Agenda packet — West Sacramento City Council, November 5, 2025 (part 1 of 2)

WEST SACRAMENTO CITY COUNCIL AND WEST SACRAMENTO REDEVELOPMENT SUCCESSOR

AGENCY & WEST SACRAMENTO FINANCING AUTHORITY
City Council Regular Meeting
NOVEMBER 5, 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
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
PRESENTATION OF PROCLAMATION RECOGNIZING NOVEMBER 11, 2025 AS VETERANS DAY
Objective: The objective of this report to formally recognize the sacrifices our veterans have made and to honor their contributions as we celebrate Veterans Day 2025.

Recommendation: Staff respectfully recommends that the City Council adopt a proclamation recognizing November 11, 2025, as Veterans Day.

3. City Manager's Office
PROCLAMATION OF THE CITY OF WEST SACRAMENTO RECOGNIZING OCTOBER 28, 2025

AS NATIONAL FIRST RESPONDERS DAY
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 Objective: The objective of this report is to formally recognize the dedication, service, and sacrifices of the City’s first responders who protect and serve the West Sacramento community every day.

Recommendation: Staff respectfully recommends that the City Council adopt a proclamation recognizing October 28, 2025 as National First Responders Day.

CONSENT AGENDA

4. Capital Projects
CONSIDERATION OF ADOPTION OF RESOLUTION 25-106 AMENDING THE CAPITAL

IMPROVEMENT PROGRAM BUDGET AND AWARD OF CONTRACT TO KITCHELL CEM FOR ENGINEERING AND DESIGN SERVICES FOR THE WEST SACRAMENTO FIRE STATION 45 HVAC REPLACEMENT PROJECT (CIP 51055)
Objective: The objective of this report is to provide the City Council with sufficient information to adopt Resolution 25-106 amending the Capital Improvements Program (CIP) Budget and to award a professional services contract to Kitchell CEM for engineering and design services throughout the planning, design, bid, and construction phases of the West Sacramento Fire Station 45 HVAC Replacement Project (CIP 51055).

Recommendation: Staff respectfully recommends that the City Council: (1) Find that the Fire Station 45 HVAC Replacement Project is exempt from CEQA review pursuant to the Categorical Exemption under California Code of Regulations, Title 14, Division 6, Chapter 3 (“CEQA Guidelines”), Article 19, Section 15301, Class 1, and find that the determination represents the independent judgment of the City; (2) Adopt Resolution 25-106 amending the Capital Improvement Program budget; (3) Delegate authority to the City Manager, or his designee, to execute a professional services contract with Kitchell CEM for an amount not to exceed $273,800; (4) Authorize the City Manager, or his designee, to execute non-substantive changes or modifications to the professional services contract with Kitchell CEM, with approval from the City Attorney; and (5) Authorize the City Manager, or his designee, to execute amendments, miscellaneous design costs, or change orders up to 10% ($27,380) of the value of the contract.

5. Capital Projects
CONSIDERATION OF ADOPTION OF RESOLUTION 25-112 AMENDING THE CAPITAL IMPROVEMENT PROGRAM BUDGET; APPROVAL OF CHANGE ORDER 14 TO THE CONSTRUCTION CONTRACT TO ABIDE BUILDERS, INC. AND APPROVAL OF ADDITIONAL

CONTINGENCY FOR THE WESTACRE PARK RENOVATION AND EXPANSION PROJECT (CIP 62155)
Objective: The objective of this report is to provide the City Council with sufficient information to adopt Resolution 25-112, amending the Capital Improvement Program (CIP) Budget; and approve Change Order No. 14 to the construction contract with Abide Builders, Inc., for the Westacre Park Renovation and Expansion Project (CIP 62155).
2 Recommendation: Staff respectfully recommends that the City Council: 1) Adopt Resolution 25- 112 amending the Capital Improvement Program (CIP) budget; 2) Approve Change Order No. 14 to the construction contract with Abide Builders, Inc., in the amount of $47,286; 3) Approve additional contract contingency for the construction contract with Abide Builders, Inc., in the amount of $208,015.43; 4) Delegate authority to the City Manager, or his designee, to execute Change Order No. 14 and execute change orders to the construction contract with Abide Builders, Inc.; 5) Delegate authority to the City Manager, or his designee, to execute non-substantive changes or modifications to the construction contract, with approval from the City Attorney; and 6) Delegate authority to the City Manager, or his designee, to execute amendments to extend the term of the contract, if necessary.

6. Capital Projects
CONSIDERATION OF ADOPTION OF RESOLUTION 25-114 AMENDING THE CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET FOR THE FIRE STATION 44 FACILITY REPAIRS PHASE II PROJECT (CIP 51042) AND APPROVAL OF CHANGE ORDER 1 WITH PRIDEX

CONSTRUCTION
Objective: The objective of this report is to provide the City Council with sufficient information to adopt Resolution 25-114 amending the Capital Improvement Program Budget and approval of change order 1 with Pridex Construction.

Recommendation: Staff respectfully recommends that the City Council: 1) Find that the Fire Station 44 Facility Repairs Project is exempt from CEQA guidelines as approved by City Council on August 20, 2025; 2) Adopt Resolution 25-114 approving an amendment to the Capital Improvement Program (CIP) budget for the completion of the Fire Station 44 Facility Repairs Phase II project (CIP 51042); and 3) Authorize the City Manager or their designee to execute Change Order 1 with Pridex Construction in the amount of $27,900.

7. Community Development
CONSIDERATION OF SECOND READING AND ADOPTION OF ORDINANCE 25-10 AMENDING CHAPTERS 15.12 AND 15.14 OF THE CITY OF WEST SACRAMENTO MUNICIPAL CODE TO ADOPT BY REFERENCE THE 2025 CALIFORNIA BUILDING STANDARDS CODE WITH LOCAL

AMENDMENTS
Objective: The objective of this report is for City Council to conduct the second reading and adoption of Ordinance 25-10 which would amend Chapters 15.12 and 15.14 of the City of West Sacramento Municipal Code, related to the 2025 California Building Standards and local amendments. These amendments clarify the adoption of appendices and will obtain final acceptance by the California Building Standards Commission.

Recommendation: Staff respectfully recommends that the City Council: (1) Find that the amendments to the 2025 Building and Fire Codes with local amendments is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines 15061(b)(3) and 15308; and (2) Waive the second reading and adopt, Ordinance 25-10 amending Chapters

15.12 and 15.14 of the City of West Sacramento Municipal Code relating to the 2025 California Building Standards Code with local amendments.
3 8. Economic Development & Housing
CONSIDERATION OF RESOLUTION 25-115 AUTHORIZING AN APPROPRIATION FOR THE 641 5TH STREET AFFORDABLE HOUSING DEVELOPMENT AND APPROVAL OF LOAN TERM SHEET
Objective: The objective of this report is to facilitate the City Council's consideration of Resolution 25-115 and approval of a Loan Term Sheet related to the development of the 641 5th Street Apartments, a new affordable housing project located in the Washington District.

Recommendation: Staff respectfully recommends that the City Council: 1) Find that this action is exempt from further environmental review pursuant to Class 32 (In-fill Projects), Section 15332 of the CEQA Guidelines; 2) Adopt Resolution 25-115 (Attachment 1) authorizing an appropriation of Affordable Housing Trust Funds to provide gap financing for the 641 5th Street Apartments Project (Project) and approving an interfund loan and repayment terms from the Measure G Fund to the Affordable Housing Trust Fund; 3) Approve the Loan Term Sheet (Attachment 2); and 4) Authorize the City Manager, or designee, to execute and deliver any and all documents, do any and all things, and take any and all actions that may be necessary or advisable, in his discretion, in order to complete the transactions described in this report.

9. Finance

CONSIDERATION OF APPROVAL OF CONTRACTS WITH BC SERVICES, KELSTIN GROUP INC., AND CEDARS BUSINESS SERVICES FOR COLLECTIONS AGENCY SERVICES AND ADOPTION OF ADMINISTRATIVE POLICY IV-A-07 FORMALIZING THE CITY’S COLLECTION POLICY
Objective: The purpose of this report is to consider approval of a three qualified vendors, BC Services, Kelstin Group, Inc., and Cedars Business Services Inc. for collection agency services and adoption of City Collections Policy.

Recommendation: Staff respectfully recommends that the City Council: 1) Approve the proposed collections agency professional services contracts for a period of three (3) years with an option for two (2) one-year extensions; 2) Delegate authority to the City Manager or his designee to approve and execute contracts with each vendor and undertake any and all actions necessary to implement the contracts; 3) Delegate authority to the City Manager or his designee to approve and execute amendments to the contracts for amounts included in the Council approved budget; and 4) Adoption of Administrative Policy IV-A-07 – Accounts Receivable Collections and Write-Off Policy.

10. Police
CONSIDERATION OF ACCEPTANCE OF THE FY/2024 HOMELAND SECURITY GRANT PROGRAM (HSGP) – URBAN AREA SECURITY INITIATIVE (UASI) SUBAWARD OF $52,000 FOR PEREGINE SOFTWARE PLATFORM AND ADOPTION OF RESOLUTION 25-118 APPROVING AMENDMENTS TO THE BUDGET FOR FY2025/26
Objective: The objective of this report is to provide the City Council with information needed to consider acceptance of the FY2024 Homeland Security Grant Program-Urban Area Security Initiative subaward for $52,000 and approval of Resolution 25-118 approving related budget amendments to fund a subscription to the Peregrine Software Platform. 4 Recommendation: Staff respectfully recommends the Council: 1) Adopt resolution 25-118 authorizing the acceptance of the FY2024 Homeland Security Grant Program-Urban Area Security Initiative subaward for $52,000.00 and approving amendments to the approved budget for FY2025/26 for the HSGP-UASI grant subaward; and 2) Authorize the City Manager or designee to sign the contracts for the software purchases related to the grant.

PUBLIC HEARINGS
NONE.

REGULAR AGENDA

11. Community Development

YOLO COUNTY TRANSPORTATION DISTRICT PRESENTATION ON RECOMMENDATIONS IN

THE SHORT-RANGE TRANSIT PLAN
Objective: This report's purpose is to request City Council to hear and provide input to Yolo County Transportation District staff on draft recommendations for the Short-Range Transit Plan.

Recommendation: Staff respectfully recommend that the City Council receive the presentation and provide feedback on Yolo County Transportation District's draft recommendations for the Short-Range Transit Plan.

12. Economic Development & Housing

PUBLIC MEETING TO RECEIVE INFORMATION REGARDING FORMATION OF THE WEST

SACRAMENTO TOURISM MARKETING DISTRICT
Objective: The objective of this item is to conduct a public meeting on the formation of the West Sacramento Tourism Marketing District and receive public comments.

Recommendation: Staff respectfully recommends the City Council hold a public meeting to receive public comment on the proposed West Sacramento Tourism Marketing District and its Management District Plan.

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 5 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
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 November 5, 2025 regular and closed session meetings of the West Sacramento City Council, Redevelopment Successor Agency and Financing Authority was posted October 31, 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. 6 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. 7 CITY COUNCIL AGENDA REPORT
MEETING DATE: November 5, 2025 ITEM # 2
SUBJECT:

PRESENTATION OF PROCLAMATION RECOGNIZING
NOVEMBER 11, 2025 AS VETERANS DAY
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff Doug Drozd, Deputy City Manager
City Manager’s Office
[ ] Other
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action

OBJECTIVE
The objective of this report is to formally recognize the sacrifices our veterans have made and to honor their contributions as we celebrate Veterans Day 2025.

RECOMMENDED ACTION
Staff respectfully recommends that the City Council adopt a proclamation recognizing November 11, 2025, as Veterans Day.

BACKGROUND
Veterans Day is an opportunity to reflect upon and honor the heroism of Americans who have served in the Army, Navy, Air Force, Marines, and Coast Guard. Originally known as Armistice Day, this day commemorated the declaration of peace that took effect on the eleventh hour of the eleventh day of the eleventh month of 1918. In 1954, the holiday was renamed “Veterans Day” to recognize all veterans of all wars, honoring their patriotism, love of country, and willingness to serve and sacrifice for our freedom.

The theme for Veterans Day 2025 is “Service to Our Nation,” which aligns with the mission of VFW Post 8762 and veterans alike. Post 8762 has been committed to serving West Sacramento veterans since its charter began in 1946. They have donated over $750,000 to West Sacramento and surrounding communities through various charitable efforts, awarded high school students for essays on democracy, provided scholarships to nurses at Veterans Hospitals, and supported local youth soccer, swimming, baseball, and basketball programs.

Post 8762 has also sponsored Boys and Girls Scouts, Sea Scouts, and the local Jr. ROTC Program.

ANALYSIS
Veterans Day provides an important opportunity to recognize those who have served in this country’s armed forces. It is a time to express gratitude to those who were willing to risk their lives to protect our nation. While not all veterans may have faced active combat or deployment, they were prepared to answer that call. This day reminds us to honor their sacrifices, including time away from family and friends, and the life-altering experiences they endured in service to our country.

Environmental Considerations
N/A
Commission Recommendation
N/A
Strategic Plan Integration
N/A
Alternatives
N/A
Coordination and Review
N/A
Budget/Cost Impact
N/A

ATTACHMENT
Proclamation 8

PROCLAMATION OF THE WEST SACRAMENTO CITY COUNCIL
RECOGNIZING NOVEMBER 11, 2025, AS VETERANS DAY
WHEREAS, America’s veterans have bravely defended our country, its values, and its interests since our nation’s founding, safeguarding freedom at home and abroad; and
WHEREAS, Soldiers, Sailors, Airmen, Marines, and Coast Guardsmen have placed the lives and security of others above their own, allowing us to enjoy the peace and freedoms we have today; and
WHEREAS, on Veterans Day, we honor all who have worn our Nation’s uniform with pride and our community owes an enduring debt of gratitude to them; and WHEREAS, through their dedication and sacrifice, America’s veterans have endured hardship and loss out of love for their country and duty to serve; and WHEREAS, by the US Department of Veteran Affairs, the 2025 theme, “Service to Our Nation,” visually unites all uniformed services under one flag and one purpose; and
WHEREAS, in West Sacramento, the Veterans of Foreign Wars (VFW) Post 8762 fosters camaraderie among U.S. veterans of overseas conflicts and advocates on behalf of all veterans; and
WHEREAS, the vision of VFW Post 8762 is to ensure veterans are recognized for the sacrifices they and their families have made on behalf of our nation; and WHEREAS, VFW Post 8762 proudly served the West Sacramento community for 79 years and continues to do so with dedication.

NOW, THEREFORE, BE IT PROCLAIMED that the City Council of West Sacramento recognizes November 11, 2025 as Veterans Day, expresses its gratitude to VFW Post 8762, and supports the 2025 West Sacramento Veterans Day Parade, urging all residents to join in honoring our veterans.

PROCLAIMED this 5th day of November 2025.

ATTEST:

Martha Guerrero, Mayor Jennifer Cusmir, City Clerk
9 CITY COUNCIL AGENDA REPORT
MEETING DATE: November 5, 2025 ITEM # 3
SUBJECT:

PROCLAMATION OF THE CITY OF WEST SACRAMENTO
RECOGNIZING OCTOBER 28, 2025 AS NATIONAL FIRST RESPONDERS DAY INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff Doug Drozd, Deputy City Manager
City Manager’s Office
[ ] Other
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action

OBJECTIVE
The objective of this report is to formally recognize the dedication, service, and sacrifices of the City’s first responders who protect and serve the West Sacramento community every day.

RECOMMENDED ACTION
Staff respectfully recommends that the City Council adopt a proclamation recognizing October 28, 2025 as National First Responders Day.

BACKGROUND
First responders play a vital role in maintaining public safety and emergency preparedness in West Sacramento. West Sacramento’s Fire Department provides 24-hour coverage for the community, while the Police Department’s officers, dispatchers, and community service staff work to maintain safe neighborhoods and coordinate responses to incidents of all sizes.

While police, fire, and EMS are often the three most recognized first responders, Public Works and Parks and Recreation staff are also often tasked with providing vital support to emergency response partners, helping protect essential services, and restoring those services following an emergency situation.

ANALYSIS
Recognizing National First Responders Day in West Sacramento provides an opportunity to increase public awareness of the critical services first responders provide, including fire suppression, law enforcement, emergency medical care, and disaster response.

Adoption of this proclamation will signify the City’s commitment to supporting its emergency personnel and fostering community safety and preparedness.

Environmental Considerations
N/A
Commission Recommendation
N/A
Strategic Plan Integration
N/A
Alternatives
N/A
Coordination and Review
N/A
Budget/Cost Impact
N/A

ATTACHMENT
Proclamation
10 PROCLAMATION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO RECOGNIZING OCTOBER 28, 2025 AS NATIONAL FIRST RESPONDERS DAY WHEREAS, the City of West Sacramento honors and celebrates first responders everywhere as the first line of defense, who serve and protect the public, including: firefighters, paramedics, police officers, 911 dispatchers, public works and parks maintenance workers, and other organizations that support during emergencies; and WHEREAS, the West Sacramento Fire Department maintains five fire stations and operates around the clock to protect life, property, and the environment, while also assisting neighboring jurisdictions in Yolo County and the City of Sacramento through automatic and mutual aid agreements; and
WHEREAS, the West Sacramento Police Department’s officers, dispatchers, and community service staff uphold public safety and emergency response, strengthen neighborhoods, and coordinate during major incidents; and WHEREAS, West Sacramento participates in California’s Master Mutual Aid System, ensuring that our police, fire, and emergency personnel can assist other cities and counties during large-scale emergencies, such as wildfires, floods, and disaster recovery operations; and WHEREAS, the City’s Public Works and Parks and Recreation Departments also play a vital role in responding to emergencies by supporting public safety emergency response partners, helping protect essential services, and restoring those services following an emergency; and
WHEREAS, the City of West Sacramento expresses deep gratitude to all first responders who demonstrate commitment, professionalism, and compassion in the face of danger, serving as the foundation of our community’s safety and resilience.

NOW, THEREFORE, BE IT PROCLAIMED that the City Council of West Sacramento recognizes October 28, 2025 as National First Responders Day.

PROCLAIMED this 5th day of November 2025.

ATTEST:

Martha Guerrero, Mayor Jennifer Cusmir, City Clerk
11 CITY COUNCIL AGENDA REPORT
MEETING DATE: November 5, 2025 ITEM # 4
SUBJECT:

CONSIDERATION OF ADOPTION OF RESOLUTION 25-106 AMENDING THE CAPITAL

IMPROVEMENT PROGRAM BUDGET AND AWARD OF CONTRACT TO KITCHELL CEM

FOR ENGINEERING AND DESIGN SERVICES FOR THE WEST SACRAMENTO FIRE STATION 45 HVAC REPLACEMENT PROJECT (CIP 51055)
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X ] Staff
[ ] Other
Megan Gideon, Project Manager II
Capital Projects Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action

OBJECTIVE
The objective of this report is to provide the City Council with sufficient information to adopt Resolution 25-106 amending the Capital Improvements Program (CIP) Budget and to award a professional services contract to Kitchell CEM for engineering and design services throughout the planning, design, bid, and construction phases of the West Sacramento Fire Station 45 HVAC Replacement Project (CIP 51055).

RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1) Find that the Fire Station 45 HVAC Replacement Project is exempt from CEQA review pursuant to the Categorical Exemption under California Code of Regulations, Title 14, Division 6, Chapter 3 (“CEQA Guidelines”), Article 19, Section 15301, Class 1, and find that the determination represents the independent judgment of the City;
2) Adopt Resolution 25-106 amending the Capital Improvement Program budget; 3) Delegate authority to the City Manager, or his designee, to execute a professional services contract with Kitchell CEM for an amount not to exceed $273,800;
4) Authorize the City Manager, or his designee, to execute non-substantive changes or modifications to the professional services contract with Kitchell CEM, with approval from the City Attorney; and 5) Authorize the City Manager, or his designee, to execute amendments, miscellaneous design costs, or change orders up to 10% ($27,380) of the value of the contract.

BACKGROUND
The West Sacramento Fire Station 45’s existing HVAC system, which is critical for maintaining safe and comfortable indoor air for occupants, is nearing the end of its service life. Despite multiple repairs and temporary fixes over the years, the system is no longer reliable, energy-efficient, or capable of meeting current performance standards.

With the many advances in HVAC technology, engineering and design services have been requested to provide the fire station with a solution that uses greener technology, reduces energy consumption, improves air quality, and enhances occupant comfort. The project will also address indoor air quality in regard to airborne contaminants, unwanted odors, and the reduction of the transmission of infectious diseases.

This project will replace key components of the existing system (excluding ductwork) and install new air handling units and updated Building Management System (BMS) controls. All work will be designed to meet or exceed current codes and indoor air quality standards.

ANALYSIS
A Request for Proposals (25-067-RFP) for Engineering and Design Services for Fire Station 45 HVAC Replacement Project was advertised on the City’s website through OpenGov.com and shared with the West Sacramento Chamber of Commerce on July 24, 2025. Proposals were due on August 25, 2025. Six firms, submitted proposals. After careful evaluation and ranking by staff from the Capital Projects and Public Works Departments, three firms, Kitchell CEM, Advance Design Consultants, Inc., and Salas O’Brien, were selected to move to the interview process. Kitchell CEM was the highest-ranked firm based on staff evaluations, specified criteria, and interviews with representatives from Fire, Public Works, and Capital Projects. Staff recommends awarding a professional services contract to Kitchell CEM. The firm has extensive experience with HVAC design and municipal design services. Kitchell CEM will lead a comprehensive team including subconsultants for the technical disciplines required for engineering and design.

If approved by the City Council, staff will solicit bids for construction as soon as the proposed design for the scope of work for the West Sacramento Fire Station 45 HVAC Replacement has been completed and finalized. 12 Contract Award To Kitchell For Engineering and Design Fire Station 45 HVAC Replacement Project (CIP 51055) November 5, 2025

Page 2 ends

Environmental Considerations
The West Sacramento Fire Station 45 HVAC Replacement Project is exempt from CEQA review pursuant to the Categorical Exemption under California Code of Regulations, Title 14, Division 6, Chapter 3 (“CEQA Guidelines”), Article 19, Section 15301, Class 1. Class 1 consists of the operation, repair, maintenance, permitting, leasing, licensing, or minor alteration of existing public or private structures, facilities, mechanical equipment, or topographical features, involving negligible or no expansion of existing or former use.

Commission Recommendation
N/A
Strategic Plan Integration
Not applicable.

Alternatives
The Council’s primary alternatives are summarized below:
1) Approve the recommended actions as described above in this report; 2) Reject the recommended actions or direct staff to alter the project; or 3) Defer or cancel the project.

Alternatives 2 and 3 are not recommended, as the current HVAC units have failed multiple times and are at risk of sudden end-of-life failure, which would make the West Sacramento Fire Station 45 unusable until full system replacement is completed. Fire Station 45 also serves as the City’s Emergency Command Center (EOC) during large-scale emergencies, making this situation unacceptable.

Coordination and Review
This report was prepared by the Capital Projects Department, in coordination with the Public Works, Fire, and Finance Departments.

Budget/Cost Impact
The West Sacramento Fire Station 45 HVAC Replacement Project (CIP 51055) is included in the City’s current Capital Improvement Program (CIP) and has a total appropriation of $155,000 from Measure O (Fund 112).

Additional funds are requested for project to fully fund the design portion of the HVAC system replacement at Fire Station 45. Table 1 provides an overview of project-related expenses for the design phase. The additional one-time appropriation required is proposed to be funded with General Facilities funds (Fund 208).

Table 1: Design Phase Budget Summary
Item Amount
Current Remaining Budget (Approximate) $153,000.00
Design Phase
Kitchell CEM Design Contract $273,800.00
Contingency (10%) $27,380.00
Staff Time/ICAP $50,000.00
Subtotal $351,180.00
Additional Funding Needed $198,180.00
Table 2: Proposed Project Appropriation Funding Source and Needs Funding Sources
Fund 208-9910 – General Facilities Fund $198,180.00

ATTACHMENTS

1. CPC25-344 Kitchell CEM Professional Services Contract

2. Resolution 25-106

3. NOE
13 Contract Award To Kitchell For Engineering and Design Fire Station 45 HVAC Replacement Project (CIP 51055) November 5, 2025

Page 3 ends

4. Vicinity Map
14 Kitchell CEM, Inc.

CPC25-344 Engineering & Design Fire Station 45 HVAC Replacement Expires on 06/30/2027
1 11.4.2024

CONTRACT FOR SERVICES
THIS CONTRACT is made on November 5th, 2025, by and between the CITY OF WEST SACRAMENTO (“City”), and Kitchell/CEM, Inc. (“Consultant”).

WITNESSETH:

WHEREAS, the City desires professional engineering and design services in support of the design and replacement of the heating, ventilation, and air conditioning (HVAC) system at Fire Station 45;
WHEREAS, the Consultant has presented a proposal for such services to the City, dated August 25, 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 “B” and terminate on June 30, 2027.

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 all time and materials required and expended, but in no event shall total compensation exceed two hundred seventy three thousand eight hundred dollars ($273,800.00), 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 "C".

B. Said amount shall be paid upon submittal of a monthly billing showing completion of the tasks that month. 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 monthly 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.

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C. Notwithstanding any provisions of this Contract, Consultant shall not be relieved of liability to the City for direct damages sustained by the City as a result 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. The reuse of any of the materials or documents described in Paragraph 7.A by the City on any other project without the written permission of the Consultant, shall be at the City's sole risk and the City agrees to defend, indemnify and hold harmless the Consultant from all claims, damages and expenses, including attorney's fees, arising out of such unauthorized reuse by the City or by others acting through the City. The Consultant is not responsible and liability is waived by the City as against the Consultant for use by the City or any other person of any data, reports, plans or drawings not signed by the Consultant.

8. COMPLIANCE WITH ALL LAWS:

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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.

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:

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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 or to the extent necessary to perform the services.

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 protect, hold free and harmless, defend and indemnify the City, its consultants, and each of their officers, employees and agents, from any and all liability, penalties, costs, losses, damages, expenses, causes of action, claims or judgments, including attorney’s fees and expenses of litigation to the extent caused by the negligence, recklessness, or willful misconduct of the Consultant, its employees or anyone else employed by the Consultant in the performance of professional design services under this agreement, to the extent of the Consultant’s proportionate percentage of fault.

To the extent permitted by Civil Code section 2782.8, for all other claims unrelated to the provision of professional design services, the Consultant shall protect, hold free and harmless, defend and indemnify the City, its consultants, and each of their officers, employees and agents, from any and all liability, penalties, costs, losses, damages, expenses, causes of action, claims or judgments, including attorney’s fees and expenses of litigation, to the extent caused by the Consultant’s, or its subcontractors’ or suppliers’, negligent performance under this agreement or failure to comply with any of the obligations contained in the agreement. This indemnity shall imply no reciprocal right of the Consultant in any action on the agreement pursuant to California Civil Code section 1717 or section 1717.5. To the fullest extent legally permissible, this indemnity, defense and hold harmless agreement by the Consultant shall apply to any and all acts or omissions unrelated to the provision of professional design services, whether active or passive, on the part of the Consultant or its agents, employees, representatives, or subcontractor’s agents, employees and representatives, resulting in claim or liability, irrespective of whether or not any acts or omissions of the parties to be indemnified hereunder may also have been a contributing factor to the liability, except such loss or damage which was caused by the active negligence, the ATTACHMENT 1
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sole negligence, or the willful misconduct of the City.

