list, vendor’s catalog file and records needed for the efficient operation of the purchasing department;
(b) Exemptions
The purchasing officer, with the approval of the City Manager, may authorize in writing any agency or department to purchase or contract for supplies, services and equipment independently of the purchasing department, but shall require that such purchases or contracts be made in conformity with the procedures established by this chapter and may further require periodic reports from the agency or department on the purchases and contracts made under such written authorization.
The following may be appropriately justified as exemptions to the competitive bidding requirement:
1. Emergency procurements as defined herein.
2. Contractual or construction costs from public utility companies to engineer or obtain services necessary for city projects or to relocate their facilities.
3. Situations where solicitations of bids or proposals would for any reason be unavailing or impossible.
4. Professional or specialized services as defined in Subsection 2.68.20(b), General Categories of Purchases.
5. Public library collection materials.
6. Insurance, bonds or financial services.
Shafter City Council Ordinance No. 768
June 17, 2025
7. Single or sole source goods or services as defined herein.
8. Highly specialized equipment developed or designed for a special activity or function or whose purpose is in the best interests of the City due to compatibility with existing equipment or training of personnel.
9. Procurements funded by grants, donations or gifts when any special conditions require the purchase of particular materials and/or services.
10. Purchase of surplus property owned by another public entity, or payment to other public entities or utilities.
11. Membership dues, conventions, training, travel arrangements, or advertisements in magazines, newspapers, or other media.
12. Works of art, entertainment or performance.
13. Goods procured for resale to the public.
14. Where competitive bids or proposals have been solicited and no bid or proposal has been received. In such situations the Awarding Authority may proceed to have the goods procured or services performed without further competitive bidding.
15. Computer software license or subscription renewals.
16. Refuse, solid waste, recycling and similar services.
17. Special Equipment/Supplies. In purchasing any special equipment or supplies needed to be compatible with existing equipment, or to perform complex or unique functions, the Purchasing Officer may:
a. Limit bidding to a specific product type, or a brand name product; or b. Utilize a request for proposal approach where warranties, service and/or maintenance obligations, and product performance will be evaluated in addition to the price of the product. The award of the contract should be to the proposer which staff deems is in the best public interest.
18. Sole Source Purchases. Unique commodities or services that can be obtained from only one vendor, or one distributor authorized to sell in this area, with singular characteristics or performance capabilities or which have specific compatibility components with existing City products are exempt from the competitive bidding requirements and are deemed sole source purchases. Sole source purchases may also include proprietary items sold direct from the manufacturer. a. All sole source purchases shall be supported by written documentation indicating the facts and nature supporting the determination of a sole source, signed by the Awarding Authority and forwarded to the Purchasing Officer.
Shafter City Council Ordinance No. 768
June 17, 2025
b. Approval of any sole source acquisition shall be obtained from City Council for an award of a contract for an amount exceeding Twenty-Five Thousand ($25,000.00) Dollars.
19. Cooperative and Piggyback Purchasing. The requirements of this chapter shall not apply to purchasing of any equipment or supplies which the Purchasing Officer determines to be in the best interest of the City obtained through a cooperative competitive bidding procedure or a “piggyback” contract prepared by and processed through another local, state, or federal governmental agency or joint powers authority made up of government agencies, including but not limited to the California Multiple Award Schedules (CMAS), California Communities, US Communities, General Services Administration (GSA) or Government Wide Acquisition Contracts (GWAC). The dollar limits shall be the equivalent to or better than that provided to the other agency or cooperative entity pursuant to the cooperative or piggyback contract awarded by the other agency or schedules approved by the cooperative entity. Approval of any cooperative and piggy-back purchase shall be obtained from City Council for an award of a contract for an amount exceeding Twenty-Five Thousand ($25,000.00) Dollars.
2.68.040 Contracting Requirements.
The following section explains the various contracting requirements associated with making purchases with City funds.
(a) Contract Award. A contract is not considered to be awarded until it is approved by the appropriate award authority, i.e., the City Council, City Manager or authorized department head as described in section 2.68.20.
(b) Standard Contract Terms and Conditions. Use of the city’s standard contracts (or terms and conditions for purchase orders) provided by the City Attorney are preferable to using vendor-provided contracts. If presented with a vendor-provided agreement, staff should attempt to replace it with the city’s standard agreement or standard terms and conditions for purchase orders. The purchasing officer can assist with the negotiation process as necessary.
