WEST SACRAMENTO CITY COUNCIL AND WEST SACRAMENTO REDEVELOPMENT SUCCESSOR
AGENCY & WEST SACRAMENTO FINANCING AUTHORITY
City Council Regular Meeting
SEPTEMBER 17, 2025 AGENDA
Martha Guerrero, Mayor
Verna Sulpizio Hull, Mayor Pro Tem
Quirina Orozco, Council Member
Norma Alcala, Council Member
Dawnté Early, Council Member
Aaron Laurel, City Manager
Jeffrey Mitchell, City Attorney
6:00 PM Closed Session Call to Order
7:00 PM Regular Meeting Call to Order
Pledge of Allegiance
Land Acknowledgment
The meeting will be held at City Hall, City Council Chambers, 1110 West Capitol Avenue, West Sacramento GENERAL ADMINISTRATION FUNCTION – PART I
1. PRESENTATIONS BY THE PUBLIC ON MATTERS NOT ON THE AGENDA WITHIN THE
JURISDICTION OF THE COUNCIL
The Council is prohibited from discussing issues not on the agenda brought to them at this time.
According to State Law (the Brown Act), items must first be noticed on the agenda before any discussion or action.
PRESENTATIONS
2. City Manager's Office
PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO HONORING COLONEL CHAD W. CALDWELL ON HIS SERVICE WITH THE US ARMY CORPS OF
ENGINEERS AND HIS RETIREMENT
Objective: This item presents a Proclamation of the City Council honoring Colonel Chad Caldwell on his retirement from over two decades of distinguished military service with the Army Corps of Engineers.
Recommendation: It is respectfully recommended that the City Council adopt the proclamation honoring Colonel Chad Caldwell on his retirement and for his service to the Sacramento District, which includes the City of West Sacramento.
Anyone wishing to address the Council, or any agenda item, may fill out the Request to Speak card and present it to the City Clerk prior to the completion of staff presentation. Items on the Consent Agenda will be considered in one motion and the Request to Speak card should be turned in prior to the first item on Consent.
1 3. City Manager's Office
CONSIDERATION OF PROCLAMATION RECOGNIZING SEPTEMBER 15 TO OCTOBER 15, 2025 AS HISPANIC HERITAGE MONTH
Objective: The objective of this report is to formally recognize the culture and contributions of Hispanic community members to the City of West Sacramento.
Recommendation: Staff respectfully recommends that the City Council adopt a proclamation declaring September 15 to October 15, 2025, as Hispanic Heritage Month.
CONSENT AGENDA
4. Capital Projects
CONSIDERATION OF CONTRACT AWARD TO ADVANCE DESIGN CONSULTANTS, INC. FOR
THE DESIGN OF EMERGENCY GENERATOR AND ELECTRIC CHARGING STATION FOR THE CORPORATION YARD PROJECT PHASE II O&M TRANSITION (CIP 51032) Objective: The objective of this report is to provide the City Council with sufficient information to award a contract for services to Advance Design Consultants, Inc., for the Corporation Yard Project Phase II O&M Transition (CIP 51032).
Recommendation: Staff respectfully recommends that the City Council: (1) Approve and authorize the City Manager, or his designee, to execute a contract for services with Advance Design Consultants, Inc., for the design of the emergency generator and electric vehicle charging station for the Corporation Yard Project Phase II O&M Transition, in the amount of $59,890; (2) Authorize the City Manager, or his designee, to execute contract amendments or change orders up to 20% ($11,978) of the contract amendment value; (3) Authorize the City Manager, or his designee, to execute non-substantive changes or modifications to the services contract, with approval from the City Attorney; and (4) Authorize the City Manager, or his designee, to execute amendments to extend the term of the contract, if necessary.
5. Capital Projects
CONSIDERATION OF CONTRACT AMENDMENT NO. 1 WITH XYLEM WATER SOLUTIONS USA, INC. FOR THE SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) SYSTEM UPGRADES PROJECT (CIP 22024)
Objective: The objective of this report is to provide the City Council with sufficient information to approve Amendment No. 1 to the contract for services with Xylem Water Solutions USA, Inc. (Xylem) for the Citywide Supervisory Control and Data Acquisition (SCADA) System Upgrade Project (CIP 22024).
Recommendation: Staff respectfully recommend that the City Council: (1) Approve and authorize the City Manager, or his designee, to execute Amendment No. 1 to the contract for services with Xylem Water Solutions USA, Inc. for the upgrade of the Human Machine Interface (HMI) for the Citywide Supervisory Control and Data Acquisition (SCADA) system in the amount of $35,675; (2) Authorize the City Manager, or his designee, to execute contract amendments or change orders up to 20% ($7,135) of the contract amendment value; (3) Authorize the City Manager, of 2 his designee, to execute non-substantive changes or modifications to the services contract, with approval from the City Attorney; and (4) Authorize the City Manager, or his designee, to execute amendments to extend the term of the contract, if necessary.
6. Community Development
CONSIDERATION OF RESOLUTION 25-92 AUTHORIZING THE CITY TO ENTER INTO A
RESTRICTED GRANT AGREEMENT WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION TO RECEIVE SB-1 GRANT FUNDS TO PREPARE THE WEST SAC FORWARD TRANSIT PRIORITY PLAN (CIP 12022).
Objective: The purpose of this report is to inform the City Council of the conditional award of FY 2025-26 California Department of Transportation (Caltrans) Sustainable Transportation Planning Grant funds requiring action in the form of an adopted resolution as a condition of the grant award to advance the West Sac Forward Transit Priority Plan.
Recommendation: Staff respectfully recommend the City Council: 1) Approve Resolution 25- 92 authorizing the City of West Sacramento to enter into a Restricted Grant Agreement with Caltrans to receive SB-1 Grant Funds to prepare the West Sac Forward Transit Priority Plan (Project); and 2) Delegate Authority to the City Manager or their designee to execute a grant agreement with Caltrans for the Project.
7. Economic Development & Housing
CONSIDERATION OF UPDATES TO THE AUTHORIZED POSITION LIST FOR FISCAL YEAR 2025/26 AND APPROVAL OF RESOLUTION 25-97 ALLOCATING BUDGET RELATED TO THE
HOMELESS EMERGENCY HOUSING PROGRAM
Objective: The objective of this report is to provide the Council with sufficient information to consider updates to the Authorized Position List for Fiscal Year 2025/26, and approval of Resolution 25-97 allocating budget related to the Homeless Emergency Housing Program.
Recommendation: Staff respectfully recommends that the Council: (1) Approve the updated Authorized Position List for Fiscal Year 2025/2026; and (2) Adopt Resolution 25-97 authorizing budget appropriations to fund proposed changes to the Homeless Emergency Housing Program.
8. Economic Development & Housing
CONSIDERATION OF REFINANCE AND SUBORDINATION REQUEST FOR THE PARKSIDE AT
SYCAMORE AFFORDABLE HOUSING PROJECT
Objective: The objective of this report is to provide the Council with sufficient information to authorize the refinance of senior financing and subordination to new financing for the Parkside at Sycamore Affordable Housing Project.
Recommendation: Staff respectfully recommends that the Council: (1) Authorize the refinance of senior financing and subordination to new financing for the Parkside at Sycamore Affordable Housing Project; (2) Approve the Subordination Agreement, which is included in Attachment 1, and authorize the City Attorney to make non-substantial changes if needed; and (3) Authorize the 3 City Manager or designee to take any actions necessary to facilitate the refinance and subordination request for the Sycamore Affordable Housing Project.
9. Finance
CONSIDERATION OF RESOLUTION 25-93 ESTABLISHING APPROPRIATIONS LIMIT FOR FISCAL YEAR 2025/26
Objective: The purpose of this report is to comply with state law which requires adoption of an Appropriations Limit annually.
Recommendation: Staff respectfully recommends that the City Council adopt Resolution 25-93 establishing an Appropriations Limit for Fiscal Year 2025/26.
10. Finance
CONSIDERATION AND ADOPTION OF RESOLUTION 25-94 APPROVING AN ADDITIONAL $50,000 OF MEASURE O FUNDING FOR THE FINANCING OF MEASURE O ROADS VEHICLES
AND EQUIPMENT, APPROVING THE FINANCING OF CERTAIN MEASURE O ROADS VEHICLES AND EQUIPMENT, AND DECLARING THE CITY’S INTENT TO REIMBURSE ITSELF
FROM THE PROCEEDS OF DEBT FOR CERTAIN EXPENDITURES
Objective: This report requests approval of City Council Resolution 25-94, which authorizes the lease-purchase financing through a loan from JP Morgan Chase Bank and declares the City’s intent to reimburse itself for certain expenditures made or to be made prior to issuance of the debt in compliance with Internal Revenue Service guidelines for tax-exempt debt.
Recommendation: Staff respectfully recommends that the City Council: (1) Authorize the Finance Director or designee to accept a proposed equipment lease, and to enter into a lease-purchase agreement with JP Morgan Chase Bank to finance the purchase of Measure O roads vehicles and equipment in the amount of $7,340,000; and (2) Adopt Resolution 25-94 approving an additional $50,000 in Measure O funding for the financing of Measure O Roads vehicles and equipment, approving the financing of the Measure O Roads vehicles and equipment and declaring the City’s intent to reimburse itself from the proceeds of debt for certain expenditures.
11. City Manager's Office
CONSIDERATION OF RESPONSE TO YOLO COUNTY GRAND JURY REPORT ON HOMELESSNESS: OUR LOCAL AMERICAN TRAGEDY
Objective: The objective of this report is to seek City Council authorization on a response to a report from the Yolo County Grand Jury titled “Homelessness: Our Local American Tragedy”.
Recommendation: Staff respectfully recommends that the City Council review and authorize the Mayor to sign and staff to submit attached response to the Yolo County Grand Jury report titled “Homelessness: Our Local American Tragedy”.
PUBLIC HEARINGS
4 12. Community Development
PUBLIC HEARING AND CONSIDERATION OF RESOLUTION 25-96 ADOPTING THE WEST
SACRAMENTO VISION ZERO ACTION PLAN
Objective: The objective of this report is to present the Vision Zero Action Plan to the City Council for consideration and adoption.
Recommendation: Staff respectfully recommends that the City Council: 1) Conduct a public hearing; and 2) Find that the adoption of the Vision Zero Action Plan is exempt from the California Environmental Quality Act in that it qualifies for a Statutory Exemption pursuant to Public Resources Code 21080.20 as an active transportation plan that encourages people to choose walking, bicycling, and rolling through the creation of a safe transportation network and pursuant to CEQA Guidelines 15262 as a planning study for future possible actions; 3) Resolve to halve the number of fatal and serious injury crashes by 2035 and set an aspirational goal of zero by 2050; and 4) Approve Resolution 25-96 adopting the Vision Zero Action Plan.
REGULAR AGENDA
NONE.
GENERAL ADMINISTRATION FUNCTION – PART II
13. COUNCIL COMMUNICATIONS / ASSIGNMENTS
Bikeshare Policy Steering Committee --------------------------------------------Guerrero, Alternate - Early City/County 2x2 ----------------------------------------------------Guerrero/Orozco, Alternate – Sulpizio Hull City/School 2x2 ------------------------------------------------------Guerrero/Sulpizio Hull, Alternate - Alcala Executive Commission to Address Homelessness --------------------Sulpizio Hull, Alternate - Orozco EIFD Public Financing Authority-----------------------------------------------Guerrero, Alcala, Sulpizio Hull League of California Cities --------------------------------------------------- Alcala, Alternate – Sulpizio Hull Local Agency Formation Commission ---------------------------------------------------------------------- Alcala Port District Commission ---------------------------------------------------------Guerrero, Early, Sulpizio Hull Remote Access Network ------------------------------------------------------------------------------------Guerrero River City Regional Stadium Financing Authority------------------------------------------Guerrero, Orozco Sacramento Area Council of Governments (SACOG) ------------------------Early; Alternate - Guerrero Sacramento Area Sewer District Board ----------------------------------Orozco; Alternate - Sulpizio Hull West Sacramento Area Flood Control Agency JPA ----------------------------Alcala; Alternate - Orozco Yolo Animal Servies Planning Agency JPA----------------------------Guerrero; Alternate – Sulpizio Hull Yolo County Housing Authority-------------------------------------------------Early, Alternate - Sulpizio Hull Yolo Transportation District -----------------------------------------------------Early, Alternate - Sulpizio Hull Yolo Habitat Conservancy ------------------------------------------------------------------------------Sulpizio Hull Yolo-Solano Air Quality Management District ----------------------------Alcala; Alternate – Sulpizio Hull Yolo Subbasin Sustainable Groundwater Agency-------------------------Sulpizio Hull; Alternate - Early
COUNCIL INTERMEDIARY REPRESENTATIVES
Delta Protection Commission -------------------------------------------------------Vacant; Alternate - Vacant New Hope Community Development Corporation---------------------------------Early; Alternate - Alcala Yolo County Consolidated Redevelopment Successor Agency Oversight Board--------Sulpizio Hull
14. PART II
5 A. Council Calendar
B. City Manager Report
C. City Attorney Report
D. Staff Direction from City Council Members
E. Future Agenda Item Requests by Council
F. Adjourn
I, Jennifer Cusmir, City Clerk, declare under penalty of perjury that the foregoing agenda for the September 17, 2025 regular and closed session meetings of the West Sacramento City Council, Redevelopment Successor Agency and Financing Authority was posted September 12, 2025 at the rear entrance at City Hall, 1110 West Capitol Avenue, West Sacramento, CA and was available for public review. __________________________________________
Jennifer Cusmir, City Clerk
NOTE: If you challenge the nature of a proposed action in court, you may be limited to raising only those issues you or someone else raised at the public hearing described in this notice, or in written correspondence delivered to the City Council at, or prior to, the public hearing.
The agenda and agenda reports are also available on the City’s website at www.cityofwestsacramento.org City Council meetings are broadcast live on Wave Cable Channel 20 and rerun the next day at 12:00 PM and the following Saturday at 6:00 PM.
All public materials related to an item on this agenda submitted to the City Council after distribution of the agenda packet are also made available for public inspection on the City’s website at:
www.cityofwestsacramento.org. Any document provided at the meeting by staff or by the public will be provided by the City Clerk upon request by phone at (916) 617-4500, or by email at: [email protected].
If you need assistance to participate in this meeting, including translation support, please contact the City Clerk’s Office at 916-617-4500 or [email protected]. Notifying the City Clerk’s Office at least 72 hours prior to the meeting will assist staff in assuring reasonable arrangements can be made to provide accessibility to the meeting. Assisted listening devices are available at this meeting.
Si necesita ayuda para participar en esta reunión o servicios de traducción, comuníquese con la Oficina del Secretario Municipal al 916-617-4500 o [email protected]. Notificar a la Oficina del Secretario Municipal al menos 72 horas antes de la reunión ayudará al personal a garantizar que se puedan hacer arreglos razonables para proporcionar accesibilidad a la reunión.
Los dispositivos de escucha asistida están disponibles en esta reunión. 6 CITY OF WEST SACRAMENTO AGENDA REPORT
MEETING DATE: September 17, 2025 ITEM # 2
SUBJECT:
PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO HONORING COLONEL CHAD W. CALDWELL ON HIS SERVICE WITH THE US ARMY
CORPS OF ENGINEERS AND HIS RETIREMENT
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ x ] Council [ ] Staff
[ ] Other
Paul Dirksen Jr., Flood Protection Manager
Capital Projects Department
ATTACHMENT [ X ] Yes [ ] No [ X ] Information [ ] Direction [ ] Action
OBJECTIVE
This item presents a proclamation of the City Council honoring Colonel Chad Caldwell on his retirement from over two decades of distinguished military service with the Army Corps of Engineers.
RECOMMENDED ACTION
It is respectfully recommended that the City Council adopt the proclamation honoring Colonel Chad Caldwell on his retirement and for his service to the Sacramento District, which includes the City of West Sacramento.
BACKGROUND
Colonel Caldwell is retiring after 30 years of distinguished service with the US Army and Army Corps of Engineers. Prior to taking command of the Sacramento District, Colonel Caldwell had a distinguished military career, having served in Iraq and Afghanistan. Under Colonel Caldwell’s leadership in the Sacramento District, the USACE oversaw the expansion of the Sacramento Weir, two levee construction projects along the Yolo Bypass, the Yolo Bypass East Levee- North and South, a design charette for the Stone Lock facility and initiation of design of the Sacramento River West North Levee. All of these levee improvement projects help the city achieve 200 year flood protection. Also, during Colonel Caldwell’s tenure, the Project Partnership Agreement was signed. The Project Partnership Agreement (PPA) is a three-party agreement between the Department of the Army, the Central Valley Flood Protection Board and WSAFCA and outlines the obligations of the parties to implement the West Sacramento Project.
ANALYSIS
Colonel Calwell’s influence at the Sacramento District cannot be understated. He came to the District with a clear vision to ensure sufficient staff and engineering resources to carry out the vast array of projects that affect flood protection for the Sacramento Valley and City of West Sacramento. Colonel Caldwell will be forever acknowledged for signing the PPA, which obligate federal funding to complete the levee improvements as described in the General Re-Evaluation Report (GRR) and articulates the roles and responsibilities for construction, project funding and long-term operation, maintenance, repair rehabilitation and replacement, once the West Sacramento Project is complete.
Strategic Plan Integration
N/A
Alternatives
N/A
Coordination and Review
N/A
Budget/Cost Impact
None
ATTACHMENT
1. Proclamation
7 Proclamation of the City Council of the
City of West Sacramento
Honoring the Retirement of Colonel Chad W. Caldwell
WHEREAS, Colonel Chad W. Caldwell assumed command of the Sacramento District, South Pacific Division, U.S. Army Corps of Engineers on June 23, 2022, bringing more than two decades of distinguished military service and exceptional engineering leadership to the Sacramento region; and
WHEREAS, under Colonel Caldwell’s leadership, the U.S. Army Corps of Engineers oversaw major flood protection initiatives for the City of West Sacramento, including the signing of the Project Partnership Agreement in September 2022, ensuring Federal participation and investment in the West Sacramento Levee Improvement Program; and WHEREAS, this historic agreement secured $1.1 billion in Federal, State, and local funding for the completion of the West Sacramento Project, advancing the City toward achieving 200- year level flood protection; and
WHEREAS, during Colonel Caldwell’s tenure, the Yolo Bypass East Levee South segment was completed in 2023, construction began on the Yolo Bypass East Levee North segment in 2024, design began for the Sacramento River North Levee, and the City hosted the Risk Informed Design Team and participated in the Stone Lock Design Charrette in 2023; and WHEREAS, his expertise and commitment to collaboration have strengthened partnerships between the U.S. Army Corps of Engineers, the West Sacramento Area Flood Control Agency, the Central Valley Flood Protection Board, and other regional, state, and federal agencies; and WHEREAS, Colonel Caldwell’s service leaves a lasting legacy of improved public safety, infrastructure, and strengthened community protection for generations of West Sacramento residents.
NOW, THEREFORE, BE IT PROCLAIMED, that the West Sacramento City Council hereby recognizes and honors Colonel Chad W. Caldwell for his extraordinary service to the United States Army, the U.S. Army Corps of Engineers, and the City of West Sacramento and expresses deep gratitude for his leadership and wishes him well in his retirement.
PROCLAIMED THIS 17th day of September, 2025.
ATTEST:
Martha Guerrero, Mayor Jennifer Cusmir, City Clerk
8 CITY COUNCIL AGENDA REPORT
MEETING DATE: September 17, 2025 ITEM # 3
SUBJECT:
CONSIDERATION OF PROCLAMATION RECOGNIZING
SEPTEMBER 15 TO OCTOBER 15, 2025 AS HISPANIC HERITAGE MONTH INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [ X ] Staff
[ ] Other
Doud Drozd, Deputy City Manager
City Manager’s Office
ATTACHMENT [ X ] Yes [ ] No [ ] Information [ ] Direction [ X ] Action
OBJECTIVE
The objective of this report is to formally recognize the culture and contributions of Hispanic community members to the City of West Sacramento.
RECOMMENDED ACTION
Staff respectfully recommends that the City Council adopt a proclamation declaring September 15 to October 15, 2025, as Hispanic Heritage Month.
BACKGROUND
Each year, Americans celebrate National Hispanic Heritage Month to honor the histories, cultures, and contributions of citizens with roots in Spain, Mexico, the Caribbean, and Central and South America. This observance began as Hispanic Heritage Week in 1968 under President Lyndon Johnson and was expanded to a 30-day period by President Ronald Reagan in 1988, becoming law with Public Law 100-402. The 2025 theme, ‘Collective Heritage: Honoring the Past, Inspiring the Future,’ highlights the cultural traditions, achievements, and ongoing contributions of Hispanic and Latino communities.
According to the 2020 Census, the Hispanic population in the U.S. is 62.1 million, or 18.7% of the total population.
California has 15.5 million Hispanic residents, comprising 39.4% of the state’s population, while 31.7% of Yolo County residents identify as Hispanic. In West Sacramento, the Hispanic community enriches the city across various professions, including business, education, healthcare, public service, and politics.
ANALYSIS
The Hispanic community continues a rich tradition of significant and diverse contributions to the cultural, educational, economic, social, and political vitality of our community. Notably, four out of five West Sacramento City Council members are of Hispanic descent. The 2020 Census indicates that 17,500 West Sacramento residents, or 32.6% of the population, are of Hispanic origin. Adopting this proclamation will signify the City’s appreciation for our Hispanic and Spanish-speaking population and honor this vital segment of our community.
Environmental Considerations
N/A
Commission Recommendation
N/A
Strategic Plan Integration
The adoption of this proclamation aligns with the City Council’s Strategic Principle of “Inclusive and Diverse,” supporting the cultivation of an organization that reflects our community’s diversity.
Coordination and Review
N/A
Alternatives
N/A
ATTACHMENT
Proclamation
9 PROCLAMATION
OF THE WEST SACRAMENTO CITY COUNCIL
RECOGNIZING HISPANIC HERITAGE MONTH
WHEREAS, the City of West Sacramento is a diverse and inclusive community that values the contributions of all its residents; and
WHEREAS, National Hispanic Heritage Month, established in 1988, is an opportunity to celebrate the rich cultural traditions and honor the significant achievements of our Hispanic, Latina/Latino, and Latin American communities; and
WHEREAS, according to the most recent Census report from 2020, more than 32% of West Sacramento residents identify as Hispanic or Latina/Latino; and WHEREAS, four out of five City Councilmembers are of Hispanic or Latina/Latino descent, and many City staff identify as Latina/Latino; and WHEREAS, Hispanic and Latino Americans have made enormous contributions by sharing their culture, talents, and traditions while simultaneously shaping the City of West Sacramento through their roles in arts, business, education, and community life; and WHEREAS, the City Council encourages residents and community organizations to actively engage in events, activities, and educational programs that foster a deeper understanding and appreciation of Hispanic and Latino culture and heritage during this special month and throughout the year; and
WHEREAS, in keeping with the 2025 Hispanic Heritage Month theme, “Collective Heritage: Honoring the Past, Inspiring the Future,” the City of West Sacramento is proud to honor the history, culture, and contributions of Hispanic communities.
NOW, THEREFORE, BE IT PROCLAIMED that the City Council of the City of West Sacramento does hereby recognize September 15 to October 15, 2025 as “Hispanic Heritage Month,” and encourages all citizens to join in celebrating our diverse heritage and culture.
PROCLAIMED this 17th day of September, 2025.
ATTEST:
Martha Guerrero, Mayor Jennifer Cusmir, City Clerk
10 JSCCITY COUNCIL AGENDA REPORT
MEETING DATE: September 17, 2025 ITEM # 4
SUBJECT:
CONSIDERATION OF CONTRACT AWARD TO ADVANCE DESIGN CONSULTANTS, INC.
FOR THE DESIGN OF EMERGENCY GENERATOR AND ELECTRIC CHARGING
STATION FOR THE CORPORATION YARD PROJECT PHASE II O&M TRANSITION (CIP 51032)
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
Inambao Lifanu, Project Manager II
Capital Projects Department
Robert Santos, Superintendent Utilities Maintenance
Public Works, Operations and Maintenance
Department
[ ] Council [X] Staff
[ ] Other
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The objective of this report is to provide the City Council with sufficient information to award a contract for services to Advance Design Consultants, Inc., for the Corporation Yard Project Phase II O&M Transition (CIP 51032).
RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1) Approve and authorize the City Manager, or his designee, to execute a contract for services with Advance Design Consultants, Inc., for the design of the emergency generator and electric vehicle charging station for the Corporation Yard Project Phase II O&M Transition, in the amount of $59,890; 2) Authorize the City Manager, or his designee, to execute contract amendments or change orders up to 20% ($11,978) of the contract amendment value;
3) Authorize the City Manager, or his designee, to execute non-substantive changes or modifications to the services contract, with approval from the City Attorney; and 4) Authorize the City Manager, or his designee, to execute amendments to extend the term of the contract, if necessary.
BACKGROUND
The Corporation Yard Project Phase II O&M Transition is substantially complete. This phase was undertaken toward the goal of freeing up the Pioneer Bluff/Riverfront site for future redevelopment opportunities. Additionally, the project aimed to enhance operational productivity, strengthen security, and provide essential space to support the City’s Public Works Operations and Maintenance Department. Major accomplishments include the installation of underground utilities (water, sewer, electrical, and communications), construction of a shade structure, delivery and assembly of eight (8) modular buildings, and completion of required fire wall upgrades.
Additional improvements, such as Connex storage units, material bins, security cameras, expanded first aid kits, and electrical upgrades have also been delivered, creating a functional and secure operations hub.
As Phase II nears completion, the facility requires the installation of an emergency generator and an electric vehicle charging station to achieve full operational readiness. The emergency generator is critical for ensuring continuity of Public Works functions during power outages or regional emergencies, safeguarding essential City services and aligning with workplace safety standards and best practices for critical infrastructure. The electric vehicle charging station is required under California’s CALGreen Code (Title 24, Part 11) and supports compliance with the California Air Resources Board’s Zero-Emission Vehicle (ZEV) program, which mandates the transition of municipal fleets to zero-emission technologies. Together, these final improvements will establish a resilient, compliant, and fully functional operational base for the new Corporation Yard.
ANALYSIS
Upon assessing the needs of the new Corporation Yard, staff determined that a design consultant should be sought to recommend a design that addresses both emergency power and electric vehicle charging requirements for the new Corporation Yard.
On July 7, 2025, the Capital Projects Department advertised a Request for Proposals (25-063-RFP Corpyard Phase II - Engineering & Design Services for Generator and EV Charging Station) to select a consultant to 11 Corporation Yard Project Phase II O&M Transition
September 17, 2025
provide engineering and design services for the Corporation Yard Project Phase II O&M Transition. The bid package was also posted on the City’s website and through the electronic procurement platform, OpenGov.com.
At the close of the advertising period, City staff received eight (8) bids, which were opened on July 24, 2025.
Table 1: Competitive Bid Results – Base Bid Amounts by Contractor Rank Contractor Base Bid Amount
1 Advance Design Consultants, Inc. $ 59,890
2 Integrated Project Solutions $ 110,300
3 EETS, INC. $ 88,470
4 Kappe Architects $ 113,800
5 Salas O'Brien $ 119,700
6 LEE & RO, Inc $ 128,000
7 PAR Western Line Contractors LLC dba QUES $ 49,936
8 The Design Build Inc. $ 145,000
After examining the contractor’s licenses, work experience, qualifications, and the proposal submitted in the complete bid package, staff determined that Advance Design Consultants, Inc., is the responsive and qualified bidder, with a bid of $59,890 for the Corporation Yard Project - Phase II O&M Transition. On this basis, staff recommends awarding the professional engineering and design services contract to Advance Design Consultants, Inc.
Environmental Considerations
The environmental impacts associated with the approval of a construction contract as well as multiple contracts and contract amendments for construction support and engineering services for the Corporation Yard Project were fully analyzed in the Mitigated Negative Declaration prepared for all phases of the Corporation Yard Project and approved by City Council on March 6, 2019. The need for subsequent environmental review pursuant to Public Resources Code Section 21166 and State CEQA Guidelines Sections 15162 and 15164 has not been triggered.
Commission Recommendation
No Commission recommendations were provided.
Strategic Plan Integration
Not applicable.
Alternatives
The City Council may decide to:
1) Approve the recommended actions as stated above;
2) Alter the recommended actions; or
3) Deny the recommended action or cancel the project.
Staff recommends that the City Council select Alternative 1. The design of both the emergency generator and EV charging station is a necessary step toward the completion of Phase II of the Corporation Yard O&M Transition, ensure reliable Public Works operations during emergencies, and maintain compliance with California’s CALGreen building code and CARB’s Zero-Emission Vehicle mandates. This action positions the City to meet both operational and regulatory needs while supporting long-term sustainability and resilience.
Alternatives 2 and 3 would result in disruptions in Public Works operations and continued unsafe conditions, requiring interventions from the police and fire departments. Consequently, these alternatives would negatively impact the project and prevent it from progressing as originally conceived.
Coordination and Review
This report was prepared by the Capital Projects Department, in coordination with, and reviewed by the Public Works Operations and Maintenance Department and the Finance Department. 12 Corporation Yard Project Phase II O&M Transition
September 17, 2025
Budget/Cost Impact
The design for the emergency generator and electric vehicle charging station is funded by the Corporation Yard Project Phase II O&M Transition which is funded by Water Enterprise funds (Fund 506), Sewer Impact Fee funds (Fund 502), and the One-Time General Fund (Fund 107). The project has sufficient remaining funds to cover the proposed expense.
Table 2: Design Services Budget Breakdown
Project Costs (Uses) Amount Funding Sources Amount
Design Services $59,890 Appropriated Funds (CIP-51032) $92,118 City Staff Time (Including ICAP) $20,250
Contingency (20% of Design Services) $11,978
Total Costs $92,118 Total Funding $92,118
ATTACHMENTS
1. Vicinity Map
2. Contract with Advance Design Consultants, Inc.
13 14
Attachment 2
Advance Design Consultants, Inc.
CPC25-285 Engineering & Design Services Corpyard Generator & EV Charging Station Expires on 9/17/2028
1 5.15.24
CONTRACT FOR SERVICES
THIS CONTRACT is made on September 17, 2025, by and between the CITY OF WEST SACRAMENTO (“City”), and Advance Design Consultants, Inc. (“Consultant”).
WITNESSETH:
WHEREAS, the City desires that Advance Design Consultants, Inc. provide architectural design and engineering services for the emergency generator and electric vehicle charging station as part of the City of West Sacramento Corporation Yard Phase II O&M Transition Project, located at 4300 West Capitol Avenue, West Sacramento, CA 95691.
