St. Francis Electric, LLC.-2022-09 �Call -off
MAINTENANCE AND ON-CALL SERVICE AGREEMENT
By and Between
CITY OF GRAND TERRACE
and
ST. FRANCIS ELECTRIC,LLC.
01247.0026/740766.2
AGREEMENT FOR MAINTENANCE AND ON-CALL SERVICES
BETWEEN THE CITY OF GRAND TERRACE AND
ST. FRANCIS ELECTRIC,LLC.
This AGREEMENT FOR MAINTENANCE AND ON-CALL SERVICES BETWEEN
THE CITY OF GRAND TERRACE AND ST. FRANCIS ELECTRIC, LLC. (herein
"Agreement") is made and entered into this 24th day of May 2022 by and between the City of
GRAND TERRACE,a California municipal corporation("City") and ST.FRANCIS ELECTRIC,
LLC., a California limited liability company("Contractor"). City and Contractor may be referred
to, individually or collectively, as "Party" or"Parties."
RECITALS
A. City has sought, by issuance of a Request for Proposals or Invitation for Bids, the
performance of the services defined and described particularly in Article 1 of this Agreement.
B. Contractor, following submission of a proposal or bid for the performance of the
services defined and described particularly in Article 1 of this Agreement,was selected by the City
to perform those services.
C. Pursuant to the City of Grand Terrace Municipal Code, City has authority to enter
into and execute this Agreement.
D. The Parties desire to formalize the selection of Contractor for performance of those
services defined and described particularly in Arficle 1 of this Agreement and desire that the terms
of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW,THEREFORE,in consideration of the mutual promises and covenants made
by the Parties and contained herein and other consideration, the value and adequacy of which are
hereby acknowledged, the parties agree as follows:
ARTICLE 1. WORK OF CONTRACTOR
1.1 Scope of Work.
In compliance with all terms and conditions of this Agreement,the Contractor shall
provide those services specified in the "Scope of Work" attached hereto as Exhibit "A" and
incorporated herein by this reference,which may be referred to herein as the"services"or"work"
hereunder. As a material inducement to the City entering into this Agreement, Contractor
represents and warrants that it has the qualifications, experience, and facilities necessary to
properly perform the work required under this Agreement in a thorough, competent, and
professional manner, and is experienced in performing the work and services contemplated herein.
Contractor shall at all times faithfully, competently and to the best of its ability, experience and
talent, perform all services described herein. Contractor covenants that it shall follow the highest
professional standards in performing the work and services required hereunder and that all
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materials will be both of good quality as well as fit for the purpose intended. For purposes of this
Agreement, the phrase "highest professional standards" shall mean those standards of practice
recognized by one or more first-class firms performing similar work under similar circumstances.
1.2 Contract Documents.
The Scope of Work shall include the"General Provisions"and"Special Provisions"
contained in as provided in this Agreement, all of which are incorporated herein by this reference.
In the event of any inconsistency between the terms of the bid documents and this Agreement, the
terms of this Agreement shall govern.
1.3 Compliance with Law.
Contractor shall keep itself informed concerning, and shall render all services
hereunder in accordance with, all ordinances, resolutions, statutes, rules, and regulations of the
City and any Federal, State or local governmental entity having jurisdiction in effect at the time
service is rendered.
1.4 Compliance with California Labor Law.
(a) Public Work. The Parties acknowledge that the work to be
performed under this Agreement is a "public work" as defined in Labor Code Section 1720 and
that this Agreement is therefore subject to the requirements of Division 2, Part 7, Chapter 1
(commencing with Section 1720) of the California Labor Code relating to public works contracts
and the rules and regulations established by the Department of Industrial Relations ("DIR")
implementing such statutes. The work performed under this Agreement is subject to compliance
monitoring and enforcement by the DIR. Contractor shall post job site notices, as prescribed by
regulation.
(b) Prevailing Wages. Contractor shall pay prevailing wages to the
extent required by Labor Code Section 1771. Pursuant to Labor Code Section 1773.2, copies of
the prevailing rate of per diem wages are on file at City Hall and will be made available to any
interested party on request.By initiating any work under this Agreement,Contractor acknowledges
receipt of a copy of the Department of Industrial Relations (DIR) determination of the prevailing
rate of per diem wages, and Contractor shall post a copy of the same at each job site where work
is performed under this Agreement.
(c) Penalty for Failure to Pay Prevailing Wages. Contractor shall
comply with and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning
the payment of prevailing rates of wages to workers and the penalties for failure to pay prevailing
wages. The Contractor shall, as a penalty to the City, forfeit two hundred dollars ($200) for each
calendar day, or portion thereof, for each worker paid less than the prevailing rates as determined
by the DIR for the work or craft in which the worker is employed for any public work done
pursuant to this Agreement by Contractor or by any subcontractor.
(d) Payroll Records. Contractor shall comply with and be bound by the
provisions of Labor Code Section 1776,which requires Contractor and each subcontractor to:keep
accurate payroll records and verify such records in writing under penalty of perjury, as specified
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in Section 1776; certify and make such payroll records available for inspection as provided by
Section 1776; and inform the City of the location of the records.
(e) Apprentices. Contractor shall comply with and be bound by the
provisions of Labor Code Sections 1777.5, 1777.6,and 1777.7 and California Code of Regulations
Title 8, Section 200 et seq. concerning the employment of apprentices on public works projects.
Contractor shall be responsible for compliance with these aforementioned Sections for all
apprenticeable occupations. Prior to commencing work under this Agreement, Contractor shall
provide City with a copy of the information submitted to any applicable apprenticeship program.
Within sixty (60) days after concluding work pursuant to this Agreement, Contractor and each of
its subcontractors shall submit to the City a verified statement of the journeyman and apprentice
hours performed under this Agreement.
(f) Eight-Hour Work Day. Contractor acknowledges that eight (8)
hours labor constitutes a legal day's work. Contractor shall comply with and be bound by Labor
Code Section 1810.
(g) Penalties for Excess Hours. Contractor shall comply with and be
bound by the provisions of Labor Code Section 1813 concerning penalties for workers who work
excess hours. The Contractor shall, as a penalty to the City, forfeit twenty-five dollars ($25) for
each worker employed in the performance of this Agreement by the Contractor or by any
subcontractor for each calendar day during which such worker is required or permitted to work
more than eight (8) hours in any one calendar day and forty (40) hours in any one calendar week
in violation of the provisions of Division 2,Part 7,Chapter 1,Article 3 of the Labor Code.Pursuant
to Labor Code section 1815, work performed by employees of Contractor in excess of eight (8)
hours per day, and forty(40)hours during any one week shall be permitted upon public work upon
compensation for all hours worked in excess of 8 hours per day at not less than one and one-half
(1'/2)times the basic rate of pay.