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 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.

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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 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 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.

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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:

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 Capital Project Department Megan Gideon
1110 West Capitol Ave
West Sacramento, CA 95691
[email protected]

Consultant:

Kitchell/CEM, Inc.

Andrew Pascual
2450 Venture Oaks Way, Suite 500,
Sacramento, CA 95833
[email protected]

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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.

I. ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE. 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
Kitchell/CEM, Inc.

By: _________________________
Geoff Bachanas, President
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EXHIBIT A
Consultant Proposal/Scope of Work
ATTACHMENT 1
25 Request for Proposals 25-067-RFP
Engineering & Design Services
for Fire Station 45 HVAC
Replacement Project
August 25, 2025
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26 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 1

TABLE OF CONTENTS

3.2 Proposal Transmittal Letter 2

3.3 Proposer’s Mandatory Qualifications & Experience 4

3.4 Technical Project Approach 14

3.5 Cost Proposal (not included in page count) N1
ATTACHMENT 1
27 2450 VENTURE OAKS WAY, SUITE 500 | SACR AMENTO, C A 95833 | 916.648.9700 | W W W.KITCHELL.COM PAGE 2 August 25, 2025
City of West Sacramento
Megan Gideon, Project Manager I
1110 West Capitol Avenue
West Sacramento, CA 95691
RE: Request for Proposal 25-067-RFP for Engineering & Design Services for Fire Station 45 HVAC Replacement Project Dear Megan and Members of the Selection Committee:

As the City of West Sacramento seeks a professional engineering firm to deliver consulting services for the design and replacement of the HVAC and building management controls system at Fire Station 45, Kitchell is the right partner for the job. We bring proven expertise in HVAC and building systems design, a strong record of delivering innovative, sustainable solutions, and an unwavering commitment to maximizing value for our clients. With our hands-on approach and comprehensive understanding of complex building systems, we will provide the City with a cost-effective, forwardlooking solution that enhances both performance and comfort. The following highlights how Kitchell will deliver value to the City on your Fire Station 45 project:

We Have The Right Team
We have assembled a highly qualified and experienced team for this project with each proposed team member having strong HVAC and roofing system replacement/upgrade design experience. Our team is led by Project Manager Andrew Pascual who brings 12 years of project management and design experience. Andrew has extensive HVAC system design experience and has designed/managed numerous projects over the course of his career including repair, replacement, and new design.

He has successfully completed similar projects for several civic/municipal clients across California, including his current work on the West Sacramento Community Center HVAC and controls upgrade in West Sacramento and the replacement of the roofing and HVAC system for two facilities at the CHP Academy in West Sacramento. Andrew has recently completed the West Sacramento Civic Hall HVAC and Controls upgrade in West Sacramento.

The expertise of our highly experienced personnel gives you the flexibility to select a variety of services that best fit your project goals and objectives. We are readily available to provide the services you need. For 38 years, Kitchell has provided design and estimating services, and construction administration on numerous public sector projects in California. By working on public sector projects, we have gained experience and knowledge with local codes and regulations applicable to your project.

As a full-service company, we have all the major disciplines in-house such as registered architects and licensed civil, electrical, and mechanical engineers. In addition, we have cost estimators, schedulers, CAD/BIM technicians, facilities management, and construction management staff to support our professional staff, giving us the ability to provide comprehensive design services.

To enhance our team, we have added Miyamoto International, Inc. to provide structural engineering design services. A local firm with over seven decades in the Sacramento area, Miyamoto has teamed with us on multiple projects similar to yours.

We Have The Right Approach
Kitchell has worked with public agencies for 75 years and understands the need to provide consistent and transparent services. We have established internal processes and procedures that are tailored toward public works projects enabling us to provide consistent, high-quality services that meet the needs of each project while providing the open communication and reporting necessary for public review. By working on public sector projects, we have the experience and knowledge of local codes and regulations applicable to your project.

3.2 Proposal Transmittal Letter
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28 2450 VENTURE OAKS WAY, SUITE 500 | SACR AMENTO, C A 95833 | 916.648.9700 | W W W.KITCHELL.COM PAGE 3 We Are Committed to Achieving the Optimal
Project Value
We begin every project with results in mind. Results that will incorporate our knowledge and understanding of your facility, your maintenance and operations team, and the challenges and opportunities discovered together. This approach is backed by consistent successful project delivery for numerous local agencies throughout California. Our goal is to provide a quality project that will meet or exceed the City’s expectations.

We thank you for your consideration and look forward to presenting our qualifications and approach in person.

Sincerely,
Geoff Bachanas, CCM Heather Brown, PE, LEED AP
President (Authorized to bind the firm) Executive of EAS

REQUIRED PROPOSAL STATEMENTS
A. Proposer’s Name
and Contact
Kitchell/CEM, Inc.

Sergio Rodriguez, PE, Assoc. DBIA, LEED AP | Principal-in-Charge 2450 Venture Oaks Way, Suite 500, Sacramento, CA 95833
tel. 916.648.9700 | [email protected] |
B. Statement of Offer This proposal is an offer to complete the Scope of Work and the offer, including the Cost Proposal rates and budget, remain valid for a minimum of 90 business days following the proposal due date.

C. Conflict of Interest None - Kitchell nor any individuals performing work under the Contract, have a conflict of interest.

D. City Contract Terms Kitchell has reviewed the City’s standard contract and insurance and accepts with a few recommended modifications. A copy of the contract, with recommended edits tracked, has been included with the electronic proposal submission.

E. Subcontractors Miyamoto International
1450 Halyard Dr #1, West Sacramento, CA 95691
tel. 916.373.1995 | [email protected] Scope of Work: Miyamoto will be responsible for structural engineering services.

F. Signature & Authority The Proposal Transmittal Letter has been signed by Kitchell/ CEM, Inc.’s president, Geoff Bachanas. Evidence demonstrating authority is included as part of our Secretary of State documentation included in Section J. Business License on page 13.

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29 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 4 A. Organization
Established in 1950, Kitchell is dedicated to providing construction management and general contracting services in the Western United States. Our firm’s innovations in management and reliability in delivering projects on time and within or under budget have earned us a reputation for superior performance. Since Kitchell’s inception, we have completed $59 billion in public sector construction representing more than 5,000 projects in recreation facilities, municipal office buildings, education facilities, courthouses, parking structures, civic centers, detention and criminal justice centers, healthcare facilities, police/fire stations and performing/multicultural arts centers.

In the A/E/C industry, Kitchell is known primarily as a construction management firm, but unlike most firms we have a full in-house Engineering and Architectural Services (EAS) Department, established 38 years ago, comprised of licensed architects and engineers, as well as qualified and experienced quality control specialists, estimators, schedulers, mission critical facility experts, commissioning professionals, BIM technicians, facilities maintenance personnel and other specialized consultants needed to professionally and successfully address your needs for the project. This group of highly experienced and licensed professionals knows the unique demands placed on facility owners and operators. Our client base includes healthcare, higher education, public safety, research & development, justice and corrections, student housing, K-12, and Civic Municipal.

Project Staffing & Licenses
Kitchell currently has over 350 qualified staff working on a variety of public sector projects. Our depth of resources, coupled with our large and diverse project base, allows us flexibility in meeting our clients’ staffing requirements. We take pride in selecting the most qualified personnel to achieve the depth and breadth of resources needed to provide full commitment, attention, continuity and accountability in developing a successful program. Kitchell holds a California Class B General Contractor’s license (#950139) that is current and active with California’s Contractors State License Board. In addition, Heather Brown has a California Mechanical Engineer License (#M31667). Refer to the resume section for relevant staff licenses and training.

Office Locations
Kitchell will be servicing the City’s contract out of our headquarters office in Sacramento and will also be supported by our San Diego office. Our other California offices are located in Santa Rosa, Fresno, Riverside, Los Angeles, Oakland, Irvine, San Jose, San Diego, and San Luis Obispo.

Subconsultant
Miyamoto’s structural engineering team transforms complex design, economic, sustainability and resilience challenges into opportunities. By providing high-performance engineering expertise, they reduce construction materials, enhance sustainability and maximize investment value. Their clients benefit from the best of local and global engineering talent, serving sectors such as education, healthcare, civic infrastructure, distribution, life sciences, residential, and commercial development.

For 78 years, they have maintained an office in Sacramento, providing dedicated services to Sacramento County for the greater part of that history.

B. Experience
For more than 38 years, Kitchell has had a team of in-house licensed professionals to assist our project managers, construction managers, and state, county and city governments in all technical aspects of project development. As such, we have been providing architectural, civil, electrical, mechanical and structural consulting services from the inception of a project through bid documents, construction, closeout and warranty. We also have schedulers, estimators, certified specification writers and CAD/ BIM technicians in house. Kitchell’s EAS Department has been providing services similar to those requested by the City of West Sacramento for over 20 years. Please see the following pages for additional information on Kitchell’s experience.

C. Public Agency Experience
Kitchell has extensive experience working with public agencies having completed $59 billion in public sector construction representing more than 5,000 projects. Kitchell previously worked with the City of West Sacramento providing construction management services for the Transit Center Project Phase II and Community Center project. We are also currently under contract with the City providing design and construction administration services on your Community Center HVAC and Controls Upgrade. On the following pages are descriptions and associated information for nine of Kitchell’s projects from the past five years that are most relevant to yours.

3.3. Proposer's Mandatory Qualifications & Experience
Sacramento Office (Headquarters)
2450 Venture Oaks Way, Suite 500
Sacramento, CA 95833
Years in
Business
Providing services for
City of west Sacramento
Northern California
Construction
Providing Engineering &
Architectural Services
16Years 38Years
$18.8b
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30 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 5 City of West Sacramento, City Hall
Mechanical System Upgrade,
west sacramento, ca
Engineering and design services for the replacement of the heating, ventilation, and air conditioning (HVAC) system including a full assessment of the existing conditions, recommendations for replacement, project cost estimates, and producing biddable design drawings and specifications at the 62,275 SF City Hall building. The initial engineering assessment provided the City with a preferred solution that will include greener technology, reduction in energy use and operational and maintenance costs, increased air quality, and improved occupant comfort. The scope of work included the replacement of the mechanical systems located on the roof of the building along with related electrical service equipment and the replacement of the existing building automation/energy management system. Construction is being performed in stages to minimize operational impact to the building occupants. This project includes a Variable Refrigerant Volume (VRV) system.

Key Personnel Proposed
» Sergio Rodriguez, Principalin-Charge
» Andrew Pascual, Project
Manager
» Yi Zeng, Architect
» Gerald Neuffer, Electrical
Engineer
» Heather Brown, Executive
Director of EAS
» Lon Determan - Miyamoto
(Structural Engineering)
Completion Date
August 2025
City of Sacramento, Wastewater
Building HVAC Upgrade, sacramento, ca
Design services for HVAC upgrades to a 30,900 SF wastewater building encompassing design of the removal and replacement of several HVAC units, variable air volume boxes and roof mounted exhaust fans and addition of dedicated split system units and a four-ton variable refrigerant flow system. Scope of work included comprehensive design services including site investigation, preparation of design development and construction documents, permitting, bidding and construction administration services.

Kitchell was subsequently contracted to provide comprehensive mechanical consulting services including an analysis of the HVAC system, preparation of the assessment report and preparation of a cost estimate for proposed upgrades. This project includes a Variable Refrigerant Volume (VRV) system.

Key Personnel Proposed
» Sergio Rodriguez, Principalin-Charge
» Andrew Pascual, Project
Manager
» Heather Brown, Executive
Director of EAS
» Miyamoto (Structural
Engineering)
Completion Date
November 2021
California Department of General
Services, CHP Academy Deferred
Maintenance Projects, west sacramento, ca
Facility assessment, design, cost estimating, scheduling and phasing services for multiple deferred maintenance projects at the California Highway Patrol Academy in West Sacramento.
» Central Plant Boiler Replacement: Replacement of two hot water boilers, two hot water pumps, one pool boiler, and one domestic boiler.
» North and South Dormitories Hot Water Holding Tank
Replacement: Replacement of two hot water boilers and
pumps with new.
» Main Classroom Air Handlers Replacement: Replacement
of two existing multi-zone air handler units on the roof with new, including new supply and return ductwork.

Key Personnel Proposed
» Sergio Rodriguez, Principalin-Charge
» Andrew Pascual, Project
Manager
» Yi Zeng, Architect
» Gerald Neuffer, Electrical
Engineer
» Heather Brown, Executive
Director of EAS
» Lon Determan - Miyamoto
(Structural Engineering)
Completion Date
September 2022 - August 2025
ATTACHMENT 1
31 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 6 Stanislaus County, Capital Building
HVAC Project, modesto, ca
Design services for a $1.2 million project consisting of the removal of all existing HVAC units and exhaust fans located in the 36,000 SF, three-story Capital Building facility. Scope included the installation and replacement of HVAC units serving each floor, installation of new HVAC controls, expansion of the existing exterior mechanical cage to accommodate a new HVAC unit serving the first floor lobby, provided code-required duct detectors for new HVAC units and connection to the existing fire alarm system.

Key Personnel Proposed
» Sergio Rodriguez, Principalin-Charge
» Andrew Pascual, Project
Manager
» Heather Brown, Executive
Director of EAS
» Miyamoto (Structural
Engineering)
Completion Date
December 2020
County of Sonoma, Main Adult
Detention Facility Records Room HVAC
Improvements, santa rosa, ca
Engineering services to provide HVAC improvements to the Main Adult Detention Facility records room. Scope of services initially consisted of evaluating the existing HVAC system serving the records room and IT data room, developing a scoping level report identifying the existing HVAC system conditions and recommendations for upgrade/replacement/ remediation, the development of scoping narratives to define project recommendations and developing a cost estimate. After completion of the evaluation, the County asked Kitchell to provide construction drawings, specifications and calculations as well as providing construction administration services.

Key Personnel Proposed
» Sergio Rodriguez, Principalin-Charge
» Andrew Pascual, Project
Manager
» Gerald Neuffer, Electrical
Engineer
» Heather Brown, Executive
Director of EAS
Completion Date
June 2021
City of Manhattan Beach, City Hall
HVAC Renovation, manhattan beach, ca
Assessment, design, and construction administration for upgrades to the heating, ventilation and air conditioning systems for the 27,500 SF City Hall. The building’s HVAC systems serve the City Council Chambers, the departments of finance, parks and recreation, community development, human resources, information technology and management services. Scope of work included an assessment of the current HVAC system and equipment performance, prioritization of critical system improvements into manageable budget packages and development of an alternative system improvement option. After the completion of the first phase of the project Kitchell was hired to provide design services for the alternative system improvement option that the City selected.

Key Personnel Proposed
» Sergio Rodriguez, Principalin-Charge
» Andrew Pascual, Project
Manager
» Gerald Neuffer, Electrical
Engineer
» Heather Brown , Executive
Director of EAS
» Miyamoto (Structural
Engineering)
Completion Date
November 2023
ATTACHMENT 1
32 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 7 City of Burlingame, Central County
Fire Department Station No. 35
Modernization, burlingame, ca
Engineering and design services for a $838,000 comprehensive renovation of a 4,900 SF fire station originally built in the early 1970’s. Work included reconfiguration of the existing sleeping quarters to add a washroom for unisex use and facility accessibility compliance. Work also included new kitchen quarters, refurbished bullpen, window replacement, code upgrades with new sprinkler system for the entire facility, new mechanical system for heat and air conditioning and instant hot water heaters. Services also included estimating for schematic design options and design development phase for city budgeting purposes.

Kitchell is currently providing design services for the Phase II scope of work for the modernization of this fire station. This project includes a Variable Refrigerant Volume (VRV) system.

Key Personnel Proposed
» Sergio Rodriguez, Principalin-Charge
» Andrew Pascual, Project
Manager
» Gerald Neuffer, Electrical
Engineer
» Heather Brown, Executive
Director of EAS
Completion Date
May 2020 (Phase I)
City of San Diego, Improvements to
Fire Stations Number 3, 8 & 15,
san diego, ca
Design and construction services for a $2.7 million project consisting of renovations and improvements for three fire stations totaling 9,189 SF. Work includes expansions and renovations, facility reconfiguration, upgrades to HVAC equipment and ADA upgrades as well as various other modifications. Kitchell performed full design bid support and construction administration services which include responses to RFIs and submittals, regular participation at site meetings and construction observation. This project includes a Variable Refrigerant Volume (VRV) system.

Key Personnel Proposed
» Sergio Rodriguez, Principalin-Charge
» Andrew Pascual, Project
Manager
» Gerald Neuffer, Electrical
Engineer
» Heather Brown, Executive
Director of EAS
Completion Date
July 2020
Additional Experience
Butte County, County-Wide HVAC
Replacement Project,
various locations, ca
Engineering services for the replacement of HVAC equipment and energy management systems for 50 County-operated facilities over three years to improve the systems operation and efficiencies while enhancing air quality control. The scope of work included the review of existing HVAC equipment deficiencies, a site investigation for systems verification, the development of a prioritization plan for the replacement projects, upgrade recommendations for the County’s energy management system, the development of mechanical equipment specifications, and overall construction management assistance.

Key Personnel Proposed
» Sergio Rodriguez, Principalin-Charge
» Andrew Pascual, Project
Manager
» Heather Brown, Executive
Director of EAS
Completion Date
February 2025
ATTACHMENT 1
33 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 8 D. Personnel
Kitchell’s project team, as presented on the following pages, has been assembled based on their ability to deliver the best-suited skills and experience for delivery of the requested services. In choosing our team, we specifically selected available personnel with the experience and expertise of the services offered. Each member of our team brings a collaborative attitude to a project, is skilled in identifying and implementing solutions to challenging and complex projects, and is available for their assigned role. Our proposed team offers years of experience working on projects similar to yours. Additionally, Kitchell has the ability to draw upon an in-house staff of construction managers, estimators, schedulers, commissioning specialists and other construction professionals should the need arise.

Please refer to our proposed organization chart to the right and the following pages for key personnel resumes demonstrating their specialized knowledge and experience, as well as our history providing the requested services for similarly sized and scoped projects.

Organizational Chart
Principal-in-Charge
SERGIO RODRIGUEZ, pe, assoc. dbia, leed ap bd+c
(Kitchell)
Heather Brown, pe, leed ap
Executive of EAS
Matt Chappell, eit, cep
Estimating Director
Rick Stassi
Scheduling Manager
Project Manager
ANDREW PASCUAL, pe, assoc. dbia
(Kitchell)
Architect
YI ZENG, aia, leed ap bd+c, cdt
(Kitchell)
Electrical Engineer
GERALD NEUFFER, pe, leed ap o+m, crm
(Kitchell)

IN-HOUSE SUPPORT SERVICES TEAM
Mechanical Engineer
QUN ZHAO, pe
(Kitchell)
Structural Engineer
LON DETERMAN, se
(Miyamoto International)
Primary contact and
lead for day-to-day
work effort.

ATTACHMENT 1
34 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 9 Sergio Rodriguez, pe, assoc. dbia, leed ap
PRINCIPAL-IN-CHARGE | KITCHELL

DEMONSTRATED ACCOMPLISHMENTS
Sergio has 23 years of experience in MEP project management and consulting services for a variety of clients, including education, retail, industrial, residential, and commercial. He has consulted with project owners to define mechanical system parameters, designed MEP and fire protection systems, provided oversight for engineering staff, performed field investigations, and consulted on LEED requirements. Sergio oversees the management of staff working with code, access compliance, design and constructability reviews, life cycle studies, value engineering sessions, energy studies, specifications development, needs assessments, master planning studies, facility assessments, and construction inspections.

SIMILAR PROJECT EXPERIENCE
City of West Sacramento, City Hall Mechanical System Upgrade, West Sacramento, CA: Design services for the replacement of the heating, ventilation, and air conditioning (HVAC) system including a full assessment of the existing conditions, recommendations for replacement, project cost estimates, and producing biddable design drawings and specifications at the 62,275 SF building. (Dec 2022 - Aug 2025)
DGS, California Highway Patrol Academy Deferred Maintenance Projects, West Sacramento, CA: Design and construction services for multiple deferred maintenance projects at California Highway Patrol Academy in West Sacramento. (Nov 2022 - Ongoing)
City of Manhattan Beach, City Hall HVAC Renovation, Manhattan Beach, CA: A facility condition assessment, estimating, design and construction administration services for HVAC upgrades of the 27,500 SF facility. (Mar 2021 -Nov 2023)
City of Santa Monica, Public Safety Building HVAC Improvement, Santa Monica, CA: HVAC design improvements to the Public Safety Building chiller yard. Work included the replacement of the air-cooled chillers, hydronic pumps and accessories and the reconfiguration of the piping system and all associated electrical controls. (Nov 2018 - October 2019) Butte County, County-Wide HVAC Replacement Project, Various, CA:

Engineering services for the replacement of HVAC equipment and energy management systems for 50 County-operated facilities over three years to improve the systems operation and efficiencies while enhancing air quality control. (May 2024 - Feb 2025)
Andrew Pascual, pe, assoc. dbia
PROJECT MANAGER | KITCHELL

DEMONSTRATED ACCOMPLISHMENTS
Andrew brings 10 years of experience in the construction industry, primarily providing services to the public sector. Andrew leads coordination efforts with the project team through various investigations including total cost of ownership analysis, energy analysis, code cycle changes, construction phasing coordination, and project estimation. He has a passion for mentoring junior engineers and designers as well as incorporating new technologies into company processes. Since joining Kitchell, Andrew has provided design and assessment services as well as database administration for dozens of clients.

SIMILAR PROJECT EXPERIENCE
City of West Sacramento, City Hall Mechanical System Upgrade, West Sacramento, CA: Design services for the replacement of the heating, ventilation, and air conditioning system including a full assessment of the existing conditions, recommendations for replacement, project cost estimates, and producing biddable design drawings and specifications at the 62,275 SF building. (Dec 2022 - Aug 2025)
City of Sacramento, Wastewater Building HVAC Upgrade, Sacramento, CA: Design services for HVAC upgrades to a 30,900 SF wastewater building encompassing design of the removal and replacement of several HVAC units, variable air volume boxes and roof mounted exhaust fans and addition of dedicated split system units and a four-ton variable refrigerant flow system. (Aug 2019 - Nov 2021)
DGS, California Highway Patrol Academy Deferred Maintenance Projects, West Sacramento, CA: Design and construction services for multiple deferred maintenance projects at California Highway Patrol Academy in West Sacramento. (Nov 2022 - Ongoing)
City of Manhattan Beach, City Hall HVAC Renovation, Manhattan Beach, CA: A facility condition assessment, estimating, design and construction administration services for HVAC upgrades of the 27,500 SF facility. (Mar 2021 -Nov 2023)
Stanislaus County, Capital Building HVAC Project, Modesto, CA: A $1.2 million project consisting of the removal of all existing HVAC units and exhaust fans located in the 36,000 SF, three-story Capital Building facility. (July 2020 - Dec 2020)

EDUCATION
BS, Mechanical
Engineering,
University of Texas
at El Paso

PROFESSIONAL

LICENSES
Mechanical Engineer
#M35271, CA
Associate DesignBuild Professional
LEED Accredited
Professional

YEARS WITH

THE FIRM
13 years

DEMONSTRATED

ACCOMPLISHMENTS
Strategic Leadership
Client Advocacy
Mentorship &
Development
Innovation &
Efficiency
Culture Building

EDUCATION
BS, Mechanical
Engineering,
University of
California, Davis

PROFESSIONAL

LICENSES
Mechanical Engineer
#M39477, CA
Associate DesignBuild Professional

YEARS WITH

THE FIRM
10 years

DEMONSTRATED

ACCOMPLISHMENTS
Client Satisfaction
Team Leadership
Problem Solving
Design &
Engineering
Coordination
Quality Assurance
Mentorship &
Growth
ATTACHMENT 1
35 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 10 Yi Zeng, aia, leed ap bd+c, cdt
ARCHITECT | KITCHELL

DEMONSTRATED ACCOMPLISHMENTS
Yi brings 11 years of industry experience working on various projects including transportation, civic infrastructure, and education. He has excellent communication skills, working both with his design team and the client to meet goals and ensure projects are completed on time. Yi is driven by a passion for transforming exceptional designs into tangible realities.

Witnessing clients and users delight in the spaces we’ve crafted is incredibly fulfilling to him.

Design services for the interior alterations of the existing 255 SF breakrooms.

The scope of work included remodeling the existing breakroom, including new casework and wall-mounted television. The scope also included accessibility upgrades such as dedicated accessible parking, building entrance, and path of travel from the parking to the area of work. (July 2023 - Ongoing) Qun Zhao, pe, leed ap
MECHANICAL ENGINEER | KITCHELL

DEMONSTRATED ACCOMPLISHMENTS
With 27 years of experience as a mechanical engineer, Qun brings extensive expertise in HVAC system design, project management, and engineering consulting across diverse sectors, including healthcare, higher education, life sciences, commercial, and aviation. She has led large-scale projects from conceptual design through construction, with deep knowledge in energy-efficient systems, code compliance, commissioning, and LEED certification. Her background includes more than 15 years of project management and 10 years of department leadership, where she oversaw design teams, coordinated with multidisciplinary stakeholders, and ensured projects were delivered on time, within budget, and with technical precision.

SIMILAR PROJECT EXPERIENCE
University of California at San Diego, AP&M Building AHU-4 Replacement, San Diego, CA: A $6.5 million renovation, the AP&M building upgrade modernized one of the campus’s largest academic facilities, a 165,000 SF, seven-story complex that houses classrooms, laboratories, and offices. The project replaced the aging AHU-4 system and installed temporary equipment to keep the building fully operational during construction, ensuring no disruption to teaching or research.

The addition of new HX and MTW pumps improved energy efficiency and system reliability, delivering a sustainable and future-ready solution for the university community. (Sep 2022 - Dec 2024)
University of California at San Diego, Student Health Services Building 4-RTU Replacement, San Diego, CA: A $2.5 million renovation, the Student Health Services Building upgrade replaced four of the facility’s five rooftop units with new high-efficiency VAV systems and hot water reheat coils. To minimize disruption, temporary AHUs were strategically installed so the building remained fully operational throughout construction. The project not only improved indoor comfort and system performance but also delivered long-term energy savings and enhanced reliability for the campus community. (Apr 2021 - Aug 2024) University of Michigan, Horace H. Rackham Hall Historic Building Renovation, Ann Arbor, MI: A $43.5 million, five-story, 173,161SF historic building underwent a full transformation, preserving its unique architectural features while upgrading to state-of-the-art mechanical systems. Highlights include a new water-cooled chiller, cooling tower, VAV air distribution, DDC building controls, and enhanced acoustics. CFD analysis ensured optimal temperature control in the auditorium, amphitheater, study hall, and classrooms. (2001 - 2003)

EDUCATION
Master of
Architecture,
University of
Southern California
BS, Architecture,
University of Illinois

PROFESSIONAL

LICENSES
Architect #C36964,
CA
LEED AP Building
Design +
Construction
Construction
Document
Technologist

YEARS WITH

THE FIRM
1 year

DEMONSTRATED

ACCOMPLISHMENTS
Design leadership
Client Advocacy
Interdisciplinary
Collaboration
Quality Assurance

EDUCATION

BS, HVAC
Engineering,
Shenyang
University, China

PROFESSIONAL

LICENSES
Professional
Engineer #M41103,
CA
LEED Accredited
Professional
Certified Plumbing
Engineer

YEARS WITH

THE FIRM
<1 year

DEMONSTRATED

ACCOMPLISHMENTS
System Optimization
Coordination
Excellence
Problem-Solving
Quality Assurance
Client Support
Sustainability
Leadership
ATTACHMENT 1
36 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 11 Gerald Neuffer, pe, leed ap o+m, crm
ELECTRICAL ENGINEER | KITCHELL

DEMONSTRATED ACCOMPLISHMENTS
Gerald has worked exclusively in the field of electrical consulting for 35 years.