WHEREAS, the Consultant has presented a proposal for such services to the City, dated July 24, 2025, (attached hereto as Exhibit “A”) and is duly licensed, qualified and experienced to perform those services;
NOW, THEREFORE, the parties hereto mutually agree as follows:
1. SCOPE OF SERVICES:
A. Consultant shall do all work, attend all meetings, produce all reports and carry out all activities necessary to completion of the services described in Exhibit “A” This Contract and its exhibits shall be known as the “Contract Documents.” Terms set forth in any Contract Document shall be deemed to be incorporated in all Contract Documents as if set forth in full therein. In the event of conflict between terms contained in these Contract Documents, the more specific term shall control. If any portion of the Contract Documents shall be in conflict with any other portion, provisions contained in the Contract shall govern over conflicting provisions contained in the exhibits to the Contract.
B. Consultant enters into this Contract as an independent contractor and not as an employee of the City. The Consultant shall have no power or authority by this Contract to bind the City in any respect. Nothing in this Contract shall be construed to be inconsistent with this relationship or status. All employees, agents, contractors or subcontractors hired or retained by the Consultant are employees, agents, contractors or subcontractors of the Consultant and not of the City. The City shall not be obligated in any way to pay any wage claims or other claims made against Consultant by any such employees, agents, contractors or subcontractors, or any other person resulting from performance of this Contract. In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services under this Agreement claims or is determined by a court of competent jurisdiction or the California Public Employees Retirement System (PERS) to be eligible for enrollment in PERS as an employee of the City, Consultant shall indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the payment of any penalties and interest on such contributions, which would otherwise be the responsibility of City. Notwithstanding any other agency, state or federal policy, rule, regulation, law or ordinance to the contrary, To the greatest extent permitted by law, Consultant and its employees, agents, and subcontractors shall not qualify for or become entitled to, and hereby agree to waive any claims to, any compensation, benefit, or any incident of employment by City, including but not limited to eligibility to enroll in PERS as an employee of City and entitlement to any contribution to be paid by City for employer contribution and/or employee contributions for PERS benefits.
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C. The Consultant agrees it has satisfied itself by its own investigation and research regarding the conditions affecting the work to be done and labor and materials needed, and that its decision to execute this Contract is based on such independent investigation and research.
2. TERM OF CONTRACT
A. The services of Consultant are to commence upon execution of this Contract by the City, and shall be undertaken and completed in accordance with the Schedule of Performance attached hereto and incorporated herein by this reference as Exhibit “A” and terminate on September 17, 2028.
B. Consultant’s failure to complete work in accordance with the Schedule of Performance may result in delayed compensation as described in Section 3.
C. The City Manager or his or her designee may, by written instrument signed by the Parties, extend the duration of this Contract for two (2) additional one-year extensions in the manner provided in Section 5, provided that the extension does not require the payment of compensation in excess of the Council approved budget.
3. COMPENSATION:
A. The Consultant shall be paid monthly for the actual fees, costs and expenses for all time and materials required and expended, but in no event shall total compensation exceed Fifty Nine Thousand Eight Hundred and Ninety ($59,890), without City’s prior written approval.
Consultant's fees shall be as specified in the Schedule of Fees, which is attached hereto an incorporated herein as Exhibit "A".
B. Said amount shall be paid upon submittal of a final billing. Consultant shall furnish City with invoices for all expenses as well as for all materials authorized by this Contract. The invoices shall be submitted with the final billings. If Consultant’s performance is not in conformity with the Schedule of Performance, payments may be delayed or denied, unless the Consultant’s failure to perform in conformity with the Schedule of Performance is a documented result of the City’s failure to conform with the Schedule of Performance, or if the Schedule of Performance is extended pursuant to Section 5.
C. If the work is halted at the request of the City, compensation shall be based upon the proportion that the work performed bears to the total work required by this Contract, subject to Section 4.
4. TERMINATION:
A. This Contract may be terminated by either party, provided that the other party is given not less than 30 calendar days’ written notice (delivered by certified mail, return receipt requested) of intent to terminate.
B. The City may temporarily suspend this Contract, at no additional cost to City, provided that the Consultant is given written notice (delivered by certified mail, return receipt requested) of temporary suspension. If City gives such notice of temporary suspension, Consultant shall immediately suspend its activities under this Contract. 16 Attachment 2
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C. Notwithstanding any provisions of this Contract, Consultant shall not be relieved of liability to the City for damages sustained by the City by virtue of any breach of this Contract by Consultant, and the City may withhold any payments due to Consultant until such time as the exact amount of damages, if any, due the City from Consultant is determined.
D. In the event of termination, the Consultant shall be compensated as provided for in this Contract, except as provided in Section 4C. Upon termination, the City shall be entitled to all work, including but not limited to, appraisals, inventories, studies, analyses, drawings and data estimates performed to that date in accordance with Section 7 hereof.
5. AMENDMENTS, CHANGES OR MODIFICATIONS:
Amendments, changes or modifications in the terms of this Contract may be made at any time by mutual written agreement between the parties hereto and shall be signed by the persons authorized to bind the parties hereto.
6. EXTENSIONS OF TIME:
Consultant may, for good cause, request extensions of time to perform the services required hereunder. Such extensions shall be authorized in advance by the City in writing and shall be incorporated in written amendments to this Contract or the attached Work Program in the manner provided in Section 5.
7. PROPERTY OF CITY:
A. It is mutually agreed that all materials prepared by the Consultant under this Contract shall become the property of the City, and the Consultant shall have no property right therein whatsoever. Immediately upon termination, the City shall be entitled to, and the Consultant shall deliver to the City, all data, drawings, specifications, reports, estimates, summaries and other such materials as may have been prepared or accumulated to date by the Consultant in performing this Contract which is not Consultant’s privileged information, as defined by law, or Consultant’s personnel information, along with all other property belonging exclusively to the City which is in the Consultant’s possession.
B. Additionally, it is agreed that the parties intend this to be a contract for services and each considers the products and results of the services to be rendered by Consultant hereunder (the “Work”) to be a work made for hire. Consultant acknowledges and agrees that the Work (and all rights therein, including, without limitation, copyright) belongs to and shall be the sole and exclusive property of the City
8. COMPLIANCE WITH ALL LAWS:
A. Consultant shall comply with all applicable laws, ordinances, and codes of federal, State and local governments, and shall commit no trespass on any public or private property in performing any of the work authorized by this Contract. It shall be City’s responsibility to obtain all rights of way and easements to enable Consultant to perform its services hereunder.
Consultant shall assist City in providing the same.
B. Consultant warrants to the City that it is licensed by all applicable governmental bodies to perform this Contract and will remain so licensed throughout the progress of the Work, 17 Attachment 2
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and that it has, and will have, throughout the progress of the Work, the necessary experience, skill and financial resources to enable it to perform this Contract.
FOR WORK SUBJECT TO PREVAILING WAGES
C. The work contemplated under this Contract is a public work for the purposes of Labor Code section 1720, and is subject to the payment of prevailing wages. Accordingly, Consultant shall comply with the provisions of Exhibit "D".
9. WARRANTIES AND RESPONSIBILITIES - CONSULTANT:
A. Consultant agrees and represents that it is qualified to properly provide the services set forth in Exhibit “A” in a manner which is consistent with the generally accepted standards of Consultant’s profession.
B. Consultant agrees and represents that the work performed under this Contract shall be in accordance with applicable federal, State and local law in accordance with Section 17A hereof.
C. Consultant shall designate a project manager who at all times shall represent the Consultant before the City on all matters relating to this Contract. The project manager shall continue in such capacity unless and until he or she is removed at the request of the City, is no longer employed by Consultant, or is replaced with the written approval of the City, which approval shall not be unreasonably withheld.
D. Consultant shall provide corrective services without charge to the City for services which fail to meet the above professional and legal standards and which are reported to Consultant in writing within sixty (60) days of discovery. Should Consultant fail or refuse to perform promptly its obligations, the City may render or undertake performance thereof and the Consultant shall be liable for any expenses thereby incurred.
10. SUBCONTRACTING:
None of the services covered by this Contract shall be subcontracted without the prior written consent of the City, which will not be unreasonably withheld. Consultant shall be as fully responsible to the City for the negligent acts and omissions of its contractors and subcontractors, and of persons either directly or indirectly employed by them, as it is for the negligent acts and omissions of persons directly employed by Consultant.
11. ASSIGNABILITY:
Consultant shall not assign or transfer any interest in this Contract whether by assignment or novation, without the prior written consent of the City which will not be unreasonably withheld.
However, claims for money due or to become due Consultant from the City under this Contract may be assigned to a financial institution, or to a trustee in bankruptcy, without such approval.
Notice of any assignment or transfer whether voluntary or involuntary shall be furnished promptly to the City.
12. INTEREST IN CONTRACT:
Consultant covenants that neither it, nor any of its employees, agents, contractors, subcontractors has any interest, nor shall they acquire any interest, direct or indirect, in the subject 18 Attachment 2
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of the Contract, nor any other interest which would conflict in any manner or degree with the performance of its services hereunder. Consultant shall make all disclosures required by the City’s conflict of interest code in accordance with the category designated by the City, unless the City Manager determines in writing that Consultant’s duties are more limited in scope than is warranted by the category designated by the City code and that a narrower disclosure category should apply. Consultant also agrees to make disclosure in compliance with the City conflict of interest code if, at any time after the execution of this Contract, City determines and notifies Consultant in writing that Consultant’s duties under this Contract warrant greater disclosure by Consultant than was originally contemplated. Consultant shall make disclosures in the time, place and manner set forth in the conflict of interest code and as directed by the City.
13. MATERIALS CONFIDENTIAL:
All of the materials prepared or assembled by Consultant pursuant to performance of this Contract are confidential and Consultant agrees that they shall not be made available to any individual or organization without the prior written approval of the City, except by court order.
14. LIABILITY OF CONSULTANT-NEGLIGENCE:
Consultant shall be responsible for performing the work under this Contract in a manner which is consistent with the generally-accepted standards of the Consultant’s profession and shall be liable for its own negligence and the negligent acts of its employees, agents, contractors and subcontractors. The City shall have no right of control over the manner in which the work is to be done but only as to its outcome, and shall not be charged with the responsibility of preventing risk to Consultant or its employees, agents, contractors or subcontractors.
15. INDEMNITY AND LITIGATION COSTS:
Consultant shall indemnify, defend, and hold harmless the City, its officers, officials, agents, and employees against all claims, damages, demands, liability, costs, losses and expenses, including without limitation court costs and reasonable attorneys’ fees, arising from Consultant's negligent acts or negligent failure to act, errors, omissions or willful misconduct incident to the performance of this Contract except such loss or damage caused by the active negligence, sole negligence, or willful misconduct of the City. The provisions of this paragraph shall survive termination or suspension of this Contract.
16. CONSULTANT TO PROVIDE INSURANCE:
A. Consultant shall not commence any work before obtaining, and shall maintain in force at all times during the duration and performance of this Contract, the policies of insurance specified in this Section. Such insurance must have the approval of the City as to limit, form, and amount, and shall be placed with insurers with a current A.M. Best’s rating of no less than A VII (an NR rating is acceptable for Worker’s Compensation insurance written with the State Compensation Insurance Fund of California).
B. Prior to execution of this Contract and prior to commencement of any work, the Consultant shall furnish the City with certificates of insurance and copies of endorsements providing evidence of coverage for all policies required by the Contract. The Consultant and its contractors and subcontractors shall, at their expense, maintain in effect at all times during the performance of work under the Contract not less than the following coverage and limits of insurance, which shall be maintained with insurers and under forms of policy satisfactory to the 19 Attachment 2
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City. The maintenance by Consultant and its contractors and subcontractors of the following coverage and limits of insurance is a material element of this Contract. The failure of Consultant or of any of its contractors or subcontractors to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of this Contract. Approval of the insurance by the City shall not relieve or decrease any liability of Consultant.
1. Worker’s Compensation and Employer’s Liability Insurance
a. Worker’s Compensation - Insurance to protect the Consultant, its contractors and subcontractors from all claims under Worker’s Compensation and Employer’s Liability Acts, including Longshoremen’s and Harbor Worker’s Act (“Acts”), if applicable. Such coverage shall be maintained, in type and amount, in strict compliance with all applicable state and Federal statutes and regulations.
The Consultant shall execute a certificate in compliance with Labor Code Section 1861, on the form provided in the Contract Documents.
b. Consultant shall provide a Waiver of Subrogation endorsement in favor of the City, its officers, officials, employees, agents and volunteers for losses arising from work performed by the Consultant.
2. Commercial General Liability Insurance
a. The insurance shall be provided on form CG0001, or it’s equivalent, and shall include coverage for claims for bodily injury or property damage arising out of premises/operations, products/completed operations, contractual liability, and subconsultant’s work and personal and advertising injury resulting from actions, failures to act, or operations of the insured, or by its employees or agents, or by anyone directly or indirectly employed by the insured. The amount of insurance coverage shall not be less than $1,000,000 per occurrence and $2,000,000 general and products/completed operations aggregates. b. The commercial general liability insurance shall also include the following:
i. Endorsement equivalent to CG 2010 0714 naming the City, its officers, officials, employees, agents, and volunteers as additional insureds. The endorsement shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees or volunteers.
ii. Endorsement stating insurance provided to the City shall be primary as respects the City, its officers, officials, employees and any insurance or self insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant’s insurance and shall not contribute with it, to the payment or satisfaction of any defense expenses, loss, or judgment.
iii. Provision or endorsement stating that the Consultant’s insurance shall apply separately to each insured against whom claim is 20 Attachment 2
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made or suit is brought, except with respect to the limits of the insurer’s liability.
3. Commercial Automobile Insurance
a. The insurance shall include, but shall not be limited to, coverage for claims for bodily injury or property damage for owned, non-owned, and hired automobiles resulting from actions, failures to act, or operations of the insured, or by its employees or agents, or by anyone directly or indirectly employed by the insured. The amount of insurance coverage shall not be less than $1,000,000.00 per accident.
b. The commercial automobile insurance shall include the same endorsements required for the commercial general liability policy (see Section
16.B.2.b).
4. Professional Liability. The Consultant and its contractors and subcontractors shall secure and maintain in full force, during the term of this Contract and for five years thereafter, professional liability insurance policies appropriate to the respective professions and the work to be performed as specified in this Contract. The limits of such professional liability insurance coverage shall not be less than $1,000,000 per claim.
C. In addition to any other remedy the City may have, if Consultant fails to maintain the insurance coverage as required in this Section, the City may obtain such insurance coverage as is not being maintained, in form and amount substantially the same as is required herein, and the City may deduct the cost of such insurance from any amounts due or which may become due Consultant under this Contract.
D. No policy required by this Contract shall be suspended, cancelled, terminated by either party, or reduced in coverage or in limits unless Consultant has provided thirty (30) days prior written notice by certified mail, return receipt requested, to the City.
E. Any deductibles or self-insured retentions in excess of $10,000 must be declared to, and approved by, the City.
F. The requirement as to types, limits, and the City’s approval of insurance coverage to be maintained by Consultant are not intended to, and shall not in any manner, limit or qualify the liabilities and obligations assumed by Consultant under the Contract.
17. MISCELLANEOUS PROVISIONS:
A. Consultant shall keep itself fully informed of, shall observe and comply with, and shall cause any and all persons, firms or corporations employed by it or under its control to observe and comply with, applicable federal, state, county and municipal laws, ordinances, regulations, orders and decrees which in any manner affect those engaged or employed on the work described by this Contract or the materials used or which in any way affect the conduct of the work.
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B. Consultant shall not engage in unlawful employment discrimination. Such unlawful employment discrimination includes, but is not limited to, employment discrimination based upon a person’s race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, gender, citizenship, or sexual orientation.
C. Consultant shall maintain and make available for inspection by the City and its auditors accurate records of all of its costs, disbursements and receipts with respect to any work under this Contract. Such inspections may be made during regular office hours at any time until six (6) months after the final payments under this Contract are made to the Consultant.
D. This Contract constitutes the entire agreement between the parties relative to the services specified herein and no modification hereof shall be effective unless and until such modification is evidenced by a writing signed by both parties to this Contract. There are no understandings, agreements, conditions, representations, warranties or promises, with respect to this Contract, except those contained in or referred to in the writing.
E. All notices that are required to be given by one party to the other under this Contract shall be in writing and shall be deemed to have been given if delivered personally or enclosed in a properly addressed envelope and deposited in a United States Post Office for delivery by registered or certified mail addressed to the parties at the following addresses:
City: City of West Sacramento
Consultant:
Inambao Lifanu, Project Manager II
1110 West Capitol Avenue
West Sacramento, CA 95691
[email protected]
Advance Design Consultants, Inc
Lorenzo R. Rios, Principal
998 Park Avenue,
San Jose CA 95126
[email protected]
F. This Contract shall be interpreted and governed by the laws of the State of California.
G. Any action arising out of this Contract shall be brought and maintained in Yolo County California, regardless of where else venue may lie.
H. In any action brought by either party to enforce the terms of this Contract, each party shall be bear responsibility for its attorney’s fees and all costs regardless of whether one party is determined to be the prevailing party.
I. By electronically signing this document in electronic form, Parties agree that this Agreement may be transmitted and signed electronically by all Parties, and that such signatures shall have the same force and effect as original signatures, in accordance with California law and regulations, including but not limited to Civil Code Section 1633.7 [Signatures on following page]
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CITY OF WEST SACRAMENTO
By: __________________________
Amanda Berlin, Assistant City Manager
ATTEST:
By: _______________________
Jennifer Cusmir, City Clerk
APPROVED AS TO FORM:
By: _______________________
Jeffrey Mitchell, City Attorney
ADVANCE DESIGN CONSULTANTS, INC.
By: _________________________
Lorenzo R. Rios, PE, Principal/Owner
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Contract Number - Project Name
Contract Expiration
EXHIBIT A
Consultant Proposal/Scope of Work
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TECHNICAL PROJECT APPROACH
Advance Design Consultants, Inc. (ADC) will perform all engineering and project management-related work necessary to prepare plans and specifications suitable for Public Works bidding. This includes, but is not limited to:
Project management, preliminary design, design development, bid documents, bidding support, and construction support services. As a basis for this Technical Approach, ADC will utilize the City-provided Scope of Work as a base with enhancements, as needed, to address the procedures, methodologies, measures of effectiveness, organization, and scheduling of tasks. Further, ADC will outline the anticipated involvement of City staff and stakeholders’ involvement throughout this Technical Approach. Additionally, ADC has organized it’s Cost Proposal to follow this Technical Approach format.
Scope of Work
It is understood from the job walk and RFP that the new Corporation yard, located at 4300 West Capitol Blvd, West Sacramento CA 95691, is in need of a new emergency backup generator in an effort to ensure continuous operations during outages.
ADC will Coordinate with City staff to gather project and operational needs; this shall include the following:
A. Site Assessment and Load Analysis
• Conduct a detailed site visit to assess existing electrical systems, site layout, and constraints. • Perform a comprehensive load study to evaluate power requirements for essential emergency systems and the initial nine (9) EV charging stations.
• Identify future expansion needs for additional EV stations (up to 50% growth) and include in the system sizing.
B. Emergency Generator Design
• Design an appropriately sized emergency generator system (including automatic transfer switch and necessary controls) to support critical facility loads and minimum EV charging operation during outages.
Per site walk and RFI responses, there is currently a the existing ATS is sufficient, however, ADC will further discuss the operations and options in regards to the new generator that will be recommended/installed. • Specify generator capacity, fuel type (e.g., diesel, natural gas), runtime, emissions compliance, and location. • Provide generator foundation design, sound attenuation considerations, and physical security measures.
ADC will sub-contract a licensed structural engineer to provide construction drawings and calculations for new generator foundation design.
C. EV Charging Infrastructure Platform
• Design the electrical platform and distribution system to support installation of 9 Level 2 EV chargers, with conduits, panels, and breakers pre-configured for future expansion. • Include plans for circuit sizing, conduit routing, trenching, panel upgrades, transformer needs (if any), and load management systems.
• Design infrastructure to support data and communication needs for smart EV charging and monitoring. 25 26 | ADC
D. Electrical Plan and Construction Drawings
• Develop detailed electrical engineering drawings and specifications including:
• One-line diagrams
• Load calculations
• Equipment layout
Project Management
ADC’s approach to Project Management is simple with the main focus on Scope, Schedule and Budget. The following is an approach to the project management services:
i. Scope: The ADC Project Manager will define the Scope for the project at the beginning of the project.
ADC will maintain frequent and timely communication with City staff throughout the project, utilizing email, phone. ADC will also provide extensive coordination with sub-consultants to ensure Scope items are provided per Project Understanding.
ii. Schedule: ADC will be the primary responsible party for managing the project’s design schedule. All project schedules shall be prepared in Gantt chart format, utilizing Microsoft Project software, with updates provided at all progress meetings.
iii. Budget: ADC will maintain the design fees within budget and control the sub-consultant’s budget as well.
Any additional items outside the scope that are requested by the City shall be documented carefully and if additional fees are required, ADC will notify the City promptly gaining approval before commencing any additional work. In addition to managing the consultant budget, ADCs Project Manager will work with the design team to provide the City with comprehensive construction Cost Estimates, coordinating changes in scope for cost control.
iv. QA/QC Program: ADC will provide for quality assurance/quality control over work products prepared for the City. A statement of peer review will be required for overall constructability, coordination, and reasonable reduction in errors and omissions. ADC will provide a wide-ranging QA/QC checklist at each design submittal to ensure ADC and City deliverables and standards are met. v. Plan Check Coordination: ADC will submit the plans to the Building and Planning Division. ADC will be responsible for making appointments (as necessary) and delivering all subsequent submittals to the City.
ADC will provide complete responses to plan check comments as required to obtain a permit vi. Construction Cost Estimates: ADC will develop a construction cost estimate using RSMeans data from Gordian. ADC currently utilizes web-based software RSMeans Online to develop accurate and comprehensive Cost Estimates per CSI Masterformat. This approach ensures the latest Cost Index are used to develop the Cost Estimate and since it is web-based, if the project is delayed the entire estimate can be easily updated to the current year’s values, per quarter, for the specific project area. In addition to having real-time access to the latest RSMeans costs, ADC will also obtain budget quotes for major equipment, such as generators, to ensure the RSMeans data is accurate for large ticket items for comparison. Cost Estimation and Phasing Plan shall be included to convey engineer’s estimate of probable construction cost for base design and future expansion and will allow for develop phasing options if project implementation is to occur in stages due to budget or scheduling constraints. 26 C. Technical Approach | 27
Task 1 - 65% Design Development (DD) Submittal:
Submit electronic PDF file package:
i. 65% plans: Cover sheet and plan sheet with base mapping and preliminary details. ii. Cut sheets for equipment/appurtenances.
iii. Project schedule update.
iv. 65% construction cost estimate.
v. Table of Contents list for technical specifications.
Task 2 - 90% Construction Documents (CD):
All major issues have been resolved before this stage. All value engineering items have been discussed before this stage; no major changes are allowed at this time. This submittal intends to provide plans and project documents in sufficient detail to allow for a thorough and complete review.
Submit electronic PDF file package:
i. 90% Plans:
• Demolition plans
• Architectural plans (if required)
• Structural plans
• Electrical plans
ii. 90% specifications:
• Technical specifications
• Special Provisions, with recommended changes in track changes format. The Special Provisions shall also include the following:
• Bid item descriptions and measurement and payment provisions • A list of minimum required submittals during construction • List of information available to Bidders, with a disclaimer • A table listing all inspections (including any special inspections and materials testing) and associated responsibility
• A table list of materials requiring warranties, and associated warranty periods iii. Project schedule update.
iv. 90% construction cost estimate in the form of the bid schedule. v. Utility conflicts have been resolved or a timeline for resolution of issues has been determined. vi. Responses to the City’s review comments on the 65% submittal, along with the return of mark-ups. vii. Other supporting documentation as necessary.
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Task 3 - 100% Construction Documents (CD):
All issues, prior comments, and concerns must be addressed in this submittal. This includes resolving all comments from form the Building Division.
Submit electronic PDF file package:
i. 100% plans.
• Demolition plans
• Architectural plans (if required)
• Structural plans
• Electrical plans
ii. 100% specifications
• Reviewed bid instructions
• Finalized technical specifications
• Finalized Special Provisions
iii. Project schedule update.
iv. 100% construction cost estimate.
v. Responses to the City’s review comments on the 90% submittal, along with return of mark-ups. vi. Other supporting documentation as necessary.
Task 4 - Permitting Services
The 100% CD drawing package shall be submitted to all relevant AHJs and permit preparations shall take place.
The following is a list of expected submittals or permits:
i. Building Division permit acquired.
ii. Coordinate with City Permit Department for encroachment and building compliance; iii. Coordinate with PG&E regarding interconnection and safety regulations to prevent back-feeding. iv. Prepare application for Yolo Solano Air Quality Management District (YSAQMD) to issue a Permit to operate the stationary generator.
v. Ensure all designs comply with NEC, California Electrical Code, Title 24, ADA requirements, and local permitting standards.
vi. Prepare documentation and provide support during permitting process Task 5 - Bidding Services:
The bid package shall be finalized upon incorporation of the City’s final comments from the 100% submittal, and incorporation of all Building Division comments.
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Submit digital format (PDF and native format) of each of the documents listed below:
i. One digital copy of full-sized plans, stamped and signed on each sheet by the Engineer of Record and by discipline
ii. One digital copy of the specifications.
iii. Technical specifications, with cover sheet stamped and signed by all necessary disciplines. iv. Final project schedule update (for estimated construction timeline). v. Final construction cost estimate.
vi. Attend Bid Walk with Contractors.
ADC will respond to all bidder’s requests for information (RFIs), and support the City’s coordination efforts to inform plan-holders of significant responses to RFIs and prepare addenda as necessary. During bidding, all proposers’ communications will be directed through the City’s Purchasing Officer and ADC will NOT respond to any direct communications from proposers. If addenda to bid documents are extensive and are as a result of the ADC’s work product, conformed documents shall be prepared at no expense to the City. Reproduction services will be excluded by ADC.
Task 6 - Construction Support Services:
The City’s construction management team will have primary responsibility for construction management and inspection. ADC’s point of contact will be the City’s construction manager, not the contractor.
The following is a list of services and submittals required. i. Attend and prepare information for an internal hand-off meeting from the design team to the construction management team. Consultant shall be prepared to address: possible construction pitfalls, and items for the construction management team to be aware of (special working hours, shortened timelines for submittal reviews, etc.).
ii. Provide final stamped construction-ready plans and technical specifications. iii. Attend the pre-construction meeting.
iv. Attend up to six (6) periodic construction progress meetings. v. Participate in the final inspection and development of punch lists. vi. Respond to RFIs, which includes clarifying or providing revisions or additional detail where necessary on the plans and specifications. Response to RFIs shall be within 72 hours. vii. Review and respond to all submittals within the period allocated in the contract documents. Review of submittals shall be withing 5 working days.
viii. Review proposed substitutions, if any, for conformance to plans and technical specifications. ix. Review and make recommendations on proposed changes to the contract (Request for Quotations and Contract Change Orders).
x. Prepare Record Drawings based upon red-lines provided by the contractor and field reviews. All changes 29 30 | ADC
shall be indicated in red and clouded. Final Record Drawings shall be submitted electronically, in PDF and CAD format.
Assumptions and Exclusions
1. The project excludes the design of any architectural, civil engineering, lighting, fire sprinkler, fire alarm and/ or life safety system.
2. The project excludes the design of any architectural features such as wall modifications, exterior fence modifications, parking analysis, etc. Items required will be provided by others.
3. It is assumed that the city will be responsible for permit fee payments. All permit fees are excluded.
4. The project excludes life cycle cost analysis for alternate mechanical/electrical systems.
5. It is assumed that there will be only one (1) permit package, with one construction period only.
6. The project excludes commissioning of systems unless proposed and accepted. Commissioning participation is excluded.
7. It is assumed cost reduction or value engineering requiring redesign after approved systems have been designed is excluded. This is expected at 65% DD submittal.
8. The project excludes acoustical calculations for systems. Modifications to systems can be made prior to completion of design per your acoustical consultants’ recommendations within our base fee.
9. The project excludes acoustical analysis, design of noise attenuation requirements, and special vibration isolation requirements for mechanical systems is excluded.
10. It is assumed funding for this project has been secured or will be in place when project design starts. It is assumed that payment for services will NOT be held or delayed due to any funding delays or issues.
11. It is assumed that the existing electrical panels have enough capacity to serve the proposed EV charging equipment. Providing electrical upgrades to existing buildings electrical service is excluded.
12. It is assumed that electrical loads shall be calculated. A 30 day load study is excluded. 30 Attachment 2
Advance Design Consultants, Inc.
CPC25-285 Engineering & Design Services Corpyard Generator & EV Charging Station Expires on 9/17/2028
EXHIBIT B
Cost Proposal
31 D. Cost Proposal | 31
COST PROPOSAL
Hourly Fee Breakdown
West Sacramento
Corpyard Generator & EV Charging Stations
ODCs Total
Principal Project
Manager
Principal
Architect
Architect
Designer
Mechanical
Engineer
Mechanical
Designer
Electrical
Engineer
Electrical
Designer
Plumbing
Engineer
Plumbing
Designer Drafter Cost
Estimator Spec Writer Structural
Principal
Structural
Engineer
Structural
Designer
$275 $210 $240 $190 $200 $160 $200 $160 $200 $160 $130 $185 $130 $275 $240 $190 1 65% Schematic Design (DD) 4 12 2 16 0 0 16 8 0 0 16 2 2 78 $14,330 4 0 4 8 $1,860 $0 $16,190 2 90% Design Development (CD) 4 102 6 0 0 8 4 0 012 4 858 $10,400 4 0 4 8 $1,860 $0 $12,260 3 100% Construction Documents (CD) 4 8 2 4 0 0 8 4 0 010410 54 $9,600 4 0 4 8 $1,860 $0 $11,460 4 Permitting Services 24 2 2 0 0 8 4 0 0 8 016 46 $7,610 4 0 4 8 $1,860 $0 $9,470 5 Bidding Services 2 4 2 2 0 0 4 2 0 0 8 2 228 $5,040 4 0 4 8 $1,860 $0 $6,900 6 Construction Support Sevices 2 8 0 0 0 0 4 2 0 0 0 0 218 $3,610 0 0 0 0 $0 $0 $3,610 7 0 0 0 0 0 0 0 0 0 0 0 0 0 0$0 0 0 0 0 $0 $0 $0
8 0 0 0 0 0 0 0 0 0 0 0 0 0 0$0 0 0 0 0 $0 $0 $0
9 0 0 0 0 0 0 0 0 0 0 0 0 0 0$0 0 0 0 0 $0 $0 $0
10 0 0 0 0 0 0 0 0 0 0 0 0 0 0$0 0 0 0 0 $0 $0 $0
Proposal Subtotal 18 46 10 30 0 0 48 24 0 0 54 12 40 282 $50,590 20 0 20 40 $9,300 $0 $59,890 Optional Services
A -------- 0 0 0 0 0 0 0 0 0 0 0 0 0 0$0 0 0 0 0 $0 $0 $0 B -------- 0 0 0 0 0 0 0 0 0 0 0 0 0 0$0 0 0 0 0 $0 $0 $0 C -------- 0 0 0 0 0 0 0 0 0 0 0 0 0 0$0 0 0 0 0 $0 $0 $0 D -------- 0 0 0 0 0 0 0 0 0 0 0 0 0 0$0 0 0 0 0 $0 $0 $0 E -------- 0 0 0 0 0 0 0 0 0 0 0 0 0 0$0 0 0 0 0 $0 $0 $0 Total Optional Services 0 0 0 0 0 0 0 0 0 0 0 0 0 0$00 0 0 0 $0 $0 $0 Total Including Optional Services 18 46 10 30 0 0 48 24 0 0 54 12 40 282 $50,590 20 0 20 40 $9,300 $0 $59,890 Notes:
1 2
3 4
Other
Direct
Costs
Total Fee
Tasks Labor Subconsultants
Total Labor
Costs
Total
Hours Task Description Task
#
Total
Hours
Total Labor
Costs
32 Attachment 2
Advance Design Consultants, Inc.