(h) Workers' Compensation. California Labor Code Sections 1860 and
3700 provide that every employer will be required to secure the payment of compensation to its
employees if it has employees. In accordance with the provisions of California Labor Code Section
1861, Contractor certifies as follows:
"I am aware of the provisions of Section 3700 of the Labor Code which require
every employer to be insured against liability for workers' compensation or to
undertake self-insurance in accordance with the provisions of that code, and I will
comply with such provisions before commencing the performance of the work of
this contract."
Contractor's Authorized Initials 62--5-
(i) Contractor's Responsibility for Subcontractors. For every
subcontractor who will perform work under this Agreement, Contractor shall be responsible for
such subcontractor's compliance with Division 2, Part 7, Chapter 1 (commencing with Section
1720)of the California Labor Code, and shall make such compliance a requirement in any contract
with any subcontractor for work under this Agreement. Contractor shall take all actions necessary
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to enforce such contractual provisions and ensure subcontractor's compliance, including without
limitation, conducting a review of the certified payroll records of the subcontractor on a periodic
basis or upon becoming aware of the failure of the subcontractor to pay his or her workers the
specified prevailing rate of wages. Contractor shall diligently take corrective action to halt or
rectify any such failure by any subcontractor.
1.5 Licenses, Permits, Fees and Assessments.
Contractor shall obtain at its sole cost and expense such licenses, permits,
registrations,and approvals as may be required by law for the performance of the services required
by this Agreement. Contractor shall have the sole obligation to pay for any fees, assessments and
taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are
necessary for the Contractor's performance of the services required by this Agreement, and shall
indemnify, defend and hold harmless City, its officers, employees or agents of City, against any
such fees, assessments, taxes, penalties or interest levied, assessed or imposed against City
hereunder.
1.6 Familiarity with Work.
(a) By executing this Agreement, Contractor warrants that Contractor
(i)has thoroughly investigated and considered the scope of work to be performed,(ii)has carefully
considered how the services should be performed, and (iii) fully understands the facilities,
difficulties and restrictions attending performance of the services under this Agreement. If the
services involve work upon any site, Contractor warrants that Contractor has or will investigate
the site and is or will be fully acquainted with the conditions there existing,prior to commencement
of services hereunder.
(b) Contractor shall promptly, and before the following conditions are
disturbed, notify the City, in writing, of any: (i) material Contractor believes may be hazardous
waste as defined in Section 25117 of the Health & Safety Code required to be removed to a Class
I, II, or III disposal site in accordance with existing law; (ii) subsurface, unknown or latent
conditions, materially different from those indicated; or (iii) unknown physical conditions at the
site of any unusual nature, different from those ordinarily encountered and generally recognized
as inherent in work of the character provided for in this Agreement, and will materially affect the
performance of the services hereunder.
(c) City shall promptly investigate the conditions, and if it finds that
the conditions do materially differ,or do involve hazardous waste, and cause a decrease or increase
in Contractor's cost of, or the time required for,performance of any part of the work, shall issue a
change order per Section 1.10 of this Agreement.
(d) In the event that a dispute arises between City and Contractor
whether the conditions materially differ, or involve hazardous waste, or cause a decrease or
increase in Contractor's cost of, or time required for, performance of any part of the work,
Contractor shall not be excused from any scheduled completion date set,but shall proceed with all
work to be performed under the Agreement. Contractor shall retain any and all rights provided
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either by contract or by law, which pertain to the resolution of disputes and protests between the
contracting parties.
(e) City will compensate Contractor to the extent required by
Government Code Section 4215 by issuing a change order per Section 1.10 of this Agreement.
1.7 Protection and Care of Work and Materials.
The Contractor shall adopt reasonable methods, including providing and
maintaining storage facilities, during the life of the Agreement to furnish continuous protection to
the work,and the equipment,materials,papers,documents,plans,studies and/or other components
thereof to prevent losses or damages, and shall be responsible for all such damages, to persons or
property,until acceptance of the work by City, except such losses or damages as caused by City's
own negligence. Stored materials shall be reasonably accessible for inspection. Contractor shall
not,without City's consent, assign, sell,mortgage,hypothecate,or remove equipment or materials
which have been installed or delivered and which may be necessary for the completion of the work.
1.8 Warranty.
Contractor warrants all work under the Agreement (which for purposes of this
Section shall be deemed to include unauthorized work which has not been removed and any
non-conforming materials incorporated into the work) to be of good quality and free from any
defective or faulty material and workmanship. Contractor agrees that for a period of one year (or
the period of time specified elsewhere in the Agreement or in any guarantee or warranty provided
by any manufacturer or supplier of equipment or materials incorporated into the work, whichever
is later) after the date of final acceptance, Contractor shall within ten(10)days after being notified
in writing by the City of any defect in the work or non-conformance of the work to the Agreement,
commence and prosecute with due diligence all work necessary to fulfill the terms of the warranty
at its sole cost and expense. Contractor shall act as soon as requested by the City in response to an
emergency. In addition, Contractor shall, at its sole cost and expense, repair, remove and replace
any portions of the work (or work of other contractors) damaged by its defective work or which
becomes damaged in the course of repairing or replacing defective work. For any work so
corrected, Contractor's obligation hereunder to correct defective work shall be reinstated for an
additional one year period, commencing with the date of acceptance of such corrected work.
Contractor shall perform such tests as the City may require to verify that any corrective actions,
including,without limitation,redesign,repairs, and replacements comply with the requirements of
the Agreement. All costs associated with such corrective actions and testing, including the
removal,replacement, and reinstitution of equipment and materials necessary to gain access, shall
be the sole responsibility of the Contractor. All warranties and guarantees of subcontractors,
suppliers and manufacturers with respect to any portion of the work, whether express or implied,
are deemed to be obtained by Contractor for the benefit of the City, regardless of whether or not
such warranties and guarantees have been transferred or assigned to the City by separate agreement
and Contractor agrees to enforce such warranties and guarantees, if necessary, on behalf of the
City. In the event that Contractor fails to perform its obligations under this Section, or under any
other warranty or guaranty under this Agreement, to the reasonable satisfaction of the City, the
City shall have the right to correct and replace any defective or non-conforming work and any
work damaged by such work or the replacement or correction thereof at Contractor's sole expense.
