Bid Notice-On-Call Coating Specialists 2026-31.pdf

REQUEST FOR QUALIFICATIONS

ON-CALL COATING SPECIALISTS 2026-31

Bid Transaction #Q26141311015

Issue Date: 7/16/2026 Questions Due Date: August 6th, 2026 at NOON

RFQ SUBMITTAL DEADLINE

Submittal Deadline August 20th, 2026 by 3:00 p.m.

Submit Statements of Qualification Electronically Via:

http://www.planetbids.com/portal/portal.cfm?CompanyID=15300

Contact for Additional Information:

Questions regarding this Request for Qualifications should be directed via PlanetBids only per the instructions and deadlines outlined in the RFQ timeline below.

Table of contents

A. INTRODUCTION

1. Purpose

2. Background

3. Scope of Services

4. Project Budget and Term of the Contract

5. Deadline

6. LBE Requirements

B. RFQ SUBMITTAL REQUIREMENTS

1. Submittal Process

2. Contents of Submittal

C. SELECTION PROCESS

1. General

2. Planned Schedule

D. ADMINISTRATIVE INFORMATION

1. Professional Services Agreement

2. Tax Forms

3. Addenda and Supplements

4. Business Operations Tax Certificate (B.O.T.C.)

5. Miscellaneous

E. ATTACHMENTS

1. SUBMITTAL SIGNATURE

2. RATING FORM

3. LOCAL BUSINESS ENTERPRISE (LBE) PARTICIPATION REQUIREMENTS

4. LOCAL BUSINESS ENTERPRISE (LBE) PREFERENCE VERIFICATION FORM

5. LOCAL BUSINESS ENTERPRISE (LBE) PARTICIPATION VERIFICATION FORM

6. AGREEMENT EXAMPLE

REQUEST FOR QUALIFICATIONS (RFQ)

PROFESSIONAL SERVICES

for the

DEPARTMENT OF UTILITIES

ON-CALL COATING SPECIALISTS

A. INTRODUCTION

1. Purpose The City of Sacramento, Department of Utilities (DOU) is requesting the submittal of a Statement of Qualifications (SOQ) for professional services to perform on-call coating specialist services.

Interested firms or individuals are invited to submit their SOQ in accordance with the requirements of this RFQ. This RFQ provides information about the project tasks, qualification statement preparation, and the selection process.

2. Background Founded in 1849, the City of Sacramento is the oldest incorporated city in California and is the capital city of California. In 2020, the city had a recorded population of 524,943. Sacramento is a progressive City with great pride in its ethnic and cultural diversity, concern for environmental and social issues and emphasis on quality in the provision of governmental services. Sacramento is a Charter city, which operates under the City Council Manager Form of government. It has an annual budget of $951 million and 4,300 full-time equivalent positions.

DOU is responsible for two water treatment plants, 12 storage reservoirs, 29 groundwater wells, and ~1700-miles of distribution mains for the potable water system. Coatings are a large part of the City’s management of useful life in significant structures including concrete intakes, process channels, basins, and tanks, steel reservoirs and pipelines, and non-metallic chemical storage tanks. In addition, coatings also are a large part of rehabilitation efforts (such as structural rebar repairs and secondary containment systems) as well as visual esthetics. To ensure that the expense for coatings to protect the critical facilities is installed as designed, it is important to have a coatings specialists that have the experience, knowledge, and resources to be able to cover a wide range of conditions that may exist within a drinking water system.

In response to the Request for Qualifications, the City anticipates receiving competitive pricing as well as an assurance of quality services. In response to this RFQ, the City anticipates to receive competitive pricing as well as an assurance of quality services. The City intends to award up to two contracts, each for a not-to-exceed amount of $500,000 over a five (5) year period. Firms that do not submit a proposal by the closing date and time will not be considered for any subsequent award.

3. Scope of Services On-call coating specialist services shall be requested on an on-call, as-needed basis for various utility infrastructure. Utility infrastructure may include:

• Storage tanks and associated structures

• Buried and above-ground pipelines

• Drainage channels and basins

• Treatment facility equipment

• Pump and sump stations

Requested on-call coating specialist services may include (but are not limited) to the following:

• Coatings damage and failure assessments

• Providing recommendations for repair of existing coating systems

• Providing recommendations for options of coating materials for specialized applications

(including but not limited to NSF-61 certification, underwater, gap sealing, and structural reinforcement applications)

• Coating assessments of various types of coating materials (including but not limited to high-solids epoxies, polyurethanes, and high performance coatings) on various surface types (including but not limited steel, concrete, fiberglass, and plastics) and within various conditions including but not limited to confined spaces, underwater, and elevated structures.

• Evaluation of surface preparation for coatings

• Warranty assessments

4. Project Budget and Performance Period The Department currently is proposing a not-to-exceed budget of $500,000 for each contract.

The anticipated time period for the performance and completion of services is approximately November 2026 through October 2031.

The selected firm(s) will meet with City staff to identify the specific tasks, schedule, and budget for the Agreement.

Fee Schedule, submitted via PlanetBids, shall include staff hourly rates (both regular and overtime), equipment rental rates, cost of technical support both on-line and on-site.