CPC25-285 Engineering & Design Services Corpyard Generator & EV Charging Station Expires on 9/17/2028
EXHIBIT C
CERTIFICATE OF COMPLIANCE WITH LABOR CODE § 3700
[Labor Code § 1861]
I am aware of the provisions of Section 3700 of the Labor Code which require every employer to be insured against liability for workers’ compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract.
CONSULTANTS
By:
Lorenzo R. Rios, Principal
33 Attachment 2
Advance Design Consultants, Inc.
CPC25-285 Engineering & Design Services Corpyard Generator & EV Charging Station Expires on 9/17/2028
EXHIBIT D
LABOR COMPLIANCE
1. PREVAILING WAGE
A. The Work contemplated herein constitutes a public work within the meaning of Labor Code sections 1720 and 1771. It shall be mandatory upon the Consultant and upon any Subcontractor, to pay not less than the said specified prevailing rates of wages to all workers employed by them under the Contract in accordance with Labor Code section 1774. The Director of the Department of Industrial Relations ("DIR") of the State of California has determined the general prevailing rate of wages of per diem wages in the locality in which the work is to be performed for each craft or type of worker needed to execute the Contract. The Consultant acknowledges that it has examined the prevailing rate of per diem wages as established by the DIR. Copies of the current schedules for prevailing wages are on file at City Hall, and the contents of those schedules are incorporated herein as if set forth in full. The Consultant shall post a copy of the applicable prevailing wage determinations at each job site, along with any other work place posters required by law.
B. The City will not recognize any claims for additional compensation because of the payment of prevailing wages. The possibility of wage increases is one of the elements to be considered by the Consultant in determining its proposal, and will not under any circumstances be considered as the basis of a claim against the City.
C. By executing this Contract Consultant warrants that it has registered with the Department of Industrial Relations in accordance with Labor Code section 1725.5.
2. PREVAILING WAGE RECORDS
A. The Consultant and each subcontractor shall keep an accurate payroll record which shows the name, address, social security number, correct work classification (in accordance with the wage decision), both straight and overtime worked each day and week, and hourly rate of pay, gross wages earned, deductions made and net wages paid to each journeyman, apprentice, worker or other employee paid by the Consultant /subcontractor in connection with the Work. These payroll records shall be certified and shall be made available at Consultant's principal office. These records shall be maintained during the course of the Work.
The Consultant and all subcontractors shall make the certified payroll records available for inspection by City representatives upon request and shall permit such representatives to interview employees during the work hours on the job site.
B. The City shall notify the Consultant in writing of any discrepancies or violations that are discovered during such inspections. Written notification pursuant to this Section shall include the actions that will be necessary to resolve the discrepancies and/or violations. The Consultant shall be held entirely responsible for the prompt resolution of all non-compliances with the prevailing wage laws, including those pertaining to all subcontractors and any lower-tier subcontractors. The Consultant shall forfeit as penalty to the City the amount specified by law for each calendar day or portion thereof for each worker (whether employed by the Consultant or any subcontractor) paid less than the stipulated prevailing rates for any work done under the Contract in violation of the provisions of the Labor Code and in particular, Section 1775. 34 Attachment 2
Advance Design Consultants, Inc.
CPC25-285 Engineering & Design Services Corpyard Generator & EV Charging Station Expires on 9/17/2028
C. To the extent applicable, Consultant and subcontractors shall maintain and furnish to the Department of Industrial Relations ("DIR"), a certified copy of each weekly payroll (but no less often than monthly), with a statement of compliance signed under penalty of perjury. Such certified payroll reports shall be transmitted electronically to the DIR.
D. The City will not recognize any claims for additional compensation because of the payment of the prevailing wages. The possibility of wage increases is one of the elements to be considered by the Consultant in entering into the Contract, and will not under any circumstances, other than delays caused by the City, or the City’s agents, be considered as the basis of a claim against the City.
3. Labor Discrimination
Attention is directed to Section 1735 of the Labor Code, which reads as follows:
“No discrimination shall be made in the employment of persons upon public works because of their race, color, national origin or ancestry, physical handicap, mental condition, marital status, or sex of such person, except as provided in Section 12940 of the Government Code, and every General Contractor for public works violating this section is subject to all the penalties imposed for a violation of this chapter.”
4 Eight-Hour Day Limitation
(a) In accordance with the provisions of the Labor Code, and in particular, Sections 1810 to 1815 thereof, inclusive, incorporated herein by reference, eight hours labor shall constitute a day's work, and no worker in the employ of Consultant, or any Subcontractor, doing or contracting to do any part of the work contemplated by the Contract, shall be required or permitted to work more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of those provisions; provided that subject to Labor Code Section 1815, a worker may perform work in excess of either eight (8) hours per day or forty (40) hours during any one week upon compensation for all hours worked in excess of eight (8) hours per day or forty (40) hours during any one week at not less than one and one-half times the basic rate of pay.
(b) The Consultant and each Subcontractor shall also keep an accurate record showing the names and actual hours worked of all workers employed by them in connection with the Contract. This record shall be open at all reasonable hours to the inspection of the City. It is hereby further agreed that, except as provided in (a) above, the Consultant shall forfeit as a penalty to the City the sum of twenty-five dollars ($25) for each worker employed in the performance of the Contract by the Consultant or by any of its Subcontractors for each calendar day during which such worker is required or permitted to labor more than eight (8) hours in and one calendar day and forty (40) hours in any one calendar week in violation of Sections 1810 through 1815.
5. Compliance with State Requirements for Employment of Apprentices (a) The Consultant's attention is directed to Section 1777.5 of the Labor Code.
Provisions of said Section pertaining to employment of registered apprentices are hereby 35 Attachment 2
Advance Design Consultants, Inc.
CPC25-285 Engineering & Design Services Corpyard Generator & EV Charging Station Expires on 9/17/2028
incorporated by reference into this Contract. As applicable, the Consultant or any Subcontractor employed by the Consultant in the performance of this Contract shall take such actions as necessary to comply with the provisions of Section 1777.5. 36 CITY COUNCIL AGENDA REPORT
MEETING DATE: September 17, 2025 ITEM # 5
SUBJECT:
CONSIDERATION OF CONTRACT AMENDMENT NO. 1 WITH XYLEM WATER SOLUTIONS USA, INC. FOR THE SUPERVISORY CONTROL AND DATA ACQUISITION (SCADA) SYSTEM UPGRADES PROJECT (CIP 22024)
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
Inambao Lifanu, Project Manager II
Capital Projects Department
Chris Kania, Water Treatment Superintendent
Public Works, Operations and Maintenance
Department
[ ] Council [X] Staff
[ ] Other
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The objective of this report is to provide the City Council with sufficient information to approve Amendment No. 1 to the contract for services with Xylem Water Solutions USA, Inc. (Xylem) for the Citywide Supervisory Control and Data Acquisition (SCADA) System Upgrade Project (CIP 22024).
RECOMMENDED ACTION
Staff respectfully recommend that the City Council:
1) Approve and authorize the City Manager, or his designee, to execute Amendment No. 1 to the contract for services with Xylem Water Solutions USA, Inc. for the upgrade of the Human Machine Interface (HMI) for the Citywide Supervisory Control and Data Acquisition (SCADA) system in the amount of $35,675; 2) Authorize the City Manager, or his designee, to execute contract amendments or change orders up to 20% ($7,135) of the contract amendment value;
3) Authorize the City Manager, of his designee, to execute non-substantive changes or modifications to the services contract, with approval from the City Attorney; and 4) Authorize the City Manager, or his designee, to execute amendments to extend the term of the contract, if necessary.
BACKGROUND
The City of West Sacramento operates extensive water treatment and distribution infrastructure, including the George Kristoff Water Treatment Plant and related pump, sewer, and stormwater stations. These facilities are integrated through the Supervisory Control and Data Acquisition (SCADA) system, which enables real-time monitoring, process automation, and reliable service delivery.
Within this network, the City’s proprietary Xylem filtration system is critical for treating raw water. Its pumps, filters, and control valves are operated through Programmable Logic Controllers (PLCs) that communicate directly with SCADA, ensuring water quality and regulatory compliance. In December 2024, the City contracted Xylem to upgrade the PLC hardware and software for the filtration system and support startup to ensure seamless integration with SCADA. While most upgrades are complete, final testing revealed that existing touchscreens, adapters, and breakers were incompatible. To achieve full system performance and reliability, it was determined that the Human Machine Interface (HMI) equipment must be replaced and upgraded.
ANALYSIS
Xylem is the proprietary integrator of the filtration and treatment system at the George Kristoff Water Treatment Plant, originally installed in 2002, and is responsible for all system upgrades. Because the equipment is proprietary, staff requested a quotation directly from Xylem to complete the HMI system programming upgrades.
On July 9, 2025, Xylem submitted a proposal in the amount of $35,675. Based on this, staff recommends amending the contract for services with Xylem.
Environmental Considerations
The California Environmental Quality Act (CEQA) Title 14, Chapter 3, Article 19 is the section that defines what projects or categories are allowed to be considered Categorically Exempt. Under section 15301 Class 1, operations such as repair, maintenance or minor alteration of existing public structures, facilities, or topographical features, involving negligible or no expansion of use beyond that existing at the time of the lead agency's determination, is considered exempt from CEQA. This project falls within the following Class 1 Categorical Exemption: Interior or exterior alterations involving such things as interior partitions, plumbing, and electrical 37 Contract Amendment No. 1 - Xylem Water Solutions USA, Inc.
September 17, 2025
conveyances. Therefore, no further environmental review is required. A Notice of Exemption was filed and approved on January 9, 2019.
Commission Recommendation
The SCADA upgrades project was presented to the Environment and Utilities Commission on December 10, 2018, meeting, and the Commission voted unanimously to recommend that the City Council consider approval and award of a contract.
Strategic Plan Integration
Not applicable.
Alternatives
The City Council may decide to:
1) Approve the recommended actions as stated above;
2) Alter the recommended actions; or
3) Deny the recommended action or cancel the project.
Staff recommend that the City Council select Alternative 1. Approving the HMI upgrade at this stage will ensure the SCADA system is fully functional, enhance operational reliability, and provide the most efficient and costeffective solution. This action is critical to maintaining safe and effective drinking water filtration for the community.
Coordination and Review
This report was prepared by the Capital Projects Department in coordination with and review by the Public Works Operations and Maintenance Department and the Finance Department.
Budget/Cost Impact
The upgrade of the HMI system is funded by the SCADA System Upgrade Project budget, which is fully budgeted in the Water Enterprise Fund.
Table 1: Amendment No. 1 Budget Breakdown
Project Costs (Uses) Amount Funding Sources Amount
Amendment No. 1 - HMI Upgrade $35,675 Appropriated Funds (CIP-22024) $47,810 Contingency (20%) $7,135
City Staff Time (Including ICAP) $5,000
Total Costs $47,810 Total Funding $47,810
ATTACHMENTS
1. Vicinity Map
2. Contract with Xylem Water Solutions USA, Inc.
38 N
A
0 810
FEET
SCADA SYSTEM UPGRADE PROJECT
L
ocated at theGeorge Kristoff Water Treatment Plant,
400 NorthHarbor Blvd, West Sacramento, CA 95605.
Prepared on
5/27/2025 by
Cierras
Capital Projects
Department
City of West
Sacramento
Attachment 1
39 ATTACHMENT 2
Xylem Water Solutions USA, Inc
CPC25-033 SCADA System Upgrade Project
Expires 12/18/2026
AMENDMENT NO. 1
to the
CONTRACT FOR SERVICES
between the
CITY OF WEST SACRAMENTO
and
Xylem Water Solutions USA, Inc
Dated March 5, 2025
This Amendment No. 1 (the “Amendment”) to the Contract for Services between the City of West Sacramento and Xylem Water Solutions USA, Inc.(“Xylem”), is made and entered into this 17th day of September 2025. Except as expressly amended herein, March 5th, 2025, Contract for Services is in full force and effect.
RECITALS
WHEREAS, the City desired software engineering programming services for the Water Treatment Plant, Sanitary Sewer and Storm Drain SCADA systems; and WHEREAS, on March 5th, 2025, the City and Xylem Water Solutions USA Inc entered into an agreement to provide such engineering programming services; and WHEREAS, Xylem has performed all contractual engineering services as proposed in original quote; and
WHEREAS, While most upgrades are complete, final testing revealed that existing touchscreens, adapters, and breakers were incompatible with the new engineering upgrades; and
WHEREAS, Xylem Water Solutions USA Inc. has provided an additional quote for $35,675 for the upgrade of the Human Machine Interface (HMI), covering all labor and materials necessary to replace existing equipment for compatibility with the upgraded SCADA system; and
WHEREAS, the City and Xylem Water Solutions USA, Inc., desire to amend the said contract; NOW, THEREFORE, IT IS MUTUALLY AGREED by parties hereto to amend said agreement as follows:
I. SCOPE OF SERVICES
The scope of services as set forth in the Contract for Services dated March 5, 2025, shall be revised to reflect the provision and installation of the following as outlined in Exhibit A:
• Four (4) HMIs – 12" PanelView Plus 7 touchscreens (Rockwell P/N: 2711P- T12W22D9P); • Four (4) adapter plates – 12" touchscreen operator interface (Allen-Bradley P/N: 2711PRAAT12);
• Four (4) 24VDC power supplies – Weidmueller PRO BAS, 120W, 24V, 5A (P/N: 2838440000); and
• Four (4) 2-amp circuit breakers – Schneider Electric Multi 9 (P/N:
M9F42102: CB9);
II. COMPENSATION:
The compensation as set forth in the initial Contract for Services dated March 5, 2025, shall be increased by $35,675 and total contract value shall not exceed $80,471 without City’s prior written approval
40 Xylem Water Solutions USA, Inc
CPC25-033 SCADA System Upgrade Project
Expires 12/18/2026
IN WITNESS WHEREOF the parties hereto have executed this Agreement as the date herein set forth.
CITY OF WEST SACRAMENTO
By:
Amanda Berlin, Assistant City Manager
XYLEM WATER SOLUTIONS USA, INC
By:
Todd Zimmerman, Regional Manager
APPROVED AS TO FORM
By:
Jeffrey Mitchell, City Attorney
ATTEST:
By: ________________________________________________________ Jennifer Cusmir, City Clerk
41 Proposal
West Sacramento, CA
Prepared for:
West Sacramento, CA
8/21/2025
42 Xylem Water Solutions USA, Inc.
108 Tomlinson Drive Suite 400
Zelienople, PA 16063
8/21/2025
Project name : West Sacramento, CA
Project number : I23123 R1
Specification Section(s) :
Addenda :
To Whom It May Concern:
Based on your inquiry, we are pleased to forward the following proposal to your attention.
Thank you for the opportunity to offer our equipment and services for the West Sacramento, CA, WTP project.
We hope that our proposal meets your expectation. If you have any questions, please do not hesitate to contact me or our local representative.
Respectfully,
Jenny Banci
Aftermarket Territory Manager
[email protected]
951 903 8509
43 Project number: I23123 Page 3 of 6 Date: August 21, 2025 Revision no.: 01
Table of Contents
1 Technical Description .............................................................................................. 4
1.1 Scope of Supply ....................................................................................................... 4
1.2 Services .................................................................................................................... 4 2 Technical Clarification & Deviations ...................................................................... 4 3 Price & Scope of Supply.......................................................................................... 4
3.1 Main Scope............................................................................................................... 4 4 Commercial Terms & Conditions............................................................................ 6
4.1 Delivery schedule ..................................................................................................... 6
4.1.1 Production schedule ......................................................................................................... 6
4.1.2 Delivery time..................................................................................................................... 6
4.2 TERMS AND CONDITIONS OF SALE – NORTH AMERICA................................... 6 44 Project number: I23123 Page 4 of 6 Date: August 21, 2025 Revision no.: 01
1 Technical Description
1.1 SCOPE OF SUPPLY
We are pleased to offer the following materials and services by Xylem Water Solutions USA, Inc.
This quotation has been prepared using previous Leopold contract I19202.
HMI UPGRADE:
Under this item, we will provide four (4) HMI, 12" PANELVIEW PLUS 7 TOUCHSCREENS, ROCKWELL P/N: 2711P-T12W22D9P, four (4) HMI, OPERATOR INTERFACE, 12" TOUCHSCREEN ADAPTER PLATES, ALLEN BRADLEY 2711PRAAT12, four (4) 24VDC POWER SUPPLY, WEIDMULLER PRO BAS 120W 24V 5A, P/N: 2838440000, four (4) CIRCUIT BREAKERS, 2 AMP, SCHNEIDER ELECTRIC MULTI 9, M9F42102 : CB9 to replace existing equipment.
1.2 SERVICES
MANUFACTURER'S SERVICES:
Not Included. Services may be obtained at the current prevailing rate plus living and travel expenses. 2 Technical Clarification & Deviations
1. Not Used
3 Price & Scope of Supply
3.1 MAIN SCOPE
BASIS of PRICING:
Any items and/or accessories not specifically called out in this quotation must be construed as being furnished by others.
This quotation is considered firm for 60 days. Any order received more than 60 days after the date of this quotation is reviewed by Xylem Water Solutions USA, Inc. before acceptance and is subject to changes in prices or delivery depending on conditions existing at the time of entry. Quoted prices are firm for delivery within 12 months from the delivery date stipulated in 45 Project number: I23123 Page 5 of 6 Date: August 21, 2025 Revision no.: 01
the plans & specifications or mutually agreed upon by Xylem Water Solutions USA, Inc. and Purchase Order issuer at time of order placement.
The prices quoted herein are based on the current tariff rates, duties, government charges, and trade regulations as of the date of this quote. If any new tariffs, duties, taxes, or similar charges are imposed, or any existing tariffs, duties, or charges are increased or modified by any government or regulatory authority (collectively, "Tariff Changes"), and such Tariff Changes result in an increase in the cost of goods, Xylem Inc. reserves the right to adjust the pricing of the affected goods to reflect the increased costs. Xylem Inc. is not obligated to deliver the goods and/or services until an agreement on the new price has been reached.
Due to the adverse global economic conditions currently affecting shipping costs, where included in this proposal, such costs are provided on a strict budgetary basis only. Xylem Leopold reserves the right to amend all quoted shipping costs prior to acceptance of any order and agreement of the delivery schedule. We further reserve the right to amend quoted shipping rates should the delivery schedule be changed during order execution through no fault of Xylem Leopold.
We do not include any applicable taxes.
Orders resulting from this quotation should be addressed to Xylem Water Solutions USA, Inc. 108 Tomlinson Drive Suite 400 – Zelienople, PA 16063, USA.
We propose to furnish the material described in this document for a total selling price of $35,675.
Pricing for the equipment and field services outlined in this proposal, DAP Jobsite per Incoterms 2020.
For further information pertaining to the equipment contained in this proposal, please contact our area representative, who is:
Coombs Hopkins Company, Inc.
2855 Mitchell Drive
Suite 215
Walnut Creek, CA 94598
Phone: (925) 947-6733
Fax: (925) 947-6784
Attention: Brad Leidecker
Price is based on NET 30 days subject to credit approval. 46 Project number: I23123 Page 6 of 6 Date: August 21, 2025 Revision no.: 01
4 Commercial Terms & Conditions
4.1 DELIVERY SCHEDULE
4.1.1 Production schedule
Submittal of mechanical drawings for approval 4 to 6 weeks after order acceptance.
Submittal of EIC drawings (if applicable) for approval 8 to 10 weeks after order acceptance.
4.1.2 Delivery time
Delivery of fabricated items and 12 to 14 weeks after drawing approval. 47 CITY COUNCIL AGENDA REPORT
MEETING DATE: September 17, 2025 ITEM # 6
SUBJECT:
CONSIDERATION OF RESOLUTION 25-92 AUTHORIZING THE CITY TO ENTER INTO A
RESTRICTED GRANT AGREEMENT WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION TO RECEIVE SB-1 GRANT FUNDS TO PREPARE THE WEST SAC FORWARD TRANSIT PRIORITY PLAN (CIP 12022).
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
Jason McCoy, Supervising Transportation Planner
Community Development Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The purpose of this report is to inform the City Council of the conditional award of FY 2025-26 California Department of Transportation (Caltrans) Sustainable Transportation Planning Grant funds requiring action in the form of an adopted resolution as a condition of the grant award to advance the West Sac Forward Transit Priority Plan.
RECOMMENDED ACTION
Staff respectfully recommend the City Council:
1) Approve Resolution 25-92 authorizing the City of West Sacramento to enter into a Restricted Grant Agreement with Caltrans to receive SB-1 Grant Funds to prepare the West Sac Forward Transit Priority Plan (Project); and
2) Delegate Authority to the City Manager or their designee to execute a grant agreement with Caltrans for the Project.
BACKGROUND
West Sacramento is directly adjacent to Downtown Sacramento and within the Sacramento region urban core, but access to and within the city can be challenging due to geographic and transportation barriers. The Sacramento River separates West Sacramento from Sacramento at our north and east boundary with local transit service crossings limited to the historic Tower Bridge and US 50/Interstate 80 Business Loop. Internal to West Sacramento, the Union Pacific and Sierra Northern Railroad corridors, freeways, and the Deep-Water Ship Channel connecting the Port of West Sacramento with the San Francisco Bay bisect the City creating barriers to connectivity. Only three arterial street corridors provide access between the northern half of West Sacramento and Southport. The pedestrian and transit network has low permeability as a result, making it difficult for residents to access and get around by transit, and long travel times to downtown during peak hours make transit compete poorly with driving.
Fixed route and intercity bus transit (Yolobus) and paratransit services are provided by Yolo County Transportation District (YoloTD). Fixed-route transit ridership has declined significantly in the last several years, peaking in 2018 at over 100,000 trips annually. In response to declining fixed-route transit ridership, the City collaborated with YoloTD to streamline fixed-route Yolobus service and developed a "Downtown Shuttle" by directing transit lines to the West Sacramento Transit Hub before continuing into the downtown Sacramento center. The Downtown Shuttle service feature became popular with transit riders and service to Downtown Sacramento from the West Sacramento Transit Center is now integrated into all local Yolobus routes.
Two Yolobus routes in Southport were consolidated into one - Route 37 operates on weekdays only and serves as a "super commuter" route to Downtown Sacramento for the AM and PM peak commute times. No other Yolobus routes currently serve the Southport area and no intracity route linking the north and south parts of the City exists, requiring riders to disembark and transfer at the West Sacramento Transit Center to continue their trips between the north and south parts of the City. Despite efforts to streamline services, only 41% of Yolobus ridership has returned post-pandemic - with similar transit agencies seeing 60-76% of riders return. Average cost per passenger trip has also increased over 20% in that time.
While transit is a viable option for many, most residents don't live within walking distance of a transit stop. Beyond the disconnect within the existing transit system between socioeconomically disadvantaged neighborhoods in the north half of the City from more affluent amenity rich areas of Southport, low-density transit catchment areas 48 Consideration of Resolution 25-92 – West Sac Forward Transit Priority Plan September 17, 2025
across pockets of the city result in low ridership and higher costs per rider. Additionally, transit stations currently lack alternative mobility options to travel the first and last mile to and from destinations.
To overcome transit deficiencies, the City developed a framework for a publicly funded on-demand flat-rate citywide transit service (West Sacramento On-Demand) using branded 7-passenger hybrid vans and contracts with private rideshare operator Via Transportation Inc. to manage the ride hailing platform and algorithm for the service, as well as the fleet of vans and drivers for the on-demand service. In October 2024, the City launched the West Sacramento - Downtown Sacramento On-Demand Rideshare Pilot. As part of the Rideshare Pilot, Yolo-Solano Air Quality Management District awarded the City $13,700 in Clean Air Funds to cover the fares for rides that start or end in the Pilot's zones. Staff estimated that this funding would cover an estimated 3,900 rides, or an estimated 2% increase in annual ridership on the Rideshare platform. The demand and popularity of the Pilot zones exceeded those projections and Clean Air Funds were fully expended within 3 months. This Pilot demonstrated that strong transit demand exists between Downtown Sacramento and West Sacramento, particularly service to the Sacramento Regional Transit District (SacRT) operated Light Rail Transit (LRT) and confirms robust estimated ridership projections for the planned LRT service into West Sacramento referred to locally as the Downtown Riverfront Streetcar (Streetcar).
Streetcar is a long-planned SacRT regional rail transit project crossing over the Sacramento River into Yolo County via Tower Bridge to improve mobility to and from West Sacramento. Planned since the mid-1990s and supported by West Sacramento voters in 2008 through Measure V, this LRT service extension into West Sacramento was adopted by the Sacramento Area Council of Governments (SACOG) Board of Directors as a Regional Grants Priority and championed by Congressmember Doris Matsui who worked to foster regional and federal support for the project. As a result, SacRT has now secured full funding for this project that will have direct beneficial impacts both economically and environmentally.
Both SacRT and YoloTD are updating their respective Short Range Transit Plans (SRTP). For YoloTD, the last plan was developed in 2014 and much has changed since then in travel habits, funding, and technology, including the emergence of app-based rideshare services. The SRTP outlines how each transit agency’s public transportation system will operate and serve local communities. West Sacramento is currently served by YoloTD and are within the YoloTD service boundary with a long-term agreement in place to provide public transit.
Additionally, the City is located within the SacRT jurisdictional boundary and are currently working with SacRT to develop the operations and maintenance agreement for providing LRT service to the city.
ANALYSIS
To build on the momentum of existing and emerging West Sacramento transit modes coupled by growing population and declining transit ridership, city staff in partnership with YoloTD, SacRT, and Via, with support from SACOG applied for a Caltrans Sustainable Communities planning grant to develop the "West Sac Forward Transit Priority Plan” a set of community-vetted local policies, strategies, and recommended transit and road infrastructure improvements designed reduce transit delays, improve the reliability of public transportation, increase transit ridership, improve access and mobility for equity priority communities and transit-dependent populations, reduce Greenhouse Gas (GHG) emissions, reduce congestion and Vehicle Miles Traveled (VMT), and improve traffic safety while balancing service cost, infrastructure cost, and performance. This proposed plan, its policies and resulting improvements will be rooted in community feedback and collaborative public participation to improve efficiency, effectiveness, and seamless integration of public bus, rail, rideshare and potential bus and light rail rapid transit solutions (BRT/LRT) that without the plan will leave the city and our partners ill-equipped to address system issues, enhance ridership, reduce traffic congestion and tackle climate change.
On July 1, 2025, City staff received a letter conditionally awarding the City an amount of $431,490 with a match requirement of 50% the total projected cost or $431,490. The City Council allocated $600,000 for Transit Priority, Light Rail Transit (LRT) and Bus Rapid Transit (BRT) plan development in the Capital Improvement Program (CIP 12022) for fiscal year 2022/2023, providing the required match amount and an additional allocation of $168,510 remaining as contingency.
Caltrans requires an adopted resolution (Attachment 1) to enter into a Restricted Grant Agreement (Attachment 2) with Caltrans to receive SB-1 Grant Funds to prepare the West Sac Forward Transit Priority Plan in accordance with Caltrans approved Scope of Work (Attachment 3). With approval of the resolution and execution of the grant agreement, it is anticipated that work on the Project will begin October 2025 (with Caltrans approval) and completed May/June 2028.
49 Consideration of Resolution 25-92 – West Sac Forward Transit Priority Plan September 17, 2025
Environmental Considerations
This action is not a "project" for the purposes of the California Environmental Quality Act, Public Resources Code section 21000 et seq. ("CEQA"), because it is not an activity that may cause either a direct or reasonably foreseeable indirect physical change in the environment and, therefore, pursuant to Public Resources Code section 21065 and CEQA Guidelines sections 15060(c) and 15378(a), it is not subject to environmental review.
Commission Recommendation
Grant acceptance is an administrative item and does not have new policy implications that would require Transportation, Mobility, and Infrastructure Commission input. As such, this item was not presented in advance of City Council consideration. Staff will seek Commission feedback and direction over the course of the project, including policies and capital improvements recommended within the draft plan as it is developed.
Strategic Plan Integration
This project advances the 2025 Strategic Plan Principles: “Mobility & Connectivity,” in support of providing convenient and sustainable choices for people to get where they are going, “Inclusive & Diverse,” in support of equitable investment and social/environmental justice in the city, and “Core Services & Infrastructure,” in support of sustaining a financially sound city in which everyone feels safe and secure, with quality services and wellmaintained infrastructure.
Alternatives
The Council’s primary alternatives are:
1) Staff respectfully recommend that the City Council take the recommended action. 2) The City Council may elect to postpone this item. Staff do not recommend this action as Caltrans has set a September 18th deadline to receive the Council resolution. 3) The City Council may elect not to accept the grant award. Staff do not recommend this action as public transit is a critical element necessary for sustaining mobility choice.
Coordination and Review
This report was prepared by the Transportation & Mobility Division of the Community Development Department.
Coordination with Finance in FY22/23 with approval from City Council for CIP 12022 provided the funding required for the local match for this grant. Scope of Work and application narrative was shared in advance of submittal to Caltrans with SACOG, YoloTD, and SacRT for feedback and comments. Letters of Support were provided by these agencies in addition to Via Transportation, Inc. Further coordination with these agencies, as well as internal to the City of West Sacramento will continue throughout plan development.