(c) Written Contract Requirement. Written contracts on city templates provided by the City Attorney are required for services with a value of $5,000.01 or more. Services with a value equal to or less than $5,000.00 may be paid with purchase orders with standard terms and conditions unless compelling factors such as liability or risk dictate the use of a written agreement. All professional service agreements and public works projects shall require execution of a written contract. (d) City-provided Scope of Work Requirement. Contracts should include a welldefined scope of work provided by city staff and the use of consultant or vendorprovided scope should be minimized to the greatest extent possible. (e) No Contract Splitting. Under no circumstances can any contract be split or separated into smaller components to determine the appropriate award authority or for any other purpose.
Shafter City Council Ordinance No. 768
June 17, 2025
(f) Contract Types. The city utilizes several different types of contracts depending on the nature of the purchase and requirements of the City Risk Manager.
1. Purchase Orders. Purchase orders are used to make discrete, non-recurring purchases of goods and/or services. Depending on the cost and complexity of the purchase, a written agreement may be required. Purchase orders are required for most city transactions.
2. Blanket Purchase Orders. Blanket purchase orders are term contracts, usually established for one-year periods for routine, recurring or as-needed purchases of goods and/or services. Blanket purchase orders can be renewed annually according to the terms established through competitive bidding or negotiation, or as approved by the appropriate award authority. Blanket purchase orders may also be established for multiyear periods and/or as master goods/services agreements.
Blanket purchase orders may be established for as-needed small construction or maintenance projects and/or for urgent or emergency repairs where time is of the essence. These types of arrangements are referred to as Job Order Contracts (JOCs) and are bid on a unit cost basis with contracts awarded based on not-to-exceed amounts approved by the appropriate award authority.
3. Service Agreements. Depending on the cost and complexity, agreements may be required for general or professional services. These are referred to as General Services Agreements (GSAs), Professional Services Agreements (PSAs), Letter Agreements, Master Service Agreements (MSAs) or Master Professional Service Agreements (MPSA).
4. Confirming Orders. Confirming orders are written purchase orders that confirm previously placed verbal orders. This form of contract may be utilized for urgent or emergency purchases but requesting departments must use prudent judgment. (g) Key Contracting Prerequisites. Contractors or vendors conducting business in the city or working on city property or in city rights-of-way must be properly licensed, insured, and otherwise comply with all lawful requirements such as obtaining a business license as required by the Finance Department and having appropriate insurance coverage as required by the Risk Manager. The contractor or vendor must include the City of Shafter as an “additional insured” on their insurance policy and provide up-to-date insurance certificates with required policy endorsements. These requirements must be met before any work can commence.
2.68.050 Encumbrance of Funds.
Except in cases of emergency, the purchasing officer shall not issue any purchase order for supplies, services and equipment unless there exists an unencumbered appropriation in the fund account against which such purchase is to be charged.
Shafter City Council Ordinance No. 768
June 17, 2025
2.68.060 Budget Amendments.
The City Manager may approve line item transfers of funds within the same Department so long as the total Departmental budget is not increased. The City Council may approve an increase in a Departmental budget by minute order or by separate resolution.
2.68.070 Inspection and Testing.
The purchasing officer or designee shall inspect supplies and equipment delivered and contractual services performed to determine their conformance with the specifications set forth in the order or contract. The purchasing officer shall have the right to waive any defect or informality. The purchasing officer shall have the authority to require chemical and physical tests of samples, submitted with bids, and samples of deliveries which are necessary to determine their quality and conformance with required specifications.
2.68.080 Surplus Supplies and Equipment.
All using agencies and departments shall submit to the purchasing officer, at such time and in such form as prescribed, reports showing all supplies and equipment no longer used or which have become obsolete or worn out. The purchasing officer shall have the authority to sell all supplies and equipment which cannot be used by any agency or department or which have become unsuitable for City use or to exchange the same or to trade on new supplies and equipment. Such sales shall be pursuant to Section 2.68.200 et seq.
2.68.090 Bid Contract Officer--Office Created.
There is created the position of bid contract officer who shall be appointed by the City Manager.
2.68.100 Bid Contract Officer--Powers and Duties.
The bid officer shall have the authority to:
(a) Discourage uniformed bidding and endeavor to obtain as full and open competition as possible on all purchases;
(b) Maintain such forms as reasonable and necessary to the operation of bid procedures and of the rules and regulations, including secure electronic vendor, bid, and document management procurement software systems;
(c) Maintain a bidders list and such other records as needed for the effective and legal operation of bid procedures; and
(d) Supervise and perform all duties and obligations required by the City in connection with initiating and conducting bidding procedures.
The purchasing officer and the bid contract officer shall coordinate their work in order to efficiently operate bidding procedures in connection with the purchases of supplies, services and equipment. All requests for purchases of supplies, services and equipment made by City agencies
Shafter City Council Ordinance No. 768
June 17, 2025
and departments shall be first directed to the purchasing officer. The purchasing officer shall then forward such requests of the agency or department to the bid contract officer.