5. Deadline SOQs must be received by 3:00 p.m. on August 20, 2026, as described in Section B of this RFQ.

6. Local Business Enterprise (LBE) Requirements

The City’s LBE program applies to this RFQ process in two ways:

a. Minimum LBE Participation: To be considered responsive, a SOQ must demonstrate that a qualified LBE or LBEs will perform services in an amount equal to at least 5% of the total agreement amount. This requirement applies to professional service agreements of $250,000 or more. For more information, see Attachment 3 - Local Business Enterprise (LBE) Participation Requirements. This requirement will not apply if the agreement amount is less than $250,000.

Minimum LBE Participation requirement waived:* No Yes X

* IF “YES” IS CHECKED ABOVE, THE MINIMUM LBE PARTICIPATION REQUIREMENT

DOES NOT APPLY TO THIS RFQ PROCESS.

b. LBE Evaluation Preference: Firms submitting a SOQ that qualify as an LBE will receive a point preference as part of the evaluation process, as indicated on the evaluation and rating form attached as Attachment 2.

B. RFQ SUBMITTAL REQUIREMENTS

1. Submittal Process Firms or individuals interested in submitting qualifications for this project should respond to this Request for Qualifications (RFQ) by submitting an electronic SOQ, via PlanetBids, providing all the information requested below. The SOQ will be considered complete only if all of the items listed in this section are included in the submittal.

Please note that the SOQ submittal must include a completed and signed Submittal Signature Page (Attachment 1).

2. Contents of Submittal The SOQ submittal must be limited to the equivalent of twelve (12) 8½x11” pages (font 11 or larger), not including introductory letter, resumes, LBE Preference Verification Form (Attachment 4), LBE documentation (if applicable), Submittal Signature page (Attachment 1) and work samples (optional). The submittal must be uploaded to PlanetBids as the “Response File”. The Fee Schedule must be uploaded via PlanetBids only as the “Cost File”.

***DO NOT SUBMIT THE COST FILE WITH THE RESPONSE FILE***

Please provide and present the following information in the order listed, in a clear and concise format:

The Response File should contain the following:

1. Transmittal Letter: The submittal should be signed by an officer authorized to bind the proposing firm. The letter shall not exceed 2 pages in length, and shall include (at a minimum):

• Contact information for the company, including name and contact phone number, email, business address, and website address (if applicable);

• The state in which the firm is headquartered and office from which services will be provided;

• The firm’s basic understanding of the services identified;

• An expression of the firm’s interest in the work;

• Whether the firm will be using any subcontractors; and,

• A statement regarding the qualifications of the firm to do the work.

The transmittal letter must also acknowledge any addendums provided on the City of Sacramento's Online Bid Portal PlanetBids.

2. Firm Qualifications: The selected Firm must have a minimum of ten (10) years of professional business experience in coating assessment services of water, sewer, and/or storm drainage infrastructure required to complete the potential work identified in the Scope of Services. Qualified firms shall be familiar with and have access to their own personal protective equipment and coatings testing equipment for their personnel to use in various conditions, including but not limited to elevated platforms, confined spaces, and underwater conditions. All equipment shall be regularly calibrated and in good working condition for day to day inspection needs.

3. Key Personnel: Identify the specific personnel that will be assigned to assist with the potential Scope of Services, including their credentials and their on-going experience with coating inspection of water, sewer, and/or storm drainage infrastructure within the past five (5) years.

Include biographies of the leading team members, including the office from which they work and their NACE/SPCC/AMPP certification number or state license number (failure to provide current active certification information will result in the listed personnel being disqualified for use in meeting the minimum requirements for qualification).

At a minimum, listed personnel shall have a current NACE certified Coatings Inspector Level 2 (CIP 2) certification with a minimum of 15 years field experience in coatings inspection on steel and concrete surfaces for drinking water and wastewater systems, must be confined space certified, and must be trained to use various coatings testing equipment for multiple types of coating applications and environmental conditions.

Points for specialty expertise will be awarded for personnel listed with experience as a Coatings Inspector Level 3 (CIP 3) certified inspector for more than 10 years, experience as a Concrete Coating certified inspector for more than 10 years, more than 15 years of experience inspecting steel welding and steel repairs, and more than 10 years of experience conducting hands-on underwater inspections. Please note that only personnel that will be assigned to assist with the potential Scope of Services shall be awarded special expertise points.

All individuals listed must be permanent employees of the Firm submitting the SOQ.

4. Availability & Schedule Flexibility: Personnel listed shall be the same personnel listed to complete the work. Any changes to key personnel must be approved by the City prior to authorization to proceed. Key personnel located within 90 miles of the City of Sacramento preferred.

5. References: Firm shall provide a minimum of three (3) public utility agency client references within the past five (5) years that including similar scope as the listed in the Scope of Services.

The following information shall be provided for each client listed:

• Name of public utility, contact name, and current telephone number (failure to provide current contact information may result in the listed project being disqualified for use in meeting the minimum requirements for qualification)

• Name of firm personnel assigned as coating inspector

• Brief description of the project/task

• Duration of the contract/project, contract amount, and date of completion of contract/project (or anticipated completion date if the project is active)

Points for References shall only be awarded for references listing individuals that are also identified as Key Personnel in the SOQ.