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Contractor shall be obligated to fully reimburse the City for any expenses incurred hereunder upon
demand.
1.9 Further Responsibilities of Parties.
Both parties agree to use reasonable care and diligence to perform their respective
obligations under this Agreement.Both parties agree to act in good faith to execute all instruments,
prepare all documents and take all actions as may be reasonably necessary to carry out the purposes
of this Agreement. Unless hereafter specified,neither party shall be responsible for the service of
the other.
1.10 Additional Work and Change Orders.
(a) City shall have the right at any time during the performance of the
services, without invalidating this Agreement, to order extra work beyond that specified in the
Scope of Work or make changes by altering, adding to or deducting from said work.No such extra
work may be undertaken unless a written change order is first given by the Contract Officer to the
Contractor, incorporating therein any adjustment in (i) the Contract Sum, and/or (ii) the time to
perform this Agreement, which said adjustments are subject to the written approval of the
Contractor ("Change Order"). All Change Orders must be signed by the Contractor and Contract
Officer prior to commencing the extra work thereunder.
(b) Any increase in compensation of up to ten percent (10%) of the
Contract Sum or any increase in the time to perform of up to one hundred eighty (180) days; and
does not materially affect the Work and which are not detrimental to the Work or to the interest of
the City, may be approved by the Contract Officer. Any greater increases, taken either separately
or cumulatively,must be approved by the City Council.
(c) Any adjustment in the Contract Sum for a Change Order must be in
accordance with the rates set forth in the Schedule of Compensation in Exhibit"C". If the rates in
the Schedule of Compensation do not cover the type of work in the Change Order,the cost of such
work shall not exceed an amount agreed upon in writing and signed by Contractor and Contract
Officer. If the cost of the Change Order cannot be agreed upon, the City will pay for actual work
of the Change Order completed, to the satisfaction of the City, as follows:
(i) Labor: the cost of labor shall be the actual cost for wages of
workers and subcontractors performing the work for the Change Order at the time such work is
done. The use of labor classifications that would increase the cost of such work shall not be
permitted.
(ii) Materials and Equipment: the cost of materials and
equipment shall be at cost to Contractor or lowest current price which such materials and
equipment are reasonably available at the time the work is done, whichever is lower.
(iii) If the cost of the extra work cannot be agreed upon, the
Contractor must provide a daily report that includes invoices for labor, materials and equipment
costs for the work under the Change Order.The daily report must include:list of names of workers,
classifications, and hours worked; description and list of quantities of materials used; type of
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equipment, size, identification number, and hours of operation, including loading and
transportation,if applicable;description of other City authorized services and expenditures in such
detail as the City may require.Failure to submit a daily report by the close of the next working day
may, at the City's sole and absolute discretion, waive the Contractor's rights for that day.
(d) It is expressly understood by Contractor that the provisions of this
Section 1.10 shall not apply to services specifically set forth in the Scope of Work. Contractor
hereby acknowledges that it accepts the risk that the services to be provided pursuant to the Scope
of Work may be more costly or time consuming than Contractor anticipates and that Contractor
shall not be entitled to additional compensation therefor. City may in its sole and absolute
discretion have similar work done by other contractors.
(e) No claim for an increase in the Contract Sum or time for
performance shall be valid unless the procedures established in this Section are followed.
1.11 Special Requirements.
Additional terms and conditions of this Agreement, if any, which are made a part
hereof are set forth in the"Special Requirements"attached hereto as Exhibit`B"and incorporated
herein by this reference. In the event of a conflict between the provisions of Exhibit `B" and any
other provisions of this Agreement, the provisions of Exhibit`B" shall govern.
ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, City agrees to pay Contractor
the amounts specified in the "Schedule of Compensation" attached hereto as Exhibit "C" and
incorporated herein by this reference. The total compensation,including reimbursement for actual
expenses, shall not exceed Twenty Thousand Dollars ($20,000) per year (the "Contract Sum"),
unless additional compensation is approved pursuant to Section 1.10.
2.2 Method of Compensation.
The method of compensation may include: (i) a lump sum payment upon
completion; (ii)payment in accordance with specified tasks or the percentage of completion of the
services less the contract retention; (iii) payment for time and materials based upon the
Contractor's rates as specified in the Schedule of Compensation, provided that (a) time estimates
are provided for the performance of sub tasks, (b) contract retention is maintained and (c) the
Contract Sum is not exceeded; or (iv) such other methods as may be specified in the Schedule of
Compensation.
2.3 Reimbursable Expenses.
Compensation may include reimbursement for actual and necessary expenditures
for reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer
in advance,or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5,
and only if specified in the Schedule of Compensation. The Contract Sum shall include the
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attendance of Contractor at all project meetings reasonably deemed necessary by the City.
Coordination of the performance of the work with City is a critical component of the services. If
Contractor is required to attend additional meetings to facilitate such coordination,Contractor shall
not be entitled to any additional compensation for attending said meetings.
2.4 Invoices.
Each month Contractor shall furnish to City an original invoice for all work
performed and expenses incurred during the preceding month in a form approved by City's
Director of Finance. By submitting an invoice for payment under this Agreement, Contractor is
certifying compliance with all provisions of the Agreement. The invoice shall contain all
information specified in Exhibit"C", and shall detail charges for all necessary and actual expenses
by the following categories: labor (by sub-category), travel, materials, equipment, supplies, and
sub-contractor contracts. Sub-contractor charges shall also be detailed by such categories.
Contractor shall not invoice City for any duplicate services performed by more than one person.
City shall, as soon as practicable, independently review each invoice submitted by
the Contractor to determine whether the work performed and expenses incurred are in compliance
with the provisions of this Agreement. Except as to any charges for work performed or expenses
incurred by Contractor which are disputed by City, or as provided in Section 7.3, City will cause
Contractor to be paid within thirty (30) days of receipt of Contractor's correct and undisputed
invoice; however, Contractor acknowledges and agrees that due to City warrant run procedures,
the City cannot guarantee that payment will occur within this time period. In the event that City
does not cause Contractor to be paid within thirty (30) days of receipt of an undisputed and
properly submitted invoice, Contractor shall be entitled to the payment of interest to the extent
allowed under Public Contract Code Section 20104.50. In the event any charges or expenses are
disputed by City, the original invoice shall be returned by City to Contractor, not later than seven
(7) days after receipt by the City, for correction and resubmission. Returned invoices shall be
accompanied by a document setting forth in writing the reasons why the payment request was
rejected. Review and payment by the City of any invoice provided by the Contractor shall not
constitute a waiver of any rights or remedies provided herein or any applicable law.