During this time, he has designed electrical systems for a wide range of municipal, healthcare, retail, residential, military and educational facilities.

He has project management, coordination, and negotiation skills. Gerald has worked as an electrical department manager and mentored a team of electrical engineers and designers. His many licenses have allowed him to work, review and seal hundreds of projects across the United States.

SIMILAR PROJECT EXPERIENCE
City of West Sacramento, City Hall Mechanical System Upgrade, West Sacramento, CA: Design services for the replacement of the heating, ventilation, and air conditioning (HVAC) system including a full assessment of the existing conditions, recommendations for replacement, project cost estimates, and producing biddable design drawings and specifications at the 62,275 SF building. (Dec 2022 - Aug 2025)
DGS, California Highway Patrol Academy Deferred Maintenance Projects, West Sacramento, CA: Design and construction services for multiple deferred maintenance projects at California Highway Patrol Academy in West Sacramento. (Nov 2022 - Ongoing)
City of Santa Monica, Public Safety Building HVAC Improvement, Santa Monica, CA: HVAC design improvements to the Public Safety Building chiller yard. Work included the replacement of the air-cooled chillers, hydronic pumps and accessories and the reconfiguration of the piping system and all associated electrical controls. (Nov 2018 - October 2019) City of Burlingame, Central County Fire Department Station No. 35 Modernization, Burlingame, CA: Engineering and design services for a $838,000 comprehensive renovation of a 4,900 SF fire station originally built in the early 1970’s. Work included reconfiguration of the existing sleeping quarters to add a washroom for unisex use and facility accessibility compliance. Work also included new kitchen quarters, refurbished bullpen, window replacement, code upgrades with new sprinkler system for the entire facility, new mechanical system for heat and air conditioning and instant hot water heaters. Services also included estimating for schematic design options and design development phase for city budgeting purposes. (May 2019 - May 2020)
Lon Determan, se
STRUCTURAL ENGINEER | MIYAMOTO INTERNATIONAL

DEMONSTRATED ACCOMPLISHMENTS
Since 1995, Lon has helped grow the firm’s recognition as a world-class leader in innovative structural engineering solutions. In addition to his strengths as a Principal, Lon is an equally competent Structural Engineer with vast expertise in both public and private projects, such as essential service facilities, fire stations, office buildings, libraries, transit stations and parking structures.

An established seismic safety expert, he repeatedly delivers solutions that resolve structural deficiencies and bring increased safety to the most complex facilities, such as historically-significant buildings.

SIMILAR PROJECT EXPERIENCE
City of West Sacramento, City Hall Mechanical System Upgrade, West Sacramento, CA: Design services for the replacement of the heating, ventilation, and air conditioning system including a full assessment of the existing conditions, recommendations for replacement, project cost estimates, and producing biddable design drawings and specifications at the 62,275 SF building. (Dec 2022 - Aug 2025)
DGS, California Highway Patrol Academy Deferred Maintenance Projects, West Sacramento, CA: Design and construction services for multiple deferred maintenance projects at California Highway Patrol Academy in West Sacramento. (Nov 2022 - Ongoing)
City of West Sacramento, Community Center HVAC Replacement Project, West Sacramento, CA: Engineering and design services for the replacement f some of the existing equipment (excluding ducting) to regain normal HVAC operations. The scope of work includes minor controls expansion work to ensure the exhaust fans function. (May 2025 - Ongoing) GeminiBio cGMP Manufacturing Facility Phase 2, West Sacramento, CA:This tenant improvement project within an existing warehouse included a 1,300SF single-story steel-framed mezzanine with steel stairs and 800SF of accessible ceiling. The project also provided engineered anchorage for CIP, PCW, a 10ft storage tank, cooling tower, neutralization tank, two generators, and three rooftop AC units. Careful planning and precise structural design ensured all improvements were integrated safely and efficiently within the existing building. (Nov 2020 - Nov 2022)

EDUCATION
BS, Mechanical
Engineering,
University of Texas
at El Paso

PROFESSIONAL

LICENSES
Mechanical Engineer
#M35271, CA
Associate DesignBuild Professional
LEED Accredited
Professional

YEARS WITH

THE FIRM
13 years

DEMONSTRATED

ACCOMPLISHMENTS
Coordination
Leadership
Technology
Utilization
Client Advocacy
Future Ready
Solutions

EDUCATION
BS, Civil
Engineering,
Magna Cum
Laude, California
State University,
Sacramento

PROFESSIONAL

LICENSES
Structural Engineer
#S4654, CA
Civil Engineer
#C57932, CA

YEARS WITH

THE FIRM
30 years

DEMONSTRATED

ACCOMPLISHMENTS
Communication &
Collaboration
Interdisciplinary
Coordination
Community Value
Problem Solving
ATTACHMENT 1
37 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 12 Heather Brown, pe, leed ap

EXECUTIVE OF EAS
Heather brings more than 30 years of experience in the construction industry, where she has worked on a wide variety of public, higher education and commercial facilities. Her experience includes project management, mechanical and plumbing design, assessing and renovating both HVAC and plumbing systems, preparing calculations and AutoCAD drawings. Heather is responsible for the management of engineers and architects working with code, access compliance, design and constructability reviews, life cycle studies, value engineering sessions, energy studies, specifications development, needs assessments, master planning studies, facility assessments and construction inspections.

Matt Chappell, eit, cep

ESTIMATING DIRECTOR
Matt has more than 28 years of experience in private and public construction and design. His experience includes project management, agency/contractor coordination, scheduling and project budgets, utility construction and estimating on multiple municipal and education projects.

As a Certified Estimating Professional (CEP) by the Association for the Advancement of Cost Engineering (AACE), Matt exemplifies the wellrounded construction estimating professional.

Rick Stassi

SCHEDULING MANAGER
Rick has over 48 years of technical and analytical industry scheduling experience, with a diverse career in the engineering and project management fields. He is an SME in earned value analysis providing project health status including earned schedule forecasting and delay mitigation.

His experience encompasses project controls, engineering support, customer service and information technology support as well as scheduling, with excellent interpersonal and team-building skills. His experience includes high-volume projects across several industries including water/wastewater, aviation, civic/municipal, commercial and transportation.

IN-HOUSE SUPPORT SERVICES TEAM E. References
Below are five references from Kitchell projects for whom similar services have been provided in the last three years. We encourage you to contact each of them to verify the quality of our work and their satisfaction with our services.

City of West Sacramento, City Hall Mechanical System Upgrade, West Sacramento, CA: Design services for the replacement of the HVAC system including a full assessment of the existing conditions, recommendations for replacement, and producing biddable documents at the 62,275 SF City Hall building. (Completed: Aug 2025)
Jamie Teske, Senior Project Manager | 1110 West Capitol Avenue, West Sacramento, CA 95691 tel. 916.617.4591 | [email protected]
City of Manhattan Beach, City Hall HVAC Renovation, Manhattan Beach, CA: A facility assessment, estimating, design and construction administration services for HVAC upgrades of the 27,500 SF facility. (Completed: Nov 2023) Jeff Fijalka, Senior Civil Engineer | 3621 Bell Avenue, Manhattan Beach, CA 90266 tel. 310.802.5358 | [email protected]
City of Burlingame, Fire Station No. 35 Modernization - Phase II, Burlingame, CA: Architectural and engineering services for the second phase of rehabilitation work for the 4,900 SF station built in the 1970s. (Completed: May 2020) Kevin Okada, Senior Civil Engineer | 501 Primrose Road, Burlingame, CA 94010 tel. 650.558.7230 | [email protected]
Butte County, County-Wide HVAC Replacement Project, Various, CA:

Engineering services for the replacement of HVAC equipment and energy management systems for 50 County-operated facilities over three years. (Completed: Feb 2025)
Sara Miller, Assistant Director | 2081 2nd Street, Oroville, CA 95965 tel. 530.552.3500 | [email protected]
California Department of General Services, California Highway Patrol Academy Deferred Maintenance Projects, West Sacramento, CA: Design and construction services for multiple deferred maintenance projects at California Highway Patrol Academy in West Sacramento. (Completed: Aug 2025) Clinton Sierer, Project Director I | 707 3rd Street, 4th Floor, West Sacramento, CA 95605 tel. 916.322.8779 | [email protected]
ATTACHMENT 1
38 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 13 F. Local Benefit
Kitchell is an established firm working in California for 47 years and in 2008 we completed our first project with the City of West Sacramento, the Community Center. In the past 16 years, Kitchell has completed six projects for the City and recently provided engineering and design services for the City Hall HVAC replacement project and currently working on the Community Center HVAC replacement project. Conveniently located across the river from West Sacramento, our team can provide on-site support in a timely manner. Additionally, our team understands the City’s market, operations, and trends and has relevant experience working with local authorities having jurisdiction for the successful completion of projects from permit through closeout.

Heather Brown, Executive of EAS, has resided in the City of West Sacramento since 2007 and is excited to continue working with the City and contribute to this project. Our subconsultant, Miyamoto International has been doing business in the City for several decades and has had an office located on Halyard Drive across the port from the City for well over 20 years. Miyamoto is also the continued partner with Kitchell as the structural engineer for the City Hall HVAC replacement project.

G. History
Kitchell/CEM, Inc. is a wholly owned subsidiary of Kitchell Corporation. There have been no mergers, acquisitions, or sales related to our firm’s organizational structure within the last three years.

H. Legal Challenges
There is no current or pending litigation against Kitchell.

I. Fiscal Viability
Kitchell/CEM, Inc. has never filed (or have filed against) any bankruptcy or insolvency proceedings, nor have we undergone the appointment of a receiver, trustee, or assignee for the benefit of creditors.

J. Business License
Kitchell’s proof of registration with the Secretary of State to conduct business in the State of California is provided to the right. We’ve also included a copy of our California Class B General Contractor’s license that is current and active with California’s Contractors State License Board.

BA20241880643
Entity Details
Corporation Name KITCHELL/CEM, INC.

Entity No. 0973818
Formed In CALIFORNIA
Street Address of Principal Office of Corporation
Principal Address 2450 VENTURE OAKS WAY, SUITE 500
SACRAMENTO, CA 95833
Mailing Address of Corporation
Mailing Address 2450 VENTURE OAKS WAY, SUITE 500
SACRAMENTO, CA 95833
Attention
Street Address of California Office of Corporation
Street Address of California Office 2450 VENTURE OAKS WAY, SUITE 500 SACRAMENTO, CA 95833
Officers
Officer Name Officer Address Position(s)
Wendy Cohen 1707 E. HIGHLAND AVENUE
SUITE 100
PHOENIX, AZ 85016
Chief Executive Officer, Chief Financial Officer
DAVID E. KOVAL 1707 E. HIGHLAND AVENUE, SUITE 100
PHOENIX, AZ 85016
Secretary
Additional Officers
Officer Name Officer Address Position Stated Position
Bikramjit S Johal 2450 VENTURE OAKS WAY
500
SACRAMENTO, CA 95833-3292
Vice President
Maria Davila 2450 VENTURE OAKS WAY, SUITE 500
SACRAMENTO, CA 95833
Assistant Secretary
Heather Brown 2450 VENTURE OAKS WAY, SUITE 500
SACRAMENTO, CA 95833
Assistant Secretary
+ Wendy M Cohen 1707 E. HIGHLAND AVENUE
SUITE 100
PHOENIX, AZ 85016
Vice President President
+ Geoffrey V Bachanas 2450 VENTURE OAKS WAY
500
SACRAMENTO, CA 95833-3292
Other President
Directors
Director Name Director Address
GEOFFREY V BACHANAS 2450 VENTURE OAKS WAY
SUITE 500
SACRAMENTO, CA 95833

STATE OF CALIFORNIA
Office of the Secretary of State

STATEMENT OF INFORMATION

CORPORATION
California Secretary of State
1500 11th Street
Sacramento, California 95814
(916) 657-5448
B3139-9888 10/23/2024 11:51 AM Received by California Secretary of State

Page 1 of 2 ends

For Office Use Only
-FILEDFile No.: BA20241880643
Date Filed: 10/23/2024
The number of vacancies on Board of Directors is: 0
BIKRAMJIT S JOHAL 2450 VENTURE OAKS WAY
SUITE 500
SACRAMENTO, CA 95833
WENDY M. COHEN 1707 E. HIGHLAND AVENUE
SUITE 100
PHOENIX, AZ 85016
DAVID E. KOVAL 1707 E. HIGHLAND AVENUE, SUITE 100
PHOENIX, AZ 85016
Agent for Service of Process
California Registered Corporate Agent (1505) C T CORPORATION SYSTEM Registered Corporate 1505 Agent
Type of Business
Type of Business CONSTRUCTION MANAGEMENT
Email Notifications
Opt-in Email Notifications Yes, I opt-in to receive entity notifications via email.

Labor Judgment
No Officer or Director of this Corporation has an outstanding final judgment issued by the Division of Labor Standards Enforcement or a court of law, for which no appeal therefrom is pending, for the violation of any wage order or provision of the Labor Code.

Electronic Signature
By signing, I affirm that the information herein is true and correct and that I am authorized by California law to sign.

Maria Davila
Signature
10/23/2024
Date
B3139-9889 10/23/2024 11:51 AM Received by California Secretary of State

Page 2 of 2 ends

ATTACHMENT 1
39 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 14

3.4 Technical Project Approach
An Approach Tailored Specifically for
The City of West Sacramento
Kitchell’s design approach prioritizes continuous communication with the City of West Sacramento throughout the project. We aim to maximize the value of every dollar spent on design and construction. To achieve this, we regularly review design assumptions, material choices, and equipment to ensure the highest value. We also consistently evaluate our design details to ensure they are feasible for construction.

We understand that the City is looking to convert their existing 2007 HVAC system primarily served by existing gas fired packaged unit to a variable refrigerant flow (VRF) heat pump system with dedicated outside air for ventilation and a control modernization to the City standard I-Vue system. As part of this conversion, we understand that the City will need to keep all stakeholders including the active fire and administration staff at Fire Station 45 informed to minimize operational impacts. Our approach focuses on a structured phasing plan at each milestone which will inform all party’s of the potential impact for the replacement during construction in addition to the drawings, specifications, and cost estimates. With shifting code cycles in 2026, we will ensure the design will be applicable to the new standards and support the City in all phases: evaluation phase, design phase, permitting process, bid and award phase, and construction administration phase through project completion.

As part of our standard process, Kitchell begins every project with a site survey to assess existing building systems. Our design process is collaborative, involving the owner, stakeholders, users, peer reviewers, agencies, sub-consultants, and the design team.

Operational Plan & Proposed Approach
Existing HVAC System Assessment & Report
Upon notice to proceed, our experienced in-house design team will collect and review all relevant data for your project. This includes existing as-builts and reports, as well as the maintenance history of the HVAC system and utility bills. The team will also contact the regulatory agencies that will affect this project to determine applicable codes and ordinances.

To meet the City’s expectations and ensure project success, each team member will have a clearly defined role and set of responsibilities. Kitchell will also set up a communication protocol within our internal team to eliminate any duplication of effort and/or confusion. We will also set up a direct line of communication between our project manager and your project director. We recommend the use of a tabular responsibility matrix defining the roles and responsibilities of each member of the project team. This effort will help identify potential conflicts and omissions of activities before they become issues. It will also allow each team member to see a snapshot of their responsibilities and how they relate to other team members.

Project Manager Andrew Pascual will conduct a project kick-off meeting with the City once the relevant data has been reviewed and the project team is established. During the meeting, we will review the project’s goals and objectives, scope, budget, schedule, and deliverables. We will also review each other’s roles and responsibilities and establish project protocols that foster and facilitate team communication and collaboration.

After the kick-off meeting, our team will conduct a thorough assessment of the existing HVAC system as well as the building structure and site to identify system deficiencies and provide recommended solutions. Upon completion of the assessment, our team will prepare a plan to replace the existing equipment with energy-efficient systems to be paired with a new building management system. Our assessment report will contain a thorough analysis of existing energy systems and alternatives for the replacement/upgrade of the HVAC system, along with a schematic design. Our team will also focus on the control’s integration, air balancing for enhanced thermal comfort and efficiency, reduced energy consumption, operational and maintenance use, and enhanced filtration.

The schematic design will consist of a plan layout of each alternative with estimated project costs, a conceptual phasing plan to minimize the disruption of the facilities during construction, a project schedule, and recommendations for energy cost saving measures. The plan will be issued to the City

1. ATTACHMENT 1
40 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 15 in draft form for your review and comment. Our team will meet with the City to review your comments on the report, obtain a consensus on how the documents will be revised as necessary to incorporate your comments, and finalize the recommendation report.

2. Construction Documents (65% & 95%) Phase
Our team will develop the design based on the approved recommendation and any adjustments authorized or directed by the City. We typically recommend multiple submittals at the 65% and 95% Construction Document (CD) phases for quality assurance and City review/comment verification. We will prepare the drawings and specifications and set forth in detail the requirements for the construction of the entire project. Specific details relating to the unique character of the project will be developed, and structural, mechanical, and electrical calculations will be refined. Our team will follow the guidelines of the most current City’s design criteria (if available), standard details (if available), and the City’s standard specifications (Divisions 0 and 1).

We will prepare a cost estimate during the 65% and 95% CD phases. If the estimate exceeds the approved preliminary construction budget, we will provide an explanation for the increase and submit a list of proposed modifications to bring the cost back within budget.

Before submitting the 65% and 95% CD to the City, we will conduct a thorough in-house quality control and constructability review of our work. Our submittals will also include a comment and response log addressing the City’s feedback on previous submittals. The 95% CD set will be submitted to the City’s Building Division for review and approval to obtain the necessary permits. We will schedule a meeting with the Building Division to discuss their comments on the 95% CD and reach a consensus on how the documents will be revised to incorporate their feedback.

3. Final Bid Documents - 100% CD Phase
Based on the City’s comments as well as plan check comments on the 95% CD, we will revise the submittal to produce the final bid (100% CD) documents and include a final comment and response log. The final submittal will consist of the completed plans and specifications, stamped, signed, and dated by the architects and engineers of record, ready for the City staff’s approval signatures. If the review comments impact the project, an updated construction cost estimate will also be provided.

4. Bidding & Construction Assistance
Our team will assist the City through the bidding process, as well as in the preparation of contract documents and in making recommendations. We will also attend the pre-bid meeting, respond to RFIs, and issue any necessary addenda. If requested, Kitchell will assist the City with bid evaluations.

Kitchell will attend the preconstruction meeting and respond to preconstruction meeting questions, if necessary. We will review shop drawings and submittals and provide clarifications to the contractor during construction. Upon completion of construction, we will attend the final walk-through to provide input to the final “punch list” and help determine if the work is ready for the City’s acceptance. Kitchell will provide the City with one set of as-built drawings that reflect the changes to the work during construction.

Successfully Serving the
City of West Sacramento
The team proposed on your Fire Station 45 HVAC Replacement project recently provided engineering and design services for the replacement of the HVAC system at the City Hall facility. The initial engineering assessment provided the City with a preferred solution that included greener technology, reduction in energy use and operational and maintenance costs, increased air quality, and improved occupant comfort. The scope of work included the replacement of the mechanical systems located on the roof of the building along with related electrical service equipment and the replacement of the existing building automation/energy management system.

Due to the allowed essential services and operation the City Hall provided to the public, the City was concerned that the scope of the HVAC replacement would negatively impact the operation of the facility. Because of our understanding of this need, our team worked closely with the City to coordinate and develop a phasing plan that had minimal impact to the overall design direction and the construction to continue critical operations during the project’s construction.

ATTACHMENT 1
41 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE 16 Communication
Throughout the design phase, Project Manager Andrew Pascual will meet with our team weekly to review project progress, resolve issues, and provide guidance for the following week’s work.

Andrew will contact the City’s project director to discuss issues as they arise and keep you informed of the overall status of each project.

At every meeting with the City, our team will ensure notes are kept and meeting summaries are distributed within a 48-hour turnaround. Every site visit attended by Kitchell will be followed by a site visit report, which will be distributed within 48 hours of each meeting and include photo documentation of progress and issues discussed. Kitchell is experienced with a variety of project management documentation and administration systems. Most recently, we successfully implemented Procore on the City of West Sacramento City Hall HVAC project and are prepared to use the City’s Virtual Project Manager (VMP) system for this project.

Quality Control
Quality is deeply embedded in Kitchell’s corporate culture. We have implemented a Continuous Quality Improvement Process based on the program developed by Philip Crosby and Associates, a globally recognized leader in Total Quality Management. Every employee is trained in the process, which includes tools, measurements, documentation, and corrective actions. Our program starts with a commitment to quality performance and the principle of “doing it right the first time” in all of our work processes. To foster active participation, we reward employees for identifying areas of improvement and finding ways to enhance our work processes. Kitchell’s quality control process is designed to identify errors during the design phase, rather than during construction, thereby preventing delays and additional costs.

Continuity
Kitchell is committed to ensuring that once our staff and subcontracting team members begin a project or program, they will carry it through to completion. This commitment begins at the proposal stage through our practice of establishing a project team able to devote itself to successfully fulfilling its roles on the project. Kitchell’s philosophy is to maintain the core staff assigned—we do not rotate staff in and out of assignments. If it does become necessary to add or replace a project team member, he or she will be introduced to the City for approval before beginning work on the project.

Communication is a primary ingredient to Kitchell’s project success. Project Manager Andrew Pascual will serve as Kitchell’s primary point of contact in leading this contract. He will work integrally with City staff in coordination and execution of our services. Principal-in-Charge Sergio Rodriguez will serve as the primary point of contact during negotiations through notice to proceed and will be available as needed.

ATTACHMENT 1
42 Kitchell CEM, Inc.

CPC25-344 Engineering & Design Fire Station 45 HVAC Replacement Expires on 06/30/2027

EXHIBIT B
Schedule of Performance
Contract Start Date November 5th, 2025
Contract End Date June 30th, 2027
ATTACHMENT 1
43 Kitchell CEM, Inc.

CPC25-344 Engineering & Design Fire Station 45 HVAC Replacement Expires on 06/30/2027

EXHIBIT C
Schedule of Fees
ATTACHMENT 1
44 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE N1

3.5 Cost Proposal
West Sacramento Fire Station 45 HVAC Replacement
Engineering Department ExecutiveEngineering Operations ManagerSr. Project ManagerArchitectSenior Electrical EngineerSenior Mechanical EngineerProject DesignerEstimatingProject CoordinatorTotal Hrs Total Fee Task # Description $250.00 $225.00 $220.00 $170.00 $200.00 $200.00 $120.00 $160.00 $110.00 1 Existing HVAC System Assessment & Report

1.1 Review As-built Information 2 2 2 2 8 $1,380

1.2 Kick-off meeting 2 2 2 2 8 $1,360

1.3 Site Survey and Documentation 8 8 8 24 $4,560

1.3 Draft Recommendation Report 18 16 20 20 8 8 90 $14,820

1.5 Meet with City to Discuss Draft Report Comments 2 2 2 2 8 $1,580

1.6 Final Recommendation Report 2 2 2 8 2 16 $2,320

1.7 Project Management / Clerical 2 2 20 24 $5,350
Sub-Total 2 2 22 34 32 36 30 8 12 178 $31,370
2 65% Construction Documents

2.1 Drawings 18 24 40 80 162 $25,460

2.2 Specifications 4 6 6 12 28 $4,400

2.3 Calculations 6 6 12 $2,400

2.4 Title 24 2 2 4 $800

2.5 Estimate 20 20 $3,200

2.6 Incorporate 65% CD Client Comments 2 2 4 16 24 $3,460

2.7 Quality Control 2 2 2 2 2 10 $1,600

2.8 Project Management 2 2 30 34 $7,550
Sub-Total 2 2 30 26 42 60 98 20 14 294 $48,870
3 95% Construction Documents

3.1 Drawings 18 24 40 80 162 $25,460

3.2 Specifications 4 6 6 12 28 $4,400

3.3 Calculations 6 6 12 $2,400

3.4 Title 24 2 2 4 $800

3.5 Estimate 20 20 $3,200
ATTACHMENT 1
45 CIT Y OF WEST SACRAMENTO • ENGINEERING & DESIGN SERVICES FOR FIRE STATION 45 HVAC REPLACEMENT PROJEC T | PAGE N2 West Sacramento Fire Station 45 HVAC Replacement
Engineering Department ExecutiveEngineering Operations ManagerSr. Project ManagerArchitectSenior Electrical EngineerSenior Mechanical EngineerProject DesignerEstimatingProject CoordinatorTotal Hrs Total Fee Task # Description $250.00 $225.00 $220.00 $170.00 $200.00 $200.00 $120.00 $160.00 $110.00

3.6 Incorporate 65% Client Comments 2 2 4 16 24 $3,460

3.7 Quality Control 2 2 2 2 2 10 $1,600

3.8 Project Management 2 2 40 44 $9,750
Sub-Total 2 2 40 26 42 60 98 20 14 304 $51,070
4 100% Construction Documents/Bid Phase

4.1 Revise set based on comments & submit bid set 16 16 24 50 8 114 $17,600

4.2 100% Backcheck estimate 12 12 $1,920

4.3 Attend pre-bid meeting 2 2 2 6 $1,060

4.4 Respond to RFIs/Addendums 4 6 6 8 24 $4,040

4.5 Review bids received 2 2 2 6 $1,240

4.6 Project Management 2 2 10 14 $3,150
Sub-Total 2 2 14 20 24 34 58 12 10 176 $29,010
5 Construction Administration

5.1 Attend Preconstruction & Construction Meetings (1 hour meetings) 16 10 10 24 24 84 $14,660

5.2 Review Submittals 20 20 20 60 $11,400

5.3 Respond to RFI's 16 16 16 48 $9,120

5.4 2 Site visits during construction 12 16 16 20 64 $12,560

5.5 Review As-built drawings 4 4 4 12 $2,280

5.6 Punch List (1 punch list visit & 1 punchlist verification visit) 12 12 12 36 $6,840

5.7 Project Management / Clerical 2 2 20 16 10 50 $8,370 Sub-Total 2 2 48 78 78 96 16 0 34 354 $65,230
10 10 154 184 218 286 300 60 84 1306 225,550
$2,500 $2,250 $33,880 $31,280 $43,600 $57,200 $36,000 $9,600 $9,240 225,550 Subconsultants
Miyamoto Consultant Fee $38,000
Kitchell’s 10% Consultant Mark-up $3,800
Kitchell’s Reimbursable Expenses (Printing & Photocopies) $6,500 Total Fee $273,800
ATTACHMENT 1
46 Kitchell CEM, Inc.