Budget/Cost Impact
The current appropriated fund for the overall project is $600,000 (CIP 12022). Funding from the Caltrans Sustainable Communities Grant ($431,490) with local matching funds ($431,490), provides a remaining allocation of $168,510 for contingency. No additional appropriation required.
ATTACHMENT(S)
1. Resolution 25-92
2. Sustainable Communities Grants (State-SB1) Restricted Grant Agreement
3. Scope of Work - West Sac Forward Transit Priority Plan 50 Attachment 1
RESOLUTION 25-92
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO
AUTHORIZING THE CITY ENTER INTO A RESTRICTED GRANT AGREEMENT WITH THE CALIFORNIA DEPARTMENT OF TRANSPORTATION TO RECEIVE SB-1 GRANT FUNDS FOR THE WEST SAC FORWARD TRANSIT PRIORITY PLAN (CIP 12022).
WHEREAS, the City Council allocated $600,000 for Transit Priority, Light Rail Transit (LRT) and Bus Rapid Transit (BRT) plan development in the Capital Improvement Program (CIP 12022 for fiscal year 2022/2023;
WHEREAS, the West Sacramento Community Development Department, Transportation and Mobility Division applied for additional funding from the California Department of Transportation (Caltrans) Sustainable Communities Grant Program to fund the West Sac Forward Transit Priority Plan (the Plan);
WHEREAS, the City of West Sacramento was awarded $431,490 by Caltrans with a local match commitment of $431,490 to fund preparation of the Plan leaving a contingency balance of $168,510 in CIP 12022;
WHEREAS, the West Sac Forward Transit Priority Plan will develop community-vetted policies, strategies, and recommended bus, rail, on-demand rideshare, road infrastructure, transit/traffic signal, and related technology infrastructure improvements designed to reduce congestion and delay, improve transit reliability, increase ridership, improve access and mobility for transit-dependent populations, reduce Greenhouse Gas (GHG) emissions and Vehicle Miles Traveled (VMT), and improve traffic safety while balancing service cost, infrastructure cost, and transit performance;
WHEREAS, The State of California requires execution of a Restricted Grant Agreement (RGA) between the State of California acting by and through Caltrans and the City of West Sacramento as a condition of receipt of SB-1 grant funds; WHEREAS, the City Council has considered all information related to this matter, including supporting reports by City staff, and any other information provided in public meetings.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of West Sacramento as follows:
1. The City Council hereby authorizes the City of West Sacramento to enter into a Restricted Grant Agreement with Caltrans to receive Sustainable Communities Grant (State-SB1) Funding to prepare the West Sac Forward Transit Priority Plan.
2. The City Council hereby finds that the facts set forth in the recitals to this Resolution are true and correct and establish the factual basis for the City Council’s adoption of this Resolution.
3. This Resolution shall take effect immediately upon its adoption.
PASSED AND ADOPTED by the West Sacramento City Council this 17h day of September, 2025 by the following vote:
AYES:
NOES:
ABSENT:
Martha Guerrero, Mayor
ATTEST:
Jennifer Cusmir, City Clerk
51 CITY OF WEST SACRAMENTO
Agreement Number XXAXXXX
Sustainable Communities Grants
(State–SB 1)
Restricted Grant Agreement
This Restricted Grant Agreement (RGA), between State of California acting by and through its Department of Transportation, referred to herein as CALTRANS, and CITY OF WEST SACRAMENTO, hereinafter referred to as AGENCY, will commence on October 8, 2025, or upon approval by CALTRANS, whichever occurs later. This RGA is of no effect unless approved by CALTRANS. AGENCY shall not receive payment for work performed prior to approval of the RGA and before receipt by AGENCY of Notice to Proceed by CALTRANS Contract Manager. This RGA shall expire on August 30, 2028.
Attachments:
The following attachments are incorporated into and are made a part of this RGA by this reference and attachment.
I. AGENCY Resolution 25-92
ll. Scope of Work and Project Cost and Schedule
III. Grant Application Guide
Recitals
1. Under this RGA, CALTRANS intends to convey State restricted grant funds to AGENCY, pursuant to Budget Act Line Item 2660-102-3290, who will conduct transportation studies and planning within the regional area under the jurisdiction of AGENCY under the terms, covenants, and conditions of this RGA.
2. CALTRANS and AGENCY intend that only funds that are authorized as restricted grants will be subject to this RGA, and that no funds that should be the subject of a Joint Powers Agreement, Interagency Agreement, or other non-grant agreement shall be subject to this RGA.
Now, Therefore, based upon the terms, covenants, and conditions, the parties agree as follows:
Section I
AGENCY Responsibility:
To timely and satisfactorily complete all Project Work described in Attachment II within the project budget and in accordance with the items of this RGA.
Section ll
CALTRANS Responsibility:
That when conducting an audit of the costs claimed by AGENCY under the provisions of this RGA, to conduct the audit in accordance with applicable laws and regulations.
Section lII
Parties’ Mutual Responsibilities:
1. Under this RGA, CALTRANS will convey State grant restricted funds to AGENCY, pursuant to Budget Act Line Item 2660-102-3290, and AGENCY will conduct transportation studies and planning within the project area described in Attachment II. The funds subject to this RGA must be (a) identified as available for a restricted grant in CALTRANS’ budget and (b) for the purpose 52 CITY OF WEST SACRAMENTO
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of conducting transportation studies or planning and (c) to a public entity that is responsible for conducting transportation studies or planning.
2. Details of the Grant Program, Funds, Project, and Program Guidelines and the governing State and Federal law are fully described in Attachment III which is attached to and made a part of this RGA.
3. Under this restricted grant, funds may be only used for the purpose set forth in this RGA, Resolution (Attachment I), Scope of Work and Project Cost and Schedule (Attachment II), and the applicable Grant Application Guide (Attachment III), and funds may only be used for costs and expenses that are directly related to such purpose.
4. AGENCY shall perform all the duties and obligations described in the West Sac Forward Transit Priority Plan, hereinafter “Project”, subject to the terms and conditions of this RGA and the Approved Project Grant Application (Scope of Work and Project Cost and Schedule), which are attached hereto as Attachment II.
5. The resolution authorizing AGENCY to execute this RGA pertaining to the above described Project is attached hereto as Attachment I.
6. All services performed by AGENCY pursuant to this RGA shall be performed in accordance with California Senate Bill No. 1 (SB-1) (Chapter 5, Statutes of 2017), also known as the Road Repair and Accountability Act of 2017, including, but not limited to, Government Code Section 14460(a)(1), as well as all applicable Federal, State, and Local laws, regulations, and ordinances, all applicable CALTRANS policies and procedures, and all applicable CALTRANS published manuals, including, but not limited to, the applicable Grant Application Guide (Attachment III).
California Government Code Section 14460(a)(1) provides: “The department [CALTRANS], and external entities that receive State and Federal transportation funds from the department, are spending those funds efficiently, effectively, economically, and in compliance with applicable State and Federal requirements. Those external entities include, but are not limited to, private for profit and nonprofit organizations, local transportation agencies, and other local agencies that receive transportation funds either through a contract with the department or through an agreement or grant administered by the department.”
In case of conflict between any applicable Federal, State, and Local laws, regulations, and ordinances, and/or any applicable policies, procedures, or published manuals of either CALTRANS or AGENCY, the order of precedence of the applicability of same to this RGA shall be established in this order: 1) Federal laws and regulations; 2) California laws and regulations; 3) CALTRANS policies, procedures, and published manuals; 4) Local ordinances; and 5) AGENCY policies, procedures, and published manuals. This RGA may not include any Federal funds.
7. Project funding is as follows:
Fund Source:
STATE Fund Source: AGENCY
Road
Maintenance
and
Rehabilitation
Account
(RMRA) State
(SB 1) Grant
Funds
Local Match
(Cash)
Local Match
(In-Kind)
Total Local
Match
% Local
Match
Total Project
Cost
53 CITY OF WEST SACRAMENTO
Agreement Number XXAXXXX
No in-kind contributions may be made unless the amount and type of the contribution is identified above.
8. This RGA is exempt from legal review and approval by the Department of General Services (DGS), pursuant to applicable law.
9. Notification of Parties
a. AGENCY’s Project Manager for Project is Jason McCoy, AICP – Transportation Division Manager – Ph. (916) 617-4832 – [email protected] b. AGENCY’s Financial Manager for the Project is Roberta Raper – Finance Director – Ph. (916) 617-4509 – [email protected]
CALTRANS’ Contract Manager is Manpreet K. Ark – Regional Planning Liaison | Sutter, Yolo & Yuba County – Ph. (530) 821-3898 – [email protected] c. “Contract Manager” as used herein includes his/her designee. d. All notices herein provided to be given, or which may be given, by either party to the other, shall be deemed to have been fully given when made in writing and received by the parties at their respective addresses:
City of West Sacramento
Attention: Jason McCoy, AICP, Transportation Division Manager Community Development Department
Phone Number: (916) 617-4832
Email: [email protected]
1110 West Capitol Avenue, 2nd Floor
West Sacramento, CA 95691
California Department of Transportation
District 3/Division of Planning, Local Assistance, and Sustainability Attention: Manpreet K. Ark, Regional Planning Liaison | Sutter, Yolo & Yuba County Phone Number: (530) 821-3898
Email: [email protected]
703 B Street
Marysville, CA 95901
10. Period of Performance
a. Reimbursable work under this RGA shall begin no earlier than on October 8, 2025, following the written approval of CALTRANS and AGENCY’s receipt of the Notice to Proceed letter of this RGA by the CALTRANS Contract Manager, and will expire on August 30, 2028. b. AGENCY will attend a kickoff meeting with CALTRANS to be scheduled within one (1) week from receipt of Notice to Proceed letter by CALTRANS Contract Manager.
11. Changes in Terms/Amendments
This Agreement may only be amended or modified during the period of performance by mutual written agreement of the parties. Any proposed modification to this agreement that requires a formal amendment must be submitted by AGENY to CALTRANS no less than 90 days prior to the expiration of this RGA.
$431,490 $431,490 $0 $431,490 50% $862,980
54 CITY OF WEST SACRAMENTO
Agreement Number XXAXXXX
12. Cost Limitation
a. The maximum total amount granted and reimbursable to AGENCY pursuant to this RGA by CALTRANS shall not exceed $431,490.
b. It is agreed and understood that this RGA fund limit is an estimate and that CALTRANS will only reimburse the cost of services actually rendered in accordance with the provisions of this RGA and as authorized by CALTRANS Contract Manager at or below that fund limitation established herein.
13. Termination
a. If the applicable law and the Grant Program guidelines provide for such termination, CALTRANS reserves the right to terminate this RGA for any or no reason upon written notice to AGENCY at least 30 days in advance of the effective date of such termination in the event CALTRANS determines (at its sole discretion) that AGENCY failed to proceed with PROJECT work in accordance with the terms of this RGA. In the event of termination for convenience, CALTRANS will reimburse AGENCY for all allowable, authorized, and non-cancelled costs up to the date of termination.
b. This RGA may be terminated by either party for any or no reason by giving written notice to the other party at least thirty (30) days in advance of the effective date of such termination. In the event of termination for convenience, CALTRANS will reimburse AGENCY for all allowable, authorized, and non-cancelled costs up to the date of termination. c. AGENCY has 60 days after the Termination Date to submit accurate invoices to CALTRANS to make final allowable payments for PROJECT costs in accordance to the terms of this RGA.
Failure to submit accurate invoices within this period of time shall result in a waiver by AGENCY of its right to reimbursement of expended costs.
14. Budget Contingency Clause
a. It is mutually agreed that if the US Congress or the State Legislature fail to appropriate or allocate funds during the current year and/or any subsequent years covered under this RGA and do not appropriate sufficient funds for the program, this RGA shall be of no further force and effect. In this event, CALTRANS shall have no liability to pay any funds whatsoever to AGENCY or to furnish any other considerations under this RGA and AGENCY shall not be obligated to perform any provisions of this RGA.
b. If funding for any fiscal year is reduced or deleted by US Congress or State Legislature for purposes of this program, CALTRANS shall have the option to either terminate this RGA with no liability occurring to CALTRANS or offer an RGA Amendment to AGENCY to reflect reduced amount.
15. Payment and Invoicing
AGENCY, its contractors, subcontractors, and sub-recipients shall establish and maintain an accounting system and records that properly accumulate and segregate incurred Project costs and matching funds by line. The accounting system of AGENCY, its contractors, all subcontractors, and sub-recipients shall conform to Generally Accepted Accounting Principles (GAAP), enable the determination of incurred costs at interim points of completion, and provide support for reimbursement payment vouchers or invoices.
a. The method of payment for this RGA will be based on the actual allowable costs that are incurred in accordance with the provisions of this RGA and in the performance of the Project Work. CALTRANS will reimburse AGENCY for expended actual allowable direct costs, and, 55 CITY OF WEST SACRAMENTO
Agreement Number XXAXXXX
including, but not limited to, labor costs, travel, and contracted consultant services costs incurred by AGENCY in performance of the Project Work. Indirect costs are reimbursable only if the AGENCY has identified the estimated indirect cost rate in Attachment II and an approved Indirect Cost Allocation Plan or an Indirect Cost Rate Proposal as set forth in Section III–Cost Principles, Paragraph 17d. The total cost shall not exceed the cost reimbursement limitation set forth in Section III–Cost Limitations, Paragraph 12a. Actual costs shall not exceed the estimated wage rates, labor costs, travel, and other estimated costs and fees set forth in Attachment II without an amendment to this RGA, as agreed between CALTRANS and AGENCY.
b. Reimbursement of AGENCY expenditures will be authorized only for those allowable costs actually incurred by AGENCY in accordance with the provisions of this RGA and in the performance of Project Work. AGENCY must not only have incurred the expenditures on or after the start date and the issuance of the Notice to Proceed letter for this RGA and before the Expiration Date but must have also paid for those costs to claim any reimbursement. c. Travel expenses and per diem rates are not to exceed the rate specified by the State of California Department of Human Resources for similar employees (i.e. non-represented employees) unless written verification is supplied that government hotel rates were not then commercially available to AGENCY, its subrecipients, contractors, and/or subcontractors, at the time and location required as specified in the California Department of Transportation's Travel Guide Exception Process at the following link: https://travelpocketguide.dot.ca.gov/.
Also see website for summary of travel reimbursement rules. d. AGENCY shall submit invoices to CALTRANS at least quarterly, but no more frequently than monthly, in arrears for completion of milestones in accordance with the Project Cost and Schedule in Attachment II to the satisfaction of the CALTRANS Contract Manager. Invoices shall reference this RGA Number and shall be signed and submitted to the CALTRANS Contract Manager at the following address, as stated in Section III–Notification of Parties, Item 9c. One-time lump sum invoices for the grant amount is not allowed. e. Invoices shall include the following information:
1) Names of the AGENCY personnel performing work
2) Dates and times of Project Work
3) Locations of Project Work
4) Itemized costs as set forth in Attachment II, including identification of each employee, contractor, or subcontractor staff who provided services during the period of the invoice, the number of hours and hourly rates for each employee, contractor, sub-recipient, or subcontractor staff member, authorized travel expenses with receipts, receipts for authorized materials or supplies, and contractor, sub-recipient, and subcontractor invoices.
f. Incomplete or inaccurate invoices shall be returned to the AGENCY unapproved for correction. Failure to submit invoices on a timely basis may be grounds for termination of this RGA for material breach per Section III–Termination, Paragraph 13. g. CALTRANS will reimburse AGENCY for all allowable Project costs at least quarterly, but no more frequently than monthly, in arrears as promptly as CALTRANS fiscal procedures permit upon receipt of an itemized signed invoice.
h. The RGA Expiration Date refers to the last date for AGENCY to incur valid Project costs or credits and is the date the RGA expires. AGENCY has 60 days after that Expiration Date to 56 CITY OF WEST SACRAMENTO
Agreement Number XXAXXXX
make final allowable payments to Project contractors or vendors and submit the Project’s Final Product(s) as defined in Attachment II and a final accurate invoice to CALTRANS for reimbursement for allowable Project costs. Any unexpended Project funds not invoiced by the 60th day will be reverted and will no longer be accessible to reimburse late Project invoices.
16. Local Match Funds
a. AGENCY shall contribute not less than its specified local match amount toward the services described herein by the grant expiration date identified in Paragraph 1 of this RGA. AGENCY can provide less than their percentage local match contribution in each invoice submittal, but AGENCY must fully satisfy the local cash and in-kind match amount and percentage identified in Section III, Paragraph 7, with the final invoice.
b. If Agency fails to provide the contractual local match identified in Section III, Paragraph 7, it is grounds for contract termination as identified in Section III, Paragraph 13.
17. Quarterly Progress Reporting
AGENCY shall submit written progress reports to CALTRANS Contract Manager to determine if AGENCY is performing to expectations, is on schedule, is within funding cost limitations, to communicate interim findings, and to afford occasions for airing difficulties respecting special problems encountered so that remedies can be developed.
18. Cost Principles
a. AGENCY agrees to comply with Title 2, Code of Federal Regulations (CFR), Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
b. AGENCY agrees, and will assure that its contractors, sub-recipients, and subcontractors will be obligated to agree, that (a) Contract Cost Principles and Procedures, 48 CFR, Federal Acquisition Regulations System, Chapter 1, Part 31, et seq., shall be used to determine the allowability of individual Project costs and (b) all parties shall comply with Federal administrative procedures in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards. Every subrecipient receiving Project funds as a sub-recipient, contractor, or subcontractor under this RGA shall comply with Federal administrative procedures in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards to the extent applicable.
c. Prior to AGENCY seeking reimbursement of indirect costs, AGENCY must have identified the estimated indirect cost rate in Attachment II, prepare and submit annually to CALTRANS for review and approval an indirect cost rate proposal and a central service cost allocation plan (if any) in accordance with 2 CFR, Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards and Chapter 5 of the Local Assistance Procedures Manual which may be accessed at: https://dot.ca.gov/-/media/dotmedia/programs/local-assistance/documents/lapm/ch05.pdf. d. AGENCY agrees and shall require that all its agreements with consultants and sub-recipients contain provisions requiring adherence to this section in its entirety.
19. Repayment of Unallowable Costs
Any Project costs for which AGENCY has received payment or credit that are determined by subsequent audit to be unallowable under 2 CFR, Part 200, and/or Part 48, Chapter 1, Part 31, are subject to repayment by AGENCY to CALTRANS. Should AGENCY fail to reimburse moneys 57 CITY OF WEST SACRAMENTO
Agreement Number XXAXXXX
due CALTRANS within 30 days of discovery or demand, or within such other period as may be agreed in writing between the parties hereto, CALTRANS is authorized to intercept and withhold future payments due AGENCY from CALTRANS or any third-party source, including, but not limited to, the State Treasurer, the State Controller or any other fund source.
20. Americans with Disabilities Act
By signing this Agreement, LOCAL AGENCY assures CALTRANS that in the course of performing Project Work, it will fully comply with the applicable provisions of the Americans with Disabilities Act (ADA) of 1990, as amended, which prohibits discrimination on the basis of disability, as well as all applicable regulations and guidelines issued pursuant to the ADA (42 USC Section 12101 et seq.).
21. Iran Contracting Act
The proposed Contractor must complete and submit to CALTRANS the Iran Contracting Act Certification certifying that it is not on the most current DGS list of Entities Prohibited from Contracting with Public Entities in California per the Iran Contracting Act, 2010, https://www.dgs.ca.gov/PD/Resources/Page-Content/Procurement-Division-Resources-ListFolder/List-of-Ineligible-Businesses, before the contract has been executed, unless Contractor is exempted from the certification requirement by Public Contract Code Section 2205(c) or (d). If claiming an exemption, the proposed Contractor shall provide written evidence that supports an exemption under Public Contract Code Section 2203(c) or (d) before execution of the contract.
22. Indemnification
Neither CALTRANS nor any officer or employee thereof is responsible for any injury, damage, or liability occurring by reason of anything done or omitted to be done by AGENCY, its officers, employees, agents, contractors, subrecipients, or subcontractors, under or in connection with any work, authority, or jurisdiction conferred upon AGENCY under this RGA. It is understood and agreed that AGENCY shall fully defend, indemnify, and save harmless, CALTRANS and all of CALTRANS’ officers and employees from all claims, suits, or actions of every name, kind, and description brought forth under, including, but not limited to, tortuous, contractual, inverse condemnation, or other theories or assertions of liability occurring by reason of anything done or omitted to be done by AGENCY, its officers, employees, agents, contractors, subrecipients, or subcontractors under this RGA.
23. Nondiscrimination Clause (2 CCR 11105 Clause b)
a. During the performance of this RGA, the AGENCY, contractors, subrecipients, and subcontractors shall not deny the contract's benefits to any person on the basis of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status, nor shall they discriminate unlawfully against any employee or applicant for employment because of race, religious creed, color, national origin, ancestry, physical disability, mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, or military and veteran status. AGENCY shall ensure that the evaluation and treatment of employees and applicants for employment are free of such discrimination. b. AGENCY shall comply with the provisions of the Fair Employment and Housing Act (Gov. Code Sections 12900 et seq.), the regulations promulgated thereunder (Cal. Code Regs., Tit. 2, Sections 11000 et seq.), the provisions of Article 9.5, Chapter 1, Part 1, Division 3, Title 2 of the 58 CITY OF WEST SACRAMENTO
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Government Code (Gov. Code Sections 11135-11139.5), and the regulations or standards adopted by CALTRANS to implement such article.
c. AGENCY shall permit access by representatives of the Department of Fair Employment and Housing and CALTRANS upon reasonable notice at any time during the normal business hours, but in no case less than 24 hours' notice, to such of its books, records, accounts, and all other sources of information and its facilities as said Department or CALTRANS shall require to ascertain compliance with this clause.
d. AGENCY and contractors, sub-recipients, and subcontractors shall give written notice of their obligations under this clause to labor organizations with which they have a collective bargaining or other agreement.
e. AGENCY shall include the nondiscrimination and compliance provisions of this clause in all agreements with its sub-recipients, contractors, and subcontractors, and shall include a requirement in all agreements with all of same that each of them in turn include the nondiscrimination and compliance provisions of this clause in all contracts and subcontracts they enter into to perform work under the RGA.
24. Retention of Records/Audits
a. AGENCY, its contractors, subcontractors, and sub-recipients, agree to comply with Title 2, Code of Federal Regulations (CFR), Part 200, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
b. All accounting records and other supporting papers of AGENCY, its contractors, subcontractors, and sub-recipients connected with Project performance under this RGA shall be maintained for a minimum of three (3) years from the date of final payment to AGENCY and shall be held open to inspection, copying, and audit by representatives of CALTRANS, the California State Auditor, and auditors representing the Federal government. Copies thereof will be furnished by AGENCY, its contractors, its subcontractors, and sub-recipients upon receipt of any request made by CALTRANS or its agents. In conducting an audit of the costs and match credits claimed under this RGA, CALTRANS will rely to the maximum extent possible on any prior audit of AGENCY pursuant to the provisions of State and AGENCY law. In the absence of such an audit, any acceptable audit work performed by AGENCY’s external and internal auditors may be relied upon and used by CALTRANS when planning and conducting additional audits. c. For the purpose of determining compliance with applicable State and AGENCY law in connection with the performance of AGENCY’s contracts with third parties pursuant to Government Code Section 8546.7, AGENCY, AGENCY’s sub-recipients, contractors, subcontractors, and CALTRANS, shall each maintain and make available for inspection all books, documents, papers, accounting records, and other evidence pertaining to the performance of such contracts, including, but not limited to, the costs of administering those various contracts. All the above referenced parties shall make such materials available at their respective offices at all reasonable times during the entire Project period and for three (3) years from the date of final payment to AGENCY under this RGA. CALTRANS, the California State Auditor, or any duly authorized representative of CALTRANS or the United States Department of Transportation, shall each have access to any books, records, and documents that are pertinent to a Project for audits, examinations, excerpts, and transactions, and AGENCY shall furnish copies thereof if requested. d. AGENCY, its sub-recipients, contractors, and subcontractors will permit access to all records of employment, employment advertisements, employment application forms, and other pertinent data and records by the State Fair Employment Practices and Housing Commission, 59 CITY OF WEST SACRAMENTO
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or any other agency of the State of California designated by CALTRANS, for the purpose of any investigation to ascertain compliance with this RGA. e. Additionally, all grants may be subject to a pre-award audit prior to execution of the RGA to ensure AGENCY has an adequate financial management system in place to accumulate and segregate reasonable, allowable, and allocable costs.
f. Any contract with a contractor, subcontractor, or sub-recipient entered into as a result of this RGA shall contain all the provisions of this article.
25. Adjudication of Facts in Disputes
a. Any dispute concerning a question of fact arising under this RGA that is not disposed of by agreement shall be decided by the CALTRANS Contract Officer, who may consider any written or verbal evidence submitted by AGENCY. The CALTRANS Contract Officer shall issue a written decision within 30 days of receipt of the dispute. If AGENCY rejects the decision of the CALTRANS Contract Officer, AGENCY can pursue any and all remedies authorized by law.
Neither party waives any rights to pursue remedies authorized by law. b. Neither the pendency of a dispute nor its consideration by CALTRANS Contract Officer will excuse AGENCY from full and timely performance in accordance with the terms of the RGA. c. Voluntary Resolution: Reference to Other Means of Resolution. In recognition of the government-to-government relationship of the AGENCY and CALTRANS, the parties shall make their best efforts to resolve disputes that occur under this RGA by good faith negotiations whenever possible. Therefore, without prejudice to the right of either party to seek injunctive relief against the other when circumstances are deemed to require immediate relief, the parties hereby establish a threshold requirement that disputes between the AGENCY and CALTRANS first be subjected to a process of meeting and conferring in good faith in order to foster a spirit of cooperation and efficiency in the administration and monitoring of performance and compliance by each other with the terms, provisions, and conditions of this RGA, as follows:
1) Either party shall give the other, as soon as possible after the event giving rise to the concern, a written notice setting forth, with specificity, the issues to be resolved. 2) The parties shall meet and confer in a good faith attempt to resolve the dispute through negotiation not later than 10 days after receipt of the notice, unless both parties agree in writing to an extension of time.
3) If the dispute is not resolved to the satisfaction of the parties within 30 working days after the first meeting, then either party may seek to have the dispute resolved by alternative dispute resolution methods, including, but not limited to, non-binding arbitration, mediation, or the use of a technical advisor.
4) Disagreements that are not otherwise resolved by mutually acceptable means as provided herein may be resolved in the Superior Court of the State of California located within the same county where a Project is located. The disputes to be submitted to the court include claims of breach or violation of this RGA. This RGA shall be interpreted under the laws of the State of California without regard to any conflict of laws’ provisions. In no event may AGENCY be precluded from pursuing any arbitration or judicial award or remedy against CALTRANS on the grounds that AGENCY has failed to exhaust its state administrative remedies. The parties agree that, except in the case of imminent threat to public health or safety, reasonable efforts will be made to explore alternative dispute resolution avenues prior to initiating judicial proceedings.
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26. Third-Party Contracts
a. All State-government-funded procurements must be conducted using a fair and competitive procurement process. AGENCY may use its own procurement procedures as long as the procedures comply with the local AGENCY’s laws, rules, and ordinances governing procurement and all applicable provisions of State law, including, without limitation, the requirement that the AGENCY endeavor to obtain at least three (3) competitive bids for solicitation of goods, services, and consulting services.
Resources for Third Party Contracts, which are not inconsistent with this Paragraph 25, Third Party Contracts:
1) Part 2, Chapter 2, Articles 3 and 4 of the Public Contract Code) 2) State Contracting Manual (SCM), Chapter 5
3) Local Assistance Procedures Manual (LAPM)Chapter 10
b. Any contract entered into as a result of this RGA shall contain all the provisions stipulated in this RGA to be applicable to AGENCY’s subrecipients, contractors, and subcontractors.
Copies of all agreements with subrecipients, contractors, and subcontractors must be submitted to the CALTRANS Contract Manager.
c. CALTRANS does not have a contractual relationship with the AGENCY’s subrecipients, contractors, or subcontractors and the AGENCY shall be fully responsible for all work performed by its subrecipients, contractors, or subcontractors. d. Prior authorization in writing by the CALTRANS Contract Manager shall be required before AGENCY enters into any non-budgeted purchase order or sub-agreement for supplies, or consultant services. AGENCY shall provide an evaluation of the necessity or desirability of incurring such costs. AGENCY shall retain all receipts for such purchases or services and shall submit them with invoices per Section III–Payment and Invoicing, Paragraph 15(e)(4), above.
e. Any contract entered into by AGENCY as a result of this RGA shall mandate that travel and per diem reimbursements and third-party contract reimbursements to subrecipients, contractors, and subcontractors will be allowable as PROJECT costs only after those costs are incurred and paid for by the subrecipients, contractors, and subcontractors. Travel expenses and per diem rates for subcontractors shall be reimbursed pursuant to Section III– Payment and Invoicing, Paragraph 15c, above.
27. Drug-Free Workplace Certification
By signing this RGA, AGENCY hereby certifies under penalty of perjury under the laws of California that AGENCY will comply with the requirements of the Drug-Free Workplace Act of 1990 (Gov. Code Sections 8350 et seq.) and will provide a Drug-Free workplace by doing all the following:
A. Publish a statement notifying employees that unlawful manufacture, distribution, dispensation, possession, or use of a controlled substance is prohibited and specifying actions to be taken against employees for violations, as required by Government Code Section 8355(a)(1).
B. Establish a Drug-Free Awareness Program as required by Government Code Section 8355(a)(2) to inform employees about all the following:
1) The dangers of drug abuse in the workplace;
2) The person's or organization's policy of maintaining a Drug-Free workplace; 61 CITY OF WEST SACRAMENTO
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3) Any available counseling, rehabilitation, and employee assistance programs; and 4) Penalties that may be imposed upon employees for drug abuse violations.
C. Provide, as required by Government Code Section 8355(a)(3), that every employee who works on the proposed contract or grant:
1) Will receive a copy of the company's Drug-Free Policy Statement; and 2) Will agree to abide by the terms of the company's statement as a condition of employment on the contract or grant.
D. Failure to comply with these requirements may result in suspension of payments under this RGA or termination of this RGA or both, and AGENCY may be ineligible for the award of any future State contracts if CALTRANS determines that any of the following has occurred: (1) AGENCY has made a false certification or, (2) AGENCY violates the certification by failing to carry out the requirements as noted above.