6. Provide a disclosure identifying any actual, apparent or potential conflict of interest that may result from the performance of any of the services described in Section A of this RFQ. These may include any actual, apparent, or potential conflicts of interest that may exist with respect to the firm, employees, or other persons relative to the provided service.

Additional attachments that must be uploaded include:

a) Complete and signed Submittal Signature Page (Attachment 1).

b) Complete form entitled “Local Business Enterprise (LBE) Preference Verification Form”

(see Attachment 4) and attach a current copy of the City of Sacramento Business Operations Tax Certificate and/or County of Sacramento Business License if applicable.

Attachment 4 must be completed and submitted whether or not your firm is qualified as an

LBE.

c) If the Project Budget in Section A of this RFQ is $250,000 or more, complete the form entitled “Local Business Enterprise (LBE) Participation Verification Form” (Attachment 5).

This form must be included with the cost estimate (Item d below) and uploaded via PlanetBids. This form is not required if the minimum LBE participation requirement is waived in Part A of this RFQ.

d) The proposed cost for the services outlined in the scope of services is to be uploaded into PlanetBids, prior to the submittal due date. This cost information will not be used as part of the evaluation and ranking process.

For more information, including Contractor's Q&As, see the following website:

http://www.planetbids.com/portal/portal.cfm?CompanyID=15300

C. SELECTION PROCESS

1. General After the submittal deadline has passed, a selection committee will review and rate each of the SOQs received and rank the SOQs in accordance with the criteria provided in Attachment 2 – Rating Form.

The SOQs may be ranked based solely on the selection committee’s review and ranking of the SOQ’s and references, without conducting any interviews. Alternatively, the selection committee may elect to conduct interviews with the top-ranked firms prior to making a final ranking determination. Interview evaluation factors, if interviews are held, will include an overall demonstration of the project manager’s ability to manage the project and the project team’s knowledge and expertise in the subject area and ability to perform the required tasks, based on the depth and professionalism of the interview presentation. If interviews are held, the selection committee will score the SOQs based on both the SOQ rankings and the interview results, as indicated in Attachment 2 –Rating Form.

After scoring the SOQs, if the agreement amount will be $250,000 or more the City will determine which firms meet the minimum 5% LBE participation requirement, which is required for a SOQ to be responsive if the agreement amount will be $250,000 or more.

(This is not required if the minimum LBE participation requirement is waived in Part A of this RFQ.)

The highest-ranked SOQ will be the SOQ from the firm with the highest evaluation score that also meets or exceeds the minimum LBE participation requirement (if applicable), as indicated on the Rating Form.

The City will enter into scope and cost negotiations for a Professional Services Agreement with the top-ranked firm. If negotiations are not successful, the City will enter into negotiations with the next-ranked firm, and so on.

The issuance of this RFQ shall not be interpreted as, and does not constitute, a representation by the City that any specific firm or firms will be retained to perform any of the services described herein, and a firm shall not acquire any right or entitlement to be retained for such purpose by virtue of submitting a response to this RFQ.

The City reserves the right to issue additional RFQ(s) for the performance of these services at any time. The City may select qualified firms that submit SOQs in response to this RFQ, and/or any subsequent RFQ, to perform all, some or any of the consulting services required by the City.

The City also reserves the option to cancel or modify this RFQ and the selection process at any time.

2. Planned Schedule The following is the anticipated schedule. The schedule may be modified as needed (firms will be notified of changes as necessary).

Questions regarding this Request for Qualifications should be directed via the City of Sacramento’s online bid portal per the instructions and deadlines outlined in the RFQ timeline below.

Request for Qualifications issued ............................................................................ July 16, 2026 Last Day to Ask Questions (if necessary) .............................................................. August 6, 2026 Last Addendum Posting Date (if necessary) ........................................................ August 13, 2026 SOQs due ........................................................................................................... August 20, 2026 Selection Panel Review ............................................................... August 21 – September 3, 2026 Interviews (optional) ..................................................................................... September 10, 2026 Scope and Cost Negotiations .................................................................. September 11-17, 2026 Executed Agreement ........................................................................................... November 2026

The above dates are approximate and may be changed by the City (firms will be notified of changes as necessary).

It is important that the firm selected be able to respond quickly during the above process.

D. ADMINISTRATIVE INFORMATION

1. Professional Services Agreement Attachment 6 is a copy of the City’s Professional Services Agreement template for Construction- Related Services. Please note that if the City’s Agreement template is updated prior to execution by the selected firm, execution of the updated Agreement template will be required.

The selected firm must comply with the standard provisions set forth in the Agreement, including compliance with the City’s Equal Benefits Ordinance and Ban-the-Box Ordinance. For additional information regarding the City’s Equal Benefits Ordinance or Ban-the-Box Ordinance, contact Procurement Services at (916) 808-6240. Information also is available on the following website:

http://www.cityofsacramento.org/Finance/Procurement/Contract-Ordinances.

The Agreement also requires Commercial General Liability, Automobile Liability, Workers’ Compensation and Employer’s Liability insurance. For this project, Professional Liability (Errors and Omissions) insurance will also be required.

After contractor selection, before the Agreement is signed the City will indicate whether or not employees of the selected firm are subject to Political Reform Act filing requirements. (See Agreement Exhibit A, section 3.)