CPC25-344 Engineering & Design Fire Station 45 HVAC Replacement Expires on 06/30/2027

EXHIBIT D
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.

Kitchell/CEM, Inc.

By:

Geoff Bachanas
ATTACHMENT 1
47 Kitchell CEM, Inc.

CPC25-344 Engineering & Design Fire Station 45 HVAC Replacement Expires on 06/30/2027

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.

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 ATTACHMENT 1
48 Kitchell CEM, Inc.

CPC25-344 Engineering & Design Fire Station 45 HVAC Replacement Expires on 06/30/2027
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 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.

ATTACHMENT 1
49 Attachment 2
RESOLUTION 25-106

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO

APPROVING A CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET AMENDMENT OF $188,180 TO FULLY FUND DESIGN OF THE FIRE STATION 45 HVAC REPLACEMENT PROJECT (CIP 51055) FOR FISCAL YEAR 2025/26
WHEREAS, the City Council adopted the Capital Improvement Program (CIP) budget for Fiscal Year 2024/25 on March 19, 2025; and
WHEREAS, CIP-51055 Fire Station 45 HVAC Replacement Project was established, and an appropriation of $155,000 from Measure O Funds were approved to fund the project; and WHEREAS, on July 24, 2025, the Capital Projects Department released a formal request for proposals to select a design firm for the Fire Station 45 HVAC Replacement Project and after a thorough evaluation and interview process, staff determined that Kitchell/CEM, Inc. is the most qualified proposer, with a total bid of $273,800; and WHEREAS, remaining funds available in the project total approximately $153,000 and is not enough to fund the total design contract cost, including 10% contingency, and staff time/ICAP of $341,180; and
WHEREAS, additional funding of $198,180 is needed to fully fund the design phase of the Fire Station 45 HVAC Replacement Project; and
WHEREAS, staff is proposing to fund this balance with General Facilities Fund (208); 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; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of West Sacramento as follows:

1. The City Council hereby approves amendments to the Capital Improvement Program (CIP) for the 2025/26 fiscal year as listed below:

SOURCES
$198,180 400-9900-4990/400-51055-4990 Transfer into project $198,180 208-0000-3100 Gen Facilities Fund balance
$198,180 TOTAL SOURCES
USES
$198,180 208-9910-5950 Transfer from General Facilities Fund $198,180 400-9900-5530/400-51055-5800 Fire Station 45 HVAC Project $198,180 TOTAL USES
*Note: Interfund transfers not included in total to avoid duplication of total costs. 50 Resolution 25-106

Page 2 of 2 ends

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 5th day of November 2025, by the following vote:

AYES:

NOES:

ABSENT:

Martha Guerrero, Mayor
ATTEST:

Jennifer Cusmir, City Clerk
51 Statutory Exemptions. State code number:

_______________________________________________
Print Form
Notice of Exemption Appendix E
To: Office of Planning and Research From: (Public Agency): ____________________________ P.O. Box 3044, Room 113 _______________________________________________ Sacramento, CA 95812-3044 County Clerk
(Address)
___________________________
___________________________
County of: __________________
Project Title: ____________________________________________________________________________ Project Applicant: ________________________________________________________________________ Project Location - Specific:

Project Location - City: ______________________ Project Location - County:

Description of Nature, Purpose and Beneficiaries of Project:
_____________________
Name of Public Agency Approving Project: _____________________________________________________ Name of Person or Agency Carrying Out Project: ________________________________________________ Exempt Status: (check one):

Ministerial (Sec. 21080(b)(1); 15268);
Declared Emergency (Sec. 21080(b)(3); 15269(a));
Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
Reasons why project is exempt:

Lead Agency
Contact Person: ____________________________ Area Code/Telephone/Extension: _______________ If filed by applicant:

1. Attach certified document of exemption finding.

2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No Signature: ____________________________ Date:

Signed by Lead Agency Signed by Applicant
Authority cited: Sections 21083 and 21110, Public Resources Code. Date Received for filing at OPR:

Reference: Sections 21108, 21152, and 21152.1, Public Resources Code. _______________
Categorical Exemption. State type and section number: ____________________________________ ______________________________________________
______________ Title: _______________________
52 Revised 2011
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Attachment 4
Project Limits
0 800
FEET
Prepared on
10/15/2025 by
manuelr
Capital Projects
Department
City of West
Sacramento
FIRE STATION 45 HVAC UNIT REPLACEMENT
53 CITY COUNCIL AGENDA REPORT
MEETING DATE: November 5, 2025 ITEM # 5
SUBJECT:

CONSIDERATION OF ADOPTION OF RESOLUTION 25-112 AMENDING THE CAPITAL IMPROVEMENT PROGRAM BUDGET; APPROVAL OF CHANGE ORDER 14 TO THE CONSTRUCTION CONTRACT TO ABIDE BUILDERS, INC. AND APPROVAL OF

ADDITIONAL CONTINGENCY FOR THE WESTACRE PARK RENOVATION AND EXPANSION PROJECT (CIP 62155)
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
Megan Gideon, Project Manager II
Capital Projects Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action

OBJECTIVE
The objective of this report is to provide the City Council with sufficient information to adopt Resolution 25-112, amending the Capital Improvement Program (CIP) Budget; and approve Change Order No. 14 to the construction contract with Abide Builders, Inc., for the Westacre Park Renovation and Expansion Project (CIP 62155).

RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1) Adopt Resolution 25-112 amending the Capital Improvement Program (CIP) budget; 2) Approve Change Order No. 14 to the construction contract with Abide Builders, Inc., in the amount of $47,286;
3) Approve additional contract contingency for the construction contract with Abide Builders, Inc., in the amount of $208,015.43;
4) Delegate authority to the City Manager, or his designee, to execute Change Order No. 14 and execute change orders to the construction contract with Abide Builders, Inc.; 5) Delegate authority to the City Manager, or his designee, to execute non-substantive changes or modifications to the construction contract, with approval from the City Attorney; and 6) Delegate authority to the City Manager, or his designee, to execute amendments to extend the term of the contract, if necessary.

BACKGROUND
Westacre Park in West Sacramento, located at 1755 Evergreen Avenue, is owned by Washington Unified School District (WUSD), but improved and maintained by the City as part of a Joint Use Agreement between WUSD and the City. The existing park amenities include a dated skate park, basketball court, a play structure without shade, and turf areas used for soccer and other sports. As part of its facility and budget planning effort, WUSD has offered additional property located immediately adjacent to the park site for a potential park expansion. The additional parcel includes a parking area, as well as empty warehouse buildings.

On June 5, 2019, the City Council authorized the submission of a grant application to the California Department of Parks and Recreation for the Statewide Park Development and Community Revitalization Program (SPP) for $7.843 million for improvements to Westacre Park. The grant application for this site included renovating the existing skatepark, removing the existing warehouse buildings, and expanding the park to provide additional parking. Proposed park improvements also include renovating the basketball court and play fields, installing new play equipment with added shade structure, creating a shaded seating area, adding a multi-use sports court, developing walking loops, installing lighting, enhancing landscaping, constructing a restroom building to support athletic field use, and incorporating any other improvements identified through the community engagement process.

On December 7, 2021, the City was notified of successfully receiving $7,843,000 of SPP grant funding for design and construction improvements to Westacre Park and subsequently entered into a grant agreement with the California Department of Parks and Recreation for this funding on May 5, 2022. All work on the project must be completed by the end of the grant performance period, which ends June 30, 2028.

On April 1, 2022, the Capital Projects Department issued a Request for Proposals (RFP) for the design of the Westacre Park Expansion and Renovation Project. City staff received five (5) proposals from design firms, which were evaluated and ranked by staff from the Capital Projects and Parks and Recreation departments. Melton Design Group, Inc. (MDG) ranked highest based on the selection criteria and submitted a robust proposal that incorporated all elements identified in the SPP grant application. 54 Westacre Park Renovation and Expansion Project (CIP 62155) November 5, 2025

Page 2 ends

On July 20, 2022, the City Council approved a professional services contract with MDG for the design of the Westacre Park Expansion and Renovation Project. MDG completed the design phase in September 2024, and the project was submitted for building permits before the City issued a formal invitation to bid.

On May 28, 2024, the City was notified that the Rotary Club of West Sacramento would gift $150,000 from the Sutter Health Community Investment Program to support construction of a Westacre Reflexology Path and Labyrinth.

On February 19, 2025, the City Council awarded a construction contract with Abide Builders, Inc for the Westacre Renovation and Expansion Project. Project completion is anticipated in spring 2026.

ANALYSIS
The project is currently in the construction phase, and additional construction services have been identified as necessary for completion. These needs stem from field changes, inspection requirements, and plan coordination deficiencies. As a result, the contract with Abide Builders, Inc. requires a change order to increase the project budget, and additional contingency funds are recommended to address unforeseen conditions that may arise during the remainder of construction.

Environmental Considerations
As part of the Statewide Park Program grant application submittal, on June 5, 2019, the City Council approved a Notice of Exemption (NOE) for the project. No further CEQA action or documentation is required.

Commission Recommendation
Over the past several years, both the Parks, Recreation and Intergenerational Services Commission, and Arts, Culture and Historic Preservation Commission have provided input on the Westacre Park Expansion and Renovation Project as part of a robust community engagement process.

On April 5, 2022, the Parks, Recreation, and Intergenerational Services Commission received an update on the Parks and Recreation Department’s major projects and programs for 2022-2025, which included the Westacre Park Expansion and Renovation Project. The Commission unanimously supported moving the project forward and encouraged staff to begin maintenance planning to ensure a plan and funding are in place upon project completion to maintain the new improvements.

Strategic Plan Integration
Not applicable.

Alternatives
The Council’s primary alternatives are summarized below:
1) Approve the recommended actions as described above in this report. 2) Reject the recommended actions, or direct staff to alter the recommended actions. 3) Defer or cancel the project.

Staff recommends that the Council proceed with Alternative 1, as the Westacre Park Renovation and Expansion Project is currently under construction, and delaying or not approving the change order and additional funds will halt progress and prevent project completion. If approved, the current completion date is set for spring of 2026.

Alternative 2 is not recommended due to its potential to significantly delay the project and jeopardize grant funding by failing to meet schedule milestones. Missing the grant deadline could require the City to return the awarded funds.

Alternative 3 is not recommended, as not approving the recommended action or cancelling the project would forfeit vital state grant funding, hinder the much-needed revitalization of a key community asset, and limit opportunities for enhanced recreation and community engagement. This decision would negatively impact residents and undermine the City’s commitment to fostering a vibrant, sustainable community.

Coordination and Review
This report was prepared by the Capital Projects Department in coordination with, and reviewed by, the Parks and Recreation Department, the City Manager’s Office, and the Finance Department. 55 Westacre Park Renovation and Expansion Project (CIP 62155) November 5, 2025

Page 3 ends

Budget/Cost Impact
The Westacre Park Renovation and Expansion Project (CIP 62155) is included in the City’s Capital Improvement Program (CIP). There is insufficient funding in the existing project budget to cover the proposed amendment.

Staff is requesting $47,286 for Change Order No. 14 to the construction contract with Abide Builders, Inc., and a total appropriation of $575,000.

This project is funded by the $7,843,000 Proposition 68 Statewide Park Development and Community Revitalization Program (SPP) grant and appropriated in the current year’s budget.

Additional funds are requested to fully fund the remainder of the improvements at Westacre Park. An additional appropriation of $575,000 is proposed to be funded through a transfer from the Park Improvement Fund (211).

Table 1 provides the current project expenses.

Table 1. Current Project Expenses (CIP 62155)
Phase / Item Amount
Design Phase
Melton Design Group $528,402
Construction Phase
Abide Builders, Inc. Contract $6,271,947
Pre-purchase Items (playground equipment, restroom, etc.) $922,830 Contract Contingencies $791,375
Staff Time / ICAP $600,000
Labor Compliance & Special Inspections, etc. $60,000
1% Public Art Fee $64,075
Total Project Cost $9,086,237
Current funds allocated to CIP 62155 $8,511,751
Additional Funding Needed $574,486
Table 2. Project Funding Source and Need
Funding Source Amount
Park Improvement Fund (Fund 211-9211) $575,000

ATTACHMENTS

1. Resolution 25-112

2. Abide Builders, Inc. Construction Contract Change Order No. 14

3. Vicinity Map
56 Attachment 1
RESOLUTION 25-112

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO

APPROVING A CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET AMENDMENT OF $575,000 TO FULLY FUND THE WESTACRE PARK RENOVATION AND EXPANSION PROJECT (CIP 62155) FOR FISCAL YEAR 2025/26
WHEREAS, the City successfully received $7,843,000 through the Statewide Park Development and Community Revitalization Program (SPP) Grant on December 7, 2021; and WHEREAS, CIP 62155 – Westacre Park Renovation and Expansion Project, was established, and an appropriation of $400,000 from Park Impact Fee was approved to fund the project with the grant funding received; and
WHEREAS, on July 20, 2022, City Council awarded a professional services contract with Melton Design Group to provide Architect and Design Services and on February 19, 2025, City Council awarded a construction contract with Abide Builders, Inc. for the construction of the project; and
WHEREAS, staff is recommending the City Council approve Change Order No. 14 to the construction contract with Abide Builders, Inc., in the amount of $37,737 for the completion of the project; and
WHEREAS, staff is proposing to transfer $575,000 from the Park Improvement Fund (211), 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; and NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of West Sacramento as follows:

1. The City Council hereby approves amendments to the Capital Improvement Program (CIP) for the 2024/25 fiscal year as listed below:

SOURCES
$575,000 400-9900-4990/400-62155-4990 Transfer into project $575,000 211-0000-3060 Park Improvement Fund Bal
$575,000 TOTAL SOURCES
USES
$575,000 211-9211-5950 Transfer from P.I. Fund
$575,000 400-9900-5530/400-62155-5800 Westacre Park Project $575,000 TOTAL USES
*Note: Interfund transfers not included in total to avoid duplication of total costs.

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. 57 Resolution 25-112 Amending the Capital Improvement Program for CIP 62155

Page 2 of 2 ends

PASSED AND ADOPTED by the West Sacramento City Council this 5th day of November 2025, by the following vote:

AYES:

NOES:

ABSENT:

Martha Guerrero, Mayor
ATTEST:

Jennifer Cusmir, City Clerk
58  
CPC24-355 Request Date: 10/7/2025
P0171030 Change Order # 14
Council Date 11/5/2025 Funding State or Local Federal
Vendor:

Project:

Initial contract working days:

Increase of working days:

Submitted by: Contractor Reviewed by: Division Manager/Department Head Phil Pizzo, P.E., President Jamie Teske, Int. Construction and Facilities Manager Date [email protected]
Reviewed by: Project Manager Approved by:

Megan Gideon, Project Manager I Amanda Berlin, Assistant City Manager Date City Budget Approval:

Becky Robertson, Finance Manager Date
Approved as to form: Attest:

Jeff Mitchell, City Attorney Jennifer Cusmir, City Clerk Date Upon mutual acceptance of this document the City of West Sacramento, hereinafter referred to as "City"' and your firm, hereinafter referred to a "Contractor", in accordance with the terms and conditions of the original contract documents, you are hereby directed to make the following change or changes for the consideration set forth below:

ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE.

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 New contract sum including all Change Orders: $6,450,162.50 80 New contract total working days: 260
CONTRACTOR agrees that the amount of increase or decrease in the contract sum specified in this change order shall constitute full compensation for the work required by this change order, including but not limited to all compensation for the additional and/or revised work specified herein, and shall fully compensate CONTRACTOR for any and all direct and indirect costs that may be incurred by CONTRACTOR in connection with such additional and/or revised work, including any changes, disruptions or delays in work schedules or in the performance of other work by CONTRACTOR.

Except as herein above expressly provided, CONTRACTOR further agrees that the performance of the work specified in this Change Order or the rescheduling of other project work made necessary by this Change Order, shall not constitute a delay which will extend the time limit for completion of the work as said term is used in the Contract between CITY and CONTRACTOR for the project.

Net change by previous Change Orders:
$6,402,876.50
The contract sum will be increased by this Change Order:

Contracts initially approved by Council also require City Attorney and City Clerk Signatures $47,286.00
Abide Builders, Inc.
180

CHANGE ORDER
Contract # Cost Center #
Purchase Order # 400-9900-5530/400-62155-5866
Westacre Park Renovation and Expansion
Description: This is for the installation of a pony wall in the skate park between a jump and the full height separation wall, installation of concrete curbs at the play area between pour in place rubber and grass area, alterations to and additional fencing to be provided in the skate park area, and the addition of a secondary drywell to assist with handling the rain water runoff during the wet season.

The original contract sum was: $5,988,279.50
$414,597.00
The contract sum prior to this Change Order was:
59 ABIDE Description:

BUILDERS

INCORPORATED
Project: Date: Rates: L Labor $ 79.08 HR
Owner: M Mason $ 98.58 HR
Labor: I Iron Wkr $ 95.23 HR
Activity Hours Class Rate Total Hours Class Rate Total Total O Operator $ 98.58 HR

16.00 c $ 105.52 $ 1,688.35 $ 1,688.35 C Carpenter $ 105.52 HR

24.00 m $ 98.58 $ 2,365.96 $ 2,365.96 S Super $ 107.52 HR Tax Rate: 9.25% %
Fuel Rate 18.75 HR
EQ Ins.: 14.00% %
Total: $ 4,054.31
Rate Unit Duration Delivery Fuel Tax Ins.
$ - $ -
$ - $ -
$ - $ -
Total:

Trucking:

Description Quant Unit Hrs/Load Duration Total Fees Unit LD 0 $ - Per Load
0 $ - Per Load
Total
Material:

Description Quant Unit Rate Subtotal Delivery Total
120 LF $ 1.35 $ 162.00 $ 176.99
3 Rolls $ 21.38 $ 64.14 $ 70.07
60 lf $ 0.75 $ 45.00 $ 49.16
1 yd $ 210.00 $ 210.00 $ 229.43
$ - $ -
Total: $ 525.65
Subcontractor: General Contractor: $ 4,579.96
Activity Subcontractor: $ -
Labor Markup: 15% $ 608.15
Equipment Markup: 5% $ -
Material Markup: 10% $ 52.56
Subcontractor Markup: 5% $ -
Total: Subtotal: $ 5,240.67
Bond: 2% $ 104.81
Grand Total: $ 5,345.00
Apprived By: Signature: Title:
$ -
Rebar
Wood
Description
Equipment:

Time Extension: Abide Builders specifically reserves the right to claim for time extension, extended overhead, and impact costs resulting from this change until such time as the full impact is known.

License No. 891745
$ -
Subcontractor Cost
$ 14.99
Sheet Metal $ 5.93
$ 4.16
Concrete $ 19.43
$ -
$ -
Tax
$ -
Rate Total
$ -

Fuel Hrs Total

COWS
Frame Wall
Place and Finish
PCO # 022
Added Pony Wall at Skate Park
Westacre Park 10/1/2025
825 Riverside Pky, #120
West Sacramento, CA 95605
Ph (916) 375-1009
Fax (916) 375-1049
60 Home Depot Credit Cards
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BUILDERS

INCORPORATED
Project: Date: Rates: L Labor $ 79.08 HR
Owner: M Mason $ 98.58 HR
Labor: I Iron Wkr $ 95.23 HR
Activity Hours Class Rate Total Hours Class Rate Total Total O Operator $ 98.58 HR

80.00 m $ 98.58 $ 7,886.55 $ 7,886.55 C Carpenter $ 105.52 HR

16.00 i $ 95.23 $ 1,523.71 $ 1,523.71 S Super $ 107.52 HR

32.00 m $ 98.58 $ 3,154.62 $ 3,154.62 Tax Rate: 9.25% %

4.00 l $ 79.08 $ 316.33 $ 316.33 Fuel Rate 18.75 HR
EQ Ins.: 14.00% %
Total: $ 12,881.20
Rate Unit Duration Delivery Fuel Tax Ins.
$ - $ -
$ - $ -
$ - $ -
Total:

Trucking:

Description Quant Unit Hrs/Load Duration Total Fees Unit LD 0 $ - Per Load
0 $ - Per Load
Total
Material:

Description Quant Unit Rate Subtotal Delivery Total
900 lf $ 3.26 $ 2,934.00 $ 3,205.40
2x4 Forms 200 lf $ 1.35 $ 270.00 $ 294.98
Concrete 8 yds $ 210.00 $ 1,680.00 $ 1,835.40
ST&S 1 ls $ 600.00 $ 600.00 $ 655.50
$ - $ -
Total: $ 5,991.27
Subcontractor: General Contractor: $ 18,872.47
Activity Subcontractor: $ -
Labor Markup: 15% $ 1,932.18
Equipment Markup: 5% $ -
Material Markup: 10% $ 599.13
Subcontractor Markup: 5% $ -
Total: Subtotal: $ 21,403.78
Bond: 2% $ 428.08
Grand Total: $ 21,832.00
Apprived By: Signature: Title:
$ -
2x8 Forms
Description
Equipment:

Time Extension: Abide Builders specifically reserves the right to claim for time extension, extended overhead, and impact costs resulting from this change until such time as the full impact is known.

License No. 891745
Subcontractor Cost
$ 271.40
$ 24.98
$ 155.40
$ 55.50
$ -
$ -
$ -
Tax
$ -
Rate Total
$ -

Fuel Hrs Total

Pour Curbs
Strip Curbs
COWS
Form Curbs
Rebar Curbs
PCO # 023.1
Curb at east side of play area
Westacre Park 10/14/2025
825 Riverside Pky, #120
West Sacramento, CA 95605
Ph (916) 375-1009
Fax (916) 375-1049
63 ABIDE Description:

BUILDERS

INCORPORATED
Project: Date: Rates: L Labor $ 79.08 HR
Owner: M Mason $ 98.58 HR
Labor: I Iron Wkr $ 95.23 HR
Activity Hours Class Rate Total Hours Class Rate Total Total O Operator $ 98.58 HR

6.00 o $ 98.58 $ 591.49 6.00 l $ 79.08 $ 474.49 $ 1,065.98 C Carpenter $ 105.52 HR

6.00 o $ 98.58 $ 591.49 6.00 l $ 79.08 $ 474.49 $ 1,065.98 S Super $ 107.52 HR

2.00 o $ 98.58 $ 197.16 2.00 l $ 79.08 $ 158.16 $ 355.33 Tax Rate: 9.25% %

2.00 l $ 79.08 $ 158.16 $ 158.16 Fuel Rate 18.75 HR
EQ Ins.: 14.00% %
Total: $ 2,645.46
Rate Unit Duration Delivery Fuel Tax Ins.
$ - $ -
$ - $ -
$ - $ -
Total:

Trucking:

Description Quant Unit Hrs/Load Duration Total Fees Unit LD 0 $ - Per Load
0 $ - Per Load
Total
Material:

Description Quant Unit Rate Subtotal Delivery Total
1 ea $ 148.25 $ 148.25 $ 161.96
20 lf $ 7.20 $ 144.00 $ 157.32
6 yd $ 55.00 $ 330.00 $ 360.53
1 bag $ 65.00 $ 65.00 $ 71.01
1 ls $ 600.00 $ 600.00 $ 655.50
Total: $ 1,406.32
Subcontractor: General Contractor: $ 4,051.78
Activity Subcontractor: $ -
Labor Markup: 15% $ 396.82
Equipment Markup: 5% $ -
Material Markup: 10% $ 140.63
Subcontractor Markup: 5% $ -
Total: Subtotal: $ 4,589.23
Bond: 2% $ 91.78
Grand Total: $ 4,681.00
Apprived By: Title:

PCO # 024
Added Drywell for Parking Lot
Westacre Park 10/1/2025
Backfill
Grout
COWS
Excavate
Install
Fuel Hrs Total

$ -
Rate Total
$ -
$ -
$ -
Tax
$ 13.71
6" SDR 35 $ 13.32
$ 30.53
Grout $ 6.01
$ 55.50
Subcontractor Cost
Signature:
$ -
ST&S
CrushedRock
Drywell
Description
Equipment:

Time Extension: Abide Builders specifically reserves the right to claim for time extension, extended overhead, and impact costs resulting from this change until such time as the full impact is known.

License No. 891745
825 Riverside Pky, #120
West Sacramento, CA 95605
Ph (916) 375-1009
Fax (916) 375-1049
64 ABIDE Description:

BUILDERS

INCORPORATED
Project: Date: Rates: L Labor $ 79.08 HR
Owner: M Mason $ 98.58 HR
Labor: I Iron Wkr $ 95.23 HR
Activity Hours Class Rate Total Hours Class Rate Total Total O Operator $ 98.58 HR C Carpenter $ 105.52 HR
S Super $ 107.52 HR
Tax Rate: 9.25% %
Fuel Rate 18.75 HR
EQ Ins.: 14.00% %
Total: $ -
Rate Unit Duration Delivery Fuel Tax Ins.
$ - $ -
$ - $ -
$ - $ -
Total:

Trucking:

Description Quant Unit Hrs/Load Duration Total Fees Unit LD 0 $ - Per Load
0 $ - Per Load
Total
Material:

Description Quant Unit Rate Subtotal Delivery Total
$ - $ -
$ - $ -
$ - $ -
$ - $ -
$ - $ -
Total: $ -
Subcontractor: General Contractor: $ -
Activity Subcontractor: $ 14,405.56
Labor Markup: 15% $ -
Equipment Markup: 5% $ -
Material Markup: 10% $ -
Subcontractor Markup: 5% $ 720.28
Total: Subtotal: $ 15,125.84
Bond: 2% $ 302.52
Grand Total: $ 15,428.00
Apprived By: Signature: Title:
$ 14,405.56
Description
Equipment:

Time Extension: Abide Builders specifically reserves the right to claim for time extension, extended overhead, and impact costs resulting from this change until such time as the full impact is known.

License No. 891745
$ -
Subcontractor Cost
Additional Fence All Steel Fence $ 14,405.56
$ -
$ -
$ -
$ -
$ -
$ -
Tax
$ -
Rate Total
$ -
Fuel Hrs Total
COWS
PCO # 025
Additional Fence
Westacre Park 10/10/2025
825 Riverside Pky, #120
West Sacramento, CA 95605
Ph (916) 375-1009
Fax (916) 375-1049
65 66
3 67

CITY COUNCIL AGENDA REPORT
MEETING DATE: November 5, 2025 ITEM # 6
SUBJECT:

CONSIDERATION OF ADOPTION OF RESOLUTION 25-114 AMENDING THE CAPITAL IMPROVEMENT PROGRAM (CIP) BUDGET FOR THE FIRE STATION 44 FACILITY REPAIRS PHASE II PROJECT (CIP 51042) AND APPROVAL OF CHANGE ORDER 1 WITH PRIDEX

CONSTRUCTION
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
Tim Spinelli, Senior Project Manager
Capital Projects Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action

OBJECTIVE
The objective of this report is to provide the City Council with sufficient information to adopt Resolution 25-114 amending the Capital Improvement Program Budget and approval of change order 1 with Pridex Construction.

RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1) Find that the Fire Station 44 Facility Repairs Project is exempt from CEQA guidelines as approved by City Council on August 20, 2025; and
2) Adopt Resolution 25-114 approving an amendment to the Capital Improvement Program (CIP) budget for the completion of the Fire Station 44 Facility Repairs Phase II project (CIP 51042); and 3) Authorize the City Manager or their designee to execute Change Order 1 with Pridex Construction in the amount of $27,900.

BACKGROUND
The West Sacramento Fire Station 44, located at 905 Fremont Street in West Sacramento, has been in service for over 80 years. While many repairs have been made throughout its history, several critical components of the building have now exceeded their life cycle.

In July 2024, exterior repairs were completed as part of the first phase of the fire station’s renovation. Major improvements included a new roof, updated exterior lighting, and fresh exterior painting.

The second phase of exterior renovation focused on the east side of the facility to allow for a secure staff parking area and restore the functionality of the east entrance. These repairs include pouring a new concrete slab, moving the fence line, installing a vehicle gate, and updating the doors and window awnings.

ANALYSIS
On June 26, 2025, the Capital Projects Department released an invitation to bid (25-064-ITB), which was awarded to Pridex Construction Group, Inc. by the City Council on August 20, 2025. In the course of work, it was found that additional work was necessary to complete the project and deliver the improvements requested by the Fire Department. This additional work resulted in a change order that, coupled with other project expenses, would exceed the approved CIP budget.

Resolution 25-114 is requesting surplus funds be transferred from CIP 51046 (Fire Station 45 Water Heater Replacement Project - Completed) to CIP 51042. The transfer of funds will allow for the execution of the change order as well as cover additional project-related expenses, such as upgraded security for the new doors and repairing the landscaping that was disturbed by the expansion.

Environmental Consideration
On August 20, 2025, City Council found that the Fire Station 44 Facility Repairs Project involves alteration to existing facilities; therefore, it is exempt from review under California Environmental Quality Act (CEQA) pursuant to the Class 1 (existing facilities), Class 3 (new construction of small structures) categorical exemptions.

Commission Recommendation
Not applicable.

Strategic Plan Integration
Not applicable. 68
Fire Station 44 Facility Repairs Phase II
November 5, 2025

Page 2 ends

Alternatives
The Council’s primary alternatives are summarized below:
1) Approve the recommended actions as described above in this report; 2) Alter the recommended actions; or
3) Delay the recommended actions or cancel the project.

Coordination and Review
This report was prepared by the Capital Projects Department in coordination with and reviewed by the Finance and Fire Departments.

Budget/Cost Impact
This project is included in the City’s Capital Improvement Program (CIP) as CIP 51042.

The Fire Station 44 Facility Repair Phase II project currently has a budget of $100,000 from the General Facilities Fund (Fund 208). To fully fund the construction phase and related project costs, staff is requesting an amendment to the project budget to include an additional $21,142.05. This amount would be transferred from the existing appropriation in CIP 51046.

With this transfer, the total project budget for the Fire Station 44 Facility Repair Phase II project will be $121,142.05.

Tables 1 and 2 summarize the approved budget and estimated costs associated with this contract.

Table 1. Fire Station 44 Facility Repair Phase II Budget Funding Source Amount
One-Time General Fund (Fund 107) $100,000
Additional Funds Requested – Transfer from CIP 51046 $21,142.05 Total Funding $121,142.05
Table 2. Construction Contract Funding Breakdown
Fire Station 44 Facility Repair Construction Contract Amount Construction Contract (Pridex Construction Inc.) $58,000 Change Order No. 1 $27,900
Staff Time, ICAP, and Labor Compliance Monitoring $20,120 Additional Project-Related Expenses $12,000
Total Estimated Costs $118,020

ATTACHMENTS

1. Resolution 25-114

2. Vicinity Map

3. CPC25-236 Pridex Change Order 1
69 Attachment 1
RESOLUTION 25-114

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO APPROVING AMENDMENTS OF $21,142.05 TO THE FIRE STATION 44 FACILITY REPAIRS PROJECT BUDGET FOR FISCAL YEAR 2025-26
WHEREAS, the City Council adopted the biennial Capital Improvement Program (CIP) budget for Fiscal Years 2023/24 and 2024/25 on June 28, 2023; and WHEREAS, the City Council adopted mid-term amendments to the Capital Improvement Program (CIP) budget for Fiscal Year 2024/2025 on July 17, 2024, via Resolution 24-60; and

WHEREAS, on June 26, 2025, a construction contract was awarded for the Fire Station 44 Facility Repairs Project (CIP 51042) to Pridex Construction Group, Inc., as the lowest responsive bidder; and
WHEREAS, during the project, additional work was identified to successfully deliver the facility improvements requested by the Fire Department; and WHEREAS, on September 4, 2025, Pridex Construction Group, Inc. submitted a change order to cover the requested work and the total project costs will exceed the approved project budget; and
WHEREAS, an inter-project budget transfer is requested and recommended in the amount of $21,142.05 from CIP 51046 to CIP 51042 to complete the project.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of West Sacramento as follows:

1. The City Council hereby approves amendments to the Capital Improvement Program (CIP) for the 2024-25 fiscal year as listed below:

SOURCES
$21,142.05 400-9900-5300 / 400-51046-5800 Fire Station #45 Repairs USES
$21,142.05 400-9900-5300 / 400-51042-5800 Fire Station #44 Repairs $0 NET BUDGET IMPACT

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. 70 Resolution 25-114

Page 2 ends

PASSED AND ADOPTED by the West Sacramento City Council this 5th day of November 2025, by the following vote:

AYES:

NOES:

ABSENT:

Martha Guerrero, Mayor
ATTEST:

Jennifer Cusmir, City Clerk
71 Resolution 25-114

Page 3 ends

Exhibit A

SOURCES
($21,142.05) 400-9900-5300 / 400-51046-5800
$21,142.05 400-9900-5300 / 400-51042-5800
$0 NET BUDGET IMPACT
72 73
 
CPC25-236 Request Date: 10/9/2025
P0171563 Change Order # 1
Council Date 11/5/2025 Funding State or Local Federal
Vendor:

Project:

Initial contract working days: 30
Increase of working days: 0
30 Submitted by: Contractor Reviewed by: Division Manager/Department Head Valerii Kalinichenko CEO Jamie Teske, Interim Division Manager Date [email protected]
Reviewed by: Project Manager Approved by:

Tim Spinelli, Senior Project Manager Amanda Berlin, Assistant City Manager Date City Budget Approval:

Becky Robertson, Finance Manager Date
Approved as to form: Attest:

ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE.

CONTRACTOR agrees that the amount of increase or decrease in the contract sum specified in this change order shall constitute full compensation for the work required by this change order, including but not limited to all compensation for the additional and/or revised work specified herein, and shall fully compensate CONTRACTOR for any and all direct and indirect costs that may be incurred by CONTRACTOR in connection with such additional and/or revised work, including any changes, disruptions or delays in work schedules or in the performance of other work by CONTRACTOR.

Net change by previous Change Orders: $0.00
The contract sum prior to this Change Order was: $58,000.00 The contract sum will be increased by this Change Order: $27,900.00 Fire Station 44 Facility Repairs Phase 2
Description: Change Order 1 - Fire Station 44 exterior improvements. Additional square footage of patio concrete, landscaping and drainage improvements.

The original contract sum was: $58,000.00
Pridex Construction Group, Inc. (V022437)

CHANGE ORDER
Contract # Cost Center #
Purchase Order # 400-9900-5530 / 400-51042-5866
Attachment 3
CPC25-236 Pridex Construction
Fire Station 44 Facility Repairs
74 PRIDEX CONSTRUCTION GROUP, INC.

Change Order Request (COR #001)
Project: Fire Station 44 Facility Repairs – Phase 2 (CIP 51042) Owner: City of West Sacramento
Contractor: Pridex Construction Group, Inc.

Contractor Address: 1550 Iron Point Rd #1021, Folsom, CA 95630 Contact: [email protected] | (916) 956-8106
Reason for Change
Additional work items outside the original bid scope have been identified by field conditions and Owner direction: wall painting, extra stump removal, sprinkler system removal/cap, additional concrete, soil removal, and drainage system installation.

Proposed Compensation (per GC §2.04)
Item Qty/Units Unit Price Amount
Wall Painting 1 LS $2,000.00 $2,000.00
Extra Stump/Root Removal 1 EA $1,000.00 $1,000.00
Sprinkler System Removal & Cap 1 LS $1,500.00 $1,500.00 Additional Concrete 900 SF $20.00 / SF $18,000.00
Soil Removal / Haul / Dispose 12 CY $200.00 / CY $2,400.00 Drainage System Installation 1 LS $3,000.00 $3,000.00
$27,900.00
Original Contract Sum $58,000.00
Net Change (this COR) + $27,900.00
New Contract Sum (if approved) $85,900.00
Contract Time No change (0 working days)
Contract Basis
Submitted under General Conditions §2.04 (Changes in the Work). Compensation proposed as lump sum and revised unit pricing. Contractor will conform to Owner’s preferred method (lump sum, revised units, or force account).

Subtotal Change:

This Change Order Request is submitted without prejudice to any rights under the Contract Documents and applicable law.

Prepared by (Contractor) Reviewed/Recommended
(City Project Manager)
Approved (City)
Valerii Kalinichenko, CEO
Pridex Construction Group, Inc.

Date: ____________________
Timothy Spinelli, Senior Project Manager
City of West Sacramento
Date: ____________
Authorized City Representative
Date: ____________
September 4,2025
75 CITY COUNCIL AGENDA REPORT
MEETING DATE: November 5, 2025 ITEM # 7
SUBJECT:

CONSIDERATION OF SECOND READING AND ADOPTION OF ORDINANCE 25-10 AMENDING CHAPTERS 15.12 AND 15.14 OF THE CITY OF WEST SACRAMENTO MUNICIPAL CODE TO ADOPT BY REFERENCE THE 2025 CALIFORNIA BUILDING

STANDARDS CODE WITH LOCAL AMENDMENTS
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
Roxanna Recinos-Serna, Chief Building Official
Community Development Department
Bryan Jonson, Fire Marshal
Fire Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action

OBJECTIVE
The objective of this report is for City Council to conduct the second reading and adoption of Ordinance 25-10 which would amend Chapters 15.12 and 15.14 of the City of West Sacramento Municipal Code, related to the 2025 California Building Standards and local amendments. These amendments clarify the adoption of appendices and will obtain final acceptance by the California Building Standards Commission.

RECOMMENDED ACTION
Staff respectfully recommends that the City Council:
1) Find that the amendments to the 2025 Building and Fire Codes with local amendments is exempt from review under the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines 15061(b)(3) and 15308; and
2) Waive the second reading and adopt, Ordinance 25-10 amending Chapters 15.12 and 15.14 of the City of West Sacramento Municipal Code relating to the 2025 California Building Standards Code with local amendments.

BACKGROUND
As part of its periodic review of fire, property and building codes, the California Building Standards Commission published the 2025 California Building Standards Code (California Code of Regulations Title 24) on July 1, 2025.

The 2025 California Building Standards Code (CBC) is based on the 2024 International Building Code (IBC), published by the International Code Council (ICC). The 2025 California Building Standards Code automatically becomes effective in California on January 1, 2026, as published, unless local amendments are adopted by Council prior to January 1, 2026.

ANALYSIS
Every three years, the Title 24 California Building Standards Codes are revised, updated, and published by the California Building Standards Commission to include new construction practices, promote better building performance, and provide improved fire and life safety in buildings. This code shall be the exclusive source of regulations for any owner or authorized agent who intends to construct, enlarge, alter, repair, move, replace, demolish, or change the equipment, change the use and occupancy, change the location, maintain or remove any building, structure or any appurtenances connected or attached to such buildings or structures throughout the City of West Sacramento.

Environmental Considerations
Ordinance 25-10 is exempt from review of the California Environmental Quality Act (CEQA) pursuant to CEQA Guidelines 15061(b)(3) and Section 15308 (Class 8). Class 8 involves actions and procedures taken by regulatory agencies for the maintenance, restoration, or protection of the environment.

Commission Recommendation
This update is not under the purview of City commissions and has not been presented to commissions in past updates.
76 Second Reading of Ordinance 25-10
November 5, 2025

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Strategic Plan Integration
Ordinance 25-10 supports many principles and priorities in the City’s Strategic Plan by assuring that all of it with relation to build-out and development is conducted safely by applying the most current building and life safety codes and standards to best protect the public.

Alternatives
If no action is taken, the 2025 California Building Standards Code will not be granted acceptance by the California Building Standards Commission, thus the adopted ordinances will not become effective.

Coordination and Review
The Fire Department and Community Development Department (Building and Code Enforcement Divisions) have worked together preparing the amendments. The City Attorney's office has reviewed and commented on the amended ordinance.

Budget/Cost Impact
There will be no fiscal impact with the amendments noted above.

ATTACHMENTS

1. Ordinance 25-10

2. Notice of Exemption
77 Attachment 1
ORDINANCE 25-10

AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF WEST SACRAMENTO AMENDING CHAPTERS 15.12 AND 15.14 OF THE CITY OF WEST SACRAMENTO MUNICIPAL CODE TO ADOPT BY REFERENCE THE 2025 CALIFORNIA BUILDING

STANDARDS CODE WITH LOCAL AMENDMENTS
The City Council of the City of West Sacramento does ordain as follows:

Section 1. Purpose and Authority. The purpose of this Ordinance is to amend Chapter

15.12 and Chapter 15.14.

Section 2. Amendment of Chapter. Chapter 15.12 of the West Sacramento Municipal Code is hereby amended to read as follows:

15.12.010 Title.

This chapter shall be known as the West Sacramento Building Code, and may be cited as such, and will be referred to herein as “this code.”

15.12.020 Application.

This code shall be the exclusive source of regulations for any owner or authorized agent who intends to construct, enlarge, alter, repair, move, replace, demolish, or change the equipment, change the use and occupancy, change the location, maintain or remove any building, structure or any appurtenances connected or attached to such buildings or structures throughout the City of West Sacramento that requires a permit.

15.12.030 Conflicts with Other Laws, Rules, etc.

In the event of any conflict between this code and any state or federal law, rule or regulation, that requirement which establishes the higher standard of safety or accessibility shall govern. Failure to comply with such standard of safety or accessibility shall be a violation of this code.

15.12.040 Adoption of California Building Standards Codes.

The following is hereby adopted by reference and incorporated in this code, except as expressly amended or superseded by the provisions of this chapter:

A. The 2025 California Administrative Code, Title 24, Part 1, Chapters 4 (Article 1 Essential Service Buildings & Article 3 Local Buildings), and 10 only.

B. The 2025 California Building Code, Title 24, Part 2, Volumes 1 and 2 of the California Code of Regulations, including the entire following Chapter: Volume 1 of 2, Chapter 1 Division I, Administration, and Division II Scope and Administration, as further amended herein, Volume 2 of 2, Chapter 31 (Special Construction), including the following Appendices: Appendix I (Patio Covers) and Appendix Q (Emergency Housing). The following sections are hereby revised:
a. Volume 1 of 2, Section 101.1 Title. Insert The City of West Sacramento.

C. The 2025 California Residential Code, Title 24, Part 2.5 of the California Code of Regulations, including the following Appendices: Appendix BB (Tiny Houses), Appendix BF (Patio Covers), and Appendix CJ (Emergency Housing). a. Section R103.1 Creation of agency. Insert The City of West Sacramento. 78 Ordinance 25-10

Page 2 ends

D. The 2025 California Electrical Code, Title 24, Part 3 of the California Code of Regulations.

E. The 2025 California Mechanical Code, Title 24, Part 4 of the California Code of Regulations.

F. The 2025 California Plumbing Code, Title 24, Part 5 of the California Code of Regulations.

G. The 2025 California Energy Code, Title 24, Part 6 of the California Code of Regulations.

H. The 2025 California Historical Code, Title 24, Part 8 of the California Code of Regulations.

I. The 2025 California Existing Building Code, Title 24, Part 10 of the California Code of Regulations, including the following Sections: Sections 107, 111, 113, 114, 115, 116 and 117.

J. The 2025 California Green Building Standards Code, Title 24, Part 11 (CAL Green) of the California Code of Regulations.

K. The 2025 California Referenced Standards Code, Title 24, Part 12 of the California Code of Regulations.

L. The International Property Maintenance Code, 2024 edition, as published by the International Code Council including Appendix A Boarding Standard and as further amended herein. The following sections are hereby revised:
a. Section 101.1. Insert City of West Sacramento
b. Section 102.3 Application of other codes is hereby amended to read as follows:
i. Repairs, additions or alterations to a structure, or changes of occupancy, shall be done in accordance with the procedures and provisions of NFPA 70 and the 2025 California Building Code, Parts 1, 2, 2.5, 3, 4, 5, 6, 8, 9, 10, 11, and 12 as amended herein. c. Section 103.1. Insert City of West Sacramento
d. Section 302.4. Insert twelve inches (12”)
e. Section 304.14. Insert October 1st to May 1st
f. Section 602.3. Insert October 1st to May 1st
g. Section 602.4. Insert October 1st to May 1st
M. The International Swimming Pool and Spa Code, 2021 edition, as published by the International Code Council.

15.12.050 Interpretation.

The purpose of this code is to establish the minimum requirements to safeguard the public health, safety, and general welfare through structural strength, means of egress, facility stability, access to persons with disabilities, sanitation, adequate lighting and ventilation and energy conservation; safety to life and property from fire and other hazards attributed to the built environment; and to provide safety to fire fighters and emergency responders during emergency operations.

15.12.060 Liability.

The provisions of this code shall not be construed as imposing upon the City of West Sacramento any liability or responsibility for damage to persons or property resulting from defective work, nor shall the City of West Sacramento, or any official, employee or agent thereof, be held as assuming any such liability or responsibility by reason of the review or inspection authorized by the provisions of this code of any permits or certificates issued under this code.
79 Ordinance 25-10

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Section 3. Amendment of Chapter 15.14. Chapter 15.14 of the West Sacramento Municipal Code is hereby amended to read as follows:

15.14.010 Adoption of California Fire Code.

The 2025 California Fire Code, Title 24, Part 9 of the California Code of Regulations, and appendices Chapter 4, B, BB, C, CC, and D are hereby adopted by the City of West Sacramento and incorporated by this reference into the City of West Sacramento Municipal Code, as amended by this Chapter.

15.14.020 Enforcement.

The Fire Code shall be enforced by the Community Risk Reduction Division of the City of West Sacramento Fire Department under the supervision of the Fire Marshal.

15.14.030 Definitions.

The following definitions are exclusively applicable to Chapter 15.14:

A. Whenever the words "city," "jurisdiction" or "city or jurisdiction" are used in the California Fire Code, it shall mean the City of West Sacramento.

B. Whenever the term "chief appointing authority of the jurisdiction" is used in the California Fire Code, it shall mean the City Manager of the City of West Sacramento.

C. Whenever the term "legal representation of the jurisdiction" is used in the California Fire Code, it shall mean the City Attorney of the City of West Sacramento.

D. Whenever the term "fire department" is used in the California Fire Code, it shall mean the West Sacramento Fire Department.

E. Whenever the term "jurisdiction’s keeper of records" is used in the California Fire Code, it shall mean the City Clerk of the City of West Sacramento.

F. Whenever the term "fire code official" is used in the California Fire Code, it shall mean the Fire Marshal of the City of West Sacramento.

G. Whenever the term "governing body" is used in the California Fire Code, it shall mean the City Council of the City of West Sacramento.

15.14.040 Amendments to the California Fire Code.

A. Section 103.1 of Chapter 1 of the California Fire code is hereby amended to read as follows:

Section 103.1 Creation of an agency. The West Sacramento Fire Department Community Risk Reduction Division is hereby created and the official in charge thereof shall be known as the fire code official. The function of the agency shall be the implementation, administration and enforcement of the provisions of this code.

B. Section 113.4 of Chapter 1 of the California Fire Code is hereby amended to read as follows:

Section 113.4 Violation penalties. Violations of a provision of this code or the failure to comply with any of the requirements thereof or who shall erect, install, alter, repair or do work in violation of the approved construction documents or directive of the fire code official, or of a permit or certificate used under provisions of this code, shall be a misdemeanor. Each day that prohibited conditions are maintained shall constitute a separate offense, except as waived by the fire code official. The imposition of any penalty shall not prevent the enforced removal of prohibited conditions or excuse the violation. 80 Ordinance 25-10

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C. Section 202 of Chapter 2 of the California Fire Code is hereby amended to add and amend the following definitions:

AREA, RURAL. Are areas within the City of West Sacramento in which adequate and reliable water supply systems for firefighting purposes do not exist or any area beyond a five-minute emergency response time.

BUILDING. Any structure used or intended for supporting or sheltering any use or occupancy, including manufactured homes, mobile homes, modulars, tiny homes, tiny homes on wheels, and other similar structures.

D. Section 503.2.3 of Chapter 5 of the California Fire Code is hereby amended to read as follows:

Section 503.2.3 Surface. Fire apparatus access roads shall be designed and maintained to support the imposed loads of fire apparatus, shall meet the minimum road specifications as set forth in the latest published edition of the City of West Sacramento Community Development Department Engineering Division Standard Specifications, and shall provide all weather driving capabilities.

E. Section 503.2.4 of Chapter 5 of the California Fire Code is hereby amended to read as follows:

Section 503.2.4 Turning radius. For all turns on public and private roads the minimum inside turning radius shall be 26 feet and the minimum outside turning radius shall be 46 feet.

F. Section 503.2.7 of Chapter 5 of the California Fire Code is hereby amended to read as follows:

Section 503.2.7 Grade. The grade of a fire apparatus access road shall be a maximum of 12 percent.

G. Section 503.2.8 of Chapter 5 of the California Fire Code is hereby amended to read as follows:

Section 503.2.8 Angles of approach and departure. The first ten feet of approach and departure for fire apparatus access roads shall have a maximum grade of 8.5 percent.

H. Section 505.1.1 is hereby added to Chapter 5 of the California Fire Code to read as follows:

Section 505.1.1 Multiple tenant building identification. Required features:

1. Multiple tenant spaces serviced by vehicular access to the rear through any driveway, alleyway, or parking lot shall have approved address numbers, building numbers or approved building identification placed prior to occupancy on all new and existing buildings as to be plainly visible and legible from the rear access way when deemed necessary by the fire code official.

2. Multiple tenant spaces serviced by rear access through a corridor, exit court, or exit yard shall have approved address numbers, building numbers or approved building identification displayed on the rear of the tenant space, when deemed necessary by the fire code official.

3. Multiple tenant spaces that front on interior walkways or pedestrian malls shall have approved address numbers, building numbers or approved building identification placed over the entrance door in all new and existing buildings. 81 Ordinance 25-10

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4. An illuminated directory board shall be required at every entrance when deemed necessary by the fire code official.

I. Section 505.1.2 is hereby added to Chapter 5 of the California Fire Code to read as follows:

Section 505.1.2 Illumination. Addressing shall be illuminated at night in all new buildings. Signs shall be internally or externally illuminated. When the luminance or the face of a sign is from an external source, it shall have an intensity of not less than 5.0 footcandles. Internally illuminated signs shall provide equivalent luminance.

J. Section 901.6.4 is hereby added to Chapter 9 of the California Fire Code to read as follows:

Section 901.6.4 Residential sprinkler system certification for home resale. All residential occupancies up for resale and equipped with a NFPA 13D sprinkler system or sprinkler system meeting the requirements of the California Residential Code are required to be inspected by qualified personnel; and all necessary repairs shall be completed prior to the closing of escrow.

K. Section 903.2.22 is hereby added to Chapter 9 of the California Fire Code to read as follows:

Section 903.2.22 Additional automatic fire-extinguishing system requirements. An approved automatic fire-extinguishing system shall be installed in every new building in which the total combined floor area of all floors, including mezzanine levels, exceeds 4,000 square feet (372 m2). Required features:

1. Notwithstanding other provisions of this Code, this rule shall be applied to alterations, additions, and changes of occupancy to all new buildings and buildings in existence as of the effective date of this ordinance.

2. An alteration involving no change in occupancy, use or character of a building in existence as of the effective date of this ordinance, and which does not require an increase in the floor area, total height or number of stories of such existing building, may be made without bringing the entire building into compliance with this section.

3. No change shall be made in the character or occupancy or use of any building or structure in existence as of the effective date of this ordinance unless the entire building or structure is made to comply with this section.

L. Section 903.2.22.1 is hereby added to Chapter 9 of the California Fire Code to read as follows:

Section 903.2.22.1 Conditions requiring automatic fire-extinguishing systems. The following conditions will require an automatic sprinkler system to be installed in all occupancies:

1. Any structure or building that is more than two stories above grade plane or where access to the average height of the roof is more than 25 feet above grade for the purpose of fire department access.

2. A structure or building that is located on any property in which any portion of the structure or building is more than 400 feet from a fire hydrant or more than 350 feet from a fire hydrant because of a dead-end condition.

3. Any structure or building that is located on any property which any portion of the structure or building is located more than 150 feet from the nearest fire department access road.
82 Ordinance 25-10

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Exceptions:

1. In rural single-family dwellings without fire sprinklers in existence as of the effective date of this ordinance, wherein additions that increase total floor area up to 2,500 square feet, no sprinkler system will be required.

1.1 Patio covers connected to single-family dwellings shall not be counted when determining total floor area for purposes of Section 903.2.22.1.

2. In rural Group U occupancies that do not exceed 1,000 square feet in total floor area, no sprinkler system will be required.

3. In rural Group U occupancies in existence as of the effective date of this ordinance wherein additions that increase the total floor area up to 1,000 square feet and is provided with exterior wall and opening protection as per Tables 601, 602 and 705.8 of the California Building code, no sprinkler system shall be required.

4. Spaces or areas in telecommunications buildings used exclusively for telecommunications equipment, associated electrical power distribution equipment, batteries and standby engines, provided those spaces or areas are equipped throughout with an automatic fire alarm system and are separated from the remainder of the building by fire barriers consisting of not less than 1- hour fire-resistance-rated walls and 2-hour fire-resistance-rated floor/ceiling assemblies, no sprinkler shall be required.

M. Section 5001.5.3 is hereby added to Chapter 50 of the California Fire Code to read as follows:

Section 5001.5.3 Hazardous materials inventory fee. Permitted facilities in which hazardous materials are stored, used or handled are subject to the annual Hazardous Materials Storage Fee, as prescribed by resolution of the City Council.

N. Section 5003.1.5 is hereby added to Chapter 50 of the California Fire Code to read as follows:

Section 5003.1.5 Parking and garaging. Vehicles containing hazardous materials in amounts that require placards under state or federal law and possessing the physical hazards listed in Section 5001.2.2 et seq. shall not be left unattended at any time on any residential street or within 500 feet of any residential area, apartment or hotel complex, educational, hospital or care facility; or at any place that would, in the opinion of the fire code official, present a life or safety hazard.

