HomeMy WebLinkAboutItem 5k. Award-Authorize Additional Funding for the Storm Drain Culvert Repair at Broad and Leff Item 5k
Department: Public Works
Cost Center: 5005
For Agenda of: 3/15/2022
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Nathan Garcia Nava, Engineer I
SUBJECT: AWARD THE STORM DRAIN CULVERT REPAIRS BROAD STREET AT
LEFF STREET, SPECIFICATION NO. 91156
RECOMMENDATION
1. Award a Construction Contract to Souza Engineering Contracting, Inc. in the amount
of $365,611 for the Storm Drain Culvert Repairs Broad Street at Leff Street Project,
Specification Number 91156; and
2. Approve a transfer of $470,000 from the Strom Drain Annual Asset Maintenance
Account 90742 to the project account 91156 ; and
3. Authorize the City Engineer to execute contract change orders within available project
budget.
DISCUSSION
The Storm Drain Culvert Repairs Broad Street at Leff Street project (Project) is part of the
City’s ongoing annual asset maintenance project to address capital maintenance and
replacements of pipes, culverts, and constructed drainage channels to provide increased
flood protection and reduced likelihood of loss of property. This specific project will repair
a culvert located at the intersection of Broad and Leff street. Repairs will also include
storm drain repairs and curb ramp improvements at the four corners of the intersection.
On May 18, 2021, Council approved the project and authorized advertisement for bids
(Attachment A) for the Storm Drain Culvert Repairs Broad Street at Leff Street Project,
Specification Number 91156. The same action also authorized the City Manager to award
the contract if the lowest bid was within the Engineer’s Estimate of $340,000. One bid
was received and opened on August 17, 2021; S. Ch aves Construction was the only
bidder with a bid of $458,294, which was greater than the Engineer’s Estimate by
$118,294. Staff rejected bids and waited to re-advertise the project until the beginning of
2022 in order to receive more competitive bids (Attachment B) and avoid project weather
delays by constructing primarily during summer months.
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Item 5k
After re-advertising the project, the second bid opening took place on February 3, 2022
where the City received a total of four bids (Attachment C). Of the four bids, all bids
received were over the Engineer’s Estimate of $340,000. The Bid from Souza
Engineering Contracting, Inc. at $365,611 was the apparent low bidder.
Engineer’s
Estimate
Souza Engineering
Contracting, Inc.
Brough
Construction,
Inc.
S.Chavez
Construction.
Inc.
Bosco
Construction,
Inc.
$340,000 $365,611 $427,655 $470,000 $752,000
The Contractor’s references, license, and registration with the Department of Industrial
Relations have been verified. Staff therefore recommends awarding a construction
contract to Souza Engineering Contracting, Inc. (Attachment D).
Previous Council or Advisory Body Action
This project was budgeted for in the 2019-21 and 2021-23 Financial Plans that were
approved by Council.
Policy Context
Per the May 18, 2021 Council Agenda Report, the project must be awarded by Council if
the construction contract is higher than the Engineer’s Estimate of $340,000.
Public Engagement
Public engagement was conducted during the initial identification of this Project to be
included in the 2019-21 and 2021-23 Financial Plans.
CONCURRENCE
There is concurrence from the Public Works and Utilities Departments on this project.
ENVIRONMENTAL REVIEW
This project is exempt from environmental review under Section 15301 Class 1 (existing
facilities) of the California Environmental Quality Act (CEQA) Guidelines because the
project proposes only the repairs of existing storm drain utilities structures. The project is
consistent the applicable general plan policies as well as with applicable City Regulations.
A Notice of Exemption has been filed through the Community Development Department.