2. Tax Forms Links to tax forms needed for the City to release payments for services completed are provided below. The selected firm must provide a W-9 form and either a California form 587 or California form 590 with the executed Professional Service Agreement.

Forms and instructions are available on the following websites:

California forms: https://www.ftb.ca.gov/forms/search/index.aspx Federal forms: https://apps.irs.gov/app/picklist/list/formsPublications.html

3. Addenda and Supplements The City reserves the right to cancel, postpone, extend, or revise this RFQ or the RFQ process at any time. If it becomes necessary to revise any part of this RFQ, any addenda will be posted on the following website:

http://www.planetbids.com/portal/portal.cfm?CompanyID=15300# (Vendor registration for this “City of Sacramento Vendor Portal” is free, and allows viewing of all Sacramento postings.)

4. Business Operations Tax Certificate (B.O.T.C.)

Sacramento City Code Chapter 3.08 requires any person or firm conducting business with or within the City of Sacramento to pay a Business Operations Tax and to have a current Business Operations Tax Certificate. To obtain information about the Business Operations Tax Certificate, contact the City of Sacramento Revenue Division, 915 I Street, Sacramento, CA 95814, or telephone 916-808-8500.

5. Miscellaneous By submitting a SOQ, the submitting firm acknowledges and agrees that the SOQ and all other materials submitted shall become the property of the City of Sacramento, may be reviewed and evaluated by any person(s) at the discretion of the City, and may be publicly disclosed as public records.

E. ATTACHMENTS

REQUIRED SUBMITTAL DOCUMENT ATTACHMENT 1

ATTACHMENT 1 SUBMITTAL SIGNATURE PAGE Page 1 of 1

SUBMITTAL SIGNATURE

All FIRMS must complete and sign this form. Failure to complete and sign this form may result in rejection of submittal.

Name of Firm:

Business Address:

Telephone: Fax:

Type of Business:

Corporation

Partnership

Individual doing business under own name

Individual doing business using a firm name

Joint Venture (Attach Joint Venture Agreement)

Federal Tax I.D. Number:

City of Sacramento Business Operations Tax Number:

(Mandatory only if recommended for contract award)

Signature Date

Print Name Title

FOR INFORMATIONAL PURPOSES ONLY ATTACHMENT 2

ATTACHMENT 2 STATEMENT OF QUALIFICATION RATING FORM Page 1 of 1

RATING FORM

ON-CALL COATING SPECIALISTS 2026-2031

Firm:

Selection Committee Member:

Date of Review:

Selection Committee Member Signature:

Criteria* Available Points** Score

1. Firm Qualifications 15

2. Key Personnel, Certification, & Experience 40

3. Availability & Schedule Flexibility 15

4. References 15

5. Specialty Expertise 15

6. LBE 5

Total 105

* References shall supplement scoring in the appropriate criteria ** Total possible points must equal 105

Interview Criteria (Optional) Available Points Score

1. Interview 20

2. LBE 1

Total 21

LBE Participation (Only for agreements of $250,000 or more) Yes No Waived Must meet or exceed 5% LBE participation to be responsive, unless LBE participation requirement is waived X

CONTRACT #: PROJECT: Various CONTRACT NAME: On-Call Coating Specialists 2026-2031 NOT-TO-EXCEED AMOUNT:

AGREEMENT TERM: SOLICITATION: Q26141311015

AUTHORIZED RENEWALS: LBE (Y/N): N

DEPARTMENT/DIVISION: Utilities /Water Engineering COUNCIL FILE ID:

CITY OF SACRAMENTO

PROFESSIONAL SERVICES AGREEMENT

FOR CONSTRUCTION-RELATED SERVICES

(NOT PERFORMED BY ARCHITECTS,

LANDSCAPE ARCHITECTS, PROFESSIONAL ENGINEERS,

OR PROFESSIONAL LAND SURVEYORS)

THIS CONTRACT is made at Sacramento, California, by and between the CITY OF SACRAMENTO, a charter city and municipal corporation (“CITY”), and

Name of Contractor Address

Phone/Fax/E-mail

(“Contractor”), as of the Effective Date, as defined below.

The City and Contractor agree as follows:

1. Effective Date. This Contract shall be effective beginning the date it is fully executed by the duly authorized parties.

2. Contract Documents. All exhibits and documents attached or referred to in this Contract are incorporated as if set forth herein, Including Exhibit A (titled “Scope of Services”) and Exhibit B (titled “Payment”).

If there is a conflict between the terms and conditions of any document prepared or provided by the Contractor and made a part of this Contract and the other terms or conditions of the Contract, the other terms and conditions of the Contract control.

3. Services. Subject to the terms and conditions set forth in this Contract, Contractor shall provide to CITY the services described in Exhibit A (“Services”).

Contractor will not be compensated for services outside the scope of Exhibit A (“Additional Services”) unless, before providing Additional Services: (a) Contractor notifies CITY and CITY agrees that the Additional Services are outside the scope of Exhibit A; (b) Contractor estimates the additional compensation required for these Additional Services; and (c) CITY, after notice, approves in writing a Supplemental Contract specifying the Additional Services and the amount of additional compensation to be paid Contractor.