28. Relationship of Parties
It is expressly understood that this agreement is executed by and between two (2) independent governmental entities and is not intended to, and shall not be construed to, create the relationship of agent, servant, employee, partnership, joint venture or association, or any other relationship whatsoever other than that of an independent party.
29. State-Owned Data
a. AGENCY agrees to comply with the following requirements to ensure the preservation, security, and integrity of State-owned data on portable computing devices and portable electronic storage media:
1) Encrypt all State-owned data stored on portable computing devices and portable electronic storage media using government-certified Advanced Encryption Standard (AES) cipher algorithm with a 256-bit or 128-bit encryption key to protect CALTRANS data stored on every sector of a hard drive, including temp files, cached data, hibernation files, and even unused disk space.
2) Data encryption shall use cryptographic technology that has been tested and approved against exacting standards, such as FIPS 140-2 Security Requirements for Cryptographic Modules.
3) Encrypt, as described above, all State-owned data transmitted from one computing device or storage medium to another.
4) Maintain confidentiality of all State-owned data by limiting data sharing to those individuals contracted to provide services on behalf of the State, and limit use of State information assets for State purposes only.
5) Install and maintain current anti-virus software, security patches, and upgrades on all computing devices used during the course of the Agreement. 6) Notify CALTRANS Contract Manager immediately of any actual or attempted violations of security of State-owned data, including lost or stolen computing devices, files, or portable electronic storage media containing State-owned data. 7) Advise the owner of the State-owned data, the AGENCY Information Security Officer, and the AGENCY Chief Information Officer of vulnerabilities that may present a threat to the security of State-owned data and of specific means of protecting that State-owned data.
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b. AGENCY agrees to use the State-owned data only for State purposes under this Agreement. c. AGENCY agrees to not transfer State-owned data to any computing system, mobile device, or desktop computer without first establishing the specifications for information integrity and security as established for the original data file(s) (State Administrative Manual (SAM) Section 5335.1).
30. Assumption of Risk and Indemnification Regarding Exposure to Environmental Health Hazards
In addition to, and not a limitation of, Contractor’s indemnification obligations contained elsewhere in this RGA, Contractor hereby assumes all risks of the consequences of exposure of Contractor’s employees, agents, subrecipients, contractors, and subcontractors, subcontractors’ employees, and any other person, firm, or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement, to any and all environmental health hazards, local and otherwise, in connection with the performance of this Agreement. Such hazards include, but are not limited to, bodily injury and/or death resulting in whole or in part from exposure to infectious agents and/or pathogens of any type, kind or origin. Contractor also agrees to take all appropriate safety precautions to prevent any such exposure to Contractor’s employees, agents, subrecipients, contractors, and subcontractors, subcontractors’ employees, and any other person, firm or corporation furnishing or supplying work services, materials, or supplies in connection with the performance of this Agreement. Contractor also agrees to indemnify and hold harmless Caltrans, the State of California, and each and all their officers, agents and employees, from any and all claims and/or losses accruing or resulting from such exposure. Except as provided by law, Contractor also agrees that the provisions of this paragraph shall apply regardless of the existence or degree of negligence or fault on the part of Caltrans, the State of California, and/or any of their officers, agents and/or employees.
31. Mandatory Organic Waste Recycling
It is understood and agreed that pursuant to Public Resources Code Sections 42649.8 et seq., if Contractor generates two (2) cubic yards or more of organic waste or commercial solid waste per week, Contractor shall arrange for organic waste or commercial waste recycling services that separate/source organic waste for organic waste recycling. Contractor shall provide proof of compliance, i.e. organic waste recycling services or commercial waste recycling services that separate/source organic waste recycling, upon request from Caltrans Contract Manager.
32. ADA Compliance
All entities that provide electronic or information technology or related services that will be posted online by Caltrans must be in compliance with Government Code Sections 7405 and 11135 and the Web Content Accessibility Guidelines (WCAG) 2.0 or subsequent version, published by the Web Accessibility Initiative of the World Wide Web Consortium at a minimum Level AA success. All entities will respond to and resolve any complaints/deficiencies regarding accessibility brought to their attention.
33. Project Close Out/Final Product
a. AGENCY will provide an electronic version, preferable ADA accessible, of the Final Product(s) to the CALTRANS Contract Manager.
b. CALTRANS reserves the right to withhold final payment to AGENCY pending receipt of Final Product(s) to the CALTRANS Contract Manager.
34.Ownership of Proprietary Property
a. Definitions
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1) Work: The work to be directly or indirectly produced by AGENCY under this RGA. 2) Work Product: All deliverables created or produced from Work under this RGA, including but not limited to, all Work and Deliverables conceived or made, or made hereafter conceived or made, either solely or jointly with others during the term of this RGA and during a period of six (6) months after the termination thereof, which relates to the Work commissioned or performed under this RGA. “Work Product” includes all deliverables, inventions, innovations, improvements, or other works of authorship AGENCY, its subrecipients, a third-party contractor or subcontractor may conceive of or develop in the course of this RGA, whether or not they are eligible for patent, copyright, trademark, trade secret, or other legal protection.
3) Inventions: Any idea, methodologies, design, concept, technique, invention, discovery, improvement, or development regardless of patentability made solely by AGENCY or jointly with the AGENCY’s contractor, subcontractor, and/or subrecipient, and/or the AGENCY’s contractor, subcontractor, and/or subrecipient’s employees with one (1) or more employees of CALTRANS, during the term of this RGA and in performance of any Work under this RGA, provided that either the conception or reduction to practice thereof occurs during the term of this RGA and in performance of Work issued under this RGA. b. Ownership of Work Product and Rights
1) Copyright Ownership of Work Product: Except in regard to Pre-existing Works, all Work Product derived by the Work performed by the AGENCY, its employees, or by any of the AGENCY’s contractor’s, subcontractor’s, and/or subrecipient’s employees under this RGA, shall be owned by CALTRANS and AGENCY and shall be considered to be works made for hire by the AGENCY and AGENCY’s contractor, subcontractor, and/or subrecipient for CALTRANS and AGENCY. CALTRANS and AGENCY shall own all United States and international copyrights in the Work Product.
As such, all Work Product shall contain, in a conspicuous place, a copyright designation consisting of a “c” in a circle followed by the four-digit year in which the Work Product was produced, followed by the words “California Department of Transportation and AGENCY.
All Rights Reserved.” For example, a Work Product created in the year 2012 would contain the copyright designation © 2012 California Department of Transportation and AGENCY. All Rights Reserved.
2) Vesting of Copyright Ownership: AGENCY, its employees, and all of AGENCY’s contractor’s, subcontractor’s, and subrecipient’s employees, agrees to perpetually assign, and upon creation of each Work Product automatically assigns, to CALTRANS and AGENCY, its successors, and assigns, ownership of all United States and international copyrights in each and every Work Product, insofar as any such Work Product, by operation of law, may not be considered work made for hire by the AGENCY’s contractor, subcontractor, and/or subrecipient from CALTRANS. From time to time, CALTRANS and the AGENCY shall require its contractors, subcontractors, and/or subrecipients and their respective employees to confirm such assignments by execution and delivery of such assignments, confirmations, or assignment, or other written instruments as CALTRANS and the AGENCY may request. CALTRANS and the AGENCY, its successors, and assigns, shall have the right to obtain and hold in its or their own name(s) all copyright registrations and other evidence of rights that may be available for Work Product.
AGENCY shall require contractors, including subcontractors, to waive all moral rights relating to identification of authorship restriction or limitation on use, or subsequent modifications of the Work.
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c. Inventions
1) Vesting of Patent Ownership: AGENCY agrees to require subrecipients, contractors, subcontractors, and their respective employees, to assign to CALTRANS and AGENCY, its successors, and assigns, all Inventions, together with the right to seek protection by obtaining patent ownership rights and the right to claim all rights or priority there under, and the same shall become and remain CALTRANS’ property regardless of whether such protection is sought. The AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient shall promptly make a complete written disclosure to CALTRANS of each Invention not otherwise clearly disclosed to CALTRANS in the pertinent Work Product, specifically pointing out features or concepts that the AGENCY, its employees, and/or AGENCY’s contractor, subcontractor, and/or subrecipient believes to be new or different. The AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient shall, upon CALTRANS and AGENCY’s request and at CALTRANS and AGENCY’s expense, cause patent applications to be filed thereon, through solicitors designated by CALTRANS and AGENCY, and shall sign all such applications over to CALTRANS and AGENCY, its successors, and assigns. The AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient shall give CALTRANS and AGENCY and its solicitors all reasonable assistance in connection with the preparation and prosecution of any such patent applications and shall cause to be executed all such assignments or other instruments or documents as CALTRANS and AGENCY may consider necessary or appropriate to carry out the intent on this RGA.
2) Agency: In the event that CALTRANS and AGENCY are unable for any reason whatsoever to secure the AGENCY’s, its employees’, and/or AGENCY’s contractor’s, subcontractor’s, and/or subrecipient’s, signature to any lawful or necessary document required or desirable to apply for or prosecute any United States application (including renewals or divisions thereof), AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient hereby irrevocably designates and appoints CALTRANS and AGENCY and its duly authorized officers and agents, as its agent and attorney-in-fact, to act for and on AGENCY, its employees, and AGENCY’s contractor’s, subcontractor’s, and subrecipient’s behalf and stead, to execute and file such applications and to do all other lawfully permitted acts to further the prosecution and issuance of any copyrights, trademarks, or patents thereon with the same legal force and effect as if executed by AGENCY, its employees, and AGENCY’s contractor, subcontractor, and subrecipient.
CALTRANS and AGENCY shall have no obligations to file any copyright, trademark, or patent applications.
d. Additional Provisions
1) Avoidance of infringement: In performing services under this RGA, AGENCY and its employees agree to avoid designing or developing any items that infringe one (1) or more patents or other intellectual property rights of any third party. If AGENCY or its employees becomes aware of any such possible infringement in the course of performing any Work under this RGA, AGENCY or its employees shall immediately notify CALTRANS in writing.
2) Pre-existing Works and License: AGENCY agrees to require contractors, subcontractors, and subrecipients to acknowledge that all Work Product shall be the sole and exclusive property of CALTRANS and AGENCY, except that any Pre-existing Works created by AGENCY and third parties outside of the RGA but utilized in connection with the RGA (the “Pre-existing Works”) shall continue to be owned by AGENCY or such 65 CITY OF WEST SACRAMENTO
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parties. AGENCY agrees to notify CALTRANS in writing of any Pre-existing Works used in connection with any Work Product produced under this RGA and hereby grants to CALTRANS a non-exclusive, irrevocable, worldwide, perpetual, royalty-free license to utilize the Pre-existing Works in connection with the Work Product. 3) Contractors, Subcontractors, and Subrecipients: Through contract with its subrecipients, contractors, and subcontractors, AGENCY shall affirmatively bind by contract all of its contractors, subcontractors, subrecipients, and service vendors (hereinafter “AGENCY’s Contractor/Subcontractor/Subrecipient”) providing services under this RGA to conform to the provisions of this Exhibit. In performing services under this RGA, AGENCY’s Contractor/Subcontractor/Subrecipient shall agree to avoid designing or developing any items that infringe one (1) or more patents or other intellectual property rights of any third party. If AGENCY’s Contractor/Subcontractor/Subrecipient becomes aware of any such possible infringement in the course of performing any Work under this RGA, AGENCY’s Contractor/Subcontractor/Subrecipient shall immediately notify the AGENCY in writing, and AGENCY will then immediately notify the Department in writing. e. Ownership of Data
1) Upon completion of all Work under this RGA, all intellectual property rights, ownership, and title to all reports, documents, plans, specifications, and estimates, produced as part of this RGA will automatically be vested in CALTRANS and AGENCY and no further agreement will be necessary to transfer ownership to CALTRANS and AGENCY. The AGENCY, its contractors, subcontractors, and subrecipients, shall furnish CALTRANS all necessary copies of data needed to complete the review and approval process. 2) It is understood and agreed that all calculations, drawings, and specifications, whether in hard copy or machine-readable form, are intended for one-time use in the Project for which this RGA has been entered into.
3) AGENCY, its contractors, subcontractors, and subrecipients, are not liable for claims, liabilities or losses arising out of, or connected with, the modification or misuse by CALTRANS of the machine-readable information and data provided by AGENCY, its contractors, subcontractors, and subrecipients, under this RGA; further, AGENCY, its contractors, subcontractors, and subrecipients, are not liable for claims, liabilities, or losses arising out of, or connected with, any use by CALTRANS of the Project documentation on other projects, for additions to this Project, or for the completion of this project by others, excepting only such use as may be authorized, in writing, by AGENCY, its contractors, subcontractors, and subrecipients.
4) Any sub-agreement in excess of $25,000.00 entered into as a result of this RGA shall contain all of the provisions of this clause.
35. Electronic Signatures
Each party agrees that the electronic signatures, whether digital or encrypted, of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures for this Agreement. Documents that are referenced by this Agreement may still require manual signatures.
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Section IV
In Witness Whereof, the parties hereto have executed this RGA on the day and year first herein above written:
STATE OF CALIFORNIA AGENCY NAME
DEPARTMENT OF TRANSPORTATION
By: By:
Printed Name: Printed Name: Aaron Laurel
Title: Title: City Manager
Date: Date:
By:
Printed Name: Jeffrey Mitchell
Title: City Attorney
Date:
Attest:
Printed Name: Jennifer Cusmir
Title: City Clerk
Date:
67
Scope of Work Checklist
The Scope of Work (SOW) is the official description of the work that is to be completed during the contract. Tasks 1-6 outlined in the SOW are for illustrative purposes only.
Applications with missing components will be at a competitive disadvantage. Please use this checklist to make sure your Scope of Work is complete.
Scope of Work Checklist
() Ensure these items are completed prior to submitting to Caltrans Use the Fiscal Year 2025-26 template provided
Include the activities discussed in the grant application List all tasks using the same title as stated in the Project Cost and Schedule
Include task numbers in accurate and proper sequencing, consistent with the Cost and Schedule
Exclude sub-task numbers; only include sub-headings
Exclude tasks for project management and/or staff/consultant coordination; these activities should be spread among relevant tasks
Include a thorough Introduction to describe relevant background, related planning efforts, the project and project area demographics, including a description of the under-resourced community involved with the project, if applicable
Include a thorough and accurate narrative description of each task
Task 01 is a required task. It must be titled “Project Administration”, it cannot exceed 5% of the grant award amount, and only the grantee and subrecipient(s) can charge against this Task. This Task must only include the following activities and deliverables:
Caltrans and grantee Project kick-off meeting at the start of the grant Invoicing and quarterly reporting to Caltrans
Include Task 02 for the procurement of a consultant (if needed). This task is for the grantee and sub-applicant(s) only.
Include detailed public participation and services to diverse communities in the Public Outreach Task (excluding technical projects)
Identify public outreach strategies in a manner that provides flexibility and allows for a diverse range of outreach methods (both in-person and virtual), excluding technical projects
Include a Task(s) for a Draft and Final product. The draft plan must include an opportunity for the public to provide feedback (excluding technical projects).
Include a summary of next steps your agency will take towards implementing the project in the Final Product
List achievable project deliverables for each Task
EXCLUDE environmental, complex design, engineering work, and other ineligible activities outlined in the Grant Application Guide
68 SCOPE OF WORK
Project Information
Grant Category Sustainable Communities Competitive
Grant Fiscal Year FY 2025-26
Project Title West Sac Forward Transit Priority Plan
Organization
(Legal name) City of West Sacramento
Disclaimer
Agency commits to the Scope of Work below. Any changes will need to be approved by Caltrans prior to initiating any Scope of Work change or amendment.
Introduction
Purpose and Need
This Plan and its analysis, outreach and public participation process, and recommendations will provide the City of West Sacramento (City) and our transit partners Sacramento Regional Transit District (SacRT), Yolo Transportation District (YoloTD), and Via Transportation, Inc., with the tools to enhance the preservation and performance of existing bus, paratransit, and public on-demand rideshare services in the near-term, and guide long-term implementation of electric regional Light Rail service and Bus Rapid Transit connecting West Sacramento to surrounding cities and the greater Sacramento region as the City and region continues to grow and transit ridership along with it.
Preparation of our proposed West Sac Forward Transit Priority Plan (Plan) provides technical and planning guidance with a clear vision of near-term (2035) and long-term (2050) implementation strategies to deliver a robust transit priority network connecting major activity centers and mobility hubs with the active transportation network. Our local transit priority approach requires examining the status quo, thinking creatively, and applying a combination of tested best practices and innovation as a positive change maker to both optimize the existing transit network and prescribe future transit strategies to serve planned growth with consideration of varying geography, user needs, and rider behavior.
The objectives of this plan include conducting a thorough evaluation of existing conditions within the City and its primary transit corridors, and analysis of transit and ridership data and transit demand within the City and region to recommend actionable steps to increase transit travel time savings, transit reliability and resiliency; increase transit ridership and mode shift; improve access and mobility for equity priority communities and transit-dependent populations; reduce Greenhouse Gas (GHG) emissions, traffic congestion, and Vehicle Miles Traveled (VMT); and improve public safety while balancing service cost and system performance. The plan is intended to be an active document that is continuously referenced and updated as the transit system improves, technologies evolve, and West Sacramento and surrounding region grows.
Study Area Background/Overview
The City of West Sacramento is located on the eastern edge of Yolo County directly adjacent to Sacramento County and City of Sacramento but separated from both by the Sacramento River.
First settled in 1844 and incorporated in 1987, West Sacramento encompasses approximately 22 square miles, with a population just over 54,000 people. In 2019, the West Sacramento Mobility Action Plan (MAP) identified commute patterns that indicate significant travel demand between West Sacramento and Sacramento. Over 66 percent of city residents commute 15 miles or fewer 69 for their job, while 38 percent travel 5 miles or fewer. Only about 6 percent of residents both live and work in West Sacramento. Transportation and fixed route transit is concentrated along major east-west and north-south corridors. These corridors include:
East-West Street Corridors
1) Enterprise-West Capitol-Tower Bridge (5.2 Miles) – Corridor connects the Port Industrial zone, Civic Center (Library, College, Senior Center, City Hall) and the City’s AAA and Major League baseball stadium (Home of the A’s) into Downtown Sacramento 2) Sacramento Avenue-C Street (3.8 Miles) – Corridor connects light industrial, Office just west of Interstate 80 east to major retail shopping centers, SB 535 Disadvantaged Neighborhoods of Bryte and Broderick, to the Washington District Neighborhood, across the Sacramento River by way of the future C Street/Railyards Bridge, and into the City of Sacramento’s Railyards District 3) Lake Washington-Industrial Boulevard (4.45 Miles) – Corridor connects light industrial east to the Port of West Sacramento, Business Park and Office, and major retail shopping centers and schools North-South Street Corridors
4) Jefferson Boulevard-Kegle Dr. (7.6 Miles) – Corridor connects State Route 84 and suburban Southport neighborhoods north to SB 535 Disadvantaged Neighborhoods of Bryte and Broderick to Carrie Street. This is the primary and most congested transportation corridor in West Sacramento intersecting with 5 other corridors along residential, schools (including the only High School in West Sacramento, retail centers, light industrial and offices 5) Harbor Boulevard Corridor (2.5 Miles) connecting the Port of West Sacramento with Sacramento Avenue at SB 535 Disadvantaged Bryte neighborhood
6) Village Parkway-5th Street (7.6 Miles) – Corridor connects rural and suburban Southport with US 50-Business 80 State Highway System, transit-priority Bridge and Washington Districts (and Planned Light Rail Extension) to SB 535 Disadvantaged Broderick neighborhood 7) Southport Parkway Corridor (4.3 Miles) – a primarily suburban corridor with access to light industrial and commercial retail centers
Bus Transit and On-Demand Rideshare Service
YoloTD currently operates fixed-route and paratransit services in West Sacramento, including intercity route 42A/B and local routes 37, 40, 41, and 240 operating both within major corridors listed above and within residential and commercial collector streets.
The city currently contracts with app-based rideshare company Via Transportation, Inc. to operate West Sacramento On-Demand. This service provides rides to and from anywhere in the city. Additionally, the City is currently piloting limited-time pick-up/drop-off service at three Downtown Sacramento locations Data collected and analyzed for these rides, including passenger survey information demonstrates the need for increased transit choice over the Sacramento River.
Light Rail Transit (LRT) and Bus Rapid Transit (BRT) Corridors SacRT operates bus, LRT, paratransit, and rideshare services in Sacramento County and its cities.
Under the 1971 Sacramento Regional Transit District Act SacRT was authorized to serve West Sacramento. This was reconfirmed in 2024 by Assembly Bill 1924 anticipating SacRT initiating construction on Phase I of the Downtown Riverfront Streetcar, an extension of SacRT’s “Green Line” LRT service into West Sacramento connecting Sacramento Valley Station (Regional Transit Hub) to Sutter Health Park (AAA & Major League) baseball stadium; with construction initiating in mid-2026 and revenue service starting January 2029.
70 Phase II of the Green Line LRT service from Sutter Health Park south to Soule Street (0.85 Miles) is currently being evaluated as part of a federal Reconnecting Communities grant received by SACOG for participating cities to address transportation needs, promote infill development, and reconnect neighborhoods impacted by state transportation projects.
There are currently two (Union Pacific and Sierra Northern) freight rail corridors traversing West Sacramento, with a mix of existing and infill residential and workforce serving land uses adjacent to these existing rail lines. As freight rail service viability continues to diminish with fewer customers served in the city, this plan will review the viability of these corridors for future transit development.
The feasibility of long-term rapid transit corridors including BRT and future LRT extensions (including the long-planned LRT extension to Southport Town Center) will be evaluated extensively as part of this study and compared with other transit mode alternatives to allow the public, transit agencies, and community leaders to make informed decisions about the most effective transit investments that consider:
1) Suitability for ridership demand and objectives
2) Cost-benefit
3) Potential Environmental benefit and impact
4) Equity and Accessibility
5) Travel time and efficiency
6) Land use and economic development
7) Flexibility and Scalability
8) Integration with Existing Systems
9) Safety, Risk and Resilience
Project Stakeholders
The City will make a comprehensive and targeted plan to inform, engage, and seek input from residents in SB 535 designated disadvantaged and underserved communities and demographic groups historically barred from participation in local government (persons of color, LGBTQ+ persons, people with disabilities, young people, and non-English speaking), as well as non-drivers.
The City will engage other stakeholders with expertise and unique points of view on active transportation, including senior groups, schools, parent-teacher organizations, and bicycle and pedestrian advocacy groups.
General Public Community Engagement
Purpose: Ensure the project addresses critical needs of residents and partner organizations. City Residents and Workers
Transit-Choice and Transit-Dependent Riders (youth, seniors, persons with disabilities, income-restricted), Transit Advocacy Groups, and Active Transportation users Community Based Organizations/Non-Profits/Advocacy Groups Land Developers, Property Owners
West Sacramento Chamber of Commerce / Local Business Owners Sacramento Valley Small Business Development Center
Road Users
External Partner Stakeholders
Purpose: Identify alignment of the project with local/regional/state goals and objectives, known best practices, and significant upcoming projects. Identify opportunities for further collaboration on project implementation.
California Department of Transportation District 3
Sacramento Area Council of Governments
Yolo County Transportation District
Sacramento Regional Transportation District
Via Transportation
Washington Unified School District / Charter Schools
71 Cross Department Coordination
Purpose: Identify how other departments would be able to support the implementation of the project, and ensure the project is scoped in a way that will advance the vitality and success of West Sacramento across public services.
Capital Projects Department
Community Development Department
Public Works Department
Finance Department
Economic Development & Housing Department
Information Technology
City Manager’s Office
City Legal Counsel
The City of West Sacramento is a general law city, operating under the council/manager form of government. The City Council consists of five members, with the Mayor elected at large and four City councilmembers elected by district. The City Council conducts an annual Strategic Planning Workshop to review progress and establish the direction for the coming year. Implementation of the proposed Plan will be authorized and guided by the City Council in partnership with transit partners SacRT, YoloTD, and Via.
The City will engage the services of a qualified consulting Transportation Planning firm solely or as the lead of a project team with other sub-consulting firms. The consultant will be responsible for the completion of all tasks apart from Task 01: Project Administration, and Task 02: Consultant Procurement, with direct oversight and involvement of the City of West Sacramento and our transit agency partners.
Overall Project Objectives
The objectives of this plan include conducting a thorough evaluation of existing conditions within the City and its primary transit corridors, and analysis of transit and ridership data and transit demand within the City and region to recommend actionable steps to increase transit travel time savings, transit reliability and resiliency; increase transit ridership and mode shift; improve access and mobility for equity priority communities and transit-dependent populations; reduce Greenhouse Gas (GHG) emissions, traffic congestion, and Vehicle Miles Traveled (VMT); and improve public safety while balancing service cost and system performance.
These objectives are consistent with the City of West Sacramento long-term public transit goals and objectives as defined in the 2035 General Plan:
Development of a high-quality, high-frequency transit network to support the City’s mobility, land use, economic development, and sustainability goals. Ensure coordination with regional transit operators and planning agencies to develop a comprehensive, integrated, safe, and transparent approach to the City’s future transit priority network.
Goal M-4: To support and maintain a range of public and private transit systems that are responsive to the needs of all residents and employees and allow efficient and safe travel throughout the City and region.
o M-4.3 Transit Priority: The City shall consider the use of transit- preferential measures, such as signal priority, bypass lanes, and queue jumps, to improve transit service reliability.
o M-4.7 Yolobus: The City shall work with Yolobus to ensure that intercity and interregional bus service is responsive to local needs. o M-4.9 Light Rail/Street Cars: The City shall cooperate with SacRT, Yolobus, Yolo Commute, and the City of Sacramento to support and actively pursue extension of light rail/street cars into West Sacramento to serve the Civic Center/Central Business District, the Washington neighborhood, and the Bridge District, Pioneer Bluff, and Stone Lock. Considerations for future extensions should be given to areas where higher 72 density, mixed-use development patterns will support light rail and/or streetcar ridership, such as Southport Town Center.
Project objectives will be fulfilled with completion of the tasks in the approved project Scope of Work for the West Sac Forward Transit Priority Plan.
Summary of Project Tasks
Project Management activities are included within the task they occur and not as standalone tasks.
Task 01: Project Administration
This is an Administrative Task that shall only be charged against by the Grantee for the Administration of this grant project. Budget for this task cannot exceed 5% of the grant award amount.
Grantee will manage and administer the grant project according to the Grant Application Guidelines, Regional Planning Handbook, and the executed grant contract between Caltrans and the grantee.
Task Deliverables
Caltrans and grantee Project kick-off meeting at the start of the grant Invoicing and quarterly reporting to Caltrans
Task 02: Consultant Procurement
Grantee will procure a consultant, consistent with state and federal requirements, Local Assistance Procedures Manual for procuring non-Architectural and Engineering consultants, the Grant Application Guide, Regional Planning Handbook, and the executed grant contract between Caltrans and the grantee.
Task Deliverables
Copy of the Request for Proposal/Qualifications
Copy of the City Council approved contract between consultant and grantee Copy(ies) of all amendments to the consultant contract
Meeting notes from project kick-off with consultant
Task 1: Data Collection
The data collection phase is critical for understanding current conditions, diagnosing issues, and designing effective solutions. This task requires collection and review of previously published studies and plans to offer insight into the objectives, status, and progress of transit service in West Sacramento. This will include analyzing existing transit corridor data, existing and projected demographics, socioeconomic and geographic conditions, employment data, vulnerable and transit dependent populations, existing and projected land use and densities, key trip generators, travel patterns, and existing and planned regional and local transit service operations to suggest conclusions about travel demand and potential for near-term service recommendations to enhance transit speed, reliability, and over service quality. Data collection will include, but is not limited to the following:
Transit Operations Data Collection
Ridership Data
Passenger boardings and alightings by stop or route.
Peak and off-peak ridership patterns.
73 Historical ridership trends.
Route and Schedule Information
Route alignments, stop locations, and service frequencies. Timetables and headways for peak, off-peak, and weekend services.
Transit Performance Metrics
On-time performance (schedule adherence).
Average and maximum dwell times at stops.
Travel times along routes, including delays.
Trips per revenue hour by route
Traffic Infrastructure Data Collection
Traffic Volume Data
Vehicle counts at intersections and along key corridors. Peak hour traffic patterns and congestion levels.
Intersection Performance
Signal timing plans (phases, cycle lengths, and offsets). Queue lengths and delays at intersections.
Turning movement counts.
Vehicle Speeds
Average and spot speeds for general traffic and transit vehicles.
Transit and Road Infrastructure Data Collection
Stop and Station Data
Stop locations, amenities, and accessibility features (e.g., ADA compliance). Average dwell times and passenger boarding/alighting rates.
Right-of-Way Characteristics and Crash Data
Roadway geometry, lane configurations, and curbside usage. Parking and loading zones that may affect transit flow. Collision history along transit corridors, including severity and contributing factors. Conflict Points where transit vehicles frequently interact with general traffic, pedestrians, or cyclists.
Transportation-related Environmental Data
Vehicle Miles Traveled (VMT)
Greenhouse Gas (GHG) Emissions
Travel Behavior Data Collection
Transit Rider Surveys
Origin-destination data for transit riders.
Rider preferences and perceptions of service quality.
Mode Split
Share of trips made by transit, private vehicles, cycling, walking, etc.
Trip Purposes
Breakdown of trips by purpose (e.g., commuting, shopping, leisure).
Shared Mobility Data
Usage of ride-hailing, micromobility (e-scooters, bikes), and carpooling services.
Land Use and Planning Data Collection
Land use data collection will be necessary to analyze the relationship between transit ridership and land use type and density including residential and employment or activity center uses in both the short-term and potential long-term (build-out condition) in the City of West Sacramento. 74 Existing documents include the City of West Sacramento 2035 General Plan, 2025 SACOG Blueprint; West Sacramento Mobility Action Plan; Specific and Master Plans including the Southport Framework Plan, Pioneer Bluff and Stone Lock Reuse Master Plan, Bridge District Specific Plan, Washington Specific Plan, Sacramento Avenue Complete Street Plan, and transit district planning efforts must be reviewed and included in future analysis of transit investment suitability.
The City of West Sacramento, SACOG, and our local transit service providers have current and usable data available for Consultant review and analysis. The City will work with the selected Consultant team to determine final data needs and what information must be sourced for this study and plan development Collected data will be validated for accuracy, consistency, and completeness.
Task 1 Deliverables
Draft and Final Existing Conditions Technical Report
Task 2: Market Conditions and Service Analysis
Analysis of Existing Transit Market Conditions
Consultant will evaluate current transit market conditions and forecast future trends, providing actionable insights to support strategic planning, service optimization, and infrastructure investments. This will include stakeholder engagement to understand goals, priorities and constraints. Consultant will conduct the following analyses and include the results in a final report.