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Item 5k
FISCAL IMPACT
Budgeted: Yes Budget Year: 2021-22
Funding Identified: Yes
Fiscal Analysis:
Funding
Sources
Total Budget
Available
Current
Funding
Request
Remaining
Balance
Annual
Ongoing
Cost
General Fund $843,186 $470,000 $373,186 $N/A
State
Federal
Fees
Other:
Total $843,186 $470,000 $373,186 $N/A
Local Revenue Measure
Fund
Bid Total:$365,611 $365,611
Contingencies (25%)$91,669 $91,669
Total for Construction $457,280 $457,280
Materials Testing:$4,500 $4,500
Construction Support:$7,720 $7,720
Printing:$500 $500
Total Project Cost $470,000 $470,000
Current Project Balance:$826,372 $826,372Post Project Remaining
Balance:$356,372 $356,372
Storm Drain Culvert Repairs Broad St at Leff St, Specification
No. 91156
Strom Drain Annual
Asset Maintenance
Account 90742 Project Total
Costs
Storm drain improvements identified in this project are described in the 2021-23 Financial
Plan, Capital Improvement Program (page 445). Funding for this project is available in
the Storm Drain Annual Asset Maintenance Account (90742) which has a current balance
of $826,372. Staff is recommending a transfer of $470,000 from the Storm Drain Annual
Asset Maintenance Account to fund the construction of this project.
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Item 5k
ALTERNATIVES
Deny awarding project. Denying award is not recommended as delaying the project will
cause there to be an increase to the project cost and further delay could result in
additional deterioration of the culvert and eventual failure.
ATTACHMENTS
A - Council Agenda Report Authorizing Bidding
B - 91156 City Manager Report
C - 91156 Bid Results
D - Draft Contract Souza Engineering Contracting, Inc
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Department Name: Public Works
Cost Center: 5301
For Agenda of: May 18, 2021
Placement: Consent
Estimated Time: N/A
FROM: Matt Horn, Public Works Director
Prepared By: Richard Burde, Engineer III
SUBJECT: AUTHORIZATION TO ADVERTISE BROAD & LEFF CULVERT REPAIR
PROJECT, SPECIFICATION NO. 91156
RECOMMENDATION
1. Approve the Project Plans (Attachment A) and Special Provisions (Attachment B) for the
Broad & Leff Culvert Repair Project; and
2. Authorize staff to advertise for bids; and
3. Authorize the City Manager to award the construction contract for the bid total if the lowest
responsible bid is within the Engineer’s Estimate of $340,000 and the funding amount is
consistent with the adopted 2021-23 budget appropriation for this project.
DISCUSSION
Background
The City’s Storm Drain System Replacement program addresses capital maintenance of drainage
pipelines, culverts, and constructed drainage channels by replacing or reconstructing aged and
failing facilities. This program reduces risk of flooding and property losses.
Portions of the City’s storm drainage infrastructure consists of concrete box culverts, many of
which were built in the oldest areas of the City like “Old Town” and “Downtown”. These
culverts were used as a convenient and cost-effective way to develop over existing creeks and
streams without the need to rerouting natural drainage patterns. With time these older concrete
culverts crack and the concrete erodes away exposing the rebar that is placed in the concrete
culvert to give it additional strength. Once exposed, the rebar begins to rust and decay. In many
cases these culverts support roadways and failure would cause costly repairs and community
inconvenience.
This project will repair a culvert located at Broad and Leff streets, which conveys flows
underneath the intersection and adjacent residences. This project was originally designed in
2012, but funding constraints delayed construction.
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VICINITY MAP
Project Description – Broad and Leff Culvert Repair
The concrete box culvert crossing under the intersection was constructed in the early 1900’s and
the concrete around the reinforcing steel has worn away over the years. The reinforcing steel is
exposed and corroding. This culvert is at risk of failure. This project will extend the life of the
existing culvert by lining it with shotcrete and protecting the rebar from further corrosion.
In addition to the culvert repairs the project will replace existing storm drain inlets, failing storm
pipes that drain into the culvert, and install ADA compliant curb ramps on all four corners of the
intersection.
Previous Council or Advisory Body Action
This project was identified within the Storm Drains Annual Asset Maintenance Account
approved by Council as part of the 2019-21 Financial Plan. Due to elevated construction costs,
funding was directed to complete the Bullock Lane CMP replacement project and this project
was deferred until sufficient funding appropriation with the FY 2021-23 Financial Plan.
Policy Context
Per the October 2018 Purchasing Policy Update to the July 2015 Financial Management Manual,
Council approval is required for Public Projects that cost over $175,000.
Public Engagement
Public engagement was done during the initial identification of the “Storm Drains Annual Asset
Maintenance” program and completed through the budget process.
