HomeMy WebLinkAboutPsomas Inc; 2023-05-02;
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AGREEMENT FOR ASSET SUPPORT SERVICES FOR GIS MAPPING
WITH PSOMAS, INC
THIS AGREEMENT is made and entered into as of the ______________ day of
_________________________, 2023, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and Psomas, Inc., a California Corporation ("Contractor").
RECITALS
A. City requires the professional services of a firm that is experienced in performing
asset support services for GIS mapping.
B. Contractor has the necessary experience in providing professional services and
advice related to asset support services for GIS mapping.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibit "A", which is incorporated by this reference in
accordance with this Agreement’s terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of one year from the date first above
written. The City Manager may amend the Agreement to extend it for two additional one-year
periods, or parts thereof. Extensions will be based upon a satisfactory review of Contractor's
performance, City needs, and appropriation of funds by the City Council. The parties will prepare
a written amendment indicating the effective date and length of the extended Agreement.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement. Neither party will be liable
or responsible for the impacts of delay to the extent such delay is due to matters beyond the
reasonable control of such party.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be
forty thousand dollars ($40,000). No other compensation for the Services will be allowed except
for items covered by subsequent amendments to this Agreement.
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City’s election, City may deduct the indemnification amount from any balance
owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify, defend and hold harmless the City and its officers, officials,
employees and volunteers from and against all claims, damages, losses and expenses including
attorneys fees arising out of the performance of the work described herein caused by any
negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone
directly or indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City’s self-administered workers’
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor’s
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance
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carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus
line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating
in the latest Best’s Key Rating Guide of at least “A:X”; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an
“occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per
occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by mail
pursuant to the Notice provisions of this Agreement, ten (10) days if cancellation is due to non-
payment of premium.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
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10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
11. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor’s records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Maria Callander Name Steve Bein
Title IT Director Title Vice President
Department IT Department Address 5 Hutton Centre Drive
City of Carlsbad Santa Ana, CA 92707
Address 1635 Faraday Ave Phone No. 714-481-8015
Carlsbad, CA 92008 Email steve.bein@psomas.com
Phone No. 442-339-2454
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Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all categories.
Yes No
17. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
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City may terminate this Agreement by tendering thirty (30) days written notice to Contractor.
Contractor may terminate this Agreement by tendering thirty (30) days written notice to City. In
the event of termination of this Agreement by either party and upon request of City, Contractor
will assemble the work product and put it in order for proper filing and closing and deliver it to City.
Contractor will be paid for work performed to the termination date; however, the total will not
exceed the lump sum fee payable under this Agreement. City will make the final determination as
to the portions of tasks completed and the compensation to be made.
21. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the
fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
24. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
25. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
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understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
26. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR CITY OF CARLSBAD, a municipal
corporation of the State of California
By: By:
(sign here) IT Director
Steve Bein, Vice President
(print name/title)
ATTEST:
By:
(sign here) SHERY FREISINGER
City Clerk
(print name/title)
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups.
Group A Group B
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CINDIE K. MCMAHON, City Attorney
BY: _____________________________
Deputy City Attorney
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EXHIBIT “A”
Scope of Work
Contractor is assisting the City with the implementation of an Enterprise Asset
Management System (EAMS). The Parks Department has a number of assets they
manage and maintain in the 57 parks owned and operated by the City. Further, the Parks
Department uses third-party contractors to provide much of the required maintenance
services on park assets. This Scope of Work is based on Contractor’s understanding of the
City, and its GIS and EAM systems along with significant experience in asset inventory,
locating, condition assessment, and asset management. Contractor will perform park asset
support services citywide as requested by the City as defined below.