O. Section 5614 is hereby added to Chapter 56 of the California Fire Code to read as follows:

Section 5614 Prohibited and limited acts. The storage of explosives and blasting agents is prohibited within the City of West Sacramento. This prohibition shall not apply to the temporary storage of explosives and blasting agents for use in connection with approved blasting operations, wholesale and retail stocks of small arms ammunition, explosive bolts, explosive rivets or cartridges for explosive actuated power tools in quantities involving less than 500 pounds of explosive material. For purposes of Health & Safety Code Section 12007, the fire code official shall be the "issuing authority" and shall be responsible for enforcement.

P. Section 5615 is hereby added to Chapter 56 of the California Fire Code to read as follows:

Section 5615 Explosives and blasting agents at terminals. Shipments of explosives or blasting agents through or within the City West Sacramento shall be transported as 83 Ordinance 25-10

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expeditiously as possible. Explosives and blasting agents may not be maintained in terminals for more than twenty-four hours (24), including Sundays and holidays. Explosive and blasting agents may not be stored in terminals adjacent to areas zoned RRA, R-1-A, R-1-B, R-2, R-3, and R-4 for not more than two (2) hours.

Q. Section 5704.2.9.6.1 of Chapter 57 of the California Fire Code is hereby amended to read as follows:

Section 5704.2.9.6.1 Locations where above-ground tanks are prohibited. Storage of Class I and II liquids in above-ground tanks outside of buildings is prohibited within the limits established by law as the limits of districts in which such storage is prohibited in the following zoned areas: RRA, R-1-A, R-1-B, R-2, R-3, C, CH, POS, CBD, and WF.

R. Section 5806.2 of Chapter 58 of the California Fire Code is hereby amended to read as follows:

Section 5806.2 Limitations. Storage of flammable cryogenic fluids in stationary containers outside of buildings is prohibited within the limits established by law as the limits of districts in which such storage is prohibited in the following zoned areas: RRA, R1-A, R-1-B, R-2, R-3, C, CH, POS, CBD, and WF.

S. Section 6104.2 of Chapter 61 of the California Fire Code is hereby amended to read as follows:

Section 6104.2 Maximum capacity within established limits. Within the limits established by law restricting the storage of liquefied petroleum gas for the protection of heavily populated or congested areas, the aggregate capacity of any one installation shall not exceed a water capacity of 500 gallons (1,893 L) in the following zoned areas in the City of West Sacramento: RE, RRA, R-1-A, R-1-B, R-2, R-3, C, CH, POS, CBD, and WF, and those areas that are heavily populated or congested and as required by provisions of the City's zoning ordinances.

Exception: In particular installations, this capacity limit shall be determined by the fire code official, after consideration of special features such as topographical conditions, nature of occupancy, and proximity to buildings, capacity of proposed containers, degree of fire protection to be provided and capabilities of the local fire department.

T. Section C102.2 is hereby added to Appendix C of the California Fire Code to read as follows:

Section C102.2 Hydrants on both sides of street. Hydrants shall be required on both sides of the street as set forth in the latest published edition of the City of West Sacramento Community Development Department Engineering Division Standard Specifications whenever one or more of the following conditions exist:

1. Streets that have median center dividers that make access to hydrants difficult, cause a time delay in fire response, or creates an undue hazard.

2. There are four (4) or more lanes of traffic.

3. Street width greater than 88 feet from the back of sidewalk.

U. Section C104.1 of Appendix C of the California Fire Code is hereby added to read as follows:

Section C104.1 Existing fire hydrants. Existing fire hydrants on public streets are allowed to be considered as available to meet the requirements of Sections C102 and C103. Existing fire hydrants on adjacent properties are allowed to be considered as available to meet the requirements of Sections C102 and C103 provided that a fire 84 Ordinance 25-10

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apparatus access road extends between properties and that an easement is established to prevent obstructions of such roads.

1. Existing single outlet 2.5 inch hydrants shall be changed to an approved City standard hydrant, as set forth in the latest published edition of the City of West Sacramento Community Development Department Engineering Division Standard Specifications when a tentative subdivision or parcel map, merge of lots, change of use of an existing building, expansion of an existing structure or new construction increases the required fire flow.

2. Existing single outlet 2.5 inch hydrants located adjacent to project frontage on any city right of way shall be changed to an approved city standard hydrant, as set forth in the latest published edition of the City of West Sacramento Community Development Department Engineering Division Standard Specifications.

3. Existing single outlet 2.5 inch hydrants serving new development or construction shall be changed to an approved city standard hydrant, as set forth in the latest published edition of the City of West Sacramento Community Development Department Engineering Division Standard Specifications.

4. Where water main improvements are required to meet fire flow and the existing water main has a single 2.5 inch outlet fire hydrant, an upgrade of hydrants will be required.

5. Existing hydrants in conflict with new right of way improvements shall be moved to an approved location at no cost to the City of West Sacramento.

Section 4. Findings. The City Council of the City of West Sacramento finds and declares that the additions, modifications, and changes made to these codes are either expressly left to the authority having jurisdiction or necessary for the protection of the public health, safety, and welfare due to climatic, geological, or topographical conditions. These amendments are authorized under Health & Safety Code Section 17958 and are identified as follows:

California Building Code Title 24, Part 2, Volumes 1 of the California Code of Regulations, Section 101.1 amendment is necessary for administrative clarification, and does not modify a Building Standard pursuant to California Health and Safety Code Sections 17958, 17958.5, and 17958.7. These amendments establish administrative standards for the effective enforcement of building standards throughout the City of West Sacramento.

1. Climatic
California Fire Code Sections 503.2.3, 503.2.4, 503.2.7, 503.2.8, 901.6.4, 903.2.22, 903.2.22.1, 5003.1.5, 5614, 5615, 5704.2.9.6.1, 5806.2, 6104.2, and Appendix D.

Average yearly rainfall for the city is approximately 18 inches. This rainfall normally occurs from October to April. Low-level fog (tulle-fog) is present throughout the winter months reducing roadway visibility. This reduced visibility increases emergency response times. The city is surrounded by levees and multiple water sources. During large storm events the capacity of the city’s underground storm water drainage system is exceeded in some areas.

The resulting localized flooding and road closures increase emergency response times.

During the summer months, there is generally no measurable precipitation. Temperatures for this dry period range from 70 to 112 degrees Fahrenheit and are frequently accompanied by light to gusty south winds. The relative humidity during summer months ranges from 2-30 millimeters Hg, which is considered arid. The arid condition dries vegetation to a point at which it is exceedingly combustible and easily ignited.

Sections 503.2.3, 503.2.4, 503.2.7, 503.2.8, and Appendix D determine road characteristics that ensure emergency response vehicles have access in all weather conditions. These 85 Ordinance 25-10

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features are critical when large storm events produce localized flooding or otherwise impact road conditions.

Buildings located in portions of the city where combustible vegetation is present, are at an increased risk of fire. The need for reduced fire area due to climatic conditions within Yolo County warrants a lower sprinkler threshold. Sections 901.6.4, 903.2.22, and 903.2.22.1 are amended to address these specific issues by requiring sprinkler and associated systems in buildings that are greater than 4,000 sq. ft. in total floor area. A lower threshold for sprinklers and associated systems will provide more buildings with protection reducing property loss and personal injury.

Section 5003.1.5 has been amended to require vehicles containing hazardous materials in amounts that require placarding to not be left unattended in certain zoned areas. Summertime temperatures from 70 to 112 degrees Fahrenheit are frequently accompanied by light to gusty south winds leading to potentially dangerous fire conditions. The limited amount of hazardous materials stored in residentially zoned areas reduces risk.

Sections 5614 and 5615 limit the storage and transportation of explosives within the city.

Summertime temperatures from 70 to 112 degrees Fahrenheit are frequently accompanied by light to gusty south winds leading to potentially dangerous fire conditions. The limited amount of explosive material stored within the city reduces risk.

Section 5704.2.9.6.1 limits the storage of flammable and combustible liquids in residentially zoned areas. Summertime temperatures from 70 to 112 degrees Fahrenheit are frequently accompanied by light to gusty south winds leading to potentially dangerous fire conditions.

The limited amount of flammable and combustible liquids stored in residentially zoned areas reduces risk.

Section 5806.2 limits the storage of flammable cryogenic fluids in stationary containers outside of buildings in certain zoned areas. Summertime temperatures from 70 to 112 degrees Fahrenheit are frequently accompanied by light to gusty south winds leading to potentially dangerous fire conditions. The limited amount of flammable cryogenic liquids stored in residentially zoned areas reduces risk.

Section 6104.2 limits the maximum size of liquefied petroleum gas containers to 500 gallons in certain zoned areas. Summertime temperatures from 70 to 112 degrees Fahrenheit are frequently accompanied by light to gusty south winds leading to potentially dangerous fire conditions. The limited amount of liquefied petroleum gas stored in residentially zoned areas reduces risk.

2. Topographical
California Fire Code Sections 505.1.1, 505.1.2, C102.2, and C104.1.

Topographical features within and surrounding the city increase emergency response time.

These features include open space, agriculture, bridges, drainage canals, freeways, railroad tracks, and large industrial facilities. Other topographical features include the Sacramento River, the Yolo Flood By-Pass, and the Deep Water Ship Channel. These features require traffic to be either routed around or delayed depending on the topographical feature. Traffic delays caused by railway crossings can be several minutes in length increasing emergency response times. Heavy traffic congestion on city streets acts as a barrier to timely response for fire and emergency vehicles.

Sections 505.1.1 and 505.1.2 have been amended to address the location and visibility of addressing on new and existing buildings. Visible addressing reduces emergency response times for fire and rescue personnel. The ability to quickly locate the proper address is critical when topographical features such as agriculture, bridges, drainage canals, freeways, railroad tracks, and large industrial facilities may delay emergency response personnel. 86 Ordinance 25-10

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Sections C102.2 and C104.1 have been amended to ensure an adequate water supply is available when topographical features such as agriculture, bridges, drainage canals, freeways, railroad tracks, and large industrial facilities may delay emergency response personnel.

Section 5. Filing of Ordinance. The City Clerk is hereby directed to file a copy of this Ordinance with the California Building Standards Commission.

Section 6. Severability. If any provision of this chapter, or the application of any such provision to any person or circumstance shall be held invalid, the remainder of this chapter, to the extent it can be given effect, or the application of those provisions to persons or circumstances other than those as to which it is held invalid, shall not be affected thereby, and to this end the provisions of this chapter are severable.

Section 6. Effective Date and Publication. This ordinance shall take effect January 1, 2026, and pursuant to Resolution 99-46 was published in summary format prior to adoption, and a summary will be published within 15 days after adoption in a paper of general circulation published and circulated within the City of West Sacramento.

PASSED AND ADOPTED by the City Council of the city of West Sacramento this 5th day of November, 2025, by the following vote:

AYES:

NOES:

ABSENT:
_________________________
Martha Guerrero, Mayor
ATTEST: Approved as to form:
___________________________ __________________________
Jennifer Cusmir Jeffrey Mitchell
City Clerk City Attorney
X
Codify Uncodify
87 Statutory Exemptions. State code number:
_______________________________________________
Print Form
Notice of Exemption Appendix E
To: Office of Planning and Research From: (Public Agency): ____________________________ P.O. Box 3044, Room 113 _______________________________________________ Sacramento, CA 95812-3044 County Clerk
(Address)
___________________________
___________________________
County of: __________________
Project Title: ____________________________________________________________________________ Project Applicant: ________________________________________________________________________ Project Location - Specific:

Project Location - City: ______________________ Project Location - County:

Ministerial (Sec. 21080(b)(1); 15268);
Declared Emergency (Sec. 21080(b)(3); 15269(a));
Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
Reasons why project is exempt:

Lead Agency
Contact Person: ____________________________ Area Code/Telephone/Extension: _______________ If filed by applicant:
Attach certified document of exemption finding.
Has a Notice of Exemption been filed by the public agency approving the project? Yes No Signature: ____________________________ Date:
6LJQHG E\ /HDG $JHQF\ 6LJQHGE\ $SSOLFDQW
Authority cited: Sections 21083 and 21110, Public Resources Code. Date Received for filing at OPR:

City of West Sacramento
Roxanna Recinos-Serna
X 15061(b)(3), 15308 (Class 8)
This project can be seen with certainty that there is no possibility that the activity may have a significant effect on the environment and is an action undertaken by a regulatory agency.

Roxanna Recinos-Serna 916-617-4645
■
10/01/2025 Chief Building Official
■
88 CITY COUNCIL AGENDA REPORT
MEETING DATE: November 5, 2025 ITEM # 8
SUBJECT:

CONSIDERATION OF RESOLUTION 25-115 AUTHORIZING AN APPROPRIATION FOR THE 641 5TH STREET AFFORDABLE HOUSING DEVELOPMENT AND APPROVAL OF

LOAN TERM SHEET
INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [X] Staff
[ ] Other
Raul Huerta, Housing Manager
Economic Development and Housing Department
ATTACHMENT [X] Yes [ ] No [ ] Information [ ] Direction [X] Action

OBJECTIVE
The objective of this report is to facilitate the City Council's consideration of Resolution 25-115 and approval of a Loan Term Sheet related to the development of the 641 5th Street Apartments, a new affordable housing project located in the Washington District.

RECOMMENDED ACTION
Staff respectfully recommends that the City Council:

1. Find that this action is exempt from further environmental review pursuant to Class 32 (In-fill Projects), Section 15332 of the CEQA Guidelines;

2. Adopt Resolution 25-115 (Attachment 1) authorizing an appropriation of Affordable Housing Trust Funds, to provide gap financing for the 641 5th Street Apartments Project (Project) and approving an interfund loan and repayment terms from the Measure G Fund to the Affordable Housing Trust Fund;

3. Approve the Loan Term Sheet (Attachment 2); and

4. Authorize the City Manager, or designee, to execute and deliver any and all documents, do any and all things, and take any and all actions that may be necessary or advisable, in his discretion, in order to complete the transactions described in this report.

BACKGROUND
In Fall 2024, Operative Office, Inc. (Operative) notified the City of its interest in developing a new 37-unit affordable housing project at 641 5th Street in the Washington District, consisting of 36 affordable units and one manager's unit. At that time, Operative was negotiating with Fifth Street JR, LLC to purchase the property.

However, in late September 2024, Operative lost site control due to an inability to reach agreeable terms with the property owner regarding due diligence activities. Despite the stalled negotiations, both parties expressed mutual interest in having the City participate to facilitate the transaction.

On February 19, 2025, the City Council authorized staff to broker the real estate transaction between Fifth Street JR, LLC and Operative. This participation was justified by the site’s identification as a potential affordable housing location in the General Plan’s Housing Element, and Operative’s successful history, including the 2024 completion of “Huddle on 5th”—an 18-unit affordable housing project dedicated to the families of single-parent students. Staff successfully negotiated the terms, allowing Operative to acquire 641 5th Street. Escrow on the property transfer officially closed on October 17, 2025.

ANALYSIS
Operative’s 37-unit development consists of 33 two-bedroom units and four one-bedroom units (36 affordable units plus one manager's unit). The project is designed to provide targeted support to specific vulnerable populations:
 18 units are reserved for individuals with disabilities who are clients of the Alta California Regional Center;  4 units are designated for veterans at risk of homelessness; and  The remaining 14 units will serve extremely low-income families (households earning 30% of the Area Median Income or less).

All 36 affordable units will utilize Project-Based Vouchers (PBVs) from the Yolo County Housing Authority. This mechanism is critical, as it guarantees that residents will pay no more than 30% of their income toward housing costs, with the voucher covering the difference between the tenant payment and the approved affordable rent. 89 Resolution 25-115 for 641 5th Street Apartments
November 5, 2025

Page 2 ends

Furthermore, an on-site service coordinator will facilitate essential support services for residents offered by both the Alta California Regional Center and the Veteran Affairs Office.

When the City Council initially approved the City's participation in the real estate transaction (February 2025), Operative did not request any subsidy, as the project was expected to be fully funded through a combination of State and Federal sources, equity from Low-Income Housing Tax Credits (LIHTC), and a permanent loan.

However, the project is now facing a $3 million funding gap. This deficit is primarily attributed to two unforeseen financial pressures: significant cost increases related to tariffs and inflation and a decrease in anticipated LIHTC equity pricing.

Current funding sources for the project are as follows:

Funding Source Amount Status
Federal LIHTC Equity (9% Tax Credits) $16,192,382 Application awarded September 2025.

Permanent Loan/First Mortgage $5,430,000 Committed, backed by 36 PBVs from Yolo County Housing.

HCD Infill Infrastructure Grant (‘IIG’) $2,213,396 Awarded Alta Regional Center/DDS (‘CRDP/CPP’) $800,000 Awarded
Yolo County Permanent Local Housing
Allocation Program (‘PLHA’) Loan
$457,000 Awarded
Contributed Developer Fee $300,000 Committed
TCAC Reimbursement Performance Deposit $77,574 Committed TOTAL CURRENT SOURCES $25,470,352
Development costs for the project are estimated as follows:

Category Amount
Acquisition $1,011,490
Site Improvements $200,000
Hard Costs $17,229,728
Other Construction Costs 1,126,878
Soft Costs $3,918,624
Financing Costs 1,865,572
Reserves and Escrows $318,060
Developer Fee $2,800,000
TOTAL PROJECT COST (USES) $28,470,352
TOTAL SOURCES AVAILABLE $25,470,352
FUNDING GAP ($3,000,000)
To address this shortfall, the development team—comprising of Operative, Brinshore Development LLC, New Hope Community Development Corporation, Yolo County Housing, and a forthcoming tax credit investor—is formally requesting City assistance to bridge the $3 million gap. The proposed City funding would be highly leveraged, representing only approximately 10.5% of the total project development costs, with the majority of funding secured through State/Federal sources, tax credit equity, and a deferred developer fee.

This is a shovel-ready project that will immediately address the acute local shortage of affordable housing, specifically providing vital supportive housing for at-risk veterans and individuals with disabilities. Staff recommends approval of a $3 million residual receipts gap loan, consistent with the terms outlined in Attachment

2. If approved, the project's affordability level would be secured for a 55-year term. The City Attorney will subsequently draft all necessary loan documents (including a Loan Agreement, Promissory Note, Deed of Trust, and Regulatory Agreement) consistent with the approved Loan Term Sheet.

Environmental Considerations
The proposed project is exempt from CEQA analysis under the Class 32 (In-fill Development) Categorical Exemption, California Code of Regulations, Title 14, Division 6, Chapter 3, Article 19, Section 15332. A Notice of Exemption is included as Attachment 3 and will be filed with the Yolo County Clerk/Recorder and the 90 Resolution 25-115 for 641 5th Street Apartments
November 5, 2025

Page 3 ends

Governor’s Office of Land Use and Climate Innovation. Review pursuant to the National Environmental Policy Act (NEPA) was also required as part of the project’s funding includes federal funds. This review was completed in August 2025 and ultimately certified after a 15-day public comment period. An environmental impact statement was not required to be prepared and circulated for the project.

Commission Recommendation
N/A
Strategic Plan Integration
The application aligns with the Council’s Strategic Plan Goals of facilitating housing production and housing options for everyone including the most vulnerable members of society.

Alternatives
Alternatives to the recommended actions for the City Council include:

1. Deny the requested gap financing; or

2. Direct staff to renegotiate the proposed loan terms.

These alternatives are not recommended as the project would not be able to move forward without the funds to close the identified gap. Additionally, the proposed loan terms are consistent with prior City gap financing loans and consistent with terms for affordable housing projects.

Coordination and Review
This report was prepared by the Economic Development and Housing Department in coordination with the City Manager’s Office and the City Attorney.

Budget/Cost Impact
Resolution 25-115 is requesting $3,000,000 from the Affordable Housing Trust Fund for this residual loan and the return of $1,100,000 of Measure G funding from the Development Trust Fund to be used as an interfund loan from the Measure G Fund to the Affordable Housing Trust Fund. This interfund loan will accrue annual interest at the Local Agency Investment Fund (LAIF) rate and will be repaid based on available fund balance in the Affordable Housing Trust Fund.

ATTACHMENTS

1. Resolution 25-115

2. Loan Term Sheet

3. Notice of Exemption
91 Attachment 1
RESOLUTION 25-115

A RESOLUTION OF THE CITY OF WEST SACRAMENTO AUTHORIZING AN APPROPRIATION FOR THE 641 5TH STREET AFFORDABLE HOUSING DEVELOPMENT WHEREAS, Operative Office, Inc. (Operative) is proposing the development of a new 37-unit affordable housing project located at 641 5th Street; and WHEREAS, Operative has secured funding from the State of California Infill Infrastructure Grant, Alta California Regional Center, Permanent Local Housing Allocation Program funds from Yolo County, 9% Low-Income Housing Tax Credits and a Permanent Loan from R4 Capital for the development of 641 5th Street Apartments; and WHEREAS, due to cost increases related to tariffs and inflation and a decrease in anticipated tax equity pricing, the project is now experiencing a $3 million gap; and WHEREAS, Operative has requested City gap financing to cover the $3 million gap to move the project forward; and
WHEREAS, this is a shovel-ready project that would help address a shortage in affordable housing, especially in supportive housing for at-risk veterans and individuals with disabilities; and
WHEREAS, the City desires to lend Operative, and Operative desires to borrow from City, a second residual receipts loan in the amount not to exceed $3,000,000; and WHEREAS, City staff is recommending the return of funding in the amount of $1,100,000 from the Development Trust Fund to the Measure G Fund to be used as an interfund loan from the Measure G Fund to the Affordable Housing Trust Fund; and WHEREAS, the interfund loan will accrue annual interest at the LAIF rate and will be repaid from incoming Affordable Housing Loan Fund revenues.

WHEREAS, the interfund loan and the available cash balance is sufficient to fund the residual receipts loan in the amount not to exceed $3,000,000.

NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of West Sacramento as follows:

1. The City Council hereby approves an appropriation from the following funds:

SOURCES
$1,900,000 261-9385-3060 Aff Hsg Trust Fund Balance
$1,100,000 286-0000-3060 Development Trust Fund Balance $1,100,000 106-9020-4990 Transfer in fr Dev Trust to Meas G $1,100,000 106-0000-1515 Advance fr Meas G to Aff Hsg Trust $3,000,000 Total Sources
USES
$3,000,000 261-9385-5283 Residual Receipts Loan
$1,100,000 286-9020-5950 Transfer out fr Dev Trust to Meas G $1,100,000 261-9385-2515 Advance fr Meas G to Aff Hsg Trust $3,000,000 Total Uses
Note: Interfund transfers and accounting entries/advances are not included in total sources and uses to avoid duplication of total costs.

2. The loan is from the Measure G Fund to the Affordable Housing Trust Fund with 92 Resolution 25-115

Page 2 ends

annual interest payments at the LAIF rate to accrue until the interfund loan is repaid.

3. The interfund loan will be repaid annually from available fund balance in the Affordable Housing Trust Fund.

4. 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.

5. This Resolution shall take effect immediately upon its adoption.

PASSED AND ADOPTED by the West Sacramento City Council this 5th day of November 2025, by the following vote:

AYES:

NOES:

ABSENT:

ATTEST:

Jennifer Cusmir, City
Clerk
Martha Guerrero, Mayor
93 Attachment 2
4934-6518-0787.2 007203.012

LOAN TERM SHEET
PROJECT NAME: 641 5th Street Apartments
LOCATION: 641 5th Street, West Sacramento, CA 95605
TOTAL UNITS: 36 (35 Restricted, 1 Manager)

1. PARTIES
Role Entity
Lender City of West Sacramento
Borrower 641 5th Street LP, a California limited partnership

2. LOAN TERMS
Term Detail
Principal
Amount $3,000,000 (not to exceed)
Purpose
To finance a portion of the total development cost for the construction and permanent financing of affordable housing units. Any unused contingency will be used to pay down the Loan.

Interest Rate 3% Simple Interest per annum
Term 30 Years (Commencing upon closing of Permanent Financing) Payments Payments are to be made annually from 100% of Residual Receipts, if any, from the previous year.

Amortization Non-amortizing Residual Receipts: all remaining principal and accrued simple interest are due at maturity (end of the 30-year term).

Security and
Priority
Subordinate Lien; the Loan shall be secured by a deed of trust and shall be subordinate to the Senior Permanent Mortgage.

3. INTEREST AND ACCRUAL
 Simple Interest: Interest accrues annually on the outstanding Principal Balance only. The accrued interest is not compounded (i.e., interest is not charged on previously accrued interest).
 Accrual: Interest begins to accrue upon the date of initial funding of the Loan. 94 Attachment 2
4934-6518-0787.2 007203.012

4. REPAYMENT MECHANISM: RESIDUAL RECEIPTS
Repayment of the Loan Principal and Accrued Interest is contingent upon the availability of Residual Receipts, as defined below.

A. Definition of Residual Receipts
"Residual Receipts" shall mean the amount of project cash flow remaining after all of the following items are satisfied on an annual basis, in the following order of priority:

1. Payment of all normal and customary operating expenses (including property taxes, insurance, utilities, maintenance, and management fees).

2. Payment of debt service on the Senior Permanent Mortgage and any other debt senior to this Loan.

3. Deposits to all required operating and capital replacement reserves (as mandated by the Senior Lender or Tax Credit Investor).

4. Payment of the Borrower’s annual permitted operating distribution (if any, typically capped at 6-8% of the project's limited partners' equity contribution).

B. Annual Payment
 Timing: Payments, if any, shall be made annually within 90 days after the close of the Borrower’s fiscal year.
 Amount: The payment amount shall be equal to 100% of the calculated Residual Receipts for that fiscal year.
 Application: Annual Residual Receipts payments shall be applied first to accrued, unpaid simple interest, and second to the outstanding Principal Balance.

5. REPAYMENT AT MATURITY
 30-Year Maturity: At the end of the 30-year term, the outstanding Principal Balance and all remaining accrued simple interest shall be due and payable.

6. AFFORDABILITY AND COMPLIANCE
 Affordability Period: The affordability covenants associated with this Loan shall remain in effect for a 55-year term, regardless of the repayment status.  Covenants: The project must comply with all applicable Low-Income Housing Tax Credit (LIHTC) and other governmental affordability requirements, including maintaining unit set-asides for tenants at the required Area Median Income (AMI) levels. 95 Statutory Exemptions. State code number:

Project Location - City: ______________________ Project Location - County:

Ministerial (Sec. 21080(b)(1); 15268);
Declared Emergency (Sec. 21080(b)(3); 15269(a));
Emergency Project (Sec. 21080(b)(4); 15269(b)(c));
Reasons why project is exempt:

Lead Agency
Contact Person: ____________________________ Area Code/Telephone/Extension: _______________ If filed by applicant:

1. Attach certified document of exemption finding.

2. Has a Notice of Exemption been filed by the public agency approving the project? Yes No Signature: ____________________________ Date:

Signed by Lead Agency Signed by Applicant
Authority cited: Sections 21083 and 21110, Public Resources Code. Date Received for filing at OPR:

COCITY COUNCIL AGENDA REPORT
MEETING DATE: November 5, 2025 ITEM # 9
SUBJECT:

CONSIDERATION OF APPROVAL OF CONTRACTS WITH BC SERVICES, KELSTIN GROUP INC., AND CEDARS BUSINESS SERVICES FOR COLLECTIONS AGENCY SERVICES AND ADOPTION OF ADMINISTRATIVE POLICY IV-A-07 FORMALIZING THE CITY’S COLLECTION POLICY
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 consider approval of three qualified vendors, BC Services, Kelstin Group, Inc., and Cedars Business Services Inc. for collection agency services and adoption of City Collections Policy.