Existing Market Analysis
Assess population distribution, density, income levels, employment centers, and other socioeconomic factors influencing transit demand.
Evaluate current transit services, including coverage, frequency, accessibility, and reliability.
Identify underserved areas and service gaps.
Analyze trip patterns, modal preferences, and customer satisfaction using surveys and existing data.
Assess the impact of alternative modes (e.g., ride-hailing, micromobility). Compare existing transit performance against peer cities or regions to identify areas for improvement.
Trend Analysis
Examine trends in urban development, population growth, and economic activity. Assess technological advancements and policy changes affecting transit.
Scenario Development
Develop multiple scenarios (e.g., baseline, optimistic, pessimistic) for future transit demand. Incorporate variables such as population growth, land use changes, and climate initiatives.
Ridership Forecasting
Use predictive modeling techniques to estimate future ridership under various scenarios. Account for external factors such as fuel prices, growth in EV adoption, telecommuting trends, and emerging mobility solutions.
Infrastructure and Policy Impacts
Evaluate the impact of planned infrastructure projects including planned LRT extensions and policy initiatives including potential BRT development with transit demand. 75 Travel Pattern Analysis
To better understand travel demand and trip patterns in the study area, a travel pattern analysis will be conducted using the current and projected trip interchanges in the SACOG travel demand model. The analysis will be conducted at two levels of granularity: study area-wide (City) and regional-level (Sacramento/Davis). Travel patterns for the study area will be derived from a gross aggregation of traffic analysis zones (TAZs) and provide the most general overview of travel patterns. This level of analysis will reveal how transit use within the City functions within the region.
In addition, trip densities will be analyzed at the TAZ level to understand key corridor study areas within the City that produce or attract the greatest number of internal trips. Understanding important current and future travel patterns will help establish the strongest origin and destination pairs within the study area and prioritize future BRT and planned LRT alignment.
Regional & Local Transit Services
The existing and planned transit network will be studied to understand regional connectivity and current transit demand and needs. An understanding of the transit system in the City will help identify key corridors in need of transit service and infrastructure upgrades. Fixed-route bus service within the study area includes local bus, circulators, express bus, and rural connectors. These services operate on local and arterial streets and in future freeway high occupancy vehicle (HOV) lanes. They serve a range of trip needs, including work, shopping, medical appointments, and school trips. Local bus ridership trends will be analyzed to understand which local bus stops and routes have high ridership (i.e., high transit need and demand, and potential for BRT/LRT or other transit investments). Relevant plans and studies by West Sacramento, YoloTD, SacRT, Via, and SACOG should be considered.
Develop Corridor Profiles
Based on the data obtained and analyses conducted, the Consultant team shall prepare profiles or cut sheets for each of the road and rail corridors studied for transit priority and public transit service implementation. These profiles will contain easy to read maps and graphic representations of transit routes, land use densities, key destinations, station/stops, current and projected ridership, on-demand use statistics, highlight challenges and opportunities, recommendations, and other information that provides an easy-to-understand snapshot of each corridor. These will be integrated into the final comprehensive service analysis report but may also be stand-alone documents for use in pursuing future grant opportunities for individual corridors.
Transit Technology and Best Practices
Modes, technologies, advancements, and best practices that benefit the Sacramento region will be considered for future service and implementation. This section of the comprehensive service analysis report will include a summary of enhanced transit basics including but not limited to the definition of transit priority, elements of transit priority infrastructure requirements and benefits, definition of BRT and LRT, key elements and benefits of BRT and LRT, and how these systems support past and ongoing planning efforts, the West Sacramento General Plan, YoloTD and SacRT transit plans/strategies, and Sacramento Area Council of Governments 2025 Blueprint.
New and emerging passenger information systems and technologies will be introduced and how they may be integrated and used within the current and upgraded existing system. This should include identification of current and planned technologies used by SacRT, YoloTD, Via and Caltrans in corridor management plans. The research should include lessons learned of potentially outdated or underperforming technologies and best practices related to maximizing ridership, cost effective operations, finance (revenues and costs) and governance options that could be transferable to the regional transit priority system.
The report should include, but is not limited to:
Onboard Technologies
ITS Technologies
Alternative Fuels
76 Driverless Vehicle Technologies
Energy Efficient Fleet
Transit Lanes
Other emerging technologies
Task 2 Deliverables
Draft and Final Existing Market Conditions Technical Report Draft and Final Future Market Projections Technical Report Travel Pattern Analysis Technical Report
Draft and Final Corridor Profiles
Present Draft findings and recommendations to Technical Advisory Committee and Stakeholder Advisory Group and incorporate feedback
Final Comprehensive Service Analysis Report
Task 3: Community Outreach and Public Engagement
This scope of work outlines a robust and inclusive approach to community engagement process for developing the West Sac Forward Transit Priority Plan by fostering meaningful community participation, stakeholder collaboration, addressing equity, and ensuring transparency. This process aims to build trust ensure the proposed plan aligns with the needs and priorities of the entire community while addressing concerns of diverse stakeholders.
To start, in August 2023, the City of West Sacramento engaged students of the University of Southern California Price School of Public Policy to develop a Transportation Community Engagement Playbook. This guidance was created to assist the Transportation and Mobility Division with developing best practices for community outreach and public participation that is more inclusive, equitable, and effective. Recommendations from this Playbook will be integrated into the project by including the following into the project outreach approach:
Public Involvement Plan
The Consultant will prepare a Public Involvement Plan (PIP). The PIP will outline key activities, milestones, and a schedule of the public involvement tasks. In addition, the PIP will identify stakeholders and stakeholder groups, including environmental justice (EJ) communities within the study area and will outline strategies to engage the public throughout the project. Compliance with Federal Title VI and Limited English Proficiency Outreach Plans will ensure all documents are ADA and language translation compliant. English, Spanish, Russian and Farsi translation will be provided as required, and AB 52 represented Tribal governments will be engaged to discuss infrastructure and service plans.
The list of stakeholders and other interested parties will be updated throughout the study as new individuals/groups are identified. Transit Plan teams will actively work to create inclusive, supportive, and socially responsible outreach and participation that engages and uplifts marginalized voices, fosters meaningful dialogue, and supports systemic change in the public transit space.
Plan Development Website
The City of West Sacramento will host and maintain a web page dedicated to the development of the West Sac Forward Transit Priority Plan. The web page will be accessible as part of the West Sacramento overall city website and linked to participating transit agencies. Content for this web page will be created by the Consultant including graphic content, project updates, and documents for publication. Timely updates on the Plan’s progress will be put on the website as information is generated over the course of the study and information on public outreach and stakeholder meetings and surveys will be updated frequently. Community surveys will remain posted at least 90 days prior to survey closure to maximize participation. 77 Technical Oversight Group (TOG)
Staff from each applicable City Department (Fire, Transportation, Housing, Finance, etc.), SacRT, and YoloTD, Via, Caltrans, and SACOG will form a Technical Oversight Group (TOG) to facilitate Plan development, review exhibits, studies and deliverables, participate in interviews with Consultant and their team, and report to the Citizen Advisory Committee, appointed City Commissions, Boards, and City Council. The committee will meet at minimum every quarter (every 3 months) or as needed to present information for feedback.
Community Advisory Committee (CAC)
At the commencement of the project, a Community Advisory Committee (CAC) will be established comprised of a resident stakeholders appointed by the City Council with diverse backgrounds, income, abilities, ages and ethnicities to hear presentations, review exhibits, studies and deliverables, participate in interviews with Consultant and their team, provide feedback to the TOG, and participate in community engagement workshops, outreach events, and relay information to the community-at-large. Consistent correspondence and feedback loops will keep participants engaged in a transparent and communicative process. The committee will meet at minimum every quarter (every 3 months) or as needed to present information for feedback.
YoloTD Citizen Advisory Committee / SacRT Mobility Advisory Council Our transit agency partners maintain their own citizen advisory committees to advise on fare changes, customer information, service plans, and other transit-related issues and opportunities.
It is anticipated that proposed operational and service recommendations will be heard by these respective groups to provide an additional layer of community-based feedback.
Community & Transit Rider Surveys
In support of community and stakeholder outreach, the project team will develop a short educational video to help explain what bus and on-demand transit services are currently available, and how Transit Priority and Rapid Transit (both LRT and BRT) might be integrated into the public transit system. Additionally, the project team will develop an online survey and interactive comment map to accompany this educational video. The survey will include a short list of questions designed to gauge public receptiveness, thoughts, and concerns about public transit, rapid transit modes including BRT and LRT, station/bus stop amenities and station planning, and related transit topics.
The educational video, online survey, and interactive comment map will be posted on the study website and linked to both public transit agency websites. The online survey will remain active for a minimum of 90 days and all responses from the survey will be documented, including the distribution of responses and respondent characteristics within the study area, key findings, and will include a word cloud of the community feedback received through general comments about future transit priority, LRT, and BRT in the region.
Transportation/Transit Partnership Meetings
Coordination meetings will be held between YoloTD, SacRT, Via, Caltrans, and City throughout the study process. Each are important partners for future Plan implementation, service planning, and operations. Similarly, coordination at the regional level will help the study team understand regional transit service standards, ridership trends, and help to integrate technical expertise with community priorities. These meetings will be held on a recurring as-needed basis.
Public Engagement Open Houses (2)
At the onset of the project and prior to publication of the final plan, the Consultant team, with assistance of the City and transit partners will hold two community open houses. The first Open House will be held to introduce the West Sac Forward Transit Priority Plan and receive feedback to define and refine the project goals and objectives, and to obtain community feedback on origin-destination, transit ridership, mobility needs, and other topics to assist with data collection and analysis. The second Open House will present the final draft plan for feedback prior to publication. This feedback will be received by the Consultant team to integrate into the plan prior to final publication.
78 The Open Houses will be held at the West Sacramento Community Center or similar ADA and transit accessible in-city venue. To maximize participation, the City will collaborate with transit partners to provide free rides to and from the venue for all public engagement events. Meeting flyers will be developed for distribution by each of the member agencies to advertise the open houses and other public events, which will be widely publicized in local press, West Sacramento News-Ledger, social media outlets, agency websites, project web page, City Council Newsletter, physical flyer postings citywide, and through direct stakeholder contact.
In-Person and Virtual (Online) Workshops
Workshops (one in-person and one virtual) will be held to educate the public on the purpose and need for the West Sac Forward Transit Priority Plan, to present the refined goals and objectives received through community feedback at the first Open House, and to obtain further feedback on findings from the Draft Comprehensive Service Analysis study (Market Conditions, Travel Pattern Analysis, Corridor Profiles). The workshops will also be an opportunity to share information about current and planned transit projects including regional LRT. Workshop participants will be asked to engage in Consultant developed exercises designed to maximize participation and receipt of usable information and identifiable trends in the following areas: Station/Bus Stop Planning, Access and Connectivity, Rider Comfort and Convenience, Equity and Inclusion, and other topics where applicable. Feedback loops between Open Houses, Pop-Up Events, and Workshops will demonstrate transparency and accountability through feedback loops and “You Said-We Did” engagement reports. Tools like attendee welcome and registration, live polling and comment cards to capture input, and project information stations with easily interpreted information and interactive elements will be integrated into each workshop.
In-Person Pop-Up Transit Events
Transit pop-up workshops are temporary, on-site engagement events held in high-traffic or community-centric locations. These workshops are designed to meet people where they are, offering an opportunity to share information about transit projects, gather feedback, and build community support in an informal and approachable setting. The City of West Sacramento has successfully held numerous pop-up events for transportation projects citywide. The Consultant will work with the City plan for in-person pop-up events for the West Sac Forward Transit Priority Plan.
Alternative or Optional Community Engagement Activities Consultant may propose additional or modified community engagement activities tailored to meet the needs of community participants with the understanding that different approaches may be more effective.
Task 3 Deliverables
Public Involvement Plan
Stakeholder identification & maintained list of stakeholders / interested parties Plan Web page and content
TOG/CAC participant list and meeting schedule, agenda, and meeting minutes Title VI Reporting with Regular Community Engagement Memoranda with photos for all Open Houses, Workshops, and Pop-Up Events
Educational Video and Survey, survey results analysis, and report Draft and Final Outreach and Engagement Technical Report, including flyers, announcements, graphics, summarizing the events and detailing the relevant outputs for incorporation into future tasks.
Light snacks (Caltrans approval required prior to purchase. No full meals) 79 Task 4: Transit Corridor Strategies
Set Service Goals and Priorities
The Consultant will recommend mode- and operator-agnostic service goals for transit priority corridors following stakeholder and community input to develop aspirational citywide frequent transit network goals. The West Sac Forward Transit Priority Plan developed would work to address the gap between existing transit service in the city and both near-term (2035) and long-term (2050) service goals. By systematically comparing existing service with short-term and long-term transit goals, planners and policymakers can select the options that best meet the corridor's unique needs and objectives over time and ensure effective use of resources and long-term success.
Corridor Evaluation and Prioritization
The corridor evaluation and prioritization process will integrate community feedback loops and direction from stakeholder advisory groups, results of the Comprehensive Service Analysis (i.e., density, transit propensity, underlying transit demand, etc.) and operational objectives to identify potential transit priority, LRT and BRT alignment alternatives, infrastructure requirements, and station-area recommendations under both near (2035) and long-term (2050) implementation scenarios. Recommendations will prioritize cost-effective, highest impact projects that benefit existing and future transit riders, accelerate transit-oriented infill housing and employment, and provides tangible transit economic and mobility benefits.
The goal of the process is to identify, validate, and prioritize future transit investments through a data-driven, system-wide planning approach, with an understanding of regional and local needs.
Potential future transit modes and capital improvements may be compared to existing or planned service types to show benefit. Evaluation of existing and future transit corridors and alternatives will utilize quantitative and qualitative metrics to make informed recommendations about transit investments. The following will be considered and analyzed for each corridor:
Evaluating Suitability for Demand
Different transit modes (e.g., bus rapid transit, light rail, heavy rail) have varying capacities. Comparing modes helps determine which one can best accommodate current and projected ridership demand.
Cost-Benefit Analysis
• Transit modes differ significantly in capital, operational, and maintenance costs.
Comparing them allows stakeholders to assess which option provides the best value for money over the system's lifecycle.
Impact on VMT and GHG Reduction
Some modes may have lower emissions or energy use than others. Comparing transit options helps identify the most sustainable choice for the corridor.
Travel Time and Efficiency
Transit modes vary in speed, frequency, and reliability. Comparing these factors helps select a mode that minimizes travel time and maximizes convenience for users.
Land Use and Economic Development
Transit modes influence land use patterns differently. For example, rail transit often supports denser development, while bus systems might be more flexible but less impactful on land use. Comparing modes helps align transit investments with broader economic and urban planning goals.
Equity and Accessibility
Some modes may better serve specific populations, such as low-income or mobilityimpaired individuals. Comparing transit options ensures the chosen mode promotes equitable access.
80 Flexibility and Scalability
Bus systems, for example, are often more adaptable to changing conditions than rail systems, which require fixed infrastructure. Comparing modes helps assess which option can adapt to future needs.
Integration with Existing Systems
A comparison helps ensure the selected mode integrates seamlessly with the existing transportation network, maximizing connectivity and efficiency.
Risk and Resilience
Some modes may be more resilient to disruptions or have lower risks in terms of construction and operation. Comparing these factors ensures a robust and reliable transit system.
Relevant constraints and assumptions must be documented. The draft of this plan will be integrated into the community outreach and engagement activities, including administrative draft presentation to the Technical Oversite Group and Community Advisory Committee, and transit agency committees as required.
Task 4 Deliverables
Prioritized Corridors and Modes Evaluation and Technical Report Draft and Final Near-Term and Long-Term Transit Corridor Strategies Report Task 5: Funding and Implementation Plan
The consultant will develop a funding and implementation approach that identifies projects and strategies for successful implementation of the Plan. This may involve identifying environmental documentation needs, roles and responsibilities needs, potential funding scenarios, and timeline.
Governance Analysis
The consultant shall summarize understanding of governance and related arrangements for transit, and other relevant sources, document potential governance considerations for each new transit corridor and for the regional system, in the broader context of transit governance in West Sacramento, Sacramento County, Yolo County, and the greater Sacramento region. The consultant shall document any constraints and assumptions made in the development of the governance analysis and provide insights as to multi-jurisdictional agreements, labor considerations, and any other related topics.
Funding Opportunities
The Consultant may recommend a phased approach of the citywide network for financially constrained and unconstrained implementation with consideration of federal and state funding programs or local funding mechanisms, and with regard to the short-term (2035) and long-term (2050) implementation strategy.
Opportunities and Challenges
Other opportunities and challenges that affect the ability to implement the Plan for the proposed network should be documented for the City to consider moving forward, including but not limited to uncertainties related to future travel demand, climate resiliency, public policy and priorities on topics such as free fares, travel behaviors, and West Sacramentan’s willingness to reduce or reverse their dependency on driving alone.
Task 5 Deliverables
Draft and Final Funding and Implementation Strategy Report 81 Task 6: West Sac Forward Transit Priority Plan
A goal of this planning effort will be a final plan reflecting a collaborative effort to establish standards for a well-connected, accessible, equitable, and affordable frequent high-quality transit experience in West Sacramento.
Draft and Final Plan
The consultant shall compile all previously prepared reports, technical memos, and summaries to prepare a Draft and Final West Sac Forward Transit Priority Plan. Consultant will also prepare a separate Executive Summary and Fact Sheet for review by the Technical Oversight Committee and Citizen Advisory Committee, Transportation, Mobility and Infrastructure Commission, and City Council.
The draft plan will be presented to the City Council and in a final Open House consistent with the Public Involvement Plan. Feedback on the final draft plan will be collected, considered, and integrated as appropriate into a Final Plan. A complete electronic copy of the Final Plan, including files in the source applications, will be the final product. Consultant will ensure that the Final Report will comply with Title VI and in an ADA accessible document.
Summary of Next Steps
The consultant will develop a Summary of Next Steps toward implementing the project that will be included in the final plan. The summary will reference the finance and implementation strategies developed in collaboration with the City and agency partners and will contain a list of community-prioritized projects, timeline, and funding methodology. Grants and local funding mechanisms will be pursued in accordance with the developed strategies and summary.
Task 6 Deliverables
Draft and Final West Sac Forward Transit Priority Plan
Summary of Next Steps
Executive Summary
Fact Sheet
Task 7: City Council Review/Approval
The Consultant shall prepare the agenda reports, prepare presentation materials, and provide technical assistance with City staff to present the Draft Plan to, at minimum, the TMI Commission and West Sacramento City Council and solicit comments for the Final Plan. The Consultant project manager will provide in-person attendance at a minimum of six (6) public meetings for technical support.
Task 7 Deliverables
City Council Agendas and Agenda Reports
Transportation, Mobility, and Infrastructure Commission Agendas and Agenda Reports Presentation Materials
Meeting Minutes
82 CITY COUNCIL AGENDA REPORT
MEETING DATE: September 17, 2025 ITEM # 7
CONSIDERATION OF UPDATES TO THE AUTHORIZED POSITION LIST FOR FISCAL YEAR 2025/26 AND APPROVAL OF RESOLUTION 25-97 ALLOCATING BUDGET
RELATED TO THE HOMELESS EMERGENCY HOUSING PROGRAM
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
Raul Huerta, Housing Manager
Economic Development & Housing Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The objective of this report is to provide the Council with sufficient information to consider updates to the Authorized Position List for Fiscal Year 2025/26, and approval of Resolution 25-97 allocating budget related to the Homeless Emergency Housing Program.
RECOMMENDED ACTION
Staff respectfully recommends that the Council:
1) Approve the updated Authorized Position List for Fiscal Year 2025/2026; and 2) Adopt Resolution 25-97 authorizing budget appropriations to fund proposed changes to the Homeless Emergency Housing Program.
BACKGROUND
The City completed two separate solicitations and entered into contracts with Downtown Streets Team, Inc. (DST) in 2023 and 2024 to provide case management services for the City’s Homeless Emergency Housing Program, currently being operated at the former 40-unit Rodeway Inn and 19-unit Flamingo Motel. Combined, the DST Contracts provide for a total of seven Case Managers, 1.25 Project Managers, 1.1 Regional Directors and two Part-Time Assistants who serve the more than 90 program participants housed at any given time between the two sites. On August 15, 2025, DST notified City staff that due to financial hardship, the organization would be ceasing all operations. This unforeseen development creates an immediate need for the City to implement an alternate staffing model to ensure continuity of services for clients in the Program and to maintain the City’s encampment response capacity. With DST’s closure, case management services will no longer be available through the existing contracted structure. After careful consideration, and due to prior difficulty in finding qualified service providers, staff is recommending an interim transition to providing these critical services inhouse.
Separate from the case management services, DST has provided work readiness and street/encampment cleanup services through a separate contract. Staff and DST were in the process of entering into a new contract when DTS announced their closure plans. Because of this, DST rescinded their proposal. The work readiness and street/encampment clean-up provided additional support to the Homeless Emergency Housing Program and to the City’s Measure E Clean-Up crew who remove garbage and debris from homelessness encampments throughout the city. Like the case management contracts, staff is also recommending a transition to an in-house model to continue supporting the Homeless Emergency Housing Program and the Measure E Clean-Up Crew.
ANALYSIS
DST's recent notification of ceasing all operations poses a significant challenge to the City's Homeless Emergency Housing Program and other City initiatives for homeless encampment clean-up. Case management services are integral to the Homeless Emergency Housing Program because they provide individualized, longterm support that helps individuals not only secure and maintain permanent housing but also to address the underlying issues that led to their homelessness. While emergency housing provides a critical immediate solution, case management provides the pathway to long-term stability and self-sufficiency. Staff is recommending shifting to an in-house model on an interim basis due to timing constraints and prior difficulties with finding qualified service providers. Proposed amendments to the Authorized Positions List can be found in Attachment 2.
Case Management
The City currently funds case management services at the former Flamingo and Roadway motels through contracts with DST, totaling $852,203 annually. These contracts provide 10.35 positions across both sites, including case managers, managers, and administrative support. Staff recommends creating seven limited-term 83 Resolution 25-97
September 17, 2025
Program Technician positions within the City to take over case management responsibilities. Unlike the sitespecific allocations under DST’s contracts, these new positions would be assigned programmatically, allowing for broader coverage and consistent support across all City-owned motels being used for the Homeless Emergency Housing Program. The management duties contained in the DST contract will be absorbed by existing City staff. The table below provides a comparison of staffing and costs from the current DST case management contracts and the proposed in-house alternative:
DST
Case Management Contracts
City
In-House Alternative
Position Unit Count Position Unit Count
Case Manager 7 Program Tech I (Limited-Term) 7
Project Manager 1.25
Regional Director 1.1
PT Assistant .5
PT Assistant .5
Total Positions 10.35 Total New Positions 7
Contract Costs $852,203 Total Costs* $924,300
*Includes uniforms, trainings, supplies, etc.
Funding for case management services has historically been provided from various grant funds that support operations of the Homeless Emergency Housing Program. The following table summarizes current funding available and operation requirements associated with each funding source:
Funding Sources for Case Management Services
Source Amount #Rooms/Beds Req’d Funding Term
CDBG $216,485.00 N/A Annual
Yolo County $591,126.36 21 Rooms June 30, 2026
BHBH $350,000.00 31 Beds June 30, 2027
Homekey N/A 24 Rooms December 31, 2030
Total $1,157,611.36
While the proposed in-house alternative comes with a slight cost increase, there is sufficient funding available to cover the offset. Additionally, shifting to an in-house alternative offers multiple key benefits:
Provides immediate continuity of case management services following DST’s closure; Ensures consistent and high-quality documentation of services, reducing liability exposure; Allocates staff where program needs are greatest, rather than being bound to specific sites; Supports retention and recruitment efforts in a challenging industry by offering positions with City benefits and step increases; and
Limited-term positions offer operational flexibility, should the City decide to modify operations or explore contracting for services.
Without this transition, the City would be forced to reassign current Homeless Outreach staff (3 positions) from encampment work to cover case management at motels. This will result in significantly delaying encampment noticing and cleanup processes and still doesn’t meet the level of service needed to support program participants.
Encampment Cleanup & Support for Homeless Emergency Housing Program The City has historically contracted with DST to support homeless encampment clean-up efforts in specific areas of the City and provide support to the City’s Measure E Clean-Up Crew and the Homeless Emergency Housing Program. While the City has received some grant funding in the past to cover the costs of these services, this contract has historically been paid with Measure E funds. The anticipated contract renewal with DST would have provided three part-time positions, one part-time driver and one program manager at an annual cost of $370,000.
With DST ceasing operations, staff recommends also transitioning this service in-house on an interim basis by hiring three Extra Help employees to support the Measure E Clean-Up Crew, Police Department clean-up schedules and the Homeless Emergency Housing Program. The duties of the Program Manager and part-time driver will be absorbed by existing City staff. The following tables provide a comparison of DST staffing and costs and the proposed in-house alternative:
84 Resolution 25-97
September 17, 2025
DST
Encampment Cleanup Contract
City
In-House Alternative
Position Unit Count Position/Supplies Unit Count
Part-Time Positions 3 Extra Help Laborers (Tier II) 3
Part-Time Driver 1
Program Manager 1
Total Positions 5 Total New Positions 3
Contract Costs $370,000 Total Costs* $115,390
*Includes uniforms, trainings, supplies, etc.
With the recent Fiscal Year 25-26 O&M budget approval, Council authorized $422,507 in Measure E funds to cover the costs of this DST contract for encampment cleanup and support services. Providing an in-house alternative will save over $300,000 in Measure E funding, ensures the City can continue encampment cleanup operations without interruption, and offers greater flexibility to scale staffing seasonally in response to demand, as well as the option to re-evaluate contracting for services in the future.
Environmental Considerations
Not applicable.
Commission Recommendation
Not applicable.
Strategic Plan Integration
The recommended actions support the City’s Strategic Principle of Housing & Homelessness by providing housing options for everyone and services for the most vulnerable members of our community.
Alternatives
In addition to the recommended action, the Council’s primary alternatives include:
1) Deny the proposed changes to the Authorized Position List associated with the Homeless Emergency Housing Program and homeless encampment clean-up; or
2) Request staff complete a new procurement process to contract for services.
These alternatives are not recommended because they would result in reassigning Homeless Outreach staff from encampment to case management work at the Homeless Emergency Housing Program sites. This reassignment would significantly delay encampment noticing and cleanup processes, and the Measure E CleanUp Crew would lose crucial staffing support.
Coordination and Review
This agenda report and related documents were coordinated and reviewed with the City Manager’s Office, Police Department’s Community Outreach and Support Division, Finance Department, and Parks and Recreation Department.
Budget/Cost Impact
The recommended actions will result in net cost savings to the City in an amount estimated at $235,020. The savings will come from existing Measure E funds already budgeted for homeless encampment clean-up support.
Program Technician case management costs will be paid through existing grant funding, including a Yolo County Subaward, Yolo County BHBH Grant funds, and local Community Development Block Grant funds. Staff recommends reassigning all funds appropriated to former and anticipated DST contracts back to the City to support in-house operations. Staff also recommends that net savings in Measure E funds be returned to the Measure E fund balance for other eligible uses. Staff will continue to track funding for the Homeless Emergency Housing Program and apply for additional grants to cover operational expenses.
ATTACHMENTS
1. Resolution 25-97
2. Updates to Authorized Position List
85 RESOLUTION 25-97
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO
AUTHORIZING BUDGET APPROPRIATIONS TO FUND PROPOSED CHANGES TO THE
AUTHORIZED POSITION LIST RELATED TO THE HOMELESS EMERGENCY HOUSING
PROGRAM
WHEREAS, the City Council adopted the Authorized Position List for Fiscal Year 2025/26 on August 6, 2025; and
WHEREAS, Downtown Streets Team, Inc. (DST) recently notified City staff that they would be ceasing operations before the end of 2025; and WHEREAS, DST has existing contracts with the City to provide case management services for the Homeless Emergency Housing Program and was in the process of entering into a new contract with the City for homeless encampment clean-up and support; and WHEREAS, after careful consideration, and due to prior difficulty in finding qualified service providers, staff is recommending a transition to an in-house model for case management services and homeless encampment clean-up and support on an interim basis, until a long-term solution may be strategized; and
WHEREAS, the in-house model necessitates updates to the Authorized Position List to add seven Limited-Term Program Technician I positions which will reside in the Economic Development and Housing Department providing case management support, and three Extra Help Laborers (Tier II) which will reside in the Parks and Recreation Department and support homeless encampment and street clean-up previously performed by DST; and WHEREAS, there are sufficient grant funds available in the Homeless Housing Program which will divert from contract costs to the interim in-house staff solution, and within the Measure E fund, already appropriated for the DST contract which will be diverted to fund the proposed Extra Help Laborer positions and related costs; and
WHEREAS, the proposed interim solution will return $307,117 to the Measure E fund balance for use on other eligible expenditures; and
WHEREAS, the City Council has considered all information related to this matter, as presented at the public meetings of the City Council identified herein, including any supporting reports by City staff, and any other information provided during public meetings.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of West Sacramento as follows:
1. The City Council hereby approves adjustments to the Operations and Maintenance Budget for fiscal year 2025/26 as listed below:
Attachment 1
86 2. The City Council hereby finds that the facts set forth in the recitals to this Resolution are true and correct and establish the factual basis for the City Council’s adoption of this Resolution.