2.5 Waiver.
Payment to Contractor for work performed pursuant to this Agreement shall not be deemed
to waive any defects in work performed by Contractor.
ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time of Essence.
Time is of the essence in the performance of this Agreement.
3.2 Schedule of Performance.
Contractor shall commence the services pursuant to this Agreement upon receipt of
a written notice to proceed and shall perform all services within the time period(s) established in
the "Schedule of Performance" attached hereto as Exhibit "D" and incorporated herein by this
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reference. When requested by the Contractor, extensions to the time period(s) specified in the
Schedule of Performance may be approved in writing by the Contract Officer but not exceeding
one hundred eighty(180) days cumulatively.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Performance for performance of the
services rendered pursuant to this Agreement shall be extended because of any delays due to
unforeseeable causes beyond the control and without the fault or negligence of the Contractor,
including,but not restricted to,acts of God or of the public enemy,unusually severe weather,fires,
earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars,
litigation,and/or acts of any governmental agency,including the City,if the Contractor shall within
ten (10) days of the commencement of such delay notify the Contract Officer in writing of the
causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and
extend the time for performing the services for the period of the enforced delay when and if in the
judgment of the Contract Officer such delay is justified.The Contract Officer's determination shall
be final and conclusive upon the parties to this Agreement. In no event shall Contractor be entitled
to recover damages against the City for any delay in the performance of this Agreement,however
caused, Contractor's sole remedy being extension of the Agreement pursuant to this Section.
3.4 Inspection and Final Acceptance.
City may inspect and accept or reject any of Contractor's work under this
Agreement, either during performance or when completed. City shall reject or finally accept
Contractor's work within forty-five (45) days after submitted to City. City shall accept work by a
timely written acceptance, otherwise work shall be deemed to have been rejected. City's
acceptance shall be conclusive as to such work except with respect to latent defects,fraud and such
gross mistakes as to amount to fraud. Acceptance of any work by City shall not constitute a waiver
of any of the provisions of this Agreement including,but not limited to,Articles 1 and 5,pertaining
to warranty and indemnification and insurance,respectively.
3.5 Term.
Unless earlier terminated in accordance with Article 7 of this Agreement, this
Agreement shall continue in full force and effect until completion of the services but not exceeding
three(3)years from the date hereof, except as otherwise provided in the Schedule of Performance
(Exhibit"D"). The Contract Officer, on behalf of the City,may extend the term of this Agreement
in writing by two (2) terms of one (1) year each.
ARTICLE 4. COORDINATION OF WORK
4.1 Representatives and Personnel of Contractor.
The following principals of Contractor ("Principals") are hereby designated as
being the principals and representatives of Contractor authorized to act in its behalf with respect
to the work specified herein and make all decisions in connection therewith:
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Corey R. Kirschner CEO, President, Vice President,
Secretary, Treasurer
(Name) (Title)
It is expressly understood that the experience,knowledge, capability and reputation
of the foregoing Principals were a substantial inducement for City to enter into this Agreement.
Therefore, the Principals shall be responsible during the term of this Agreement for directing all
activities of Contractor and devoting sufficient time to personally supervise the services hereunder.
All personnel of Contractor, and any authorized agents, shall at all times be under the exclusive
direction and control of the Principals. For purposes of this Agreement, the Principals may not be
replaced nor may their responsibilities be substantially reduced by Contractor without the express
written approval of City. Additionally, Contractor shall make every reasonable effort to maintain
the stability and continuity of Contractor's staff and subcontractors, if any, assigned to perform
the services required under this Agreement. Contractor shall notify City of any changes in
Contractor's staff and subcontractors, if any, assigned to perform the services required under this
Agreement,prior to and during any such performance.
4.2 Status of Contractor.
Contractor shall have no authority to bind City in any manner, or to incur any
obligation, debt or liability of any kind on behalf of or against City, whether by contract or
otherwise, unless such authority is expressly conferred under this Agreement or is otherwise
expressly conferred in writing by City. Contractor shall not at any time or in any manner represent
that Contractor or any of Contractor's officers, employees, or agents are in any manner officials,
officers, employees or agents of City. Neither Contractor, nor any of Contractor's officers,
employees or agents, shall obtain any rights to retirement,health care or any other benefits which
may otherwise accrue to City's employees. Contractor expressly waives any claim Contractor may
have to any such rights.
4.3 Contract Officer.
The Contract Officer shall be the City Manager or such person as may be designated
by the City Manager. It shall be the Contractor's responsibility to assure that the Contract Officer
is kept informed of the progress of the performance of the services and the Contractor shall refer
any decisions which must be made by City to the Contract Officer. Unless otherwise specified
herein, any approval of City required hereunder shall mean the approval of the Contract Officer.
The Contract Officer shall have authority, if specified in writing by the City Manager, to sign all
documents on behalf of the City required hereunder to carry out the terms of this Agreement.
4.4 Independent Contractor.
Neither the City nor any of its employees shall have any control over the manner,
mode or means by which Contractor,its agents or employees,perform the services required herein,
except as otherwise set forth herein. City shall have no voice in the selection, discharge,
supervision or control of Contractor's employees, servants, representatives or agents, or in fixing
their number, compensation or hours of service. Contractor shall perform all services required
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herein as an independent contractor of City and shall remain at all times as to City a wholly
independent contractor with only such obligations as are consistent with that role. Contractor shall
not at any time or in any manner represent that it or any of its agents or employees are agents or
employees of City. City shall not in any way or for any purpose become or be deemed to be a
partner of Contractor in its business or otherwise or a joint venturer or a member of any joint
enterprise with Contractor.
4.5 Prohibition Against Subcontracting or Assignment.
The experience, knowledge, capability and reputation of Contractor, its principals
and employees were a substantial inducement for the City to enter into this Agreement. Therefore,
Contractor shall not contract with any other entity to perform in whole or in part the services
required hereunder without the express written approval of the City. All subcontractors shall
obtain,at its or Contractor's expense,such licenses,permits,registrations and approvals(including
from the City) as may be required by law for the performance of any services or work under this
Agreement. In addition, neither this Agreement nor any interest herein may be transferred,
assigned, conveyed, hypothecated or encumbered voluntarily or by operation of law, whether for
the benefit of creditors or otherwise,without the prior written approval of City.Transfers restricted
hereunder shall include the transfer to any person or group of persons acting in concert of more
than twenty five percent (25%) of the present ownership and/or control of Contractor, taking all
transfers into account on a cumulative basis. In the event of any such unapproved transfer,
including any bankruptcy proceeding, this Agreement shall be void. No approved transfer shall
release the Contractor or any surety of Contractor of any liability hereunder without the express
consent of City.