RECOMMENDED ACTION
Staff respectfully recommends that the Council:
1) Approve the proposed collections agency professional services contracts for a period of three (3) years with an option for two (2) one-year extensions;
2) Delegate authority to the City Manager or his designee to approve and execute contracts with each vendor and undertake any and all actions necessary to implement the contracts; 3) Delegate authority to the City Manager or his designee to approve and execute amendments to the contracts for amounts included in the Council approved budget; and 4) Adoption of Administrative Policy IV-A-07 – Accounts Receivable Collections and Write-Off Policy.

BACKGROUND
The City of West Sacramento bills and collects various accounts receivables, including fees, services, and other charges owed to the City. Under the Teeter Program, property tax-related receivable are advanced by the County of Yolo, ensuring the City receives full payment irrespective of collection timing. However, many other receivables fall outside of the Teeter Program, including closed utility accounts, damage to city property (i.e. vehicles, equipment, traffic signals and signs, facilities, etc), and other miscellaneous accounts receivables (i.e. fees, charges, permits, etc.). Currently, the City does not have a formal adopted policy governing the collection, aging, and write-off of such non-Teeter accounts. Although City departments make diligent efforts to collect these amounts, the absence of a formal citywide policy can create inconsistencies in timing of the follow-up, documentation, and when and how to write-off uncollectible accounts.

ANALYSIS
On May 8th, 2025, the City of West Sacramento released a Request for Proposals (“RFP”) for Collection Agency Services (25-048-RFP). The City received ten (10) proposals from agencies to provide these services. A selection committee was made up of staff from the Finance Department. The committee reviewed the proposals and evaluated them based on the agencies’ qualifications, experience, work plan and cost proposal. To allow for flexibility while encouraging high service performance, the committee recommended executing professional service contracts with the top three (3) collections agencies, BC Services, Kelstin Group Inc., and Cedars Business Services to assist with recovering delinquent balances due to the City.

In addition, the Finance Department developed Administrative Policy IV-A-07 – Accounts Receivable Collections and Write-Off Policy governing the collection, aging and write-off of non-Teeter delinquent accounts receivable to ensure consistency and accountability for non-Teeter delinquent accounts receivables citywide, compliance with Generally Accepted Accounting Principles (GAAP), and increased recovery for delinquent accounts after in-house efforts have been exhausted.

Environmental Considerations
The actions recommended in the attached resolution are not subject to the California Environmental Quality Act (CEQA), pursuant to Public Resources Code Section 21080 (b)(8), since the activities proposed involve administrative and financial activities that do not constitute a project pursuant to CEQA.

Commission Recommendation
Not applicable
97 Collections Agency Services
November 5, 2025

Page 2 ends

Strategic Plan Integration
Not applicable
Alternatives
The Council’s primary alternatives include:

1. Defer approval and request staff return to the Council with additional information at a later date; or

2. Choose not to enter into the proposed contracts and/or decline to approve the administrative policy.

Staff does not recommend these alternatives as the likelihood of recovery for delinquent accounts decreases as the age of the delinquent account grows.

Coordination and Review
Not applicable
Budget/Cost Impact
The collection agency services provide the City with revenues that would otherwise not likely be collected.

Compensation for the debt collection agency services is on a contingency basis, collected as a percentage of the delinquent revenue recovered for the City. In cases where it is allowable, the cost of the debt collection agency services will be borne by the debtor.

ATTACHMENTS

1. Administrative Policy IV-A-07 – Accounts Receivable Collections and Write-Off Policy

2. FIN25-310 – BC Services - Contract for Services

3. FIN25-311 – Kelstin Group Inc. DBA Pacific Credit Services PCS - Contract for Services

4. FIN25-312 – Cedars Business Services – Contract for Services 98 ATTACHMENT 1
4913-0735-9603.2 007203.039 1

CITY OF WEST SACRAMENTO
ADMINISTRATIVE POLICY NUMBER: IV-A-07
DATE: November 5, 2025
SUBJECT: ACCOUNTS RECEIVABLE COLLECTIONS

AND WRITE-OFF POLICY
AUTHORITY: City Council

PURPOSE
This policy sets forth procedural regulations for accounts receivable collections and write-offs related to accounts receivable that are not subject to collection through the County of Yolo’s Teeter Plan (which may be referred to herein as “this Policy”).

POLICY
In methods, procedures, and practices, the policy formalizes the framework for the City’s accounts receivable collection and write-offs in order to improve the accuracy of measuring the amount of outstanding accounts receivable, ensure the reasonable diligence is used to collect outstanding accounts receivable, and write-off uncollectible debts.

PROCEDURE
A. DEFINITIONS

1. Accounts Receivable means segregable amounts of money owed to the City by outside persons or entities.

2. Debtor means the person or entity that owes a sum of money to the City.

3. City Manager means the person appointed by the City Council to perform the functions and duties as specified in Chapter 2.08 of the Municipal Code of West Sacramento and to perform other legally permissible and proper duties and functions as the Council shall from time to time assign to the City Manager.

4. Department Representative means those members of City staff for which the Department Head of each Responsible Department has delegated responsibility to comply with the requirements of this Policy.

5. Finance Director means the person appointed to that position by the City Manager, or a designee of the Finance Director.

6. Financial System means the electronic and paper systems by which the City documents and manages its revenues and expenditures.

7. Responsible Department means the Department responsible for receiving money for particular categories of Accounts Receivable.

8. Write-Off means the accounting process described in this Policy by which an accounts receivable is removed from the financial system.
99 Administrative Policy IV-A-07
Accounts Receivable Collections and Write-Off Policy
(continued)
4913-0735-9603.2 007203.039 2
B. COLLECTION PROCEDURES FOR ACCOUNTS RECEIVABLE

1. All accounts receivable shall be entered into the financial system by the Finance Department. The Finance Department will generate a monthly invoice/statement to the debtor to remind them of the outstanding balance of the debt, description of the basis for the debt, and the due date for the debt.

2. On a monthly basis, the Finance Department will generate and send a report to the Department Representative and Department Head of each Responsible Department listing all Accounts Receivable with outstanding debt of 91 days or more past due.

3. Upon review of the report each month, the Department Representative shall make reasonable efforts to collect all outstanding debts. Those efforts should include, at a minimum, contacting the debtor and verifying that the address and phone number on file are correct, as well as the steps set forth in Section C.

4. If the debt is not satisfied by the debtor within 120 days of its due date, the Department Representative will complete the Accounts Receivable Write-Off Request Form (see Section C).

C. REQUEST TO WRITE-OFF ACCOUNTS RECEIVABLE BASED ON UNPAID DEBT

1. For each Accounts Receivable that is 120 days or more past due, the Department Representative shall complete the Accounts Receivable Write-Off Request Form, have it approved and signed by the Department Head, and send the signed copy to the Accounting Division of the Finance Department. The Write-Off Request shall include: the amount of the debt, the name of the debtor, the reason for the write-off, and whether the debt should be sent to outside collections or is deemed “uncollectible”. a. For Accounts Receivable deemed “uncollectible”, the form should indicate that the debt is to be permanently written-off. Information supporting the debt being “uncollectible” include, but are not limited to one ore more of the following:
i. The debtor has died and there is no known estate or guarantor; ii. The debtor is a company which is no longer in business; iii. The debt has been discharged through legal action (bankruptcy or court judgement); or
iv. The debt has been forgiven by action of the City Council. b. All other Accounts Receivable shall be written-off in the City’s Financial System and sent to outside collections. The requests shall include documentation to substantiate that the Responsible Department has followed its collection procedures and exercised due diligence in its collection efforts. Due diligence documentation could include, but not limited to the following:
i. Invoices, reminder letters, or collection letters. Include any documentation that letters were returned as undeliverable (e.g. no known forwarding address), as well as efforts made to locate the debtor. Include notes documenting the substance of phone conversations or face-to-face conversations with the debtor.
100
Administrative Policy IV-A-07
Accounts Receivable Collections and Write-Off Policy
(continued)
4913-0735-9603.2 007203.039 3
D. FINANCE DEPARTMENT COMMUNICATIONS WITH DEBTOR AND COLLECTIONS AGENCY

1. The Accounting Division of the Finance Department will review each Request Form and obtain additional information or documents from the Department Representative as may be warranted.

2. For requests to send debt to collections, the Accounting Division of the Finance Department will mail a letter to the debtor informing them that their debt will be sent to collections in 15 days and request immediate payment.
a. If the debtor has not satisfied the debt within the timeframe set forth in the letter, the Accounting Division of the Finance Department will: (1) provide pertinent documents and information to a collections agency under contract with the City, and (2) write-off the debt as set forth in Section E.
b. The Finance Department will retain copies of any communication sent to the debtor under this section.

3. For requests determining the debt to be “uncollectible”, the Finance Supervisor will ensure that the provided documentation fulfills the requirements set forth in Section D.1.a.

4. Following the Finance Supervisor’s review of each Request Form, the Finance Supervisor shall make a recommendation for write-off to the Finance Director.

5. Upon approval, the bad debt for the Accounts Receivable shall be written-off in the Financial System.

6. If the written-off Accounts Receivable is the subject of collections by an outside collections agency, the Accounting Division of the Finance Department shall continue to monitor the collection efforts. To the extent all or a portion of the debt is later received by the City, the amount that was previously written-off will be reduced.

7. Write-Offs of “uncollectible” debts shall be entered in the same fiscal year that the appropriate authorizing official determines the debt to be “uncollectible”.

8. The Finance Department will report all written-off debt deemed “uncollectible” or remitted to an outside collections agency to the City Council at least annually each year. 101
BC Services
FIN25-310– On-Call Collection Services
Expires on 11/04/2028
022025

CONTRACT FOR SERVICES
THIS CONTRACT is made on November 5, 2025, by and between the CITY OF WEST SACRAMENTO (“City”), and BC Services (“Consultant”).

WITNESSETH:

WHEREAS, the City desires professional on-call Collection Agency Services for citywide projects; WHEREAS, the Consultant has presented a Statement of Qualifications (SOQ) for such services to the City, dated June 22, 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 the Scope of Services, attached hereto and incorporated herein by this reference as 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.

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 per subsequent Notice to Proceeds prescribed by the City. The term of this Contract, subject to termination as set forth in Section 4, shall terminate on November 4, 2028.

Attachment 2
102
BC Services
FIN25-310– On-Call Collection Services
Expires on 11/04/2028
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 a period of two additional one (1) year extensions in the manner provided in Section 5, provided that the extension does not require the payment of compensation in excess of the maximum compensation in the Council approved budget.

3. COMPENSATION:

A. The Consultant shall be paid monthly for the actual fees, costs and expenses but in no event shall total compensation exceed the fiscal year budget approved by the City Council for On-Call Collection 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 "B".

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:

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.

5. AMENDMENTS, CHANGES OR MODIFICATIONS:
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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:

7. PROPERTY OF CITY:

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, 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.

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.
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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.

10. SUBCONTRACTING:

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 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. 105
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14. LIABILITY OF CONSULTANT-NEGLIGENCE:

15. INDEMNITY AND LITIGATION COSTS:

A. Consultant shall protect, hold free and harmless, defend and indemnify the City, its consultants, and each of their officers, employees and agents, from any and all liability, penalties, costs, losses, damages, expenses, causes of action, claims or judgments, including attorney’s fees and expenses of litigation arising out of, pertaining to, or relating to the negligence, recklessness, or willful misconduct of the Consultant, its employees or anyone else employed by the Consultant in the performance of professional design services under this agreement, to the extent of the Consultant’s proportionate percentage of fault.

B. To the extent permitted by Civil Code section 2782.8, for all other claims unrelated to the provision of professional design services, the Consultant shall protect, hold free and harmless, defend and indemnify the City, its consultants, and each of their officers, employees and agents, from any and all liability, penalties, costs, losses, damages, expenses, causes of action, claims or judgments, including attorney’s fees and expenses of litigation, which arise out of or are in any way connected with the Consultant’s, or its subcontractors’ or suppliers’, performance under this agreement or failure to comply with any of the obligations contained in the agreement. This indemnity shall imply no reciprocal right of the Consultant in any action on the agreement pursuant to California Civil Code section 1717 or section 1717.5. To the fullest extent legally permissible, this indemnity, defense and hold harmless agreement by the Consultant shall apply to any and all acts or omissions unrelated to the provision of professional design services, whether active or passive, on the part of the Consultant or its agents, employees, representatives, or subcontractor’s agents, employees and representatives, resulting in claim or liability, irrespective of whether or not any acts or omissions of the parties to be indemnified hereunder may also have been a contributing factor to the liability, except such loss or damage which was caused by the active negligence, the sole negligence, or the willful misconduct of the City.

16. CONSULTANT TO PROVIDE INSURANCE:

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 106
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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 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

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 $1,000,000.00 per occurrence and $2,000,000.00 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.
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iii. Provision or endorsement stating that the Consultant’s insurance shall apply separately to each insured against whom claim is 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).

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. Certain projects undertaken by Consultant may be funded in whole or in part with funds 108
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received under state or federal grant programs. If a project tasked to Consultant involves such funding, Consultant will be required to comply with the requirements set forth in Exhibit C to this Contract. City will inform Consultant if compliance with Exhibit C is required for a particular project before Consultant begins work. In the event of an actual conflict between the terms of Exhibit C and terms set forth in other portions of the Contract, Exhibit C will control.

City: City of West Sacramento
Finance Department
Attn: Becky Robertson
1110 West Capitol Avenue, 3rd Floor
West Sacramento, CA 95691

Consultant: BC Services
Attn: Chris Gaddis
PO box 1317
Longmont, CO 80502
[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.
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I. ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE.

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

CONSULTANT
By: _________________________
Chris Gaddis, CEO
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EXHIBIT A
Consultant Statement of Qualifications & Scope of Services 112
113
114
115
116
117
o
o
118
119
120
121
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EXHIBIT B
Schedule of Fees
123
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EXHIBIT C
Sample Notice to Proceed
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CONSULTANTS
By:

Chris Gaddis, CEO
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022025

CONTRACT FOR SERVICES
THIS CONTRACT is made on November 5, 2025, by and between the CITY OF WEST SACRAMENTO (“City”), and Kelstin Group Inc DBA Pacific Credit Services (“Consultant”).

WITNESSETH:

WHEREAS, the City desires professional on-call Collection Agency Services for citywide projects; WHEREAS, the Consultant has presented a Statement of Qualifications (SOQ) for such services to the City, dated June 19, 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:

Attachment 3
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B. Consultant’s failure to complete work in accordance with the Schedule of Performance may result in delayed compensation as described in Section 3.

3. COMPENSATION:

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:

5. AMENDMENTS, CHANGES OR MODIFICATIONS:
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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:

7. PROPERTY OF CITY:

8. COMPLIANCE WITH ALL LAWS:

Consultant shall assist City in providing the same.

9. WARRANTIES AND RESPONSIBILITIES - CONSULTANT:

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.
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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.

10. SUBCONTRACTING:

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:

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. 130
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14. LIABILITY OF CONSULTANT-NEGLIGENCE:

15. INDEMNITY AND LITIGATION COSTS:

16. CONSULTANT TO PROVIDE INSURANCE:

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 131
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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 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

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 $1,000,000.00 per occurrence and $2,000,000.00 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.
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iii. Provision or endorsement stating that the Consultant’s insurance shall apply separately to each insured against whom claim is 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).

E. Any deductibles or self-insured retentions in excess of $10,000 must be declared to, and approved by, the City.

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. Certain projects undertaken by Consultant may be funded in whole or in part with funds 133
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received under state or federal grant programs. If a project tasked to Consultant involves such funding, Consultant will be required to comply with the requirements set forth in Exhibit C to this Contract. City will inform Consultant if compliance with Exhibit C is required for a particular project before Consultant begins work. In the event of an actual conflict between the terms of Exhibit C and terms set forth in other portions of the Contract, Exhibit C will control.

City: City of West Sacramento
Finance Department
Attn: Becky Robertson
1110 West Capitol Avenue, 3rd Floor
West Sacramento, CA 95691

Consultant: Pacific Credit Services.

Attn: Justin Cullum
3230 Arena Blvd Ste 245 PMB 430
Sacramento, CA 95834
Email: [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.
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I. ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE.

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

CONSULTANT
By: _________________________
Kelly Parsons-O’Brien, President
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EXHIBIT A
Consultant Statement of Qualifications & Scope of Services 137
138
139
140
141
142
143
144
145
146
147
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EXHIBIT B
Schedule of Fees
149
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EXHIBIT C
Sample Notice to Proceed
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CONSULTANTS
By:

Kelly Parsons-O’Brien, President
152
022025

CONTRACT FOR SERVICES
THIS CONTRACT is made on November 5, 2025, by and between the CITY OF WEST SACRAMENTO (“City”), and Cedars Business Services (“Consultant”).

WITNESSETH:

1. SCOPE OF SERVICES:

Attachment 4
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B. Consultant’s failure to complete work in accordance with the Schedule of Performance may result in delayed compensation as described in Section 3.

3. COMPENSATION:

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:

5. AMENDMENTS, CHANGES OR MODIFICATIONS:
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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:

7. PROPERTY OF CITY:

8. COMPLIANCE WITH ALL LAWS:

Consultant shall assist City in providing the same.

9. WARRANTIES AND RESPONSIBILITIES - CONSULTANT:

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.
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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.

10. SUBCONTRACTING:

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:

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. 156
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14. LIABILITY OF CONSULTANT-NEGLIGENCE:

15. INDEMNITY AND LITIGATION COSTS:

16. CONSULTANT TO PROVIDE INSURANCE:

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 157
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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 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

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 $1,000,000.00 per occurrence and $2,000,000.00 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.
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iii. Provision or endorsement stating that the Consultant’s insurance shall apply separately to each insured against whom claim is 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).

E. Any deductibles or self-insured retentions in excess of $10,000 must be declared to, and approved by, the City.

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. Certain projects undertaken by Consultant may be funded in whole or in part with funds 159
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received under state or federal grant programs. If a project tasked to Consultant involves such funding, Consultant will be required to comply with the requirements set forth in Exhibit C to this Contract. City will inform Consultant if compliance with Exhibit C is required for a particular project before Consultant begins work. In the event of an actual conflict between the terms of Exhibit C and terms set forth in other portions of the Contract, Exhibit C will control.

City: City of West Sacramento
Finance Department
Attn: Becky Robertson
1110 West Capitol Avenue, 3rd Floor
West Sacramento, CA 95691

Consultant: Cedars Business Services LLC
Attn: Patrick Miller
5230 Las Virgenes Road Suite 210
Calabasas, CA 91302
[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.
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I. ELECTRONIC TRANSMISSION OF CONTRACT AND SIGNATURE.

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

CONSULTANT
By: _________________________
Patrick Miller, Director of Government
Development & Solutions
162
Cedars Business Services
FIN25-312 – On-Call Collection Services
Expires on 11/04/2028

EXHIBIT A
Consultant Statement of Qualifications & Scope of Services 163
Patrick Miller
Director of Government Business Development
Cedar Financial Member of TCM Group ACA International
Main: (818) 224-3800 Direct: (214) 307-4227 Cell: (757) 560-5801 [email protected]
Proposal from Cedars Business Services, LLC, a Los
Angeles County based California Small Business
(SBA)
City of West Sacramento
Collection Agency Services
25-048-RFP
June 22, 2025
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2 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal A. PROPOSAL TRANSMITTAL LETTER
June 22, 2025
City of West Sacramento
Attn: Becky Robertson, Finance Manager
1110 West Capitol Ave, 3rd Floor
West Sacramento, CA 95691
RE: Proposal for Collection Agency Services RFP #25-048 Dear Ms. Robertson and Procurement Team,
On behalf of Cedars Business Services LLC, we are pleased to submit this proposal in response to the City -048) for Collection Agency Services. Cedars is a
Los Angeles County-based, certified California Small Business with over 34 years of experience in ethical and effective revenue recovery for public sector entities, including delinquent accounts for utilities, citations, business licenses and other miscellaneous account receivables.

Our proposal confirms that all collection services will be delivered in compliance with all applicable federal and California debt collection regulations, including the Fair Debt Collection Practices Act (FDCPA), FCRA, and applicable privacy laws. We will self-perform 100% of the services proposed, including litigation services when authorized, and all collection costs will be passed to the debtor where allowed.

Neither Cedars Business Services LLC nor any individuals proposed to work on this contract have any actual, apparent, or potential conflicts of interest with regard to this engagement. This proposal shall contract and insurance requirements and has reviewed them without qualification. We do not intend to use subcontractors to fulfill the Scope of Work.

Please contact me directly should you have questions or need additional documentation.

Sincerely,
Patrick Miller
Director of Government Development & Solutions
Cedars Business Services LLC
5230 Las Virgenes Road, Suite 210
Calabasas, CA 91302
Phone: (757) 560-5801 | Email: [email protected] 165
3 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal Table of Contents
A. PROPOSAL TRANSMITTAL LETTER ....................................................................................................2 ..............................................................4 A. Organization...............................................................................................................................4 B. Experience..................................................................................................................................5 C. Public Agency Experience ............................................................................................................6 D. Personnel...................................................................................................................................8 E. References................................................................................................................................10 F. Local Benefit .............................................................................................................................11 G. History.....................................................................................................................................12 H. Legal Challenges.......................................................................................................................12 I. Fiscal Viability ............................................................................................................................12 J. Business License ........................................................................................................................12 C. TECHNICAL PROJECT APPROACH....................................................................................................13 People-First Engagement Professional, Inclusive, and Respectful..........................................13 Advanced Collection Features and Process Capabilities...........................................................13 Dispute Resolution Process ...................................................................................................14 Seamless Integration with City Systems .................................................................................14 Implementation Plan Fast, Seamless Onboarding.................................................................14 Consumer Payment Portal Empowering Self-Service and Satisfaction....................................15 Client Portal Real-time Access and Performance Transparency .............................................16 Account Setup and Documentation Handling .........................................................................17 Timely Contact Efforts (Within 45 Days) .................................................................................17 Credit Reporting, Corrections, and Account Recall ..................................................................17 Skip Tracing Capabilities........................................................................................................17 Regulatory Compliance and Ethical Practices..........................................................................19 Cedars University Comprehensive Employee Training Program.............................................19 Internal Quality Controls to Protect Resident Privacy & Confidentiality ....................................19 File Maintenance and Audit Readiness...................................................................................20 Confidentiality......................................................................................................................20 Disaster Recovery and Business Continuity.............................................................................20 Acceptance of Data in Electronic Format................................................................................21 Account Return upon Contract Termination ...........................................................................22 Payment Processing Cost-Free to City .................................................................................22 Legal Collection Capabilities ..................................................................................................22 Net Monthly Remittance and Fee Transparency .....................................................................23 Monthly Reporting to the City...............................................................................................23 Customer Support and City Collaboration ..............................................................................24 D. COST PROPOSAL...........................................................................................................................24 Why Choose Cedars for the City of West Sacramento?........................................................................25 166
4 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal A. Organization
Cedars Business Services, LLC ("Cedars") is a California-based certified Small Business (SBA), incorporated in 1991 and headquartered at 5230 Las Virgenes Road, Suite 210, Calabasas, CA 91302. We are a wholly owned subsidiary of Cedar Financial, a global leader in accounts receivable management.

Cedars has over 34 years of experience specializing exclusively in ethical, compliant, and results-driven debt collection services for government, healthcare, utility, education and commercial clients.

We are fully licensed in the State of California and all U.S. states that require licensing, and we, currently, serve over 58 government agencies.

Type of Accounts We Collect: o Government Receivables o Healthcare (EMS) Accounts o Retail Accounts Utility Accounts o Commercial Accounts o Banking and Finance Accounts o Education Accounts o Property Management Accounts
Note: We have experience collecting every single debt type specified by the City.

Cedars currently employs 211 professionals, including over 120 full-time professional collection agents and 44 dedicated support personnel. Our agents are distributed across the U.S., with approximately half based in California and the rest working remotely across all time zones, ensuring national coverage and operational flexibility. We guarantee that at least two-thirds of assigned agents have two or more years of direct experience in government collections.

Cedars maintains compliance with the Fair Debt Collection Practices Act (FDCPA), the Fair Credit Reporting Act (FCRA), and other applicable state and federal regulations. Cedars is SOC 2 Type II and PCIDSS Level 1 certified.

Our staff undergo continuous in-house training through Cedars University, covering compliance, negotiation, technology, and client-specific protocols. Many of our collector managers are ACA-certified.

Cedars uses proprietary software and secure platforms to manage all collection operations, including real-time dashboards, automated compliance monitoring, and AI-enhanced call analytics.

Our services for the City will be performed primarily from our headquarters in Calabasas, California, with support from remote agents and virtual oversight tools. We are also prepared to obtain any local business licenses required to operate in the City.

Additionally, Cedars fully meets or exceeds all insurance requirements outlined in the City of West y (E&O). We will
provide a Certificate of Insurance naming the City as an additional insured, along with all required endorsements, including primary and non-contributory language and a waiver of subrogation. Our policies are issued by A-rated carriers and maintained without lapses. Should the City require any modifications or updated endorsements during the contract term, Cedars will comply promptly and without objection. We are committed to maintaining full regulatory and contractual compliance to mitigate all associated risk.
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5 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal Credentials and/or Memberships:

Member of TCM Group
RMAI Membership
Member of ACA International
(American Collectors Association)
SOC 2 Type II certified
PCI DSS compliant
CAC California Association of
Collectors
IACC Agency Membership
Cedars Recognitions
Cedars Business Services has been recognized for its
excellence in workplace culture and leadership.

Comparably, a leading employer rating platform, has
awarded our company in categories such as:

Cedars Reviews
Cedars is proud to maintain one of the most positive
reputations in the debt collection industry, a reflection of our commitment to respectful communication and ethical
practices. With over 440 verified consumer reviews across multiple platforms, Cedars holds an average rating of 4.5 out of 5 stars an exceptional benchmark in a traditionally highfriction industry. These reviews consistently highlight our with consumers to find fair and manageable solutions.

Unlike many agencies that view collections as purely
transactional, Cedars measures success not only by recovery rates but also by the quality of the consumer experience.

Our philosophy is not a slogan it is a
core operating standard that results in more voluntary resolutions, fewer complaints, and improved long-term outcomes for both our clients and their communities.

B. Experience
Cedars has over 34 years of continuous experience providing ethical and effective debt recovery services, with a specialization in municipal and public sector collections. With over 34 years of experience, Cedars meets and far exceeds the minimum qualification of five years serving public agencies in California.

Our extensive government portfolio includes a wide range of municipal and county departments across California, with a deep understanding of local regulatory requirements, reporting expectations, and customer service standards.
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6 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal We have over 58 active public clients, most of them based in California. Our current clients have a combined $191 million in active placements for all categories. The recovery rates range from 4% to 49%, and our average government client recovery rate is 20%. Our recovery ranges between 4% and 49% depending on certain specifications such as the age of accounts; the portfolio demographics; whether the accounts were previously listed with another agency (e.g., second placements); and the like.