3. This Resolution shall take effect immediately upon its adoption.
Passed and Adopted by the City Council of the City of West Sacramento this 17th day of September 2025, by the following vote:
AYES:
NOES:
ABSENT:
________________________________
Martha Guerrero, Mayor
ATTEST:
________________________________
Jennifer Cusmir, City Clerk
SOURCES
$ 924,300.00 218-9810-5261 ReduceAppropriation for DSTContract Services $ 422,507.00 110-9014-5261 Budget for DSTContract - Encampment Cleanup $ 1,346,807.00 TOTAL SOURCES
USES
$ 876,050.00 218-9810-5111 7Limited-Term Program Tech I (Wages&Benefits) $ 38,500.00 218-9810-5575 Computers/Cell Phones (ONE-TIME) $ 4,000.00 218-9810-5255 VehicleMaint/Fuel
$ 1,750.00 218-9810-5261 Background Checks (ONE-TIME)
$ 4,000.00 218-9810-5259 Supplies/Other
$ 97,350.00 110-9014-5112 3Extra Help Laborers (Wages&Benefits) $ 7,500.00 110-9014-5215 Uniform PPE
$ 3,000.00 110-9014-5255 VehicleMaintenance/Fuel
$ 1,800.00 110-9014-5221 Verizon Data
$ 1,500.00 110-9014-5258 Training/Certs
$ 2,340.00 110-9014-5257 SoftwareLicense/Maintenance
$ 900.00 110-9014-5214 Medical Supplies
$ 1,000.00 110-9014-5251 OfficeExpense
$ 1,039,690.00 TOTAL USES
$ 307,117.00 NET Return of Funds to Measure E
87 Authorized Position List 2025/2026
Cover Page
Approved: 9/17/2025
Effective: 9/17/2025
City of West Sacramento
Authorized Position List
Fiscal Year 2025 / 2026
Total Authorized Positions:
503.55
88 Authorized Position List 2025/2026
Capital Projects
Approved: 9/17/2025
Effective: 9/17/2025
POSITION
101-9653Engineering101-9654Inspection Engineering652-9040Flood Protection 101-9651Engineering Administration101-9652Facilities Development104-9657 Real Property Management Grand Total
ADMINISTRATIVE ANALYST I/II/SENIOR 2 1 3
CAPITAL IMPROVEMENT MANAGER 0.25 0.5 0.25 1
CONSTRUCTION & FACILITIES DEVELOPMENT MANAGER 0.5 0.5 1 CONSTRUCTION ADMINISTRATION SPECIALIST 0.5 0.5 1
CONSTRUCTION INSPECTION MANAGER 1 1
CONSTRUCTION INSPECTOR I/II/III 5 5
DIRECTOR OF CAPITAL PROJECTS 1 1
ENGINEER SERIES (ASSISTANT/ASSOCIATE/SENIOR) 8 1 9
ENGINEERING TECHNICIAN I/II/III 1 1
FINANCIAL SPECIALIST 1 1
FLOOD PROTECTION MANAGER 1 1
FLOOD PROTECTION PLANNER 1 1
PRINCIPAL ENGINEER 1 1
PROGRAM MANAGER/SENIOR 1 1
PROGRAM TECHNICIAN I/II 2 2
PROJECT MANAGER I/II/SENIOR 7 7
Grand Total 10.25 7 5 3.5 10.3 1 37.00
89 Authorized Position List 2025/2026
City Manager's Office
Approved: 9/17/2025
Effective: 9/17/2025
POSITION
104-9016City Manager's Office104-9022City Clerk104-9024Human Resources104-9026Community Relations104-9034Information Technology106-9020Economic Development110-9017Kids Home Run Initiative110-9018Smart City Initiatives516-9700Port Administration650-9310Comm Development Admin.104-9021Government Relations104-9035GIS650-9035GISGrand Total ADMINISTRATIVE ANALYST I/II/SENIOR 1 1
ADMINISTRATIVE CLERK I/II/III 1 1
ASSISTANT CITY MANAGER - ADMINISTRATIVE SERVICES 0.62 0.2 0.08 0.1 1 ASSISTANT CITY MANAGER - COMMUNITY SERVICES 1 1
CITY CLERK 1 1
CITY MANAGER 0.55 0.2 0.25 1
DATA SERVICES MANAGER 1 1
DEPUTY CITY CLERK I/II/SENIOR 1.925 0.075 2
DEPUTY CITY MANAGER 0.33 0.33 0.34 1
ENGINEERING/GIS TECHNICIAN 2 2
EXECUTIVE ASSISTANT TO THE CITY MANAGER 0.75 0.05 0.2 1 GEOGRAPHICAL INFORMATION SYSTEMS SUPERVISOR 1 1
HOME RUN MANAGER 1 1
HUMAN RESOURCES & PAYROLL ANALYST I/II 2 2
HUMAN RESOURCES & PAYROLL TECHNICIAN I/II 5 5
HUMAN RESOURCES MANAGER 1 1
HUMAN RESOURCES SUPERVISOR 1 1
INFORMATION TECHNOLOGY BUSINESS SERVICES MANAGER 1 1
INFORMATION TECHNOLOGY MANAGER 1 1
INFORMATION TECHNOLOGY SPECIALIST I/II 4 1 1 2 1 9
PORT GENERAL MANAGER 1 1
PROGRAM MANAGER/SENIOR 1 1 1 3
PROGRAM TECHNICIAN I/II 1 2 3
PUBLIC INFORMATION OFFICER 1 1
TECHNICAL SERVICES MANAGER 1 1
TECHNICAL SUPPORT SPECIALIST I/II/III 4 4
Grand Total 4.92 3.925 9 2.33 12.2 0.33 4 1.33 2.625 1 0.34 5 1 48.00 90 Authorized Position List 2025/2026
Community Development
Approved: 9/17/2025
Effective: 9/17/2025
POSITION
101-9130Code Enforcement108-9130Code Enforcement650-9310Comm Development Admin.650-9315Building Inspection650-9321Dev/Traffic Engineering 650-9311Planning106-9311Planning653-9661Sustainability 101-9655Transportation and Mobility106-9655Transportation and Mobility Grand Total
ADMINISTRATIVE ANALYST I/II/SENIOR 1 5 6
ASSISTANT/ASSOCIATE PLANNER 1 1
BUILDING INSPECTOR I/II/SENIOR 2.5 2.5
CHIEF BUILDING OFFICIAL 1 1
CLERK/SENIOR CLERK 1 1
CODE ENFORCEMENT MANAGER 1 1
CODE ENFORCEMENT OFFICER I/II/SENIOR 3 1 4
DEVELOPMENT SERVICES MANAGER 1 1
DIRECTOR OF COMMUNITY DEVELOPMENT 1 1
ENGINEER SERIES (ASSISTANT/ASSOCIATE/SENIOR)* 3 1 4
ENGINEERING ASSISTANT I/II/III** 1 1
PERMIT SERVICES MANAGER 1 1
PERMIT TECHNICIAN I/II 3.5 0.5 4
PLANNING MANAGER 1 1
PLANNING TECHNICIAN 1 1
PLANS EXAMINER I/II/SENIOR 1.5 1.5
PRINCIPAL ENGINEER 1 1
SECRETARY 1 1 2
SENIOR PLANNER 2 1 3
SUPERVISING TRANSPORTATION PLANNER 1 1
SUSTAINABILITY MANAGER 1 1
TRANSPORTATION PLANNER SERIES (ASSISTANT/ASSOCIATE/SENIOR) 2 2 Grand Total 5 1 5 9.5 5.5 5 1 6 3 1 42.00
Note*: 1.0 FTE Engineer Series in 650-9321 may be filled at lower level Engineer Assistant I/II/III or Engineering Technician I/II/III.
Note*: 1.0 FTE Engineer Assistant I/II/III may be filled at lower level Engineering Technician I/II/III. 91 Authorized Position List 2025/2026
Economic Development & Housing
Approved: 9/17/2025
Effective: 9/17/2025
POSITION
106-9020Economic Development
111-9020Eco/Housing Activities218-9810Project Homekey
219-9328Parking ActivitiesGrand Total
ADMINISTRATIVE ANALYST I/II/SENIOR 1 1 2
COMMUNITY INVESTMENT MANAGER 1 1
COMMUNITY INVESTMENT PLANNER SERIES (ASSISTANT/ASSOCIATE/SENIOR) 2 2 COMMUNITY INVESTMENT PRINCIPAL PLANNER 1 1
DIRECTOR OF ECONOMIC DEVELOPMENT & HOUSING 1 1
ECONOMIC DEVELOPMENT MANAGER 1 1
HOUSING MANAGER 1 1
PARKING MANAGER 1 1
PROGRAM MANAGER/SENIOR 1 1 1 3
PROGRAM TECHNICIAN I/II 2 9
PROGRAM TECHNICIAN I/II - LIMITED TERM* 7*
SECRETARY 1 1
Grand Total 10 1 10 2 23.00
*7.0 FTE Program Technician I/II in 218-9810 limited term through 9/30/2027 92 Authorized Position List 2025/2026
Finance
Approved: 9/17/2025
Effective: 9/17/2025
POSITION
104-9050Finance Administration104-9051Finance Fiscal Records104-9052Finance Revenue Collections 104-9053 Procurement & Contracting104-9054Budget & Financial Planning Grand Total
ACCOUNTANT I/II/SENIOR 3 3
ACCOUNTING TECHNICIAN I/II/III 2 4 6
ADMINISTRATIVE ANALYST I/II/SENIOR 1 3 4
CLERK/SENIOR CLERK 1 1
DIRECTOR OF FINANCE 1 1
FINANCE ANALYST/SENIOR 2 2
FINANCE MANAGER 1 0.2 0.8 2
FINANCE SUPERVISOR 1 1 2
PURCHASING MANAGER 1 1
Grand Total 2 7 6.2 4 2.8 22.00
93 Authorized Position List 2025/2026
Fire
Approved: 9/17/2025
Effective: 9/17/2025
POSITION
101-9153Fire - Hazardous Materials
101-9150Fire - Administration101-9151Fire - Operations101-9152Fire Prevention 256-9158SAFER - Grant112-9150Fire - Administration112-9151Fire - Operations108-9151Fire - Operations Grand Total
ADMINISTRATIVE ANALYST I/II/SENIOR 1 1 1 3
DEPUTY FIRE CHIEF 1 1
EQUIPMENT MECHANIC I/II 1 1
FINANCIAL SPECIALIST 1 1
FIRE BATTALION CHIEF 4 4
FIRE CAPTAIN 19 19
FIRE CHIEF 1 1
FIRE ENGINEER 18 18
FIRE INSPECTOR/SENIOR 2 2
FIRE MARSHAL 0.9 0.1 1
FIREFIGHTER* 14 9 2 25
PLANS EXAMINER I/II/SENIOR 1 1
Grand Total 3.9 4.1 55 1 9 1 1 2 77.00
Move 9.0 FTE Fire Fighter from 256-9158 to 112-9151 effective 1/1/2028. 94 Authorized Position List 2025/2026
Parks & Recreation
Approved: 9/17/2025
Effective: 9/17/2025
POSITION
101-9500Parks & Recreation Admin101-9510Recreation Activities254-9555Discovery Preschool Program Various Community Facilities Districts (CFD)213-9175Landscape & Lighting 101-9520Parks & Trail Maintenance110-9520Parks & Trail Maintenance112-9500Parks & Recreation Admin112-9520Parks & Trail Maintenance112-9019Homeless Program101-9554Special Events110-9141Homeless Program - PD108-9515Recreation Grand Total
ADMINISTRATIVE ANALYST I/II/SENIOR 2 2
BUSINESS MANAGER 1 1
CHIEF PARKS & GROUNDS WORKER 0.8 3.2 1 1 6
DIRECTOR OF PARKS & RECREATION 1 1
GROUNDSKEEPER 4 1 3 1 1 10
LANDSCAPE INSPECTOR/SENIOR 0.8 0.2 1
PARKS & GROUNDS WORKER/SENIOR 7 2 1 10
PARKS FACILITY MAINTENANCE SUPERVISOR 1 1
PARKS OPERATIONS SUPERINTENDENT 1 1
PARKS PLANNING & DEVELOPMENT MANAGER 1 1
PRESCHOOL SITE SUPERVISOR 0.8 0.8
PRESCHOOL TEACHER 0.75 0.75
PROJECT MANAGER I/II/SENIOR 0.8 0.2 1
RECREATION COORDINATOR 6.56 0.44 7
RECREATION MANAGER 2 2
RECREATION SUPERVISOR I/II 6 6
SECRETARY 1 1
SPECIAL EVENTS SUPERVISOR I/II 1 1
Grand Total 5 14.56 1.55 2.4 0.4 15.2 1 2 6 2 1 2 0.44 53.55 95 Authorized Position List 2025/2026
Police
Approved: 9/17/2025
Effective: 9/17/2025
POSITION
101-9110Police - Administration101-9111Police - Investigations101-9113Police - Patrol108-9111Police - Investigations 101-9112Police - Records101-9114Police - COS111-9110Police - Administration111-9113Police - Patrol101-9117Police - C.L.O. Program101-9116Police - Traffic/Parking Safety112-9111Police - Investigations112-9112Police - Records112-9113Police - Patrol112-9114Police - COS112-9116Police - Traffic/Parking Safety110-9141Homeless Program - PD Grand Total
ADMINISTRATIVE ANALYST I/II/SENIOR 4 2 6
BUSINESS MANAGER 1 1
CALEA COORDINATOR 1 1
CLERK/SENIOR CLERK 1 1
COMMUNITY SERVICES OFFICER I/II/SENIOR 4 2 6
COURT LIAISON OFFICER 0.5 0.5
COURT LIAISON SPECIALIST 0.5 0.5
CRIME ANALYST I/II/SENIOR 1 1
CRIME SCENE INVESTIGATOR I/II/III 2 2
DEPUTY POLICE CHIEF 1 1
FINANCIAL SPECIALIST 1 1
MENTAL HEALTH CLINICIAN 2 2
POLICE CHIEF 1 1
POLICE LIEUTENANT 2 1 2 5
POLICE OFFICER 10 38 1 3 2 6 2 2 64
POLICE RECORDS & PROPERTY MANAGER 1 1
POLICE RECORDS SUPERVISOR 1 1
POLICE RECORDS TECHNICIAN I/II/SENIOR 6 6
POLICE SERGEANT 1 1 8 2 1 1 14
POLICE SERVICES COORDINATOR 1 1
POLICE SUPPORT SERVICES MANAGER 1 1
PROGRAM MANAGER/SENIOR 1 1
PROGRAM TECHNICIAN I/II 1 1 2
PROPERTY/EVIDENCE TECHNICIAN I/II 2 2
SECRETARY 1 1 1 3
YOUTH COUNSELOR 1 1
Grand Total 14 17 52 3 9 4 1 2 1 4 2 1 6 5 3 2 126.00
96 Authorized Position List 2025/2026
Public Works O & M
Approved: 9/17/2025
Effective: 9/17/2025
POSITION
104-9325City Facility Project & Maint108-9205Street Sweeping Maintenance108-9210Road Maintenance201-9205Street Sweeping Maintenance201-9210Road Maintenance215-9230Storm Water Maint-MS4501-9410Sewer Collection506-9610Water Treatment506-9611Water Distribution506-9612Water Backflow Prevention Prg 610-9650Public Works O&M Administration104-9326Fleet Maintenance218-9019Homeless Program108-9515Recreation Center218-9810Project Homekey112-9210Road Maintenance Grand Total
ADMINISTRATIVE ANALYST I/II/SENIOR 2 2
CHIEF FACILITIES MAINTENANCE WORKER 1 1
CHIEF MAINTENANCE WORKER 1 1 1 3 6
CHIEF TREATMENT PLANT MECHANIC 0.5 0.5 1
DIRECTOR OF PUBLIC WORKS OPERATIONS & MAINTENANCE 1 1
ELECTRICAL TECHNICIAN 1 1 2
EQUIPMENT & FACILITIES SUPERINTENDENT 0.5 0.5 1
EQUIPMENT MECHANIC I/II 3 3
FACILITIES MAINTENTANCE WORKER/AIDE/SENIOR 3 1 4
INSTRUMENTATION TECHNICIAN 1 1
MAINTENANCE WORKER/SENIOR 1 1 1 4 2 7 9 2 6 33
PROGRAM TECHNICIAN I/II 1 1
ROAD MAINTENANCE SUPERVISOR 1 1
SECRETARY 2 2
SENIOR WATER TREATMENT PLANT OPERATOR 1 1
STATIONARY ENGINEER 2 1 1 4
TREATMENT PLANT MECHANIC I/II 2 1 3
UTILITIES MAINTENANCE SUPERINTENDENT 0.25 0.25 0.25 0.25 1 WATER METER TECHNICIAN 1 1
WATER TREATMENT PLANT OPERATOR APPRENTICE/II/III 5 5
WATER TREATMENT SUPERINTENDENT 1 1
Grand Total 6.5 1 2 1 4.25 2.25 11.75 10.5 11.25 2 6 3.5 1 1 1 10 75.00 97 Authorized Position List 2025/2026
Summary Amendments
Approved: 9/17/2025
Effective: 9/17/2025
Date Dept Approved By Amendment
7/1/2025 Fire City Council Add 1.0 Equipment Mechanic I/II to 112-9151. 7/1/2025 Capital Projects City Council Eliminate 1.0 FTE Secretary from 652-9040; Add 1.0 Administrative Analyst I/II/Senior to 652-9040; Add 1.0 FTE Project Manager I/II/Senior and
1.0 FTE Program Technician to 101-9652; Add 1.0 FTE Engineer Series (Assistant/Associate/Senior) to 101-9653. 7/1/2025 City Manager's Office City Council
Title change current Assistant City Manager to Assistant City Manager - Administrative Services; Add 1.0 FTE Assistant City Manager - Community Investment to 101-9016; Move 1.0 FTE Engineering Technician I/II/III, 1.0 FTE Engineering GIS Technician and 1.0 FTE IT Specialist I/II from Capital Projects 101-9651 to City Manager's Office 104-9035. Reclassify 1.0 FTE Engineering Technician I/II/II 104-9035 to 1.0 FTE Engineering GIS Technician 104-9035; Change 1.0 FTE IT Specialist I/II from 104-9034 to 650-9035. 7/1/2025 Community Development City Council Reclassify 1.0 FTE Program Technician I/II 653-9661 to Adminstative Analyst I/II/Senior 653-9661. 7/1/2025 Public Works O&M City Council Eliminate unfunded 1.0 FTE Engineering Assistant I/II/II and Traffic Control & Lighting Technician I/II from 101-9112. 7/1/2025 Police City Council
Add 2.0 FTE Police Officer to 112-9116; Add 1.0 FTE Police Officer to 112-9113; Add 2.0 FTE Police Officer to 112-9114; Add 2.0 FTE Police Officer to 112-9111; Add 1.0 FTE Police Sergeant to 112-9116; Add 2.0 FTE Mental Health Clinician to 112-9114; Change 2.0 FTE from 110-9019 to 110- 9141.
7/1/2025 Finance City Council Change 1.0 FTE Finance Analyst/Senior to Administrative Analayst I/II/Senior in 104-9053. 7/1/2025 Parks & Recreation City Council
Add 1.0 FTE Parks Planning Development Manager to 112-9500; Add 1.0 FTE Chief Parks & Grounds Worker, 2.0 Parks & Grounds Worker/SR, 3.0 FTE Groundskeeper to 112-9520. Change 1.0 FTE Special Events Supervisor I/II from 101-9500 to 101-9554; Change .44 FTE Recreation Coordinator from 108-9515 to 108-9510
8/6/2025 City Manager's Office City Council
Eliminate 1.0 FTE Payroll Administrator 104-9024. Title Change Human Resources Analyst I/II to Human Resources & Payroll Analyst I/II. Add 1.0 FTE Human Resources & Payroll Analyst I/II to 104-9024. Eliminate 1.0 FTE IT Operations Manager 104-9034. Add 1.0 FTE Technical Services Manager 104-9034. Title Change Assistant City Manager - Community Investment to Assistant City Manager - Community Services. 8/6/2025 Community Development City Council Move 1.0 FTE Permit Technician I/II from 650-9311 to 650-9315. 8/6/2025 Economic Development &
Housing City Council Title Change Community Investment Planner Series (Assistant/Associate) to Community Investment Planner Series (Assistant/Associate/Senior). 8/6/2025 Finance City Council Eliminate 1.0 FTE Accounting Technician I/II/III 104-9052 and 1.0 FTE Administrative Assistant 104-9050. Add 1.0 FTE Clerk/Senior Clerk 104-9052 and 1.0 FTE Administrative Analyst I/II/Senior 104-9050. 9/17/2025 Economic Development &
Housing City Council Add 7.0 FTE Program Technician I/II to 218-9810 limited term through 9/30/2027. 1/1/2028 Fire City Council After SAFER Grant Expiration, move 9.0 FTE Fire Fighter to 112-9151. 98 CITY COUNCIL AGENDA REPORT
MEETING DATE: September 17, 2025 ITEM # 8
SUBJECT:
CONSIDERATION OF REFINANCE AND SUBORDINATION REQUEST FOR THE
PARKSIDE AT SYCAMORE AFFORDABLE HOUSING PROJECT
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
Raul Huerta, Housing Manager
Economic Development & Housing Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The objective of this report is to provide the Council with sufficient information to authorize the refinance of senior financing and subordination to new financing for the Parkside at Sycamore Affordable Housing Project.
RECOMMENDED ACTION
Staff respectfully recommends that the Council:
1) Authorize the refinance of senior financing and subordination to new financing for the Parkside at Sycamore Affordable Housing Project;
2) Approve the Subordination Agreement, which is included in Attachment 1, and authorize the City Attorney to make non-substantial changes if needed; and
3) Authorize the City Manager or designee to take any actions necessary to facilitate the refinance and subordination request for the Sycamore Affordable Housing Project.
BACKGROUND
Parkside at Sycamore (Parkside), a 62-unit affordable housing development located at 2119 West Capitol Avenue, was completed in 2010 by USA Properties Fund. The development provides housing for households with incomes at or below 30%, 45%, 50%, and 60% of the Area Median Income (AMI) (see Attachment 2 for Income Limits). The project received Low-Income Housing Tax Credits from the California Tax Credit Allocation Committee (TCAC), and the City contributed an additional $5.5 million in gap financing to ensure its completion.
The City also secured a 55-year regulatory agreement, extending beyond the 30-year tax credit compliance period mandated by TCAC.
West Sacramento Pacific Associates, a limited partnership, was established as the legal entity to own the property for tax credit purposes. The property is managed by USA Multifamily Management, Inc. Parkside has served as a source of high-quality affordable housing for West Sacramento residents and is considered an essential component of the City’s affordable housing portfolio.
ANALYSIS
The Low-Income Housing Tax Credit Program involves a complex financial lifecycle. While tax credits are typically claimed over a 10-year period, the initial compliance period for properties is 15 years, followed by an extended-use period often requiring affordability for 30 years or more. The 15-year mark represents a critical inflection point for developers, necessitating strategic financial decisions, most notably refinancing. The need to refinance stems from three core drivers: the end of tax credit benefits and the subsequent investor exit, in some cases the accumulation of deferred maintenance and significant capital needs, and the maturity or need for restructuring of existing debt. Proactive refinancing at this stage is not merely a financial transaction; it is a strategic need that secures the necessary capital for investor buyouts and critical property recapitalization, enhances the long-term viability and competitiveness of the asset, ensures continued compliance with affordability mandates, and ultimately improves the operational efficiency and financial stability of the project, safeguarding its mission to provide affordable housing for decades to come.
Parkside has reached the 15-year tax credit mark and USA Properties is seeking to refinance its current senior financing and secure a new Freddie Mac $2.5 million loan with Citibank. This refinance will allow for the restructuring of Parkside’s existing debt and the tax credit investors to exit the partnership. The refinance will also necessitate the City to subordinate its loan to the new Citibank financing which is what occurred with the original first lender. A draft Subordination Agreement is included as Attachment 2. No additional changes will be made to the existing partnership, and Parkside will remain an affordable property for the remainder of the City’s 55-year Regulatory Agreement. Currently, the City’s Regulatory Agreement is senior to all other financing, but 99 Parkside at Sycamore Refinance and Subordination
September 17, 2025
this refinancing would place it in a junior position. Placing a regulatory agreement in a junior position isn't uncommon and has been done on past affordable housing projects. While the new loan won't change the partnership or Parkside's status as an affordable property for the duration of the agreement, staff is negotiating a Standstill Agreement instead of a Subordination Agreement with the owner and new lender. A Standstill Agreement is a contract that temporarily "freezes" certain actions typically found in a Subordination Agreement.
It would allow the City’s Regulatory Agreement to remain in a senior position to the new financing. However, since Freddie Mac rarely allows these agreements, City staff still recommends approving the Subordination Agreement to allow the refinance to proceed.
Environmental Considerations
Not applicable.
Commission Recommendation
Not applicable.
Strategic Plan Integration
The recommended actions support the City’s Strategic Principle of Housing & Homelessness by providing housing options for everyone and services for the most vulnerable members of our community.
Alternatives
In addition to the recommended actions, the Council’s primary alternatives include:
1) Deny the refinance and subordination request by USA Properties Fund; or 2) Delay a decision on the refinance and subordination until Freddie Mac makes a final determination on the Standstill Agreement.
These alternative are not recommended because Parkside has reached the 15-year tax credit mark, and the tax credit investor has requested to exit the partnership. The refinance and subordination will allow the tax credit investor to exit the partnership and allow Parkside to restructure its financing to ensure long-term viability of the project. Additionally, the refinance is scheduled to close on September 30, 2025, which would not leave enough time to return to the Council for approval of the subordination request.
Coordination and Review
This agenda report and related documents were coordinated and reviewed with the City Attorney’s Office.
Budget/Cost Impact
The recommended action will maintain the City’s $5.5 million loan secured against the property.
ATTACHMENTS
1. Subordination Agreement
2. Income Limits
100
32715381-v2
Prepared by, and after recording
return to:
Citi Community Capital
CCC Post-Closing Department
3800 Citibank Center
Tampa, Florida 33610
Deal ID No. [_________]
SUBORDINATION AGREEMENT
GOVERNMENTAL ENTITY
(Revised 2-25-2025)
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Subordination Agreement – Governmental Entity Page 1
Attachment 1
Freddie Mac Loan Number: __________________
Property Name: Parkside at Sycamore
SUBORDINATION AGREEMENT
GOVERNMENTAL ENTITY
(Revised 2-25-2025)
THIS SUBORDINATION AGREEMENT (“Agreement”) is entered into this ___ day of ____________________, 20__, by and between (i) CITIBANK, N.A., a national banking association (“Senior Lender”) and (ii) the CITY OF WEST SACRAMENTO, as successor agency to the Redevelopment Agency of the City of West Sacramento (“Subordinate Lender”).
RECITALS
A. West Sacramento Pacific Associates, A California Limited Partnership (“Borrower”) is the owner of certain land located in Yolo County, California, described in Exhibit A (“Land”). The Land is improved with a multifamily rental housing project (“Improvements”).
B. Senior Lender has made or is making a loan to Borrower in the original principal amount of $[2,500,000] (“Senior Loan”) upon the terms and conditions of a Multifamily Loan and Security Agreement dated as of the date hereof between Senior Lender and Borrower (“Senior Loan Agreement”) in connection with the Mortgaged Property. The Senior Loan is secured by a Multifamily Deed of Trust, Assignment of Rents, Security Agreement and Fixture Filing dated as of the date of the Senior Loan Agreement (“Senior Mortgage”) encumbering the Land, the Improvements and related personal and other property described and defined in the Senior Mortgage as the “Mortgaged Property.” C. Pursuant to a Loan Agreement dated as of March 23, 2009, between Subordinate Lender and Borrower (“Subordinate Loan Agreement”), Subordinate Lender has made or is making a loan to Borrower in the original principal amount of $5,500,000 (“Subordinate Loan”). The Subordinate Loan is or will be secured by a Deed of Trust, Assignment of Rents, Security Agreement and Fixture Filing dated as of March 23, 2009 (“Subordinate Mortgage”) encumbering all or a portion of the Mortgaged Property.
D. The Senior Mortgage will be recorded in the Recording Office of Yolo County, California (“Recording Office”). The Subordinate Mortgage is recorded in the Recording Office as Document No. 2009-0008372-00.
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E. The execution and delivery of this Agreement is a condition of Senior Lender’s making of the Senior Loan.
AGREEMENT
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which are acknowledged, the parties agree as follows:
1. Definitions. The following terms, when used in this Agreement (including, as appropriate, when used in the above recitals), will have the following meanings:
The terms “Condemnation,” “Imposition Reserve Deposits,” “Impositions,” “Leases,” “Rents” and “Restoration,” as well as any term used in this Agreement and not otherwise defined in this Agreement, will have the meanings given to those terms in the Senior Loan Agreement.
“Bankruptcy Proceeding” means any bankruptcy, reorganization, insolvency, composition, restructuring, dissolution, liquidation, receivership, assignment for the benefit of creditors, or custodianship action or proceeding under any federal or state law with respect to Borrower, any guarantor of any of the Senior Indebtedness, any of their respective properties, or any of their respective partners, members, officers, directors, or shareholders.
“Borrower” means all persons or entities identified as “Borrower” in the first Recital of this Agreement, together with their successors and assigns, and any other person or entity who acquires title to the Mortgaged Property after the date of this Agreement; provided that the term “Borrower” will not include Senior Lender if Senior Lender acquires title to the Mortgaged Property.
“Casualty” means the occurrence of damage to or loss of all or any portion of the Mortgaged Property by fire or other casualty.
“Enforcement Action” means any of the following actions taken by or at the direction of Subordinate Lender: the acceleration of all or any part of the Subordinate Indebtedness, the advertising of or commencement of any foreclosure or trustee’s sale proceedings, the exercise of any power of sale, the acceptance of a deed or assignment in lieu of foreclosure or sale, the collecting of Rents, the obtaining of or seeking of the appointment of a receiver, the seeking of default interest, the taking of possession or control of any of the Mortgaged Property, the commencement of any suit or other legal, administrative, or arbitration proceeding based upon the Subordinate Note or any other of the Subordinate Loan Documents, the exercising of any banker’s lien or rights of set-off or recoupment, or the exercise of any other remedial action against Borrower, any other party liable for any of the Subordinate Indebtedness or obligated under any of the Subordinate Loan Documents, or the Mortgaged Property.
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“Enforcement Action Notice” means a Notice given from Subordinate Lender to Senior Lender following one or more Subordinate Mortgage Default(s) and the expiration of any applicable notice or cure periods, setting forth in reasonable detail the Subordinate Mortgage Default(s) and the Enforcement Actions proposed to be taken by Subordinate Lender.
“Lien” means any lien, encumbrance, estate or other interest, recorded against or secured by the Mortgaged Property.
“Loss Proceeds” means all monies received or to be received under any insurance policy, from any condemning authority, or from any other source, as a result of any Condemnation or Casualty.
“Notice” means all notices, requests, demands, consents, approvals or other communication pursuant to this Agreement provided in accordance with the provisions of Section 10.
“Regulatory Agreement” means the Regulatory Agreement between Borrower and Subordinate Lender dated as of March 23, 2009 and recorded as Document No. 2009- 0008370-00 in the Recording Office of Yolo County, California. “Senior Indebtedness” means the “Indebtedness” as defined in the Senior Loan Agreement.
“Senior Lender” means the “Lender” as defined in the Senior Mortgage. When any other person or entity becomes the legal holder of the Senior Note, such other person or entity will automatically become Senior Lender.
“Senior Loan Documents” means the “Loan Documents” as defined in the Senior Loan Agreement, as such documents may be amended.
“Senior Mortgage Default” means any act, failure to act, event, condition, or occurrence which constitutes, or which with the giving of Notice or the passage of time, or both, would constitute, an “Event of Default” as defined in the Senior Loan Agreement. “Senior Note” means the promissory note or other evidence of the Senior Indebtedness and any replacement of the Senior Note.