CITY will have no obligations whatsoever under this Contract or any Supplemental Contract, unless and until this Contract or any Supplemental Contract is approved by the City as required

Form Approved by City Attorney 3-5-2026 Page 2 by the Sacramento City Code. As used in this Contract, the term “Services” includes both Services and Additional Services as applicable.

4. Payment. CITY shall pay Contractor at the times and in the manner set forth in Exhibit B.

Contractor shall submit all invoices to CITY in the manner specified in Exhibit B.

5. Facilities and Equipment. Except as set forth below, Contractor shall, at its sole cost and expense, furnish all facilities and equipment required for Contractor to perform this Contract. CITY shall furnish to Contractor only the facilities and equipment listed below, if any.

6. Insurance. Contractor shall, at its sole cost and expense, maintain the insurance coverage described in the attached Exhibit C.

7. General Conditions. Contractor shall comply with the terms and conditions set forth in the attached Exhibit D.

8. Additional Requirements for Surveying, Material Testing, and Inspection Services. If this Contract includes any land surveying, material testing, or inspection services provided for a City construction project, during the design, pre-construction, construction, or post-construction phases of the project, the Contractor and any subcontractor or subconsultant performing any such services shall comply with the provisions specified in the attached Exhibit E.

9. Non-Discrimination in Employee Benefits. This Contract may be subject to Sacramento City Code chapter 3.54, Non- Discrimination in Employee Benefits by City Contractors. A summary of the requirements, entitled "Requirements of the Non-Discrimination in Employee Benefits Code (Equal Benefits Ordinance),” can be viewed at:

https://www.cityofsacramento.org/Finance/Procurement/Contract-Ordinances.

Contractor acknowledges and represents that Contractor has read and understands the requirements and shall fully comply with all applicable requirements of Sacramento City Code chapter 3.54. If requested by City, Contractor shall promptly provide any documents and information required by City to verify Contractor's compliance.

Contractor's violation of Sacramento City Code chapter 3.54 constitutes a material breach of this Contract, for which the City may terminate the Contract and pursue all available legal and equitable remedies.

10. Considering Criminal Conviction Information in the Employment Application Process. This Contract may be subject to the requirements of Sacramento City Code chapter 3.62, Procedures for Considering Criminal Conviction Information in the Employment Application Process. A summary of the requirements, entitled “Ban-The-Box Requirements,” can be viewed at:

https://www.cityofsacramento.org/Finance/Procurement/Contract-Ordinances.

Form Approved by City Attorney 3-5-2026 Page 3

The Ban-The-Box Requirements are applicable to certain contracts with the City in an amount of $250,000 or more (either initial value or total value after amendment) or if the total value of all Contractor's contracts with the City is $250,000 or more over a 12-month period.

Contractor acknowledges and represents that Contractor has read and understands these requirements and shall fully comply with all applicable requirements of Sacramento City Code chapter 3.62. If requested by City, Contractor shall promptly provide any documents and information required by City to verify Contractor's compliance. Contractor shall require applicable subcontractors to fully comply with all applicable requirements of Sacramento City Code chapter 3.62 and include these requirements in all subcontracts covered by Sacramento City Code chapter 3.62.

Contractor's violation of Sacramento City Code chapter 3.62 constitutes a material breach of this Contract, for which the City may terminate the Contract and pursue all available legal and

11. Local Business Enterprise Program. The Local Business Enterprise Program Participation Requirements ("LBE Participation Requirements") may be applicable to this Contract. A summary of the requirements, entitled "LBE Participation Requirements," can be viewed at:

https://www.cityofsacramento.org/Finance/Procurement/Contract-Ordinances.

Contractor acknowledges and represents that Contractor has read and understands these requirements and shall fully comply with all applicable requirements of Sacramento City Code chapter 3.64. If requested by City, Contractor shall promptly provide any documents and information required by City to verify Contractor's compliance. Contractor shall require applicable subcontractors to fully comply with all applicable requirements of Sacramento City Code chapter 3.64 and include these requirements in all subcontracts covered by Sacramento City Code chapter 3.64.

Contractor's violation of Sacramento City Code chapter 3.64 constitutes a material breach of this Contract, for which the City may terminate the Contract and pursue all available legal and

12. Authority. The person signing this Contract for Contractor represents and warrants that he or she has read, understands, and agrees to all the Contract terms and is fully authorized to sign this Contract on behalf of the Contractor and to bind the Contractor to the performance of the Contract’s obligations.

[Signatures Page Following Exhibits]

Form Approved by City Attorney 2-10-2025 Exhibit A - Page 1

EXHIBIT A

SCOPE OF SERVICES

1. Representatives.

The CITY Representative for this Agreement is:

Megan Thomas / Senior Engineer 1395 35th Avenue Sacramento, CA 95822

916-808-1729 / meThomas@cityofsacramento.org

The CONTRACTOR Representative for this Agreement is:

Name/Title

Address Phone/Fax/E-mail

Unless otherwise provided in this Contract, all Contractor questions and correspondence pertaining to this Contract must be addressed to the City Representative. All City questions and correspondence must be addressed to the Contractor Representative.

2. Scope of Services. Contractor shall provide Services to City as set forth in Attachment 1 to this

Exhibit A.