Contractor will perform asset support services for assets within City parks. Complete and
accurate representation in GIS of City park assets is essential to support asset mapping,
asset management and maintenance in the City’s newly implemented EAMS and will allow
the Parks Department to more effectively manage maintenance and replacement work
associated with the assets and third party contractors, and provide opportunity for
improved capital improvement planning and other common activities performed by the
City. The project objectives include:
1) Provide Parks Asset requirements gathering. Services may include interviews and
workshops with City staff as needed to document availability of existing data and
information associated with park assets and the needs associated with implementation
in the City’s GIS and EAMS. The results of these requirements will include a gap
analysis to identify priorities and activities to be accomplished within the project budget
to meet the required level of service for park asset data.
2) Provide GIS mapping and support services as needed. Services may include
GIS mapping, map making, data creation, data analysis, reporting, application
development including ArcGIS online and cloud services, and other GIS
services as needed.
3) Create GIS/EAM data from available information or field collection for missing or
otherwise undocumented assets as needed. An electronic field data collector app
will be employed to assure the quality and completeness of the data collected and
to make sure it is in the City’s desired format for direct integration into the City’s
GIS/EAMS.
4) Provide GIS and EAMS consulting as needed and requested by the City project manager
to support this project.
Work will be done in the Esri environment and data deliverables will be in an Esri Geodatabase
and Cartegraph OMS structure defined at the project initiation. The City will provide reference
information in digital form to Contractor. The proposed work will be completed on a time and
materials basis based on written and approved Task Orders from the City project manager.
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, All work will be carried out only upon receipt of a written task order. The estimates for the
tasks are approximate, and the actual hours required will be determined after the
requirements gathering workshop. The project task orders, which will be executed only
upon approval of the scopes of services and budgets, will dictate the number of hours and
budgets required to complete each task. It may be necessary to move hours and budgets
between tasks to ensure the successful completion of the project, as determined by the
City project manager.
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Carlsbad Parks EAM Assets Mapping
Task
No. Task
O Project Initiation and Project Management
0.1 Project Kickoff Meeting
0.2 Project progress meetings
0.3 Project Management and Invoicing
----1 Parks Asset Requirements Gathering
1.1 Interviews and Workshops with City Staff
1.2 Data Review and Gap Analy~
1.3 Documentation and Reporting
2 GIS Asset Mapping and Sue_port Services
Billing Rate $ 305 $ 175 $ 220 $ 75 $ 115
I
I
I
Labor Cost I Hours
J_
_j_ __
1,190 6 2
1,450 6 --4 -t---+----+-_J __ 6_1_0-+ __ 2_-__ 2_-+--~ ~
Task 0 Total $ 3,250 14 8 2 0
$
-~ 0 4
8%
$ 2,840 16 4 _ 4 8
$ 3,520 31.__ 8 --~ !.§_~ 8
$ 1,440 12 -----+--4 _ 4 ~
Task 1 Total-+-'$ __ 7~,_8_0_0+-_6_0_-+-_4_-+_1_6_-+-_o_-+-20 20
-~~ ----
2._1_ ~s Mapping of Park Assets (geospatial data creation and attributes) $ 9,440 96 16 64 16 ---2.2 Cartegraphic Map Creation (digital or paper) $ 1,400 8 8
2.3 ~ Analysis and Reporting J_ 1,400 8 8 -~-f--
3.4 Application Development to support GIS / EAMS -$ 4~ 1~ 3 ~ - ---3.5 GIS Consulting Services $ 2,620 12 -4 8 -~-Task 2 Total $ 18,905 143 4 43 16 64 40 --47% --~ Data Collection -- -Data Collection $ 4,925 52._ 1 4 40 8
Task 3 Total $ 4,925 53 1 4 0 40 8
12%
4 GIS and EAMS Consulting Services --4.1 GIS and EAMS Consulting Services $ 5,120 8 8 8
Task4 Total $ 5,120 0 8 0 8 I 0 8
t-13% -r-+-Project Total $ 40,000 270 25 65 24 124 80
% of Project 118% 9% 24% 9% 46% 30%
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Hourly Rates
$75 - GIS Mapping (Office/Field) Lynx
$105 - GIS Technician
$110 - GIS/EAM Consulting Lynx
$175 - Senior GIS Analyst
$220 - Senior Programmer / Systems Architect / EAM Admin
$305 - Principal / Project Director
.