“Subordinate Indebtedness” means all sums evidenced or secured or guaranteed by, or otherwise due and payable to Subordinate Lender pursuant to, the Subordinate Loan Documents.
“Subordinate Lender” means the person or entity named as such in the first paragraph of this Agreement and any other person or entity who becomes the legal holder of the Subordinate Note after the date of this Agreement.
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“Subordinate Loan Documents” means the Subordinate Mortgage, the Subordinate Note, the Subordinate Loan Agreement, the Regulatory Agreement and all other documents at any time evidencing, securing, guaranteeing, or otherwise delivered in connection with the Subordinate Indebtedness, as such documents may be amended. “Subordinate Mortgage Default” means any act, failure to act, event, condition, or occurrence which allows (but for any contrary provision of this Agreement), Subordinate Lender to take an Enforcement Action.
“Subordinate Note” means the promissory note or other evidence of the Subordinate Indebtedness and any replacement of the Subordinate Note. “Surplus Cash” means, with respect to any period, any revenues of Borrower remaining after paying, or setting aside funds for paying, all the following:
(a) All sums due or currently required to be paid under the Senior Loan Documents, including any reserves and Imposition Reserve Deposits. (b) All reasonable operating expenses of the Mortgaged Property, including real estate taxes, insurance premiums, utilities, building maintenance, painting and repairs, management fees, payroll, administrative expenses, legal expenses and audit expenses (excluding any developer fees payable with respect to the Mortgaged Property).
2. Subordinate Lender’s Representations and Warranties. (a) Subordinate Lender represents and warrants that each of the following is true as of the date of this Agreement:
(i) Subordinate Lender is now the owner and holder of the Subordinate Loan Documents.
(ii) No Subordinate Mortgage Default has occurred and is continuing. (iii) The current unpaid principal balance of the Subordinate Indebtedness is $[________].
(iv) No scheduled payments under the Subordinate Note have been prepaid. (b) Without the prior written consent of Senior Lender, Subordinate Lender will not do any of the following:
(i) Pledge, assign, transfer, convey, or sell any interest in the Subordinate Indebtedness or any of the Subordinate Loan Documents.
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(ii) Take any action which has the effect of increasing the Subordinate Indebtedness, except to cure a Senior Mortgage Default as contemplated under Section 5(a) of this Agreement.
(iii) Accept any prepayment of the Subordinate Indebtedness.
3. Terms of Subordination.
(a) Agreement to Subordinate. The Subordinate Indebtedness is and will at all times continue to be subject and subordinate in right of payment to the prior payment in full of the Senior Indebtedness. Each of the Subordinate Loan Documents is, and will at all times remain, subject and subordinate in all respects to the liens, terms, covenants, conditions, operations, and effects of each of the Senior Loan Documents.
(b) Subordination of Subrogation Rights. If Subordinate Lender, by indemnification, subrogation or otherwise, acquires any Lien on any of the Mortgaged Property, then that Lien will be fully subject and subordinate to the receipt by Senior Lender of payment in full of the Senior Indebtedness, and to the Senior Loan Documents, to the same extent as the Subordinate Indebtedness and the Subordinate Loan Documents are subordinate pursuant to this Agreement. (c) Payments Before Senior Mortgage Default; Soft Subordinate Debt. Until the occurrence of a Senior Mortgage Default, Subordinate Lender will be entitled to retain for its own account all payments of the principal of and interest on the Subordinate Indebtedness pursuant to the Subordinate Loan Documents; provided that Subordinate Lender expressly agrees that it will not accept any such payment that is made more than 10 days in advance of its due date and provided further that Subordinate Lender will not accept any payment in an amount that exceeds 75% of then available Surplus Cash.
(d) Payments After Senior Mortgage Default or Bankruptcy. (i) Immediately upon Subordinate Lender’s receipt of Notice or actual knowledge of a Senior Mortgage Default, Subordinate Lender will not accept any payments of the Subordinate Indebtedness, and the provisions of this Section 3(d) will apply.
(ii) If Subordinate Lender receives any of the following, whether voluntarily or by action of law, after a Senior Mortgage Default of which Subordinate Lender has actual knowledge (or is deemed to have actual knowledge as provided in Section 4(c)) or has been given Notice, such will be received and held in trust for Senior Lender:
(A) Any payment, property, or asset of any kind or in any form in connection with the Subordinate Indebtedness.
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(B) Any proceeds from any Enforcement Action.
(C) Any payment, property, or asset in or in connection with any Bankruptcy Proceeding.
(iii) Subordinate Lender will promptly remit, in kind and properly endorsed as necessary, all such payments, properties, and assets described in Section 3(d)(ii) to Senior Lender. Senior Lender will apply any payment, asset, or property so received from Subordinate Lender to the Senior Indebtedness in such order, amount (with respect to any asset or property other than immediately available funds), and manner as Senior Lender determines in its sole and absolute discretion.
(e) Bankruptcy. Without the prior written consent of Senior Lender, Subordinate Lender will not commence, or join with any other creditor in commencing, any Bankruptcy Proceeding. In the event of a Bankruptcy Proceeding, Subordinate Lender will not vote affirmatively in favor of any plan of reorganization or liquidation unless Senior Lender has also voted affirmatively in favor of such plan.
4. Default Under Subordinate Loan Documents.
(a) Notice of Subordinate Mortgage Default and Cure Rights. (i) Subordinate Lender will deliver to Senior Lender a copy of each Notice delivered by Subordinate Lender pursuant to the Subordinate Loan Documents within 5 Business Days of sending such Notice to Borrower.
Neither giving nor failing to give a Notice to Senior Lender pursuant to this Section 4(a) will affect the validity of any Notice given by Subordinate Lender to Borrower.
(ii) For a period of 90 days following delivery to Senior Lender of an Enforcement Action Notice, Senior Lender will have the right, but not the obligation, to cure any Subordinate Mortgage Default. However, if such Subordinate Mortgage Default is a non-monetary default and is not capable of being cured within such 90-day period and Senior Lender has commenced and is diligently pursuing such cure to completion, Senior Lender will have such additional period of time as may be required to cure such Subordinate Mortgage Default or until such time, if ever, as Senior Lender takes either of the following actions:
(A) Discontinues its pursuit of any cure.
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(B) Delivers to Subordinate Lender Senior Lender’s written consent to the Enforcement Action described in the Enforcement Action Notice.
(iii) Senior Lender will not be subrogated to the rights of Subordinate Lender under the Subordinate Loan Documents as a result of Senior Lender having cured any Subordinate Mortgage Default.
(iv) Subordinate Lender acknowledges that all amounts advanced or expended by Senior Lender in accordance with the Senior Loan Documents or to cure a Subordinate Mortgage Default will be added to and become a part of the Senior Indebtedness and will be secured by the lien of the Senior Mortgage. (b) Subordinate Lender’s Exercise of Remedies After Notice to Senior Lender. (i) In the event of a Subordinate Mortgage Default, Subordinate Lender will not commence any Enforcement Action until 90 days after Subordinate Lender has delivered to Senior Lender an Enforcement Action Notice.
During such 90-day period or such longer period as provided in Section 4(a), Subordinate Lender will be entitled to seek specific performance to enforce covenants and agreements of Borrower relating to income, rent, or affordability restrictions contained in the Regulatory Agreement, subject to Senior Lender’s right to cure a Subordinate Mortgage Default set forth in Section 4(a).
(ii) Subordinate Lender may not commence any other Enforcement Action, including any foreclosure action under the Subordinate Loan Documents, until the earlier of:
(A) The expiration of such 90-day period or such longer period as provided in Section 4(a).
(B) The delivery by Senior Lender to Subordinate Lender of Senior Lender’s written consent to such Enforcement Action by
Subordinate Lender.
(iii) Subordinate Lender acknowledges that Senior Lender may grant or refuse consent to Subordinate Lender’s Enforcement Action in Senior Lender’s sole and absolute discretion. At the expiration of such 90-day period or such longer period as provided in Section 4(a) and, subject to Senior Lender’s right to cure set forth in Section 4(a), Subordinate Lender may commence any Enforcement Action.
(iv) Senior Lender may pursue all rights and remedies available to it under the Senior Loan Documents, at law, or in equity, regardless of any Enforcement Action Notice or Enforcement Action by Subordinate 108
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Lender. No action or failure to act on the part of Senior Lender in the event of a Subordinate Mortgage Default or commencement of an Enforcement Action will constitute a waiver on the part of Senior Lender of any provision of the Senior Loan Documents or this Agreement. (c) Cross Default. Subordinate Lender acknowledges that a Subordinate Mortgage Default constitutes a Senior Mortgage Default. Accordingly, upon the occurrence of a Subordinate Mortgage Default, Subordinate Lender will be deemed to have actual knowledge of a Senior Mortgage Default. If Subordinate Lender notifies Senior Lender in writing that any Subordinate Mortgage Default of which Senior Lender has received Notice has been cured or waived, as determined by Subordinate Lender in its sole discretion, then provided that Senior Lender has not conducted a sale of the Mortgaged Property pursuant to its rights under the Senior Loan Documents, any Senior Mortgage Default under the Senior Loan Documents arising solely from such Subordinate Mortgage Default will be deemed cured, and the Senior Loan will be reinstated.
5. Default Under Senior Loan Documents.
(a) Notice of Senior Mortgage Default and Cure Rights.
(i) Senior Lender will deliver to Subordinate Lender a copy of any Notice sent by Senior Lender to Borrower of a Senior Mortgage Default within 5 Business Days of sending such Notice to Borrower. Failure of Senior Lender to send Notice to Subordinate Lender will not prevent the exercise of Senior Lender’s rights and remedies under the Senior Loan Documents. (ii) Subordinate Lender will have the right, but not the obligation, to cure any monetary Senior Mortgage Default within 30 days following the date of such Notice. During such 30-day period Senior Lender will be entitled to continue to pursue its remedies under the Senior Loan Documents. (iii) Subordinate Lender may, within 90 days after the date of the Notice, cure a non-monetary Senior Mortgage Default if during such 90-day period, Subordinate Lender keeps current all payments required under the Senior Loan Documents. If such a non-monetary Senior Mortgage Default creates an unacceptable level of risk relative to the Mortgaged Property, or Senior Lender’s secured position relative to the Mortgaged Property, as determined by Senior Lender in its sole discretion, then during such 90-day period Senior Lender may exercise all available rights and remedies to protect and preserve the Mortgaged Property and the Rents, revenues and other proceeds from the Mortgaged Property.
(iv) All amounts paid by Subordinate Lender to Senior Lender to cure a Senior Mortgage Default will be deemed to have been advanced by Subordinate Lender pursuant to, and will be secured by the lien of, the Subordinate 109
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Mortgage. Notwithstanding anything in this Section 5(a) to the contrary, Subordinate Lender’s right to cure any Senior Mortgage Default will terminate immediately upon the occurrence of any Bankruptcy Proceeding. (b) Release of Mortgaged Property.
(i) Subordinate Lender consents to and authorizes any future release by Senior Lender of all or any portion of the Mortgaged Property from the lien, operation, and effect of the Senior Loan Documents. Subordinate Lender waives to the fullest extent permitted by law, all equitable or other rights it may have in connection with the release of all or any portion of the Mortgaged Property, including any right to require Senior Lender to do any of the following:
(A) To conduct a separate sale of any portion of the Mortgaged Property.
(B) To exhaust its remedies against all or any portion of the Mortgaged Property or any combination of portions of the Mortgaged Property or any other collateral for the Senior Indebtedness.
(C) To proceed against Borrower, any other party that may be liable for any of the Senior Indebtedness (including any general partner of Borrower if Borrower is a partnership), all or any portion of the Mortgaged Property or combination of portions of the Mortgaged Property or any other collateral, before proceeding against all or such portions or combination of portions of the Mortgaged Property as Senior Lender determines. Subordinate Lender waives to the fullest extent permitted by law any and all benefits under California Civil Code Sections 2845, 2849 and 2850.
(ii) Subordinate Lender consents to and authorizes, at the option of Senior Lender, the sale, either separately or together, of all or any portion of the Mortgaged Property. Subordinate Lender acknowledges that without Notice to Subordinate Lender and without affecting any of the provisions of this Agreement, Senior Lender may do any of the following:
(A) Extend the time for or waive any payment or performance under the Senior Loan Documents.
(B) Modify or amend in any respect any provision of the Senior Loan Documents.
(C) Modify, exchange, surrender, release, and otherwise deal with any additional collateral for the Senior Indebtedness.
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(c) Termination Upon Foreclosure. The lien of the Subordinate Loan Documents will automatically terminate upon the acquisition by Senior Lender or by a third-party purchaser of title to the Mortgaged Property pursuant to a foreclosure of, deed in lieu of foreclosure, or trustee’s sale or other exercise of a power of sale or similar disposition under the Senior Mortgage.
6. Conflicts. If there is any conflict or inconsistency between the terms of the Subordinate Loan Documents and the terms of this Agreement, then the terms of this Agreement will control. Borrower acknowledges that the terms and provisions of this Agreement will not, and will not be deemed to do any of the following:
(a) Extend Borrower’s time to cure any Senior Mortgage Default or Subordinate Mortgage Default.
(b) Give Borrower the right to receive notice of any Senior Mortgage Default or Subordinate Mortgage Default, other than that, if any, provided, respectively under the Senior Loan Documents or the Subordinate Loan Documents. (c) Create any other right or benefit for Borrower as against Senior Lender or Subordinate Lender.
7. Rights and Obligations of Subordinate Lender Under the Subordinate Loan Documents and of Senior Lender under the Senior Loan Documents. (a) Insurance.
(i) All requirements pertaining to insurance under the Subordinate Loan Documents (including requirements relating to amounts and types of coverages, deductibles and special endorsements) will be deemed satisfied if Borrower complies with the insurance requirements under the Senior Loan Documents and of Senior Lender.
(ii) All original policies of insurance required pursuant to the Senior Loan Documents will be held by Senior Lender.
(iii) Nothing in this Section 7(a) will preclude Subordinate Lender from requiring that it be named as a mortgagee and loss payee, as its interest may appear, under all policies of property damage insurance maintained by Borrower with respect to the Mortgaged Property, provided such action does not affect the priority of payment of Loss Proceeds, or that Subordinate Lender be named as an additional insured under all policies of liability insurance maintained by Borrower with respect to the Mortgaged Property.
(b) Condemnation or Casualty.
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In the event of a Condemnation or a Casualty, the following provisions will apply:
(i) The rights of Subordinate Lender (under the Subordinate Loan Documents or otherwise) to participate in any proceeding or action relating to a Condemnation or a Casualty, or to participate or join in any settlement of, or to adjust, any claims resulting from a Condemnation or a Casualty, will be and remain subordinate in all respects to Senior Lender’s rights under the Senior Loan Documents, and Subordinate Lender will be bound by any settlement or adjustment of a claim resulting from a Condemnation or a Casualty made by Senior Lender.
(ii) All Loss Proceeds will be applied either to payment of the costs and expenses of Restoration or to payment on account of the Senior Indebtedness, as and in the manner determined by Senior Lender in its sole discretion; provided however, Senior Lender agrees to consult with Subordinate Lender in determining the application of Casualty proceeds.
In the event of any disagreement between Senior Lender and Subordinate Lender over the application of Casualty proceeds, the decision of Senior Lender, in its sole discretion, will prevail.
(iii) If Senior Lender holds Loss Proceeds, or monitors the disbursement of Loss Proceeds, Subordinate Lender will not do so. Nothing contained in this Agreement will be deemed to require Senior Lender to act for or on behalf of Subordinate Lender in connection with any Restoration or to hold or monitor any Loss Proceeds in trust for or otherwise on behalf of Subordinate Lender, and all or any Loss Proceeds may be commingled with any funds of Senior Lender.
(iv) If Senior Lender elects to apply Loss Proceeds to payment on account of the Senior Indebtedness, and if the application of such Loss Proceeds results in the payment in full of the entire Senior Indebtedness, any remaining Loss Proceeds held by Senior Lender will be paid to Subordinate Lender unless another party has asserted a claim to the remaining Loss Proceeds.
(c) Modification of Subordinate Loan Documents. Subordinate Lender agrees that, until the principal of, interest on and all other amounts payable under the Senior Loan Documents have been paid in full, it will not, without the prior written consent of Senior Lender, increase the amount of the Subordinate Loan, increase the required payments due under the Subordinate Loan, decrease the term of the Subordinate Loan, increase the interest rate on the Subordinate Loan, or otherwise amend the Subordinate Loan terms in a manner that creates an adverse effect upon Senior Lender under the Senior Loan Documents. If Subordinate Lender either (i) amends the Subordinate Loan Documents in the manner set forth above or (ii) assigns the Subordinate Loan without Senior Lender’s consent, then such amendment or assignment will be void ab initio and of no effect whatsoever. 112
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(d) Modification of Senior Loan Documents. Senior Lender may amend, waive, postpone, extend, renew, replace, reduce or otherwise modify any provisions of the Senior Loan Documents without the necessity of obtaining the consent of or providing Notice to Subordinate Lender, and without affecting any of the provisions of this Agreement. Notwithstanding the foregoing, Senior Lender may not modify any provision of the Senior Loan Documents that increases the Senior Indebtedness, except for increases in the Senior Indebtedness that result from advances made by Senior Lender to protect the security or lien priority of Senior Lender under the Senior Loan Documents or to cure defaults under the Subordinate Loan Documents.
(e) Commercial or Retail Leases. If requested, Subordinate Lender will enter into attornment and non-disturbance agreements with all tenants under commercial or retail Leases, if any, to whom Senior Lender has granted attornment and nondisturbance, on the same terms and conditions given by Senior Lender. (f) Consent Rights. Whenever the Subordinate Loan Documents give Subordinate Lender approval or consent rights with respect to any matter, and a right of approval or consent for the same or substantially the same matter is also granted to Senior Lender pursuant to the Senior Loan Documents or otherwise, Senior Lender’s approval or consent or failure to approve or consent will be binding on Subordinate Lender. None of the other provisions of Section 7 are intended to be in any way in limitation of the provisions of this Section 7(f). (g) Escrows. Except as provided in this Section 7(g), and regardless of any contrary provision in the Subordinate Loan Documents, Subordinate Lender will not collect any escrows for any cost or expense related to the Mortgaged Property or for any portion of the Subordinate Indebtedness. However, if Senior Lender is not collecting escrow payments for one or more Impositions, Subordinate Lender may collect escrow payments for such Impositions; provided that all payments so collected by Subordinate Lender will be held in trust by Subordinate Lender to be applied only to the payment of such Impositions.
(h) Certification. Within 10 days after request by Senior Lender, Subordinate Lender will furnish Senior Lender with a statement, duly acknowledged and certified setting forth the then-current amount and terms of the Subordinate Indebtedness, confirming that there exists no default under the Subordinate Loan Documents (or describing any default that does exist), and certifying to such other information with respect to the Subordinate Indebtedness as Senior Lender may request.
8. Refinancing. Subordinate Lender agrees that its agreement to subordinate under this Agreement will extend to any new mortgage debt which is for the purpose of refinancing all or any part of the Senior Indebtedness (including reasonable and necessary costs associated with the closing and/or the refinancing, and any reasonable increase in proceeds for rehabilitation in the context of a preservation transaction). All terms and 113
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covenants of this Agreement will inure to the benefit of any holder of any such refinanced debt, and all references to the Senior Loan Documents and Senior Lender will mean, respectively, the refinance loan documents and the holder of such refinanced debt.
9. Governmental Powers. Nothing in this Agreement is intended, nor will it be construed, to in any way limit the exercise by Subordinate Lender of its governmental powers (including police, regulatory and taxing powers) with respect to Borrower or the Mortgaged Property to the same extent as if it were not a party to this Agreement or the transactions contemplated by this Agreement.
10. Notices.
(a) Any Notice required or permitted to be given pursuant to this Agreement will be in writing and will be deemed to have been duly and sufficiently given if (i) personally delivered with proof of delivery (any Notice so delivered will be deemed to have been received at the time so delivered), or (ii) sent by a national overnight courier service (such as FedEx) designating earliest available delivery (any Notice so delivered will be deemed to have been received on the next Business Day following receipt by the courier), or (iii) sent by United States registered or certified mail, return receipt requested, postage prepaid, at a post office regularly maintained by the United States Postal Service (any Notice so sent will be deemed to have been received on the date of delivery as confirmed by the return receipt), addressed to the respective parties as follows:
Notices intended for Senior Lender will be addressed to:
Citibank, N.A.
388 Greenwich Street, Trading 4th Floor
New York, New York 10013
Attention: Transaction and Asset Management Group
Re: Parkside at Sycamore Deal ID No. [________]
Facsimile: (212) 723 8209
Citibank, N.A.
Transaction and Asset Management Group/Post Closing
Citi Community Capital
3800 Citibank Center
Tampa, Florida 33610
Re: Parkside at Sycamore Deal ID No. [________]
Citibank, N.A.
388 Greenwich Street, Trading 4th Floor
New York, New York 10013
Attention: Account Specialist
Re: Parkside at Sycamore Deal ID No. [________]
Facsimile: (212) 723-8209
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Citibank, N.A.
c/o Berkadia Commercial Servicing Department
323 Norristown Road, Suite 300
Ambler, Pennsylvania 19002
Attention: Client Relations Manager
Re: Parkside at Sycamore Deal ID No. [________]
Facsimile: (215) 328-0305
Notices intended for Subordinate Lender will be addressed to:
City of West Sacramento
[Address]
Attention: [_______]
(b) Any party, by Notice given pursuant to this Section 10, may change the person or persons and/or address or addresses, or designate an additional person or persons or an additional address or addresses, for its Notices, but Notice of a change of address will only be effective upon receipt. Neither party will refuse or reject delivery of any Notice given in accordance with this Section 10.
11. Reserved.
12. Miscellaneous Provisions.
(a) Assignments/Successors. This Agreement will be binding upon and will inure to the benefit of the respective legal successors and permitted assigns of the parties to this Agreement. Without prior notice to or the consent of the Subordinate Lender or the Borrower, the Senior Lender may freely transfer or assign the Senior Loan and the Senior Loan Documents, including this Agreement, in whole or in part, and the Subordinate Lender acknowledges and agrees that any future legal holder of the Senior Note will automatically be a legal successor and permitted assignee of Senior Lender hereunder, without the necessity of any further action or instrument. No other party will be entitled to any benefits under this Agreement, whether as a third-party beneficiary or otherwise. (b) No Partnership or Joint Venture. Nothing in this Agreement or in any of the Senior Loan Documents or Subordinate Loan Documents will be deemed to constitute Senior Lender as a joint venturer or partner of Subordinate Lender. (c) Further Assurances. Upon Notice from Senior Lender, Subordinate Lender will execute and deliver such additional instruments and documents, and will take such actions, as are required by Senior Lender to further evidence or implement the provisions and intent of this Agreement.
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(d) Amendment. This Agreement may be amended, changed, modified, altered or terminated only by a written instrument signed by the parties to this Agreement or their successors or assigns.
(e) Governing Law. This Agreement will be governed by the laws of the State in which the Land is located.
(f) Severable Provisions. If any one or more of the provisions contained in this Agreement, or any application of any such provisions, is invalid, illegal, or unenforceable in any respect, the validity, legality, enforceability, and application of the remaining provisions contained in this Agreement will not in any way be affected or impaired.
(g) Term. The term of this Agreement will commence on the date of this Agreement and will continue until the earliest to occur of the following events:
(i) The payment of all the Senior Indebtedness; provided that this Agreement will be reinstated in the event any payment on account of the Senior Indebtedness is avoided, set aside, rescinded or repaid by Senior Lender. (ii) The payment of all the Subordinate Indebtedness other than by reason of payments which Subordinate Lender is obligated to remit to Senior Lender pursuant to this Agreement.
(iii) The acquisition by Senior Lender or by a third-party purchaser of title to the Mortgaged Property pursuant to a foreclosure of, deed in lieu of foreclosure, or trustee’s sale or other exercise of a power of sale or similar disposition under the Senior Mortgage.
(iv) With the prior written consent of Senior Lender, without limiting the provisions of Section 4(b)(iv), the acquisition by Subordinate Lender of title to the Mortgaged Property subject to the Senior Mortgage pursuant to a foreclosure, or a deed in lieu of foreclosure, of (or the exercise of a power of sale under) the Subordinate Mortgage.
(h) Counterparts. This Agreement may be executed in two or more counterparts, each of which will be deemed an original but all of which together will constitute one and the same instrument.
(i) Entire Agreement. This Agreement represents the entire understanding and agreement between the parties regarding the matters addressed in this Agreement, and will supersede and cancel any prior agreements regarding such matters. (j) Authority. Each person executing this Agreement on behalf of a party to this Agreement represents and warrants that such person is duly and validly authorized to do so on behalf of such party with full right and authority to execute 116
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this Agreement and to bind such party with respect to all of its obligations under this Agreement.
(k) No Waiver. No failure or delay on the part of any party to this Agreement in exercising any right, power, or remedy under this Agreement will operate as a waiver of such right, power, or remedy, nor will any single or partial exercise of any such right, power or remedy preclude any other or further exercise of such right, power, or remedy or the exercise of any other right, power or remedy under this Agreement.
(l) Remedies. Each party to this Agreement acknowledges that if any party fails to comply with its obligations under this Agreement, the other parties will have all rights available at law and in equity, including the right to obtain specific performance of the obligations of such defaulting party and injunctive relief.
13. Attached Riders. The following Riders are attached to this Agreement: None.
14. Attached Exhibits. The following Exhibits, if marked with an “X” in the space provided, are attached to this Agreement:
|X| Exhibit A Description of the Land (required)
| | Exhibit B Ground Lease Description (if applicable)
[SIGNATURE AND ACKNOWLEDGMENT PAGES FOLLOW]
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Subordination Agreement – Governmental Entity Page S-1
IN WITNESS WHEREOF, the parties have duly executed this Agreement as of the day and year first above written.
SENIOR LENDER:
CITIBANK, N.A.,
a national banking association
By:
Name:
Title:
Deal ID No.
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF
On ______________ before me, _____________________________________________ (here insert name and title of the officer), personally appeared _________________________ who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature _______________________________ (Seal)
118
Subordination Agreement – Governmental Entity Page S-1
SUBORDINATE LENDER:
CITY OF WEST SACRAMENTO, as successor
agency to the Redevelopment Agency of the City of
West Sacramento
By:
Name:
Title:
Deal ID No.
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF
On ______________ before me, _____________________________________________ (here insert name and title of the officer), personally appeared _________________________ who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature _______________________________ (Seal)
119
Subordination Agreement – Governmental Entity Page S-3
CONSENT OF BORROWER
Borrower acknowledges receipt of a copy of this Subordination Agreement, dated as of the date first written above, by and between Citibank, N.A. and the City of West Sacramento and consents to the agreement of the parties set forth in this Agreement.
WEST SACRAMENTO PACIFIC
ASSOCIATES, a California Limited Partnership
By:
Name:
Title:
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document.
STATE OF CALIFORNIA
COUNTY OF
On ______________ before me, _____________________________________________ (here insert name and title of the officer), personally appeared _________________________ who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) is/are subscribed to the within instrument and acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
Signature _______________________________ (Seal)
120
Subordination Agreement – Governmental Entity Page A-1
EXHIBIT A
LEGAL DESCRIPTION
[to be inserted]
121
Attachment 2
Yolo County Income Limits – 2025
122
CITY COUNCIL AGENDA REPORT
MEETING DATE: September 17, 2025 ITEM # 9
SUBJECT:
CONSIDERATION OF RESOLUTION 25-93 ESTABLISHING APPROPRIATIONS LIMIT FOR FISCAL YEAR 2025/26
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
Becky Robertson, Finance Manager
Finance Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action
OBJECTIVE
The purpose of this report is to comply with state law which requires adoption of an Appropriations Limit annually.
RECOMMENDED ACTION
Staff respectfully recommends that the City Council adopt Resolution 25-93 establishing an Appropriations Limit for Fiscal Year 2025/26.
BACKGROUND
In November 1979, the voters of the State of California approved Proposition 4, commonly known as the (Paul) Gann Initiative. The Proposition created Article XIIIB of the State Constitution, placing limits (the Limit) on the amount of revenue which can be appropriated in any fiscal year. Not all revenues are restricted by the Limit; only those which are referred to as "proceeds of taxes."
For the City of West Sacramento (City), the Limit is based on revenues estimated by LAFCO for the 1978/79 fiscal year and is increased each year by a factor using the growth in population and inflation.
Proposition 4 had little impact in the early years due to the high growth of inflation increasing Limits faster than actual revenues grew. In addition, because the language of the initiative was extremely vague and confusing, and because the State Legislature adopted a "hands off" approach, many cities were creative in finding solutions to any Limit problems. The Limit became a front-page issue in 1987 when the State of California refunded $1.1 billion to taxpayers as a result of reaching this Limit. The Limit became an even bigger issue when it surfaced as the major barrier to solving transportation problems in the late 1980s. Locally, the City was in danger of reaching its Limit. In 1990, the City’s capacity was reduced from 19% to 12%.
In order to deal with an increasing number of complaints about the restrictions of Proposition 4 and to increase the accountability of local government in adopting their Limits, California voters approved Proposition 111 in June 1990. Among other things, Proposition 111 provided new adjustment formulas and required an annual review of Limit calculations by an independent auditor.
Beginning with the 1990/91 Appropriations Limit, the annual adjustment factors became more flexible. Instead of using the lesser of California Per Capita Personal Income or U.S. Consumer Price Index to measure inflation, the City was able to use its growth in the nonresidential assessed valuation due to new construction within the City. Also, instead of using only the population growth of Yolo County, the City was able to choose to use the population growth within the City. Moreover, the City was able to choose to amend the previous years' Limits in order to produce a consistent result. By choosing both options and recalculating the Limit, the City’s 1990/91 Limit increased to the point where the City’s capacity became 96%, rather than the 12%.
Staff changed the approach to estimating the Gann Limit when growth slowed and property valuation due to new construction declined beginning in 2008. Currently, staff utilizes the growth in inflation combined with the growth in population for the City. The State of California Department of Finance provides both the price inflation and population growth information used by the City to calculate the appropriation limit, and a copy of the State’s transmittal letter is included as an attachment to this report.
In September 2022, the State of California revised the appropriations limit calculation retroactively with Fiscal Year 2021/22 and each subsequent fiscal year thereafter to include an expanded definition of “State Subvention” with regards to local government agencies in Government Code Section 7903. 123
Resolution 25-93 Appropriations Limit
September 18, 2024