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CONCURRENCE
The Administration and Public Works departments concur with the proposed recommendations
outlined in this document. In addition, support from the Army Corp of Engineers, Fish &
Wildlife, and the California Regional Water Board has been shown through the issuance of
regulatory and encroachment permits.
ENVIRONMENTAL REVIEW
This project is exempt from environmental review under Section 15301 Class 1 (Existing
Facilities) of the California Environmental Quality Act (CEQA). A Notice of Exemption will be
filed through the Community Development Department upon Council approval of the project.
Environmental protection measures are required by permits issued by the Army Corp., California
Water Board, and Department of Fish and Wildlife. No additional environmental review is
required.
FISCAL IMPACT
Budgeted: Yes Budget Year: 2019-20 and 2020-21
Funding Identified: Yes
Fiscal Analysis:
The engineer’s estimate for this project is $340,000. Staff is recommending this project be
approved for advertising and allowing the bid process to begin in advance of the Budget
Adoption for 2021-23 to allow this project construction during the summer of 2021 which is
ideal for storm drain replacement projects. If the City’s capital budget is approved as proposed
(as reviewed at Strategic Budget Direction on April 20, 2021), funding will be made available
July 1, 2021. Costs for this project will not incurred until after the 2021-23 CIP Budget Adoption
and July 1, 2021 fund allocation – thus allowing staff to return to Council for project scope
modification if needed (which would delay construction to a date uncertain).
There is currently a balance of $7,613 in the project account (Award 91156) and $43,529 in the
Storm Drain System Replacement Annual Asset Maintenance Account (Award 90742).
Additional funding of $910,000 from the Local Revenue Measure Fund is proposed in the 2021-
2023 Financial Plan Capital Improvement Plan to provide funding for components of this and
other storm drain projects. Another source of funding is provided in the Street Reconstruction
and Resurfacing Annual Asset Account (90346) to support the curb ramp installations and street
maintenance improvements. Funding of $2,677,971 is proposed in the 2021-2023 Financial plan
Capital Improvement Plan from the Local Revenue Measure Fund and the Capital Outlay Fund.
The majority of this funding is allocated to the 2021 Downtown Pavement Improvements project
(Specification 1000167), but the anticipated remaining balance after project completion is
$435,970 which can be used to fund the street and curb ramp components of this project.
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Funding Sources Current FY Cost
Annualized
On-going Cost
Total Project
Cost
General Fund
State
Federal
Fees
Other: $421,500.00 $421,500.00
Total $421,500.00 $421,500.00
ALTERNATIVES
Deny authorization to advertise. Council could choose to not authorize City staff to advertise the
Broad and Leff Culvert Repair project. This is not recommended as further delay in the repair
work could result in further deterioration of the culvert and eventual failure.
Attachments:
a - COUNCIL READING FILE - Project Plans
b - COUNCIL READING FILE - Special Provisions
LRM Fund LRM and Capital Outlay
Engineer's Estimate:$215,000 $125,000 $340,000
Contingencies (20%)$43,000 $25,000 $68,000
Total for Construction $258,000 $150,000 $408,000
Materials Testing:$1,500 $1,500 $3,000
Printing:$500 $500
Consultant Construction Support $10,000 $10,000
Total Project Cost $270,000 $151,500 $421,500
Current Project Balance(91156): $7,613
Current Storm Drain Annual Asset
Maintenance Balance(90742):$43,529
Additional FY20/21 Budget Funding $910,000 $2,677,971
2021 Downtown Pavement
Improvement(1000167) $2,242,001
Post Project Remaining Balance:$691,142 $284,470
Project Total
Costs
Storm Drain
Annual Asset
Maintenance
Broad & Leff Culver Repair , Specification No. 91156
Street Reconstruction
and Resurfacing
Annual Asset
Page 558 of 984
City of San Luis Obispo, City Manager Report
Final City Manager Approval Approver Name Date Approved
ACM Community Services Shelly 9/21/21
Reviewer Routing List Reviewer Name Date Reviewed
City Engineer Brian Nelson 9/15/21
City Attorney MJ 9/16/21
Finance nh 9/16/21
September 01, 2021
FROM: Matt Horn, Director of Public Works MH 9/15/2021
PREPARED BY: Hai Nguyen, Engineer III
SUBJECT: Re-advertise Broad & Leff Culvert Repair Project, Specification No. 91156
RECOMMENDATION
Reject all bids and authorize staff to re-advertise the Broad & Leff Culvert Repair Project
(Specification 91156) for bids.