2.68.110 Selecting the Appropriate Procurement Method.
To select an appropriate procurement method, employees should know the category of purchase (type of goods, services or public works project) and have an estimated cost in mind. For goods and services purchases, competitive bidding and approval thresholds are determined by each transaction.
(a) Goods and Services Transactions $10,000.00 or Less. Goods and services $10,000.00 or less may be made without a competitive process. However, nothing should preclude employees from “value shopping” to help ensure that the best possible value is being obtained in exchange for public funds. (b) Goods and Services Purchases between $10,000.01 and $100,000.00. Goods and services purchases with an estimated value of between $10,000.01 and $100,000.00 in a single transaction must be procured using informal bidding or proposal procedures established in Subsection 2.068.220. A request for a minimum of 3 bids must be documented.
(c) Goods and Services Purchases over $100,000.01. Goods and services purchases with an estimated value of over $100,000.00 in a single transaction must be procured using formal bidding or proposal procedures established in Subsection
2.68.230 (Purchasing Procedures).
(d) Exemption from Award to Lowest Bid for Professional Services. Notwithstanding the anticipated cost of professional services, awards shall be made based on demonstrated competence and/or fitness for the particular professional service required.
(e) Public Projects. Public projects anticipated to exceed $100,001.00 must be conducted through sealed bidding and awarded by the City Council, in accordance with the formal bidding procedures established in Subsection 2.68.230. For purposes of this Code, “Public Projects” or “Public Works Projects” means any of the following:
1. Construction, reconstruction, erection, alteration, renovation, improvement, demolition and repair work involving any publicly owned, leased or operated facility.
2. Painting or repainting of any publicly owned, leased or operated facility.
3. Furnishing supplies or materials for any such project, including maintenance or repair of streets or sewers.
4. “Public Projects” does not include maintenance work. For purposes of this section, “maintenance work” includes all of the following:
Shafter City Council Ordinance No. 768
June 17, 2025
a. Routine, recurring, and usual work for the preservation or protection of any publicly owned or publicly operated facility for its intended purposes. b. Minor repainting.
c. Resurfacing of streets and highways of less than one inch. d. Landscape maintenance, including mowing, watering, trimming, pruning, planting, replacement of plants and servicing of irrigation and sprinkler systems. e. Work performed to keep, operate and maintain publicly owned water or waste disposal systems or city owned utility.
f. For purposes of this section, “facility” means any plant, building, structure, ground facility, utility system, real property, streets and highways, or other public work improvement.
2.68.120 Adoption of Plans & Scope of Work.
The City Engineer or his designee shall approve the plans, specification and working details of all public works projects. The City Council shall authorize bid requests for all Public Works projects in excess of $100,000 and shall approve and adopt the plans, specifications, and working details for all Public Works projects in excess of $25,000 prior to commencing construction. The City Engineer is delegated authority to approve and adopt the plans, specifications, and working details for all Public Works projects less than or equal to $25,000.
Upon the recommendation of the Public Works Director and City Attorney, the City Council shall have the authority to require a performance bond and other bonds before entering a contract in such amount as it shall find reasonable and necessary to protect the best interests of the City. If the City Council requires such bond(s), the amount of the bond shall be described in the notice inviting bids and its form shall be determined by the City Attorney.
The City Council shall approve the scope of work for any purchases of equipment, supplies, materials, and professional or general contractual services exceeding One Hundred Thousand Dollars ($100,000.01) before these are bid.
2.68.130 Splitting Work Orders.
Public work projects and/or purchase of supplies, services and equipment shall not be split into smaller work orders or projects for the purpose of abating the provisions of this chapter requiring formal or informal bidding.
2.68.140 Contractors List--Public Works Projects.
A list of qualified contractors, identified according to categories of work, shall be developed and maintained by the bid contract officer or their designee.
2.68.150 Purchasing Procedures--Public Works Projects Under $10,000.00.
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Public works projects of Ten Thousand Dollars ($10,000.00) or less may be performed by the employees of the City by force account, by negotiated contract, by purchase order, or be let to contract by the Department Head
2.68.160 Purchasing Procedures--Public Works Projects Between $10,000.01 and $25,000.00.
Public works projects greater than Ten Thousand Dollars and One Cent ($10,000.01) but less than or equal to Twenty-Five Thousand Dollars ($25,000.00) may be let to contract by the City Manager by force account, by negotiated contract, or by purchase order.