ARTICLE 5. INSURANCE, INDEMNIFICATION AND BONDS
5.1 Insurance Coverages.
Without limiting Contractor's indemnification of City, and prior to commencement
of any services under this Agreement, Contractor shall obtain, provide and maintain at its own
expense during the term of this Agreement,policies of insurance of the type and amounts described
below and in a form satisfactory to City.
(a) General liability insurance. Contractor shall maintain commercial general
liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01,in
an amount not less than $2,000,000 per occurrence, $4,000,000 general aggregate, for bodily
injury,personal injury, and property damage. The policy must include contractual liability that has
not been amended. Any endorsement restricting standard ISO"insured contract"language will not
be accepted.
(b) Automobile liability insurance. Contractor shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00,01 covering bodily injury and
property damage for all activities of the Contractor arising out of or in connection with Services
to be performed under this Agreement, including coverage for any owned, hired, non-owned or
rented vehicles, in an amount not less than$1,000,000 combined single limit for each accident.
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(c) Professional liability (errors & omissions) insurance. Contractor shall
maintain professional liability insurance that covers the Services to be performed in connection
with this Agreement, in the minimum amount of$1,000,000 per claim and in the aggregate. Any
policy inception date, continuity date, or retroactive date must be before the effective date of this
Agreement and Contractor agrees to maintain continuous coverage through a period no less than
three(3)years after completion of the services required by this Agreement.
(d) Workers' compensation insurance. Contractor shall maintain Workers'
Compensation Insurance (Statutory Limits) and Employer's Liability Insurance (with limits of at
least$1,000,000).
(e) Subcontractors. Contractor shall include all subcontractors as insureds
under its policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall include all of the requirements stated herein.
(f) Additional Insurance. Policies of such other insurance, as may be required
in the Special Requirements in Exhibit`B".
5.2 General Insurance Requirements.
(a) Proof of insurance. Contractor shall provide certificates of insurance to City
as evidence of the insurance coverage required herein, along with a waiver of subrogation
endorsement for workers' compensation. Insurance certificates and endorsements must be
approved by City's Risk Manager prior to commencement of performance. Current certification
of insurance shall be kept on file with City at all times during the term of this Agreement. City
reserves the right to require complete, certified copies of all required insurance policies, at any
time.
(b) Duration of coverage. Contractor shall procure and maintain for the
duration of this Agreement insurance against claims for injuries to persons or damages to property,
which may arise from or in connection with the performance of the Services hereunder by
Contractor, its agents,representatives, employees or subcontractors.
(c) Primary/noncontributing. Coverage provided by Contractor shall be
primary and any insurance or self-insurance procured or maintained by City shall not be required
to contribute with it. The limits of insurance required herein may be satisfied by a combination of
primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be
endorsed to contain a provision that such coverage shall also apply on a primary and non-
contributory basis for the benefit of City before the City's own insurance or self-insurance shall
be called upon to protect it as a named insured.
(d) City's rights of enforcement. In the event any policy of insurance required
under this Agreement does not comply with these specifications or is canceled and not replaced,
City has the right but not the duty to obtain the insurance it deems necessary and any premium
paid by City will be promptly reimbursed by Contractor or City will withhold amounts sufficient
to pay premium from Contractor payments. In the alternative, City may cancel this Agreement.
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(e) Acceptable insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact business of insurance or
that is on the List of Approved Surplus Line Insurers in the State of California, with an assigned
policyholders' Rating of A- (or higher) and Financial Size Category Class VI (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the
City's Risk Manager.
(f) Waiver of subro ag tion. All insurance coverage maintained or procured
pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or
appointed officers, agents, officials, employees and volunteers or shall specifically allow
Contractor or others providing insurance evidence in compliance with these specifications to waive
their right of recovery prior to a loss. Contractor hereby waives its own right of recovery against
City, and shall require similar written express waivers and insurance clauses from each of its
subcontractors.
(g) Enforcement of contract provisions (non-estoppel). Contractor
acknowledges and agrees that any actual or alleged failure on the part of the City to inform
Contractor of non-compliance with any requirement imposes no additional obligations on the City
nor does it waive any rights hereunder.
(h) Requirements not limiting. Requirements of specific coverage features or
limits contained in this section are not intended as a limitation on coverage, limits or other
requirements, or a waiver of any coverage normally provided by any insurance. Specific reference
to a given coverage feature is for purposes of clarification only as it pertains to a given issue and
is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or
a waiver of any type. If the Contractor maintains higher limits than the minimums shown above,
the City requires and shall be entitled to coverage for 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.
(i) Notice of cancellation. Contractor agrees to oblige its insurance agent or
broker and insurers to provide to City with a thirty (30) day notice of cancellation (except for
nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each
required coverage.
0) Additional insured status. General liability policies shall provide or be
endorsed to provide that City and its officers,officials,employees, and agents,and volunteers shall
be additional insureds under such policies. This provision shall also apply to any excess/umbrella
liability policies.
(k) Prohibition of undisclosed coverage limitations. None of the coverages
required herein will be in compliance with these requirements if they include any limiting
endorsement of any kind that has not been first submitted to City and approved of in writing.
(1) Separation of insureds. A severability of interests provision must apply for
all additional insureds ensuring that Contractor's insurance shall apply separately to each insured
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against whom claim is made or suit is brought, except with respect to the insurer's limits of
liability. The policy(ies) shall not contain any cross-liability exclusions.
(m) Pass through clause. Contractor agrees to ensure that its subcontractors and
any other parry involved with the project who is brought onto or involved in the project by
Contractor, provide the same minimum insurance coverage and endorsements required of
Contractor. Contractor agrees to monitor and review all such coverage and assumes all
responsibility for ensuring that such coverage is provided in conformity with the requirements of
this section. Contractor agrees that upon request, all agreements with subcontractors and others
engaged in the project will be submitted to City for review.
(n) Agency's right to revise specifications. The City reserves the right at any
time during the term of the contract to change the amounts and types of insurance required by
giving the Contractor ninety (90) days advance written notice of such change. If such change
results in substantial additional cost to the Contractor, the City and Contractor may renegotiate
Contractor's compensation.
(o) Self-insured retentions. Any self-insured retentions must be declared to and
approved by City. City reserves the right to require that self-insured retentions be eliminated,
lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these
specifications unless approved by City.