3. Time of Performance. The Services described in this Contract shall be provided for Five Years.

Contractor shall provide the Services in accordance with any schedule in Attachment 1 to this Exhibit A. Contractor shall immediately notify the City if Contractor is unable to make delivery of Goods or perform Services in compliance with this Contract.

4. Conflict of Interest Requirements. The individual(s) who will provide Services pursuant to this

Contract are “Consultants” within the meaning of the Political Reform Act and the City’s Conflict of Interest Code. X yes ____ no [check one]

Contractor shall cause the following to occur within 30 days after execution of this Contract:

(A) Identify the individuals who will provide Services or perform Work under this Contract as "Consultants"; and

(B) Cause these individuals to file with the City Representative the "assuming office" statements of economic interests required by the City's Conflict of Interest Code.

Thereafter, throughout the term of the Contract, Contractor shall cause these individuals to file with the City Representative annual statements of economic interests and "leaving office" statements of economic interests, as required by the City's Conflict of Interest Code. The City may withhold all or a portion of any payment due under this Contract or impose fines on the individuals until all required statements are filed.

Form Approved by City Attorney 2-10-2025 Exhibit B - Page 1

EXHIBIT B

PAYMENT

1. CONTRACTOR’s Compensation. The total of all fees paid to the Contractor for the provision of Services as set forth in Exhibit A, including any authorized reimbursable expenses, shall not exceed the total sum of $ . The payments specified in this Exhibit B shall be the only payments made to Contractor unless the City approves a Supplemental Contract.

2. Billable Rates. Contractor shall be paid for the performance of Services on an hourly rate, daily rate, flat fee, lump sum, or other basis, as set forth in Exhibit A or Attachment 1 to this Exhibit B and any applicable special provisions included in the request for bids or proposals. If there is a conflict between Exhibit A or Exhibit B and the Special Provisions, Exhibit A or Exhibit B controls.

3. CONTRACTOR’s Reimbursable Expenses. “Reimbursable Expenses” are limited to actual expenditures of Contractor for expenses that are necessary for the proper satisfaction of the Contract and are only payable if specifically authorized in advance in writing by the City. No charges or markup will be allowed unless specified in the Contract, including charges for travel and transportation.

4. Payments to CONTRACTOR. Contractor is responsible for supplying all documentation necessary to verify invoices to the City’s satisfaction.

A. Payments to Contractor shall be made within a reasonable time after receipt of

Contractor’s invoice, in proportion to services performed or as otherwise specified in Attachment 1 to Exhibit B. Contractor may request payment on a monthly basis.

Contractor shall be responsible for the cost of supplying all documentation necessary to verify the monthly billings to the satisfaction of CITY.

B. Invoices must be submitted to either of the addresses specified below.

(1) Email. Submit email invoices and any attachments to:

apinvoices@cityofsacramento.org

(2) Postal Mail. If emailing is not an option, mail to:

A/P Processing Center City of Sacramento 915 I Street, Floor 4 Sacramento, CA 95814-2608

C. All invoices submitted by Contractor must contain the following information:

(1) Job/Project Name

(2) CITY’s current Purchase Order Number

(3) Contractor’s Invoice Number

(4) Date of Invoice Issuance

(5) Work Order Number (if applicable)

(6) CITY representative identified on the Purchase Order

Form Approved by City Attorney 2-10-2025 Exhibit B - Page 2

(7) Contractor’s remit address

(8) Description of services billed under Invoice

(9) Amount of Invoice (itemize all authorized Reimbursable Expenses)

(10) Total Billed to Date under Contract (if applicable)

D. Items must be separated into Services and Reimbursable Expenses. Invoices that do not conform to the format outlined above will be returned to Contractor for correction. CITY is not responsible for delays in payment to Contractor resulting from Contractor’s failure to comply with the invoice format described above.

5. Additional Services. Additional Services shall be provided only when a Supplemental Contract authorizing the Additional Services is approved in writing by the City in accordance with the City’s contract amendment procedures. The City reserves the right to perform any Additional Services with its own staff or to retain other contractors to perform the Additional Services.

6. Accounting Records of CONTRACTOR. During performance of this Contract and for a period of three years after completion of performance, Contractor shall maintain all accounting and financial records related to this Contract, in accordance with generally accepted accounting practices, including records of Contractor’s costs for performance under this Contract and records of Contractor’s Reimbursable Expenses. Contractor shall keep and make records available for inspection and audit by representatives of the CITY upon reasonable written notice.

7. Tax Payments. Contractor shall pay, when and as due, any and all taxes incurred as a result of

Contractor’s compensation hereunder, including estimated taxes, and shall provide CITY with proof of the payment upon request. Contractor hereby agrees to indemnify CITY for any claims, losses, costs, fees, liabilities, damages or injuries suffered by CITY arising out of Contractor’s breach of this section.

Form Approved by City Attorney 2-10-2025 Exhibit C - Page 1

EXHIBIT C

INSURANCE

1. Insurance Requirements. During the entire term of this Contract, Contractor shall maintain the insurance coverage described in the Insurance Terms below.

Full compensation for all premiums that Contractor is required to pay for the insurance coverage described herein shall be included in the compensation specified under this Contract. No additional compensation will be provided for Contractor's insurance premiums.