2.68.170 Purchasing Procedures--Public Works Projects Between $25,000.01 and $100,000.00.
Public works projects greater than Twenty Five Thousand Dollars and One Cent ($25,000.01) but less than or equal to One Hundred Thousand Dollars ($100,000.00) may be let to contract by the City Council using the informal procedures set forth herein. (a) The bid contract officer or designee shall mail, fax, or e-mail notices inviting informal bids. The notices shall be mailed to a minimum of three qualified contractors on the list maintained pursuant to Section 2.68.140, unless the product or service is proprietary or another exemption applies. (b) The notices shall be mailed, faxed, or emailed not less than ten (10) calendar days before the opening date of the bids. The notices shall describe the project in general terms, how to obtain more detailed information about the project, and state the time and place for the submission of bids.
(c) Bids shall be submitted to the bid contract officer or designee who shall keep a record of all informal bids and orders for a period of one (1) year after placement of the bid and/or order. This record, while so kept, shall be open to public inspection.
(d) The City Council is authorized to award informal bid contracts and orders pursuant to this section, but may award contracts using the formal bid procedures at his/her discretion. Orders shall be awarded to the lowest responsible bidder submitting a responsive bid.
2.68.180 Formal Bid Procedures--Public Works Projects Greater than $100,000.01.
Public works projects of greater than One Hundred Thousand Dollars and One Cent ($100,000.01) must be let to contract by the City Council using the formal procedures set forth herein. A secure electronic bidding software platform that performs similar procedures may be substituted by the bid contract officer.
(a) The bid contract officer or designee shall mail, fax, or e-mail notices inviting formal bids. The notices shall be mailed, faxed, or e-mailed to all qualified contractors on the list maintained pursuant to Section 2.68.140.
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(b) The notices shall be mailed, faxed, or e-mailed no later than ten (10) calendar days before the opening date of the bids. The notices shall distinctly describe the project and state the time and place for the submission of bids. (c) The notice inviting bids shall be published at least ten (10) days before the opening date of the bids. Notice shall be published at least twice, not less than five (5) days apart, in a newspaper of general circulation, or, if there is none, it shall be posted in at least three (3) public places in the City that have been designated by ordinance or resolution as the places for placing public notices. (d) Sealed bids shall be submitted to the bid contract officer or designee and shall be identified as bids on the envelope. Bids shall be opened in public by the bid contract officer or designee at the time and place stated in the public notices. A tabulation of all bids shall be open for public inspection during regular business hours for a period of not less than thirty (30) calendar days after the bid opening. (e) All bidders on public construction projects shall be required to provide bidder’s security. The bidder’s security shall be an amount equal to, at least, ten percent (10%) of the amount of the bid or as prescribed in the public notice inviting bids.
The bidder’s security shall be in one of the following forms:
1. Cash,
2. Cashier’s check made payable to the City,
3. Certified check made payable to the City,
4. Bidder’s bond executed by an admitted surety insurer, made payable to the City.
The cash or proceeds shall be deposited in the fund out of which the expenses of preparation and printing of the plans and specifications, estimate of costs, and publication of notice are paid.
Bidders shall be entitled to return of bid security; provided, that a successful bidder shall forfeit his bid’s security upon refusal or failure to execute the contract within ten (10) days after the notice of award of contract has been mailed, faxed, or e-mailed, unless the City is responsible for the delay. The City Council may, on refusal or failure of a successful bidder to execute the contract, award the contract to the next lowest responsible bidder. If the City Council awards the contract to the next lowest bidder, the amount of the lowest bidder’s security shall be applied by the City to the difference between the low bid and the second lowest bid, and the surplus, if any, shall be returned to the lowest bidder if cash or check is used or to the surety on the bidder’s bond if a bond is used. The lowest bidder’s security may be applied towards the project bid price. (f) Contracts shall be awarded by the City Council to the lowest responsible bidder submitting responsive bid except as otherwise provided in this Chapter. The decision of the City Council shall be final.
(g) In its discretion, the City Council may reject any bids presented, abandon the project, or re-advertise. After rejecting the bids submitted, the City Council may adopt a resolution by majority vote declaring that the project can be performed more
Shafter City Council Ordinance No. 768
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economically by employees of the City, and may have the project done by force account without further compliance with this section.
(h) If two (2) or more bids received are the same and lowest, the City Council may accept the one it chooses. If no bids are received, the project may be performed by employees of the City by force account, or by the informal procedures set forth in Section 2.68.140, or by negotiated contract.
(i) The City Council shall have the right to waive any defect or informality in the bidding or in the procedures set forth in this section. No defect or informality shall void any contract entered into.
(j) The City Manager or designee may approve change orders which do not exceed ten (10%) percent of the contract price without returning for approval by the City Council.