(p) Timely notice of claims. Contractor shall give City prompt and timely
notice of claims made or suits instituted that arise out of or result from Contractor's performance
under this Agreement, and that involve or may involve coverage under any of the required liability
policies.
(q) Additional insurance. Contractor shall also procure and maintain, at its own
cost and expense, any additional kinds of insurance, which in its own judgment may be necessary
for its proper protection and prosecution of the work.
5.3 Indemnification.
To the full extent permitted by law, Contractor agrees to indemnify, defend and
hold harmless the City,its officers, employees and agents("Indemnified Parties")against,and will
hold and save them and each of them harmless from, any and all actions, either judicial,
administrative, arbitration or regulatory claims, damages to persons or property, losses, costs,
penalties, obligations, errors, omissions or liabilities whether actual or threatened (herein "claims
or liabilities") that may be asserted or claimed by any person, firm or entity arising out of or in
connection with the negligent performance of the work, operations or activities provided herein of
Contractor, its officers, employees, agents, subcontractors, or invitees, or any individual or entity
for which Contractor is legally liable("indemnitors"),or arising from Contractor's or indemnitors'
reckless or willful misconduct,or arising from Contractor's or indemnitors' negligent performance
of or failure to perform any term, provision, covenant or condition of this Agreement, and in
connection therewith:
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(a) Contractor will defend any action or actions filed in connection with
any of said claims or liabilities and will pay all costs and expenses, including legal costs and
attorneys' fees incurred in connection therewith;
(b) Contractor will promptly pay any judgment rendered against the
City, its officers, agents or employees for any such claims or liabilities arising out of or in
connection with the negligent performance of or failure to perform such work, operations or
activities of Contractor hereunder; and Contractor agrees to save and hold the City, its officers,
agents, and employees harmless therefrom;
(c) In the event the City, its officers, agents or employees is made a
party to any action or proceeding filed or prosecuted against Contractor for such damages or other
claims arising out of or in connection with the negligent performance of or failure to perform the
work, operation or activities of Contractor hereunder, Contractor agrees to pay to the City, its
officers, agents or employees, any and all costs and expenses incurred by the City, its officers,
agents or employees in such action or proceeding, including but not limited to, legal costs and
attorneys' fees.
In addition, Contractor agrees to indemnify, defend and hold harmless the
Indemnified Parties from, any and all claims and liabilities for any infringement of patent rights,
copyrights or trademark on any person or persons in consequence of the use by the Indemnified
Parties of articles to be supplied by Contractor under this Agreement, and of which the Contractor
is not the patentee or assignee or has not the lawful right to sell the same.
Contractor shall incorporate similar indemnity agreements with its subcontractors
and if it fails to do so Contractor shall be fully responsible to indemnify City hereunder therefore,
and failure of City to monitor compliance with these provisions shall not be a waiver hereof. This
indemnification includes claims or liabilities arising from any negligent or wrongful act, error or
omission, or reckless or willful misconduct of Contractor in the performance of professional
services and work hereunder. The provisions of this Section do not apply to claims or liabilities
occurring as a result of City's sole negligence or willful acts or omissions,but,to the fullest extent
permitted by law, shall apply to claims and liabilities resulting in part from City's negligence,
except that design professionals' indemnity hereunder shall be limited to claims and liabilities
arising out of the negligence, recklessness or willful misconduct of the design professional. The
indemnity obligation shall be binding on successors and assigns of Contractor and shall survive
termination of this Agreement.
5.4 Notification of Third-Party Claims.
City shall timely notify Contractor of the receipt of any third-party claim relating
to the work under this Agreement. City shall be entitled to recover from Contractor its reasonable
costs incurred in providing such notification.
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ARTICLE 6. RECORDS,REPORTS,AND RELEASE OF INFORMATION
6.1 Records.
Contractor shall keep, and require subcontractors to keep, such ledgers, books of
accounts, invoices, vouchers, canceled checks, reports, studies, certified and accurate copies of
payroll records in compliance with all applicable laws, or other documents relating to the
disbursements charged to City and services performed hereunder (the "books and records"), as
shall be necessary to perform the services required by this Agreement and enable the Contract
Officer to evaluate the performance of such services. Any and all such documents shall be
maintained in accordance with generally accepted accounting principles and shall be complete and
detailed.The Contract Officer shall have full and free access to such books and records at all times
during normal business hours of City,including the right to inspect, copy, audit and make records
and transcripts from such records. Such records shall be maintained for a period of 3 years
following completion of the services hereunder, and the City shall have access to such records in
the event any audit is required. In the event of dissolution of Contractor's business, custody of the
books and records may be given to City, and access shall be provided by Contractor's successor
in interest. Notwithstanding the above, the Contractor shall fully cooperate with the City in
providing access to the books and records if a public records request is made and disclosure is
required by law including but not limited to the California Public Records Act.
6.2 Reports.
Contractor shall periodically prepare and submit to the Contract Officer such
reports concerning the performance of the services required by this Agreement as the Contract
Officer shall require. Contractor hereby acknowledges that the City is greatly concerned about the
cost of work and services to be performed pursuant to this Agreement. For this reason,'Contractor
agrees that if Contractor becomes aware of any facts, circumstances, techniques, or events that
may or will materially increase or decrease the cost of the work or services contemplated herein
or, if Contractor is providing design services, the cost of the project being designed, Contractor
shall promptly notify the Contract Officer of said fact, circumstance, technique or event and the
estimated increased or decreased cost related thereto and, if Contractor is providing design
services, the estimated increased or decreased cost estimate for the project being designed.
6.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data,
notes, computer files, reports, records, documents and other materials (the "documents and
materials") prepared by Contractor, its employees, subcontractors and agents in the performance
of this Agreement shall be the property of City and shall be delivered to City upon request of the
Contract Officer or upon the termination of this Agreement, and Contractor shall have no claim
for further employment or additional compensation as a result of the exercise by City of its full
rights of ownership use, reuse, or assignment of the documents and materials hereunder. Any use,
reuse or assignment of such completed documents for other projects and/or use of uncompleted
documents without specific written authorization by the Contractor will be at the City's sole risk
and without liability to Contractor, and Contractor's guarantee and warranties shall not extend to
such use, reuse or assignment. Contractor may retain copies of such documents for its own use.
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Contractor shall have an unrestricted right to use the concepts embodied therein.All subcontractors
shall provide for assignment to City of any documents or materials prepared by them, and in the
event Contractor fails to secure such assignment, Contractor shall indemnify City for all damages
resulting therefrom. Moreover, Contractor with respect to any documents and materials that may
qualify as "works made for hire" as defined in 17 U.S.C. § 101, such documents and materials are
hereby deemed"works made for hire" for the City.