DISCUSSION
On May 18, 2021, the City Council authorized inviting bids (Attachment 1) for the Broad & Leff
Culvert Repair Project, Specification Number 91156. The same action also authorized the City
Manager to award the contract if the lowest bid was within the Engineer’s Estimate of $340,000.
One bid was received (Attachment 2) and opened on August 17, 2021; S. Chaves Construction
was the only bidder with a bid of $458,294, which is greater than the Engineer’s Estimate by
$118,294.
Staff is recommending that the bid from S. Chaves Construction be rejected and the project be re-
advertised in the beginning of 2022, which staff believe may result in multiple competitive bids.
Furthermore, by readvertising for construction next year, contractors will also not have to address
wet-weather constraints and resulting delays and cost increases, as construction can begin in
Spring after the rainy season.
FISCAL IMPACT
There is no direct fiscal impact of the recommended action.
ALTERNATIVES
Deny project re-advertisement. The City Manager may choose to deny approval to re-advertise.
Staff does not recommend this option as proceeding with construction at this time would require
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Broad & Leff Culvert Repair Project Page 2
Council authorization and would require construction of this storm drainage repair project in the
middle of the wet season, likely resulting in additional cost increases and delays.
ATTACHMENTS
1. Bid Results
2. Council Report Authorizing Advertising
https://slocitycloud.sharepoint.com/sites/SLOHub/Administration/citymanagersreports/Shared Documents/Public Works/2021/CIP
Engineering/91156 - Re-advertise Broad and Leff Culvert Repair/91156 CMR Re-advertise.docx
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Item # Item Description Unit of Measure Estimated Quantity Item Price Total Item Price Total Item Price Total Item Price Total
1 TRAFFIC CONTROL LS 1 ---$16,000 ---$11,500 ---$75,000 ---$35,000
2 COMPLY WITH OSHA LS 1 ---$16,770 ---$22,400 ---$9,652 ---$50,000
3 DEMOLITION AND REMOVAL OF ALL EXISTING
INFRASTRUCTURE LS 1 ---$28,120 ---$51,000 ---$67,812 ---$50,000
4 REMOVE AND REPLACE STOP SIGNPOST EA 2 488 $976 450 $900 445.6 $891 5000 $10,000
5 FILL ABANDONED 12” CMP CY 5 727 $3,635 1500 $7,500 1291.76 $6,459 750 $3,750
6 CURB & GUTTER LF 77 94 $7,238 115 $8,855 76.13 $5,862 150 $11,550
7 SIDEWALK SQFT 700 18 $12,600 19 $13,300 15.61 $10,927 25 $17,500
8 REPAIR CULVERT PER SHEET 8 OF PLAN SET LS 1 ---$85,067 ---$60,000 ---$82,578 ---$350,000
9 NEW MANHOLE ACCESS AND PREFAB BOX PER
DETAILS LS 1 ---$55,905 ---$45,000 ---$64,018 ---$45,000
10 INSTALL CATCH BASINS AND CURB & GUTTER
AT INLETS EA 2 7915 $15,830 7800 $15,600 9354.41 $18,709 3500 $7,000
11 INSTALL 12” STORM DRAIN LINE, DUCTILE IRON
PIPE (D.I.P.)LF 40 290 $11,600 415 $16,600 566.02 $22,641 400 $16,000
12 INSTALL 18” HDPE LINE LF 52 400 $20,800 550 $28,600 266.45 $13,855 550 $28,600
13 CURB RAMP INSTALLATION AT NORTH CORNER LS 1 ---$9,695 ---$18,000 ---$7,115 ---$5,000
14 CURB RAMP INSTALLATION AT SOUTH CORNER LS 1 ---$9,695 ---$15,000 ---$6,681 ---$5,000
15 CURB RAMP INSTALLATION AT EAST CORNER LS 1 ---$9,695 ---$17,600 ---$6,283 ---$5,000
16 CURB RAMP INSTALLATION AT WEST CORNER LS 1 ---$1,540 ---$9,000 ---$6,218 ---$5,000
17 LANDSCAPE RESTORATION LS 1 ---$9,695 ---$4,500 ---$1,782 ---$25,000
18 CURB PAINTING LF 100 2.4 $240 3 $300 3 $300 20 $2,000