2.68.190 Emergencies--Public Works Projects.
In cases of great emergency, as determined by the City Council by resolution, including but not limited to, states of emergency as defined in Section 8558 of the Government Code, when repair or replacements are necessary to permit the continued conduct of the operation or services of a public agency or to avoid danger to life, health or property, the City Council, by majority vote, may proceed at once to expend any sum required in the emergency to replace or repair any public facility without adopting plans, specifications, or working details or giving notice for bids as provided in this chapter. The work may be done by day labor under the direction of the City Manager, by contract, or by a combination of the two. The City Council, by majority vote, may delegate to the City Manager the power to declare a public emergency subject to confirmation by the City Council, by a four-fifths majority vote, at its next meeting.
2.68.200 Purchases of Supplies, Equipment and Professional and General Contractual Services of Under $5,000.01.
Purchases of supplies, equipment, professional and general contractual services of an estimated value of Five Thousand Dollars ($5,000.00) or less may be made by the purchasing officer or designee in the open market. Requests and purchases shall be made on forms prescribed and provided by the purchasing officer (material requisition forms and purchase orders). Price may be further negotiated upon selection of the bidder.
2.68.210 Purchasing Procedures--Supplies, Equipment and Professional and General Contractual Services Between $5,000.01 and $10,000.00.
Purchases of supplies, equipment, professional and general contractual services of an estimated value greater than Five Thousand Dollars and One Cent ($5,000.01), but less than or equal to Ten Thousand Dollars ($10,000.00) shall be made by Department Heads in the open market.
Shafter City Council Ordinance No. 768
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2.68.220 Purchasing Procedures--Supplies, Equipment and Professional and General Contractual Services Between $10,000.01 and $100,000.00.
Purchases of supplies, equipment, professional and general contractual services of an estimated value of greater than or equal to Ten Thousand Dollars and One Cent ($10,000.01), but less than or equal to One Hundred Thousand Dollars($100,000.00) shall be made by the City Manager using informal bid procedures as described herein.
(a) Informal bid purchases shall document a request for at least three (3) bids unless the product or service is proprietary or another exemption applies. In the case of purchases of supplies and equipment, the order shall be awarded to the lowest responsible bidder, consistent with quality and delivery requirements. In the case of contractual and professional services, the order shall be awarded to the most qualified bidder, in accordance with the needs of the City. Price may be further negotiated upon selection of the bidder.
(b) The City Manager is authorized to award contracts and orders pursuant to this section.
(c) Bids shall be submitted to the bid contract officer or designee, who shall keep a record of all informal bids for a period of one (1) year after placement of the order.
This record, while so kept, shall be open to public inspection. (d) Exemption from Award to Lowest Bid for Professional Services. Notwithstanding the anticipated cost of professional services, awards shall be made based on demonstrated competence and/or fitness for the particular professional service required. Price may be further negotiated upon selection of the bidder.
2.68.230 Purchasing Procedures--Supplies, Equipment and Professional and General Contractual Services over $100,000.01.
Purchases and contracts for supplies, equipment, professional and general contractual services, and the sale of surplus property of estimated value greater than One Hundred Thousand and One Cent ($100,000.01) shall be let by the formal procedures set forth herein. A secure electronic bidding software platform that performs similar procedures may be substituted by the bid contract officer. (a) The bid contract officer or designee shall mail, fax or e-mail notices inviting formal bids. The notices shall be mailed to all qualified vendors on the bid list or who have requested their name to be added thereto, unless the product or service is proprietary.
(b) The notices shall be mailed, faxed, or e-mailed no later than ten (10) calendar days before the opening date of the bids. The notices shall describe the commodities or services, how to obtain more detailed information and state the time and place for submission of bids.
Shafter City Council Ordinance No. 768
June 17, 2025
(c) The notice inviting bids shall be published at least ten (10) calendar days before the date of opening of the bids. Notice shall be published in a newspaper of general circulation or, if there is none, it shall be posted in at least three (3) public places in the City that have been designated by Ordinance as locations for placing public notices.
(d) For purchases of supplies and equipment, sealed bids shall be submitted to the bid contract officer or designee and shall be identified as bids on the envelope. Bids shall be opened in public by the bid contract officer or designee at the time and place stated in the public notices. A tabulation of all bids shall be open for public inspection during regular business hours for a period of not less than thirty (30) calendar days after the bid opening.
(e) Contracts shall be awarded by the City Council consistent with the City’s needs.
The decision of the City Council shall be final.
(f) In its discretion, the City Council may reject any bids presented, abandon the purchase or re-advertise. If two or more bids received are the same and lowest, the City Council may accept the one it chooses. If no bids are received, the contract may be let in the open market or by the informal procedures set forth in Section
2.68.180.
(g) The City Council shall have the right to waive any defect or informality in the bidding or in the procedures set forth in this section. No defect or informality shall void any contract entered into.