Any available insurance proceeds in excess of the specified minimum limits and coverages shall be available to the City.

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

2. General Liability Minimum Scope and Limits of Insurance Coverage. Commercial General Liability Insurance is required providing coverage at least as broad as ISO CGL Form 00 01 on an occurrence basis for bodily injury, including death, of one or more persons, property damage, and personal injury, arising out of activities performed by or on behalf of the Contractor and subcontractors, products and completed operations of Contractor and subcontractors, and premises owned, leased, or used by Contractor and subcontractors, with limits of not less than one million dollars ($1,000,000) per occurrence. The policy shall provide contractual liability and products and completed operations coverage for the term of the policy. If a general aggregate limit applies, either the general aggregate limit shall apply separately (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit.

The City, its officials, employees and volunteers shall be covered by policy terms or endorsement as additional insureds as respects general liability arising out of: activities performed by or on behalf of Contractor and subcontractors; products and completed operations of Contractor and subcontractors; and premises owned, leased, or used by Contractor and subcontractors.

3. Automobile Liability Minimum Scope and Limits of Insurance Coverage. (Check the applicable provision.)

_X_ Automobile Liability Insurance is required providing coverage at least as broad as ISO

Form CA 00 01 for bodily injury, including death, of one or more persons, property damage and personal injury, with limits of not less than one million dollars ($1,000,000) per occurrence. The policy shall provide coverage for owned, non-owned and/or hired autos as appropriate to the operations of the Contractor.

The City, its officials, employees and volunteers shall be covered by policy terms or endorsement as additional insureds as respects auto liability.

Form Approved by City Attorney 2-10-2025 Exhibit C - Page 2

___ No automobile liability insurance is required, and by signing this Contract, Contractor certifies as follows:

“Contractor certifies that a motor vehicle will not be used in the performance of any work or services under this agreement. If, however, Contractor does transport items under this Contract, or this Contract is amended to require any employees of Contractor to use a vehicle to perform services under the Contract, Contractor understands that it must maintain and provide evidence of Automobile Liability Insurance providing coverage at least as broad as ISO Form CA 00 01 for bodily injury, including death, of one or more persons, property damage and personal injury, with limits of not less than one million dollars ($1,000,000) per occurrence. The policy shall provide coverage for owned, non-owned and/or hired autos as appropriate to the operations of the Contractor.”

4. Excess Insurance. The CONTRACTOR may use Umbrella or Excess Policies to meet the required liability limits. This form of insurance will be acceptable provided that any umbrella or excess policies provide all of the insurance coverages required and meet the other requirements for the primary policies as set forth in this Agreement. Umbrella and/or Excess policies shall be provided on a true “following form” or broader coverage basis, with coverage at least as broad as provided in the underlying primary policy.

Umbrella or excess policies shall contain, or be endorsed to provide that the City, its officials, employees, and volunteers shall be covered as additional insureds, as well as a provision that it will apply on a primary basis for the benefit of the City. Any insurance or self-insurance maintained by City, its officials, employees, or volunteers will be in excess of Contractor's umbrella or excess coverage and will not contribute to it. No insurance or self-insurance maintained by the City that applies to a loss covered herein, whether Primary or Excess, and which also applies to a loss covered hereunder, shall be called upon to contribute to a loss until the Contractor’s Primary and Excess liability policies are exhausted.

5. Workers’ Compensation Minimum Scope and Limits of Insurance Coverage. (Check the applicable provision.)

_X_ Workers’ Compensation Insurance is required with statutory limits and Employers'

Liability Insurance with limits of not less than one million dollars ($1,000,000). The Workers' Compensation policy shall include a waiver of subrogation in favor of the City.

___ No work or services will be performed on or at CITY facilities or CITY Property, therefore a Workers’ Compensation waiver of subrogation in favor of the CITY is not required.

___ No Workers’ Compensation insurance is required, and by signing this Contract, Contractor certifies as follows:

“Contractor certifies that its business has no employees, and that it does not employ anyone, and is therefore exempt from the legal requirements to provide Workers' Compensation insurance.

If, however, Contractor hires any employee during the term of this Contract, Contractor understands that Workers’ Compensation with statutory limits and Employer’s Liability Insurance with a limit of not less than one million dollars ($1,000,000) is required. The Workers’ Compensation policy will include a waiver of subrogation in favor of the City.”

Form Approved by City Attorney 2-10-2025 Exhibit C - Page 3

6. Professional Liability Minimum Scope and Limits of Insurance Coverage. Professional Liability Insurance for errors and omissions, or malpractice with limits of not less than one million dollars ($1,000,000):

_X__ Is ___ Is not [check one] required for this Agreement.

a. If Professional Liability insurance is provided on a claims made basis:

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

ii. Insurance must be maintained and evidence of insurance must be provided for at least three (3) years after completion of the contract.

iii. If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a Retroactive Date prior to the contract effective date, the CONTRACTOR must purchase “extended reporting” coverage for a minimum of three

(3) years after completion of contract work.

7. Other Insurance Provisions. The policies must contain, or be endorsed to contain, the following provisions:

A. Contractor's insurance coverage, including excess insurance, shall be primary and non-contributory insurance as respects the City, its officials, employees and volunteers.