6.4 Confidentiality and Release of Information.
(a) Information gained or work product produced by Contractor in
performance of this Agreement shall be considered confidential, unless such information is in the
public domain or already known to Contractor. Contractor shall not release or disclose any such
information or work product to persons or entities other than City without prior written
authorization from the Contract Officer.
(b) Contractor, its officers, employees, agents or subcontractors, shall
not, without prior written authorization from the Contract Officer or unless requested by the City
Attorney,voluntarily provide documents,declarations,letters of support,testimony at depositions,
response to interrogatories or other information concerning the work performed under this
Agreement. Response to a subpoena or court order shall not be considered "voluntary" provided
Contractor gives City notice of such court order or subpoena.
(c) If Contractor, or any officer, employee, agent or subcontractor of
Contractor, provides any information or work product in violation of this Agreement, then City
shall have the right to reimbursement and indemnity from Contractor for any damages, costs and
fees, including attorneys' fees, caused by or incurred as a result of Contractor's conduct.
(d) Contractor shall promptly notify City should Contractor,its officers,
employees, agents or subcontractors be served with any summons, complaint, subpoena,notice of
deposition, request for documents, interrogatories, request for admissions or other discovery
request, court order or subpoena from any parry regarding this Agreement and the work performed
there under. City retains the right, but has no obligation, to represent Contractor or be present at
any deposition, hearing or similar proceeding. Contractor agrees to cooperate fully with City and
to provide City with the opportunity to review any response to discovery requests provided by
Contractor. However, this right to review any such response does not imply or mean the right by
City to control, direct, or rewrite said response.
ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION
7.1 California Law.
This Agreement shall be interpreted, construed and governed both as to validity and
to performance of the parties in accordance with the laws of the State of California. Legal actions
concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be
instituted in the Superior Court of the County of San Bernardino, State of California, or any other
appropriate court in such county, and Contractor covenants and agrees to submit to the personal
jurisdiction of such court in the event of such action. In the event of litigation in a U.S. District
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Court, venue shall lie exclusively in the Central District of California, in the County of San
Bernardino, State of California.
7.2 Disputes.
(a) Default; Cure. In the event that Contractor is in default under the
terms of this Agreement, the City shall not have any obligation or duty to continue compensating
Contractor for any work performed after the date of default. Instead, the City may give notice to
Contractor of the default and the reasons for the default. The notice shall include the timeframe in
which Contractor may cure the default. This timeframe is presumptively thirty (30) days,but may
be extended, though not reduced, if circumstances warrant. During the period of time that
Contractor is in default, the City shall hold all invoices and shall proceed with payment on the
invoices only when the default is cured. In the alternative,the City may,in its sole discretion, elect
to pay some or all of the outstanding invoices during the period of default. If Contractor does not
cure the default,the City may take necessary steps to terminate this Agreement under this Article.
Any failure on the part of the City to give notice of the Contractor's default shall not be deemed
to result in a waiver of the City's legal rights or any rights arising out of any provision of this
Agreement.
(b) Dispute Resolution. This Agreement is subject to the provisions of
Article 1.5 (commencing at Section 20104) of Division 2,Part 3 of the California Public Contract
Code regarding the resolution of public works claims of less than $375,000. Article 1.5 mandates
certain procedures for the filing of claims and supporting documentation by the Contractor, for the
response to such claims by the City, for a mandatory meet and confer conference upon the request
of the Contractor, for mandatory non-binding mediation in the event litigation is commenced, and
for mandatory judicial arbitration upon the failure to resolve the dispute through mediation. This
Agreement hereby incorporates the provisions of Article 1.5 as though fully set forth herein.
7.3 Retention of Funds.
Contractor hereby authorizes City to deduct from any amount payable to Contractor
(whether or not arising out of this Agreement) (i) any amounts the payment of which may be in
dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or
damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by
reason of Contractor's acts or omissions in performing or failing to perform Contractor's
obligation under this Agreement. In the event that any claim is made by a third party, the amount
or validity of which is disputed by Contractor, or any indebtedness shall exist which shall appear
to be the basis for a claim of lien, City may withhold from any payment due, without liability for
interest because of such withholding, an amount sufficient to cover such claim. The failure of City
to exercise such right to deduct or to withhold shall not, however, affect the obligations of the
Contractor to insure, indemnify, and protect City as elsewhere provided herein.
7.4 Waiver.
Waiver by any party to this Agreement of any term, condition, or covenant of this
Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any
party of any breach of the provisions of this Agreement shall not constitute a waiver of any other
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provision or a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by City of any work or services by Contractor shall not constitute a waiver of any of
the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by
a non-defaulting party on any default shall impair such right or remedy or be construed as a waiver.
Any waiver by either party of any default must be in writing and shall not be a waiver of any other
default concerning the same or any other provision of this Agreement.
7.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in
this Agreement, the rights and remedies of the parties are cumulative and the exercise by either
party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or
different times, of any other rights or remedies for the same default or any other default by the
other party.
7.6 Legal Action.
In addition to any other rights or remedies, either party may take legal action, in
law or in equity, to cure, correct or remedy any default, to recover damages for any default, to
compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to
obtain any other remedy consistent with the purposes of this Agreement. Notwithstanding any
contrary provision herein,Contractor shall file a claim pursuant to Government Code Sections 905
et seq. and 910 et seq., in order to pursue a legal action under this Agreement.
7.7 Liquidated Damages.
Since the determination of actual damages for any delay in performance of this
Agreement would be extremely difficult or impractical to determine in the event of a breach of
this Agreement, the Contractor and its sureties shall be liable for and shall pay to the City the sum
of Five Hundred Dollars ($500) as liquidated damages for each working day of delay in the
performance of any service required hereunder, as specified in the Schedule of Performance
(Exhibit"D"). The City may withhold from any monies payable on account of services performed
by the Contractor any accrued liquidated damages. Pursuant to Government Code Section 4215,
Contractor shall not be assessed liquidated damages for delay in completion of the project when
such delay was caused by the failure of the public agency or owner of the utility to provide for
removal or relocation of utility facilities.