(h) In the case of professional services, the order shall be awarded to the most qualified bidder, in accordance with the needs of the City. Price may be further negotiated upon selection of the bidder.
2.68.240 City Council Authorizes City Manager to Sign Purchase Orders, Contracts and Agreements.
In accordance with California Government Code, Section 40602, the mayor shall execute all contracts authorized by the City Council. In addition to the mayor, the city manager or their designee is hereby authorized to execute purchase orders, contracts and agreements on behalf of the City when authorized by this Chapter or authorized by the City Council by minute action or resolution.
At least once per quarter, the City Manager shall provide a report to the City Council listing all contracts and their amounts approved pursuant to this Chapter.
2.68.250 Local Preference.
(a) To promote economic development and maintain a healthy economic base in the City of Shafter, as well as encourage businesses to move into the City's jurisdiction, the City supports employment and local business opportunities which in turn promote the City's economic growth. As such, the City has determined it is in its best interest to provide a preference to local vendors.
Shafter City Council Ordinance No. 768
June 17, 2025
(b) Local Preference in Purchasing. In the bidding of, or contracting for procurement of supplies, materials, and equipment as provided in these sections, the Purchasing Officer may give a preference to responsive, responsible, local vendor located in the City of Shafter in an amount not-to-exceed five (5%) percent of the local vendors' total net bid price, not to exceed Five Thousand ($5,000.00) Dollars, whichever is lower. The granting of this local preference shall be approved or not based on a determination by the Purchasing Officer that quantity and quality of the local product is equal to that of the next lowest bidder.
This local preference is not applicable to: (1) bids for public projects as defined by Public Contracts Code Sections 22002, (2) bids funded by grants which prohibit its use, and (3) contracts for professional, management, general, and special services.
2.68.260 Auctions – City Manager Authority.
The City Manager is authorized to dispose of or purchase personal property at auction in compliance with a City Council adopted policy.
2.68.270 Environmentally Preferable Purchasing and Practices. (a) The City shall promote the use of environmentally preferable products through proactive buying practices and reference in bid specifications. (b) All departments shall use environmentally preferable products whenever quality, performance, price, and functionality are comparable to their non-environmentally preferable counterparts.
(c) Departments may, at their option and with purchasing agent concurrence, require procurement of designated environmentally preferable products. However, there shall be a compelling reason for use of designated environmentally preferable products that may not be otherwise cost-effective.
(d) Whenever practical, outside contractors and consultants shall use environmentally preferable products in performing their duties related to city business.’ SECTION 2. If any section, subsection, sentence, clause, phase, or portion of this Ordinance is for any reason held to be invalid or unconstitutional by the decision of any court of competent jurisdiction, such decision shall not affect the validity of the remaining portions of this Ordinance. The City Council hereby declares that it would have adopted this Ordinance, and each section, subsection, subdivision, sentence, clause, phrase or portion thereof, irrespective of the fact that any one or more sections, subsections, subdivisions, sentences, clauses, phrases or portions might subsequently be declared invalid or unconstitutional.
SECTION 3. CEQA Determination. The City Council finds that this ordinance is not subject to the requirements of the California Environmental Quality Act, pursuant to (Guidelines) Section 15060(c)(2) & (3), because it will not result in a direct or reasonably foreseeable indirect physical change in the environment and is not a “project” as defined in Section 15378.
Shafter City Council Ordinance No. 768
June 17, 2025
SECTION 4. Publication. This ordinance shall be published as provided in Government Code section 36933.
SECTION 5. Effective Date. This Ordinance shall be effective upon the commencement of the thirty-first (31st) day following the adoption date.
PASSED, APPROVED, AND ADOPTED THIS 17th DAY OF JUNE, 2025. _____________________________
Chad Givens, Mayor
ATTEST:
_____________________________
Yazmina Pallares, City Clerk
APPROVED AS TO FORM:
_____________________________
Marco A. Martinez, City Attorney
MANAGEMENT REPORT
CITY OF SHAFTER
CITY COUNCIL REPORT
MEETING DATE: June 3, 2025
DEPARTMENT: Alex Gonzalez, Deputy Public Works Director SUBJECT: SANTA FE WAY RESURFACING PROJECT CONSTRUCTION
(CIP PROJECT NO. ST00035) AWARD
RECOMMENDATION
Council find the action is exempt from the California Environmental Quality Act; accept four (4) bids received for the 2025 Santa Fe Way Pavement Improvement Project (CIP #ST00035); and authorize the Public Works Director to issue a notice of award and notice to proceed for said project to Bowman Asphalt in an amount up to $2,000,000.