19 STRIPING AND PAVEMENT MARKINGS LS 1 ---$5,750 ---$3,000 ---$6,173 ---$25,000
20 6” HMA TYPE A ½’’ MAX SQFT 1300 16.2 $21,060 $39,000 18.48 $24,024 20 $26,000
21 10” HMA TYPE A ½’’ MAX SQFT 1000 23.7 $23,700 $40,000 33.02 $33,020 30 $30,000
$365,611 $427,655 $470,000 $752,400
STROM DRAIN CULVERT REPAIRS BROAD STREET AT LEFF STREET, SPECIFICATION NUMBER 91156
Bosco Constructors, Inc
Total Bid Amount
Bid Opening: 2/3/2022
Souza Engineering
Contracting, Inc Brough Construction, Inc S. Chavez Construction, Inc
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AGREEMENT
THIS AGREEMENT, made on _________________ , by and between the City of
San Luis Obispo, a municipal corporation and charter city, San Luis Obispo County,
California (hereinafter called the Owner) and Souza Engineering Contracting, Inc.
(hereinafter called the Contractor).
WITNESSETH:
That the Owner and the Contractor for the consideration stated herein agree as follows:
ARTICLE 1, SCOPE OF WORK: The Contractor shall perform everything required to be
performed, shall provide and furnish all of the labor, materials, necessary tools,
expendable equipment, and all utility and transportation services required to complete all
the work of construction of
STORM DRAIN CULVERT REPAIRS BROAD STREET AT LEFF STREET,
SPECIFICATION NO. 91156
in strict compliance with the plans and specifications therefor, including any and all
Addenda, adopted by the Owner, in strict compliance with the Contract Documents
hereinafter enumerated.
It is agreed that said labor, materials, tools, equipment, and services shall be furnished and
said work performed and completed under the direction and supervision and subject to the
approval of the Owner or its authorized representatives.
ARTICLE II, CONTRACT PRICE: The Owner shall pay the Contractor as full consideration
for the faithful performance of this Contract, subject to any additions or deductions as
provided in the Contract Documents, the contract prices as follows:
Item
No. Item Unit of
Measure
Estimated
Quantity
Item Price
(in figures)
Total
(in figures)
1. TRAFFIC CONTROL LS 1 --- $16,000
2. COMPLY WITH OSHA LS 1 --- $16,770
3.
DEMOLITION AND REMOVAL
OF ALL EXISTING
INFRASTRUCTURE
LS 1 --- $28,120
4. REMOVE AND REPLACE
STOP SIGNPOST EA 2 $488 $976
5. FILL ABANDONED 12” CMP CY 5 $727 $3,635
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6. CURB & GUTTER LF 77 $94 $7,238
7. SIDEWALK SQFT 700 $18 $12,600
8. REPAIR CULVERT PER
SHEET 8 OF PLAN SET LS 1 --- $85,067
9. NEW MANHOLE ACCESS AND
PREFAB BOX PER DETAILS
LS 1 --- $55,905
10. INSTALL CATCH BASINS AND
CURB & GUTTER AT INLETS
EA
2 $7,915 $15,830
11.
INSTALL 12” STORM DRAIN
LINE, DUCTILE IRON PIPE
(D.I.P.)
LF
40 $290 $11,600
12. INSTALL 18” HDPE LINE LF
52 $400 $20,800
13. CURB RAMP INSTALLATION
AT NORTH CORNER
LS 1 --- $9,695
14.
CURB RAMP INSTALLATION
AT SOUTH CORNER
LS 1 --- $9,695
15.
CURB RAMP INSTALLATION
AT EAST CORNER
LS 1 --- $9,695
16.
CURB RAMP
INSTALLATION
AT WEST CORNER
LS 1 --- $1,540
17. LANDSCAPE RESTORATION
LS 1 --- $9,695
18. CURB PAINTING LF 100 $2.40 $240
19. STRIPING AND PAVEMENT
MARKINGS LS 1 --- $5,750
20. 6” HMA TYPE A ½’’ MAX SQFT 1,300 $16.20 $21,060
21. 10” HMA TYPE A ½’’ MAX SQFT 1,000 $23.70 $23,700
BID TOTAL: $365,611.00
Payments are to be made to the Contractor in compliance with and subject to the provisions
embodied in the documents made a part of this Contract.