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UNANIMOUS WRITTEN CONSENT
OF THE
BOARD OF DIRECTORS OF PSOMAS,
a California corporation.
August 24, 2021
THE UNDERSIGNED, being all of the members of the Board of Directors of Psomas, a California
corporation (the “Corporation”), hereby adopt the following resolutions without a meeting as of the date
set forth above, pursuant to Section 307(b) of the General Corporation Law of California:
RESOLVED that the following, being the Officers of the Corporation, be and hereby are authorized to
execute any and all documents required to conduct the business of the Corporation, including, but not
limited to contracts, leases and certifications;
IT IS FURTHER RESOLVED that any one signature of the Officers listed herein shall be sufficient to
bind the Corporation;
STEVE MARGARONI President and Chief Executive Officer
NICK TARDITTI Chief Financial Officer, Treasurer, Assistant Secretary
CHAD WILSON Vice President, Secretary
CRAIG AHRENS Vice President
ALEJANDRO ANGEL Vice President
BRETT BARNETT Vice President
JOSEPH BARTORELLI Vice President
REGINA BEEM Vice President
STEVEN BEIN Vice President
JOSEPH L. BOYLE Vice President
SCOTT BRYANT Vice President
BRIAN E. BULLOCK Vice President
JEFFREY CHESS Vice President
MARCIA CARRILLO Vice President
MATTHEW D. CLARK Vice President
MICHAEL J. CREHAN Vice President
SARAH CURRAN Vice President
CHRIS DAVENPORT Vice President
AMY DAY Vice President
WILLIAM ESTEPA Vice President
ROSE FISTROVIC Vice President
PETER FITZPATRICK Vice President
DAN FORGEY Vice President
BRIAN FRAGIAO Vice President
JEFF GILLIS Vice President
ERNEST GOMEZ Vice President
DANNIE B. GREEN Vice President
TIMOTHY G. HAYES Vice President
GREGORY A. HELMER Vice President
ALIA HOKUKI Vice President
JIM HUNTER Vice President
ROBERT J. IANNARINO Vice President
RICHARD IMAN Vice President
JEREMY JOHNSON Vice President
ANN JOHNSTON Vice President
VINCENT LUNGARI Vice President
JENNIFER MARKS Vice President
FRANK MARTIN Vice President
DAVID A. MORITZ Vice President
ARIEF NAFTALI Vice President
ANDREW NICKERSON Vice President
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Unanimous Written Consent of the Board of Directors of Psomas
August 24, 2021
Page 2
ED O’BRIEN Vice President
TRAVIS PERRY Vice President
TOM PILARSKI Vice President
MICHAEL R. REDIG Vice President
TERESITA REUTTER Vice President
SCOTT ROCKE Vice President
SEAN SAMSEL Vice President
GARY SKREL Vice President
SEAN SMITH Vice President
THEO SMITH Vice President
RICHARD M. SULLIVAN Vice President
MICHAEL D. SWAN Vice President
ROBERT J. TALAFUS Vice President
KEVIN T. THORNTON Vice President
BYRON G. TOBEY, JR. Vice President
KIMBERLY WENDER Vice President
REUBEN TOLENTINO Vice President
ALYSEN WEILAND Vice President
DONALD LEE WHITELEY Vice President
CAROLINE YONTEZ Vice President
This Unanimous Written Consent shall be filed with the Minutes of the proceedings of the Board of
Directors, and the actions taken hereby shall have the same force and effect as if taken at a meeting duly
called and held.
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Ryan E. McLean David A. Moritz
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Matthew D. Clark Mike Lucki
Ann Johnston
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Alejandro Angel
Donald Lee Whiteley
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