Service volumes and performance over the last two years:
58 government client agencies
375,520 files
$199,094,000 in total receivables/placements
$710 average balance
20% average recovery
Our government clients include but are not limited to:
(Note: we share names of clients for those who have given us permission to share.

C. Public Agency Experience
Cedars has provided compliant, transparent, and results-driven collection services to public agencies across California and the U.S. The following ten (10) projects, all completed or active within the last five years, demonstrate our capability to fulfill the Scope of Work as outlined in this RFP:
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7 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal West Sacramento Experience:

Cedars has not previously held a contract with the City of West Sacramento. However, we have extensive experience with cities and districts of comparable size and scope throughout California, particularly in utility and municipal receivables management.

Subcontractors:

Cedars does not utilize subcontractors for any part of the collections process. All services collection calls, correspondence, litigation coordination, remittance, and reporting are performed by our team. 170
8 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal D. Personnel
Patrick Miller, Director of Government Development & Solutions. He will be your supervising Project manager. Phone: (757) 560-5801 | Email: [email protected] Key Personnel
Patrick Miller Director of Government Development & Solutions o Designed collections programs for Fortune 500 firms. o Senior management roles in national collection agencies. o Developed client liaison and retention teams, increasing client retention by 60%. o Consulting for major clients like Los Angeles Times, American Express, and Georgia Department of Revenue. o Member of HFMA & ACA.

Two HFMA Yerger Awards for Leadership Excellence and Innovation.

Served on boards of VA/DC Healthcare Financial Management Association and SEATA Industry Council.

Advisory Board Seat for Democratic Municipal Officials organization.

Client Success Team
Stacey Leigh Director of Client Success
Role: Oversees client relationships, onboarding, and project implementation, ensuring high service quality and strategic alignment. She proactively addresses client needs, resolves challenges, and develops strategies to maximize revenue and enhance the overall client experience.

Experience: 6.5 years in Collection Client Success. 15+ years in Business Administrative experience and leadership.

Education:

Availability/Commitment: Available for virtual and on-site meetings. Stacey is ready and available whenever the client requires assistance.

Markus Junaid Client MIS Manager
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9 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal Role: Manages data processing, security, and system integration between Cedars and client systems, ensuring accuracy in reporting and payment transactions.

Experience and Skills: o 8 years at Cedar Financial, specializing in MIS and data-related processes.

Availability/Commitment: Available with advanced notice.

Sage Ahmed Government Client Relations Manager
Role: Oversees client support, ensuring that communication and reporting requirements are met. Manages a team of four full-time personnel dedicated to client inquiries.

Experience and Skills: o 4 years at Cedar Financial with experience in government client support.

Education:

Availability/Commitment: Available on demand to meet project needs.

Operations & Compliance Team
Justin Franklin Sr Director of Operations
Role: Leads the development of customized collection workflows, omnichannel strategies, and data-driven performance tracking.

Experience: 15+ years in debt collection strategy, including litigation processes and compliance oversight.

Accomplishments: ACA Management Certification o Blueshift Academy Email Deliverability Certification Education:

Availability/Commitment: Available on demand to meet project needs.

Syntheia Nagel Chief Compliance Officer
Role: Ensures compliance with federal, state, and local regulations, oversees staff training, and audits collection activities.

Experience: 15+ years in compliance and regulatory oversight for debt collection. o 20+ years in Human Resource and Business Administration experience.

Accomplishments: Credit and Collections Compliance Officer Certification o Membership ACA International and California Association of Collectors Education: MBA, Augusta State University o Bachelor of Science, Business Administration and Management University of Phoenix Availability/Commitment: Available on demand to meet project needs.

Frank Tirre Collections Training Manager
Role: Develops customized training programs for collectors, ensuring compliance with the City debt collection policies and best practices.

Experience: 16+ years of experience working in the Debt Collection industry.

Accomplishments: ACA International Membership o Professional Collection Specialist Certification o Collection Trainer Specialist Certification Availability/Commitment: Dedicates extensive time to training during implementation, transitioning to weekly coaching post-launch.

Accounting & Financial Oversight
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10 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal Rachel Moaddab Accounting Manager
Role: Manages financial reporting, remittances, and compliance with revenue recovery requirements.

Experience: 10+ years of experience in the Administrative/Accounting role within Collections.

Education: University of Phoenix AA in Accounting and Finance.

Availability/Commitment: Available during implementation, transitioning to daily monitoring and month-end reconciliation.

Organizational Structure Chart
E. References
California Department of Transportation (CalTrans)
Contact Person: Tatyana Bychkov, Associate Manager
Address: 1727 30th Street, Sacramento, CA 95816
Phone Number: (279) 234-2825 / Email: [email protected] Dates of Service: April 2022 to Present
Project Details: Cedars collects on state property damage claims for CalTrans, maintaining an active inventory of $34.8 million with an average recovery rate of 40% over the last two years.

We have improved the collection rate by 30%.
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11 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal Department of Resources Recycling and Recovery (CalRecycle) Contact Name: Dipti Patel, Account Receivables
Address: 1001 I Street 19th Floor, Sacramento, CA 95814 Phone: (916) 341-6728 / Email: [email protected] Date of Service: November 2023 Present
Project Details: Collection of processing fees for recyclable products. For example, oil recycling fees. (Utility Service).

Dept of Consumer Affairs, Respiratory Care Board of California Address: 3750 Rosin Court, Suite 100, Sacramento, CA 95834 Phone Number: (916) 999-2215 / Email [email protected] Dates of Service: February 2019 to Present
Project Details: Cedars collects on ex-employees (clawbacks) City of Riverside Public, CA
Contact Name: Alma Franco, Customer Service & Collections Manager Address: 3901 Orange Street, Riverside, CA 92501
Email: [email protected]
Phone: (951) 826-5453
Contract Start Date: June 2023 Present
Project Details: Collection of delinquent utility accounts.

Contra Costa County, CA
Dates of Service: June 2022 to Present
San Bernardino, CA County
Dates of Service: January 2023 to Present
F. Local Benefit
Cedars does not currently operate a physical office within the City of West Sacramento and we do not have a vendor/supplier based in the City of West Sacramento. However, we are a California-based company headquartered in Calabasas and certified as a California Small Business (SB/Micro) enterprise which ensures that a substantial portion of the economic benefit from this contract remains within the state.

Our operations support the California economy in several measurable ways:
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12 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal Though not located within City limits, our proximity, deep understanding of California municipal needs, and commitment to state-based reinvestment allow us to offer a service model that is regionally attuned and economically supportive of broader statewide goals.

G. History
Cedars has maintained a stable organizational structure for over three decades. However, earlier this year, Cedars completed the strategic acquisition of MEDCAH Inc., a Hawaii-based collection agency with over 40 years of experience serving public sector and healthcare clients across the Hawaiian Islands.

Pacific region, particularly in healthcare, EMS, and government receivables. MEDCAH now operates as a wholly owned subsidiary of Cedar Financial, with integrated compliance, technology, and leadership oversight.
service capabilities while maintaining continuity and excellence in performance.

No other mergers, sales, or organizational changes have occurred within the past three (3) years.

H. Legal Challenges
Please see the attachments for a recent (2020-2025) list of litigations; none of these litigations would impair our ability to perform this contract.

I. Fiscal Viability
Cedars has not filed for bankruptcy or undergone any insolvency proceedings in the past ten years. We maintain a strong financial position as shown in our reviewed financial statements, which are available upon request.

J. Business License
Cedars is registered with the California Secretary of State and holds a valid business license. Proof of registration. Please see our attached copy of proof of registration. 175
13 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal C. TECHNICAL PROJECT APPROACH
Cedars presents a fully self-performed, compliance-based, and results-driven collection program tailored to the City of West Sacramento. Our methodology integrates secure data exchange, respectful debtor engagement, strict regulatory adherence, efficient resources and transparent reporting to fulfill the People-First Engagement Professional, Inclusive, and Respectful every debtor is a person first. Our
mission is not only to collect, but to guide, educate, and resolve debt in a way that protects the dignity of the individual and the reputation of the City.

Engagement Practices:

Our tone is firm, but never aggressive. We believe that treating people with respect results in higher recovery rates and lower complaint volumes -term community relationships.

Advanced Collection Features and Process Capabilities
Cedars provides a full-service recovery process that balances aggressive recovery tools with consumer sensitivity and legal compliance. Our service is 100% self-performed we do not outsource any core functions and is optimized for government receivables.

Key Collection Tools and Processes:

1. Omnichannel Engagement

2. Automated Compliance Workflows

3. Skip Tracing and Data Enhancement
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14 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal

4. Litigation Referral Pipeline

5. Dispute Handling and Resolution

6. Performance Optimization
Dispute Resolution Process
Cedars maintains a structured, compliant, and responsive dispute resolution process designed to protect consumer rights and ensure accurate account handling. When a debtor notifies us of a dispute, whether via phone, written communication, or through our online portal the account is immediately flagged in our system and placed in a temporary hold status. Our team acknowledges the dispute within three business days and pauses all collection activity while the issue is investigated. Disputes are handled by trained resolution specialists who conduct a thorough review of account documentation, payment history, and any correspondence from the City. If the dispute requires verification, Cedars contacts the des written documentation of the findings to
both the debtor and the City. Once resolved, the outcome is documented in our CRM and, if applicable, reported to credit bureaus per FCRA regulations. All dispute activity is logged and included in monthly repor
consumers while preserving transparency and legal compliance for the City of West Sacramento.

Seamless Integration with City Systems
Cedars has extensive experience integrating with a wide range of client-side platforms including legacy systems, cloud-based ERPs, and municipal billing systems.

We offer:

All technical assistance is provided at no cost to the City, including initial setup, troubleshooting, and long-term system maintenance.

Implementation Plan Fast, Seamless Onboarding
Cedars has developed a proven onboarding process that ensures a smooth transition with minimal burden on City staff and full system readiness within 30-60 days. Each new municipal engagement is managed by a dedicated Implementation Manager Patrick Miller. He oversees configuration, testing, 177
15 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal data mapping, and go-live coordination. The implementation plan can be customized depending on the , technical preferences, and internal processes.

Phase 1: Kickoff and Configuration
Phase 2: Secure Data Connection and Workflow Build
Phase 3: Validation and Training
Phase 4: Go-Live and Monitoring
Cedars handles all technical and operational setup there are no onboarding fees, and the City is never asked to adjust its existing internal systems.

Consumer Payment Portal Empowering Self-Service and
Satisfaction
advanced and user-friendly in the industry. It empowers consumers to resolve their debt on their own terms while maintaining the highest levels of security and compliance.

Key capabilities include:
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16 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal Unlike many portals that simply process payments, ours functions as a full-service resolution center, minimizing the need for live agent contact and increasing debtor satisfaction and resolution rates. This aligns with the City's goal of preserving goodwill while recovering outstanding receivables.

Client Portal Real-time Access and Performance Transparency Cedars provides the City of West Sacramento with secure 24/7 access to our proprietary Client Portal (CollectCo). This tool is the cornerstone of our transparency and accountability model.

Client Dashboard
Key features include:
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17 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal This portal ensures the City always has direct visibility into account activity and performance without having to wait on monthly summary emails or ad hoc requests.

Account Setup and Documentation Handling
Upon receiving accounts from the City, Cedars will immediately log and organize documentation provided including customer name, last known address, account number, balance due, and any available data such as phone, email, DOB, license number, and service dates. These files are securely uploaded into our CRM using encrypted transmission channels (SFTP or FTPS). Each account is assigned a unique ID and categorized by debt type (e.g., utility, TOT, permit fines) for accurate workflow assignment and reporting segmentation.

Timely Contact Efforts (Within 45 Days)
Cedars commits to initiating at least two contact attempts by mail and/or telephone within the first 45 days of receipt, unless the account resolves sooner. Our outreach model includes:

If consented, we also utilize email and SMS follow-up, improving contact rates without increasing City liability. Each attempt is timestamped, recorded, and logged.

Credit Reporting, Corrections, and Account Recall
Reporting Delinquent Accounts:

Cedars reports delinquent accounts to credit agencies 60 to 90 days after listing.

This timeframe allows for resolving errors or disputes, ensuring compliance with the Fair Credit Reporting Act (FCRA).

Credit Reporting Agencies:

Delinquent accounts are reported to Equifax, Transunion, and Experian.

Accounts remain listed for seven years from the date of delinquency or until recalled by the client.

Commercial accounts are sent to Dun & Bradstreet Credit Bureau.

Process for Transmitting Account History:

Recommended reporting to credit bureaus 60 to 90 days after listing.

This period helps avoid FCRA complaints and allows time for disputes to be resolved.

Provides an incentive for delinquent account holders to pay off the debt or enter a payment plan.

Account Recall
If an account is recalled by the City, we:

Provide written confirmation to the City documenting the removal Skip Tracing Capabilities
Skip tracing is a critical component of our collections strategy, particularly for accounts with outdated or inaccurate contact information. Cedars employs a multi-tiered skip tracing process that combines advanced technology, licensed data sources, and experienced investigative techniques to locate individuals and businesses quickly and compliantly.
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18 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal Tiered Skip Tracing Process
Compliance and Privacy
All skip tracing activities are performed in full compliance with:

We only access permissible-use databases and maintain detailed audit logs of all lookup activity. 181
19 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal Performance Impact
Our Skip tracing directly improves:

Cedars' skip tracing process ensures that even hard-to-reach accounts receive full and fair collection efforts, significantly increasing the likelihood of recovery particularly for older or returned mail accounts.

Regulatory Compliance and Ethical Practices
Cedars adheres to FDCPA requirements, state regulations, TCPA, the FCRA, Debt Collection Practices Act and standards of the three major credit reporting agencies. We proactively address changes in policies and procedures.

Key Points:

Leadership Expertise: Amir Erez, President & CEO, has over 35 years of industry experience. Chief Compliance Officer Syntheia Nagel, a member of the ACA, leads compliance initiatives and updates.

Certifications: All collectors and leadership must be certified in FDCPA, FCRA, Reg F, state and local regulations, HIPAA, and CFPB areas within six months of employment, with annual re - certification.

Compliance Updates: Regular policy updates from ACA on FDCPA, CFPB, and FCRA are shared with staff through meetings and emails.

Client Support: Syntheia's team keeps clients informed on regulatory changes and assists with compliance research.

Training System: Cedars University ensures high standards of service delivery, industry knowledge, and professionalism through comprehensive training programs.

Cedars University Comprehensive Employee Training Program Specialized Training: o Two-week intensive classroom & hands-on training. o Covers debt collection laws, compliance, dispute resolution, negotiation, professionalism, and customer service.

Mock Calls & Supervised Training: o Agents undergo mock calls before handling real accounts. o Supervisors monitor live calls for quality assurance.

Ongoing Performance Monitoring: o Monthly KPI reports track compliance, training effectiveness, and agent performance. o Remedial training assigned for improvement areas.

Internal Quality Controls to Protect Resident Privacy & Confidentiality Cedars is committed to compliance, ethical practices, and consumer privacy protection. Led by Chief Compliance Officer Syntheia Nagel, our compliance framework ensures adherence to HIPAA, FDCPA, FCRA, and state/federal laws.
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20 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal Quality Control & Compliance Management

1. Management Oversight Covers all operational areas.

2. Human Resources Ensures staff compliance and accountability.

3. Training & IT Infrastructure Supports customer service, security, and compliance.

4. Client Confidence & Satisfaction Maintains trust through rigorous controls.

Clean Desk Policy
Employees must lock workstations and secure documents when away from desks.

Confidential documents are either shredded or locked away to prevent unauthorized access.

Auditing & Monitoring
Daily & hourly call audits identify coaching needs and ensure compliance.

AI-driven call monitoring enhances quality assurance.

Annual independent audits ensure PCI compliance, data security, and regulatory adherence.

Proven Compliance Record
Cedars has never been fined, sanctioned, or found guilty of violating any federal, state, or local regulations.

Our proactive auditing and compliance measures safeguard client and resident data while maintaining the highest ethical standards.

File Maintenance and Audit Readiness
Each account is managed with a separate digital file, including notes, recordings, payments, and dispute We retain all records for a minimum of seven years.

Confidentiality
All City data is encrypted both in transit and at rest. Access to client files is limited to credentialed staff under role-based permissions. We maintain strict policies under PCI-DSS, and SOC 2 Type II standards and have passed multiple third-party compliance audits.

Disaster Recovery and Business Continuity
Cedars maintains a formal, regularly tested Disaster Recovery and Business Continuity Plan (DR/BCP) to ensure uninterrupted service to the City under any emergency or system failure scenario. Our goal is to maintain operational resilience while safeguarding sensitive data, ensuring uninterrupted collections operations, and meeting all contractual obligations regardless of external disruptions.

Key Components of Our Disaster Recovery and Continuity Framework:

1. Data Protection and Redundancy
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21 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal

2. Cloud-Based Infrastructure

3. Personnel Continuity

4. Physical and Network Resilience

5. Testing and Governance

6. Client Communication During Events

7. Regulatory Preparedness
Acceptance of Data in Electronic Format
The City may transmit files containing: names, addresses, account type, balance, DOB, driver's license, service start/stop dates, phone numbers, emails, billing dates, and last payments. Cedars will import these directly into our CRM after pre-validation to ensure formatting, accuracy, and data integrity. We also support Excel, CSV, and XML formats.

Electronic Transmission of Data
Secure Data Transfer Methods: We use multiple secure methods to transfer sensitive data:
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22 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal

1. FTPS (File Transfer Protocol Secure) Secured by TLS/SSL encryption.

2. Web Portal Secured by TLS/SSL encryption for client access.

3. SFTP (Secure File Transfer Protocol) Secured by SSH encryption for safe transmission of files.

Data Integration: Our IT team programs all data mapping between our system to ensure seamless transmission of data, including placement files, payment processing, and reporting files.

Compliance: All data transfer methods adhere to regulations such as HIPAA and FDCPA, ensuring secure handling of Personally Identifiable Information (PII) and other sensitive data.

Account Return upon Contract Termination
If the contract ends for any reason, Cedars will immediately return all pending accounts in a secure digital format. No further collection action will occur after termination, and we will coordinate with the City to ensure a seamless transition and audit support.

Payment Processing Cost-Free to City
Cedars accepts payments via:

We absorb all merchant and transaction fees.

No cost is passed to the City.

Payment Methods Accepted
Credit Card Visa, Mastercard,
American Express, Discover
Debit Card
ACH
Check
Money Orders
Cash
PayPal
Mobile Payment Apps, for example Google Pay
No Cost to City for Services Rendered
Cedars operates strictly on a contingency basis. The City pays nothing unless we collect and collection fee schedule.

Legal Collection Capabilities
Cedars offers full-spectrum legal collection services as an optional, City-authorized escalation for select delinquent accounts. Our legal process is contingency-based the City incurs no upfront costs and is only initiated upon explicit written approval.

Key Legal Services Include:
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23 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal Reporting and Transparency
All legal accounts remain visible to the City in our Client Portal and are clearly tagged in monthly reports.

When we identify an account that is worthy of legal work, we build a report about our recommendations. This report is typically emailed to you but can be made available in the client portal as well. Once an account is in approved legal process, the reports related to that account are available in the client portal.

Our legal collections pathway ensures an escalated option is available for high-balance or nonresponsive accounts while maintaining full control and visibility for the City.

Net Monthly Remittance and Fee Transparency
On or before the 15th of each month, Cedars will remit all funds collected (minus our contingency fee) via ACH, accompanied by a detailed remittance report showing:

Collection fees are clearly itemized to support auditing and reconciliation.

Monthly Reporting to the City
Ad-hoc Reports Available upon request. Cedars can comply.

Report Accessibility
Additionally, Cedars is flexible and can provide reports on a weekly, monthly, quarterly and yearly basis via our client portal. These include but are not limited to:
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Cedars Business Services
FIN25-312 – On-Call Collection Services
Expires on 11/04/2028

EXHIBIT B
Schedule of Fees
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24 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal New Account Placements Summary of newly assigned cases.

Active Collection Efforts Number of calls and letters sent.

Recovery Rate Report Collection success percentage per debt category.

Debtor Communication Log Detailing all interactions.

Compliance & Dispute Resolution Report Number of disputes handled and resolved.

Financial Reconciliation Report Detailed financial breakdown of amounts recovered, pending, and aged debts.

These reports are sent in PDF and Excel format and made available via our secure Client Portal for download at any time.

Annual Financial Summary
No later than July 30 each year, Cedars can comply with providing a fiscal year-end summary (as of June 30) detailing:

This report is provided at no additional cost and supports budget planning, council reporting, and audits.

Customer Support and City Collaboration
All client inquiries are responded to within one business day. Patrick Miller, your account manager, will host regular check-ins, provide ad hoc reporting, and serve as a direct line of communication. We support City staff with data integration, compliance review, and community-sensitive debt resolution practices.

D. COST PROPOSAL
Cedars proposes the following contingency-based fee structure for collection services provided to the City of West Sacramento. These rates are inclusive of all services described in the Scope of Work and will only be applied to successfully recovered amounts. No fees will be charged for unrecovered accounts or services provided without a recovery.

All costs of collections, including skip tracing, phone outreach, mailings, credit bureau reporting, and payment processing, are included in these rates. The City shall bear no cost for collection activities; fees will be added to the customer balance in a
Proposed Contingency Fee Structure
Standard Delinquent Accounts (Primary Placements) - Anything under 1 year old: 18% of amounts collected
Backlog Accounts (Previously Unworked or Older than 1 Year): 22% of 188
25 City of West Sacramento, 25-048-RFP, Collection Agency Services, Cedars Business Services Proposal amounts collected
Legal Collection Services (City-approved litigation): 34% of amounts collected Cedars does not charge for letters, setup, file transfers, portal access, or reporting. We are committed to full transparency and performanceMonthly remittances will include detailed reporting of recovered amounts by account and category.

Legal accounts will only be pursued with prior written approval from the City.

Why Choose Cedars for the City of West Sacramento?
Cedars offers a proven, scalable, and transparent collection solution with the highest compliance and recovery standards. Cedars offers these services:

Enhanced Technology Integration We have efficient tools for both client (client portal) and consumers (consumer payment portal).

Proven Collection Results Industry-leading 4-49% recovery rates.

Diverse Payment Methods we offer various payment methods to make payment process more convenient.

Advanced Skip Tracing we have enhanced skip tracing capabilities improving chances of successful collections.

Ongoing Communication & Client Collaboration we never leave the City in the dark. We communicate constantly and collaborate with the client to get feedback.

Compliance & Security Enhancements Cedars has robust data security measures, including encryption, regular backups, and disaster recovery plans.

Seamless Client Integration Custom reporting, secure SFTP transfers, and real-time account tracking.

Cedars is uniquely qualified to manage the City of s delinquent account collections, bringing proven expertise, cutting-edge technology, and a results-driven approach. We look forward to partnering with the City to maximize revenue recovery while maintaining compliance and professionalism.
189
Cedars Business Services
FIN25-312 – On-Call Collection Services
Expires on 11/04/2028

EXHIBIT C
Sample Notice to Proceed
190
Cedars Business Services
FIN25-312 – On-Call Collection Services
Expires on 11/04/2028

CONSULTANTS
By:

Patrick Miller, Director of Government
Development & Solutions
191

CITY COUNCIL AGENDA REPORT
MEETING DATE: November 5, 2025 ITEM # 10
CONSIDERATION OF ACCEPTANCE OF THE FY/2024 HOMELAND SECURITY GRANT PROGRAM (HSGP) – URBAN AREA SECURITY INITIATIVE (UASI) SUBAWARD OF $52,000 FOR PEREGINE SOFTWARE PLATFORM AND ADOPTION OF RESOLUTION 25-118 APPROVING AMENDMENTS TO THE BUDGET FOR FY2025/26 INITIATED OR REQUESTED BY: REPORT COORDINATED OR PREPARED BY:
[ ] Council [ X ] Staff
[ ] Other
Dea Pugh, Police Support Services Manager
Police Department
ATTACHMENT [ X ] Yes [ ] No [ ] Information [ ] Direction [ X ] Action

OBJECTIVE
The objective of this report is to provide the City Council with information needed to consider acceptance of the FY2024 Homeland Security Grant Program-Urban Area Security Initiative subaward for $52,000 and approval of Resolution 25-118 approving related budget amendments to fund a subscription to the Peregrine Software Platform.

RECOMMENDED ACTION
Staff respectfully recommends the Council:

1. Adopt resolution 25-118 authorizing the acceptance of the FY2024 Homeland Security Grant ProgramUrban Area Security Initiative subaward for $52,000.00 and approving amendments to the approved budget for FY2025/26 for the HSGP-UASI grant subaward; and

2. Authorize the City Manager or designee to sign the contracts for the software purchases related to the grant.

BACKGROUND
The Urban Area Security Initiative (UASI) is a component of the Homeland Security Grant Program (Federal Assistance Listing #97.067), established under the Homeland Security Act of 2002 to provide federal funding to the most populous metropolitan statistical areas (MSAs) based on an assessment of terrorism risk. The purpose of the UASI Program is to assist high-threat, high-density urban areas in developing, sustaining, and enhancing capabilities to prevent, protect against, prepare for, and respond to acts of terrorism and other hazards.

A pass-through grant process has allocated $52,000 to the West Sacramento Police Department for the purpose of enhancing data driven decision making via newly developed technology that provides a real-time data integration and visualization platform. This technology will be used to centralize data from the Police Department’s various existing systems such as records management system and Computer Aided Dispatch.

This provides a single point of access to data that assists in the identification of potential or immediate threats and aids in resource management for more effective officer deployment and emergency response. The Department wishes to acquire this technology to enhance its capabilities to provide real-time data for addressing crime and terrorism threats and providing emergency services.

ANALYSIS
The Department’s current methods of data collection and analysis utilize information extracted by multiple systems and disparate sources. This causes delays in accessing real-time data as each system needs to be opened and queried to cobble together a full operating picture. Technological interoperability issues with other law enforcement agencies add to further delays in the compilation of pertinent information.

UASI funds are allocated by the U.S. Department of Homeland Security (DHS) to State Administrative Agencies (SAAs), which in turn distribute subawards to eligible local jurisdictions. The California Office of Emergency Services (CalOES) serves as the SAA for the State of California and has been awarded a FY2024 UASI allocation in the amount of $2,820,672 to the Sacramento urban area, which includes Sacramento, El Dorado, Placer and Yolo counties. The UASI Program is locally administered by the Sacramento Police Department through its Regional Office of Homeland Security and is authorized to subaward UASI funding to regional stakeholders for the continued implementation of program goals and objectives.

The West Sacramento Police Department was notified in July that a $52,000 subaward was approved for the purchase of Peregrine software and a grant agreement was provided for effectuating the purchase. (See attachment 1). The identified software of choice was selected by the UASI regional agencies based on its 192 UASI Grant for Peregrine Software
November 5, 2025

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West Sacramento City CouncilNovember 5, 2025

West Sacramento City Council
November 5, 2025