BACKGROUND
In 2023, Public Works Staff secured a $2,000,000 federal funding appropriation through Congressman David Valadao’s office to complete a pavement resurfacing of Santa Fe Way between Los Angeles Avenue and Galpin Street. Since the award, a final design of the project was completed, which consists of removing and replacing three inches of asphalt concrete on Santa Fe Way and a pavement overlay of Riverside Street to support detour routes during construction.
Public Works Staff completed formal bid procedures and received four bids, as summarized below:
Bidder Total Bid Price
Bowman Asphalt $1,800,935.00
Griffith Company $1,839,735.00
Cen-Cal Construction $2,002,000.00
Burtch Construction $2,154,431.77
Bowman Asphalt submitted the confirmed lowest responsive bid of $1,800,935. They have successfully completed past pavement surfacing and reconstruction projects for the City.
The full amount of the lowest bid can be fully funded by the federal grant, which the U.S. Department of Housing and Urban Development is administering. An appropriate budget for the bid plus contingencies and support costs is $2,000,000.
FISCAL IMPACT
SANTA FE WAY RESURFACING PROJECT CONSTRUCTION (CIP PROJECT NO. ST00035) AWARD
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The funding needs for the project are already programmed into the Capital Improvement Program as Project #ST00035. No budget action is required.
CEQA ANALYSIS
This project is categorically exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15301 (Class 1 – Existing Facilities), as it involves the repair and maintenance of an existing public road with no expansion of use.
Additionally, the U.S. Department of Housing and Urban Development (HUD) has reviewed the project and issued a Categorical Exclusion from further environmental review under the National Environmental Policy Act (NEPA).
APPROVED BY THE CITY ATTORNEY
Not Applicable
ATTACHMENTS
1. 2025 Santa Fe Way Paving Improvement Project - Bid Results
ITEM DESCRIPTION QTY UNITS Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost Unit Cost Total Cost A1 Full Depth Grind, 0.25 Feet 73100 SY $ 2.00 $ 146,200.00 $ 2.00 $ 146,200.00 $ 1.50 $ 109,650.00 $ 2.92 $ 213,452.00 A2 Hot Mix Asphalt, 3/4IN PG 64-10, Type A 12750 TONS $ 90.00 $ 1,147,500.00 $ 98.00 $ 1,249,500.00 $ 97.00 $ 1,236,750.00 $ 114.21 $ 1,456,177.50 A3 Fog Seal 73100 SY $ 0.15 $ 10,965.00 $ 0.18 $ 13,158.00 $ 1.11 $ 81,141.00 $ 0.73 $ 53,363.00 A4 Traffic Striping, Thermoplastic + Markers 73450 LF $ 1.90 $ 139,555.00 $ 1.14 $ 83,733.00 $ 2.00 $ 146,900.00 $ 1.58 $ 116,051.00 A5 Traffic Signal, Loop Replacement 13 EA $ 580.00 $ 7,540.00 $ 580.00 $ 7,540.00 $ 580.00 $ 7,540.00 $ 720.35 $ 9,364.55 A6 Traffic Control 1 LS $ 47,000.50 $ 47,000.50 $ 20,000.00 $ 20,000.00 $ 78,068.00 $ 78,068.00 $ 23,784.72 $ 23,784.72 A7 Mobilization (Full Project) 1 LS $ 99,872.00 $ 99,872.00 $ 139,301.50 $ 139,301.50 $ 51,758.00 $ 51,758.00 $ 4,000.00 $ 4,000.00 Subtotal A: $ 1,598,632.50 Subtotal A: $ 1,659,432.50 Subtotal A: $ 1,711,807.00 Subtotal A: $ 1,876,192.77 B1 Shoulder Grading & Subgrade Compaction 4740 LF $ 3.00 $ 14,220.00 $ 1.75 $ 8,295.00 $ 6.00 $ 28,440.00 $ 2.90 $ 13,746.00 B2 Cold Mix Overlay, SC-800, Type A 1450 TONS $ 118.00 $ 171,100.00 $ 110.00 $ 159,500.00 $ 148.00 $ 214,600.00 $ 150.65 $ 218,442.50 B3 Fog Seal 8300 SY $ 0.15 $ 1,245.00 $ 0.25 $ 2,075.00 $ 1.11 $ 9,213.00 $ 0.72 $ 5,976.00 B4 Header Grinds 110 SY $ 10.00 $ 1,100.00 $ 10.00 $ 1,100.00 $ 52.50 $ 5,775.00 $ 48.57 $ 5,342.70 B5 Traffic Striping, Waterborne Paint 7110 LF $ 1.25 $ 8,887.50 $ 0.75 $ 5,332.50 $ 1.50 $ 10,665.00 $ 2.32 $ 16,495.20 B6 Traffic Control 1 LS $ 5,750.00 $ 5,750.00 $ 4,000.00 $ 4,000.00 $ 21,500.00 $ 21,500.00 $ 18,236.60 $ 18,236.60 Subtotal B: $ 202,302.50 Subtotal B: $ 180,302.50 Subtotal B: $ 290,193.00 Subtotal B: $ 278,239.00 TOTAL BID PRICE: $ 1,800,935.00 TOTAL BID PRICE: $ 1,839,735.00 TOTAL BID PRICE: $ 2,002,000.00 TOTAL BID PRICE: $ 2,154,431.77 SUBS: SUBS: SUBS: SUBS:
COLD PLANE PAVEMENT RECYCLING SYSTEMS COLD PLANE PAVEMENT RECYCLING SYSTEM COLD PLANE PAVEMENT RECYCLING SYSTEM COLD PLANE PAVEMENT RECYCLING SYSTEM
STRIPING HARKER LOOP INSTALL LOOP ELECTRIC LOOP INSTALL LOOP ELECTRIC LOOP INSTALL LOOP ELECTRIC
STRIPING SPM STRIPING CHRISP COMPANY STRIPING SPM
**All BIDS ARE UNDER REVIEW HMA PAVING, COLD
MIX OVERLAY
WESTROCK LLC TRAFFIC CONTROL SAFETY NETWORK
A. Santa Fe Way Street Improvements
B. Riverside Street Improvements
2025 Santa Fe Way Paving Improvement Project BOWMAN ASPHALT GRIFFITH COMPANY CEN-CAL CONSTRUCTION BURTCH CONSTRUCTION
MANAGEMENT REPORT
CITY OF SHAFTER
CITY COUNCIL REPORT
MEETING DATE: June 3, 2025
DEPARTMENT: Ravi Pudipeddi, City Engineer
SUBJECT: REAL PROPERTY FOR RIGHT-OF-WAY PURPOSES FOR THE HIGHWAY 43 AND SANTA FE WAY ROUNDABOUT PURCHASE
RECOMMENDATION
Council find the action is not defined as a "project" per section 15378(b)(4) of the CEQA Guidelines; authorize purchase of property with APN 089-150-01 for public street rightof-way for the roundabout project at Highway 43 and Santa Fe Way in the amount not to exceed $210,000.
BACKGROUND
The City and California Department of Transportation (Caltrans) previously entered into an agreement to fulfill the right-of-way needs for the planned roundabout project at the intersection of Highway 43 and Santa Fe Way. The agreement stipulates that the City will fund the right-of-way acquisition, adhering to Caltrans' acquisition procedures. A previous agreement with Caltrans covers the City's funding for design costs. Caltrans will fully fund the construction of the roundabout, and the City will support the project by acquiring the necessary properties for its construction. As previously authorized by the Council, Staff awarded the professional services agreement for right-of-way acquisition support services to Transystems.
One of the required project right-of-way acquisitions is within a parcel located west of Santa Fe Way, east of Beech Avenue, and south of Los Angeles Avenue (County Assessor Parcel Number 089-150-01). The initial appraisal included 45,738 square feet of underlying fee and 21,522 square feet of fee interest, valued at $194,000. Based on the initial and independent appraisal reports and negotiations with the parcel owner, Transystems recommends the City approve an amount not to exceed $210,000, which includes $194,000 for the purchase price of the parcel, costs for independent appraisal process, if claimed by the seller, and estimated closing costs, to avoid unnecessary litigation costs, including payment of attorney's fees and costs associated with court actions.
FISCAL IMPACT
Capital Improvement Program Project #ST00029 has $1,500,000 in funding programmed for the Project's right-of-way acquisition costs. Covering the costs for the proposed acquisition could be met with the available funds.
CEQA ANALYSIS
REAL PROPERTY FOR RIGHT-OF-WAY PURPOSES FOR THE HIGHWAY 43 AND SANTA FE WAY
ROUNDABOUT PURCHASE
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One of the required project right-of-way acquisitions is within a parcel located west of Santa Fe Way, east of Beech Avenue, and south of Los Angeles Avenue (County Assessor Parcel Number 089-150-01). The initial appraisal included 45,738 square feet of underlying fee and 21,522 square feet of fee interest, valued at $194,000. Based on the initial and independent appraisal reports and negotiations with the parcel owner, Transystems recommends the City approve an amount not to exceed $210,000, which includes $194,000 for the purchase price of the parcel, costs for independent appraisal process, if claimed by the seller, and estimated closing costs, to avoid unnecessary litigation costs, including payment of attorney's fees and costs associated with court actions.
APPROVED BY THE CITY ATTORNEY
Not Applicable
ATTACHMENTS
None