Should any dispute arise respecting the true value of any work omitted, or of any extra work
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which the Contractor may be required to do, or respecting the size of any payment to the
Contractor, during the performance of this Contract, said dispute shall be decided by the
Owner and its decision shall be final, and conclusive.
ARTICLE III, COMPONENT PARTS OF THIS CONTRACT: The Contract consists of the
following documents, all of which are as fully a part thereof as if herein set out in full, and if
not attached, as if hereto attached:
1. Notice to Bidders and Information for Bidders
2. Standard Specifications and Engineering Standards
3. Special Provisions, any Addenda, Plans and Contract Change Orders
4. Caltrans Standard Specifications and Standard Plans 2015
5. Accepted Bid and Bid Bond
6. List of Subcontractors
7. Public Contract Code Sections 10285.1 Statement
8. Public Contract Code Section 10162 Questionnaire
9. Public Contract Code Section 10232 Statement
10. Labor Code Section 1725.5 Statements
11. Bidder Acknowledgements
12. Qualifications
13. Non-collusion Declaration
14. Agreement and Bonds
15. Insurance Requirements and Forms
ARTICLE IV INDEMNIFICATION: The Contractor shall indemnify, defend with legal
counsel approved by City, and hold harmless City, its officers, officials, employees and
volunteers from and against all liability, loss, damage, expense, cost (including without
limitation reasonable legal counsel fees, expert fees and all other costs and fees of litigation)
of every nature arising out of or in connection with the Contractor’s negligence,
recklessness or willful misconduct in the performance of work hereunder or its failure to
comply with any of its obligations contained in this Agreement, except such loss or damage
which is caused by the sole or active negligence or willful misconduct of the City. Should
conflict of interest principles preclude a single legal counsel from representing both the City
and the Contractor, or should the City otherwise find the Contractor’s legal counsel
unacceptable, then the Contractor shall reimburse the City its costs of defense, including
without limitation reasonable legal counsel fees, expert fees and all other costs and fees of
litigation. The Contractor shall promptly pay any final judgment rendered against the City
(and its officers, officials, employees and volunteers) with respect to claims determined by a
trier of fact to have been the result of the Contractor’s negligent, reckless or wrongful
performance. It is expressly understood and agreed that the foregoing provisions are
intended to be as broad and inclusive as is permitted by the law of the State of California
and will survive termination of this Agreement.
The Contractor obligations under this section apply regardless of whether such claim,
charge, damage, demand, action, proceeding, loss, stop notice, cost, expense, judgment,
civil fine or penalty, or liability was caused in part or contributed to by an Indemnitee.
However, without affecting the rights of the City under any provision of this agreement, the
Contractor shall not be required to indemnify and hold harmless the City for liability
attributable to the active negligence of City, provided such active negligence is determined
by agreement between the parties or by the findings of a court of competent jurisdiction. In
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instances where the City is shown to have been actively negligent and where the City’s
active negligence accounts for only a percentage of the liability involved, the obligation of
the Contractor will be for that entire portion or percentage of liability not attributable to the
active negligence of the City.
ARTICLE V. It is further expressly agreed by and between the parties hereto that should
there be any conflict between the terms of this instrument and the bid of said Contractor,
then this instrument shall control and nothing herein shall be considered as an acceptance
of the said terms of said bid conflicting herewith.
IN WITNESS WHEREOF, the parties to these presents have hereunto set their hands this
year and date first above written.
ATTEST: CITY OF SAN LUIS OBISPO
A Municipal Corporation
______________________________________
Teresa Purrington, City Clerk
___________________________________
Erica A. Stewart, Mayor
APPROVED AS TO FORM
__________________________________
J. Christine Dietrick
City Attorney
CONTRACTOR:
Souza Engineering Contracting, Inc dba
Souza Construction
_______________________________
Steve A. Souza
President
___________________________________
_______________
_________________________________
_________
Stuart A. Souza
Secretary
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