Any insurance or self-insurance maintained by the City, its officials, employees or volunteers will be in excess of Contractor's insurance and will not contribute with it.

B. Any failure to comply with reporting provisions of the policies will not affect coverage provided to the City, its officials, employees or volunteers.

C. Coverage shall state that Contractor's insurance applies separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability.

D. Contractor shall provide the City with 30 days written notice of cancellation or material change in the policy language or terms.

8. Waiver of Subrogation. CONTRACTOR hereby grants to City a waiver of any right to subrogation which any insurer may acquire against the City by virtue of the payment of any loss under such insurance. CONTRACTOR agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from an insurer.

9. Acceptability of Insurance. Insurance must be placed with insurers with a Bests' rating of not less than A:VI. Self-insured retentions, policy terms or other variations that do not comply with the requirements of this Exhibit C must be declared to and approved by the City in writing before execution of this Contract.

Form Approved by City Attorney 2-10-2025 Exhibit C - Page 4

10. Verification of Coverage.

A. Contractor shall furnish City with certificates and required endorsements evidencing the insurance required. Certificates of insurance must be signed by an authorized representative of the insurance carrier. Copies of policies shall be delivered to the City Representative on demand.

B. Contractor shall send all insurance certificates and endorsements, including policy renewals, during the term of this Contract directly to:

City of Sacramento c/o Exigis LLC PO Box 947 Murrieta, CA 92564

C. Certificate Holder must be listed as:

City of Sacramento c/o Exigis LLC PO Box 947 Murrieta, CA 92564

D. The City may withdraw its offer of Contract or cancel this Contract if the certificates of insurance and endorsements required have not been provided before execution of this Contract. The City may withhold payments to Contractor and/or cancel the Contract if the insurance is canceled or Contractor otherwise ceases to be insured as required herein.

11. Subcontractor Insurance Coverage. Contractor shall require and verify that all subcontractors maintain insurance coverage that meets the minimum scope and limits of insurance coverage specified in this Exhibit C.

Form Approved by City Attorney 2-10-2025 Exhibit D - Page 1

EXHIBIT D

GENERAL CONDITIONS

1. Independent Contractor.

A. It is understood and agreed that Contractor (including Contractor’s employees) is an independent contractor and that no relationship of employer-employee exists between the parties hereto for any purpose whatsoever. Neither Contractor nor Contractor’s assigned personnel will be entitled to any benefits payable to CITY employees. CITY is not required to make any deductions or withholdings from the compensation payable to Contractor under the provisions of this Contract, and Contractor will be issued a Form 1099 for its services hereunder. As an independent contractor, Contractor hereby agrees to indemnify and hold CITY harmless from any and all claims that may be made against CITY based upon any contention by any of Contractor’s employees or by any third party, including any state or federal agency, that an employer-employee relationship or a substitute therefor exists for any purpose whatsoever by reason of this Contract or by reason of the nature and/or performance under this Contract.

B. It is further understood and agreed by the parties that Contractor, in the performance of its obligations, is subject to the City’s control and direction as to the designation of tasks to be performed and the results to be accomplished under this Contract, but not as to the means, methods, or sequence used by Contractor for accomplishing the results. To the extent that Contractor obtains permission to, and does, use CITY facilities, space, equipment or support services in the performance of this Contract, this use will be at the Contractor’s sole discretion based on the Contractor’s determination that the use will promote Contractor’s efficiency and effectiveness. Except as may be specifically provided elsewhere in this Contract, the CITY does not require that Contractor use CITY facilities, equipment or support services or work in CITY locations in the performance of this Contract. As used in this Contract, "sole discretion" or "sole judgment" means that the party authorized to exercise its discretion or judgment may do so based on an unfettered assessment of its own interests, without considering how its decision affects the other party, and unconstrained by the implied covenant of good faith and fair dealing.

C. If, in the performance of this Contract, any third persons are employed by Contractor, such persons will be entirely and exclusively under the direction, supervision, and control of Contractor. Except as otherwise provided in this Contract, all terms of employment, including hours, wages, working conditions, discipline, hiring, and discharging, or any other terms of employment or requirements of law, shall be determined by Contractor.

It is further understood and agreed that Contractor will issue W-2 or 1099 Forms for income and employment tax purposes for all Contractor’s assigned personnel and subcontractors.

D. The provisions of this section will survive any expiration or termination of this Contract.

Nothing in this Contract creates an exclusive relationship between CITY and Contractor.

Contractor may represent, perform services for, or be employed by any additional persons or companies so long as Contractor does not violate the provisions of Section 5, below.

Form Approved by City Attorney 2-10-2025 Exhibit D - Page 2

2. Licenses; Permits, Etc. Contractor represents and warrants that Contractor has, and shall maintain at all times during the term of this Contract at its sole cost and expense, all licenses, permits, qualifications, and approvals of any nature that are legally required for Contractor to practice its profession or fulfill the terms of this Contract, including a City Business Operations Tax Certificate and any required certification issued by the California Secretary of State.

3. Time. Time is of the essence in the performance of this Contract. Contractor shall devote the necessary time and effort to its performance under this Contract.