7.8 Termination Prior to Expiration of Term.
This Section shall govern any termination of this Contract except as specifically
provided in the following Section for termination for cause.The City reserves the right to terminate
this Contract at any time,with or without cause,upon thirty(30)days' written notice to Contractor,
except that where termination is due to the fault of the Contractor, the period of notice may be
such shorter time as may be determined by the Contract Officer. In addition, the Contractor
reserves the right to terminate this Contract at any time, with or without cause, upon sixty (60)
days' written notice to City, except that where termination is due to the fault of the City,the period
of notice may be such shorter time as the Contractor may determine. Upon receipt of any notice of
termination, Contractor shall immediately cease all services hereunder except such as may be
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specifically approved by the Contract Officer. Except where the Contractor has initiated
termination, the Contractor shall be entitled to compensation for all services rendered prior to the
effective date of the notice of termination and for any services authorized by the Contract Officer
thereafter in accordance with the Schedule of Compensation or such as may be approved by the
Contract Officer, except as provided in Section 7.3. In the event the Contractor has initiated
termination, the Contractor shall be entitled to compensation only for the reasonable value of the
work product actually produced hereunder. In the event of termination without cause pursuant to
this Section,the terminating party need not provide the non-terminating party with the opportunity
to cure pursuant to Section 7.2.
7.9 Termination for Default of Contractor.
If termination is due to the failure of the Contractor to fulfill its obligations under
this Agreement, City may, after compliance with the provisions of Section 7.2,take over the work
and prosecute the same to completion by contract or otherwise, and the Contractor shall be liable
to the extent that the total cost for completion of the services required hereunder-exceeds the
compensation herein stipulated(provided that the City shall use reasonable efforts to mitigate such
damages), and City may withhold any payments to the Contractor for the purpose of set-off or
partial payment of the amounts owed the City as previously stated.
7.10 Attorneys' Fees.
If either party to this Agreement is required to initiate or defend or made a party to
any action or proceeding in any way connected with this Agreement, the prevailing party in such
action or proceeding, in addition to any other relief which may be granted, whether legal or
equitable, shall be entitled to reasonable attorney's fees. Attorney's fees shall include attorney's
fees on any appeal, and in addition a party entitled to attorney's fees shall be entitled to all other
reasonable costs for investigating such action, taking depositions and discovery and all other
necessary costs the court allows which are incurred in such litigation.All such fees shall be deemed
to have accrued on commencement of such action and shall be enforceable whether or not such
action is prosecuted to judgment.
7.11 Unfair Business Practices Claims.
In entering into this Agreement, Contractor offers and agrees to assign to the City
all rights,title, and interest in and to all causes of action it may have under Section 4 of the Clayton
Act (15 U.S.C. § 15) or under the Cartwright Act (Chapter 2, (commencing with Section 16700)
of Part 2 of Division 7 of the Business and Professions Code), arising from purchases of goods,
services or materials related to this Agreement. This assignment shall be made and become
effective at the time the City renders final payment to the Contractor without further
acknowledgment of the Parties.
ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non-liability of City Officers and Employees.
No officer or employee of the City shall be personally liable to the Contractor, or
any successor in interest,in the event of any default or breach by the City or for any amount which
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may become due to the Contractor or to its successor, or for breach of any obligation of the terms
of this Agreement.
8.1 Conflict of Interest.
Contractor covenants that neither it, nor any officer or principal of its firm, has or
shall acquire any interest, directly or indirectly, which would conflict in any manner with the
interests of City or which would in any way hinder Contractor's performance of services under
this Agreement. Contractor further covenants that in the performance of this Agreement,no person
having any such interest shall be employed by it as an officer, employee, agent or subcontractor
without the express written consent of the Contract Officer. Contractor agrees to at all times avoid
conflicts of interest or the appearance of any conflicts of interest with the interests of City in the
performance of this Agreement.
No officer or employee of the City shall have any financial interest, direct or
indirect, in this Agreement nor shall any such officer or employee participate in any decision
relating to the Agreement which effects his financial interest or the financial interest of any
corporation,partnership or association in which he is,directly or indirectly, interested,in violation
of any State statute or regulation.The Contractor warrants that it has not paid or given and will not
pay or give any third party any money or other consideration for obtaining this Agreement.
8.2 Covenant Against Discrimination.
Contractor covenants that, by and for itself, its heirs, executors, assigns, and all
persons claiming under or through them, there shall be no discrimination against or segregation
of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual
orientation,marital status,national origin, ancestry, or other protected class in the performance of
this Agreement. Contractor shall take affirmative action to insure that applicants are employed and
that employees are treated during employment without regard to their race, color, creed, religion,
sex, gender, sexual orientation,marital status, national origin, ancestry, or other protected class.
8.3 Unauthorized Aliens.
Contractor hereby promises and agrees to comply with all of the provisions of the
Federal Immigration and Nationality Act, 8 U.S.C. § 1101 et seq., as amended, and in connection
therewith, shall not employ unauthorized aliens as defined therein. Should Contractor so employ
such unauthorized aliens for the performance of work and/or services covered by this Agreement,
and should any liability or sanctions be imposed against City for such use of unauthorized aliens,
Contractor hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions
imposed, together with any and all costs, including attorneys' fees, incurred by City.
ARTICLE 9. MISCELLANEOUS PROVISIONS
9.1 Notices.
Any notice, demand, request, document, consent, approval, or communication
either party desires or is required to give to the other party or any other person shall be in writing
and either served personally or sent by prepaid, first-class mail, in the case of the City,to the City
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Manager and to the attention of the Contract Officer (with her/his name and City title), City of
Grand Terrace, 22795 Barton Road, Grand Terrace, California 92313, and in the case of the
Contractor,to the person at the address designated on the execution page of this Agreement. Either
party may change its address by notifying the other party of the change of address in writing.
Notice shall be deemed communicated at the time personally delivered or in seventy-two (72)
hours from the time of mailing if mailed as provided in this Section. All correspondence relating
to this Agreement shall be serialized consecutively.
9.2 Interpretation.
The terms of this Agreement shall be construed in accordance with the meaning of
the language used and shall not be construed for or against either parry by reason of the authorship
of this Agreement or any other rule of construction which might otherwise apply.
9.3 Counterparts.
This Agreement may be executed in counterparts, each of which shall be deemed
to be an original, and such counterparts shall constitute one and the same instrument.
9.4 Integration; Amendment.
This Agreement including the attachments hereto is the entire, complete and
exclusive expression of the understanding of the parties. It is understood that there are no oral
agreements between the parties hereto affecting this Agreement and this Agreement supersedes
and cancels any and all previous negotiations, arrangements, agreements and understandings, if
any,between the parties, and none shall be used to interpret this Agreement. No amendment to or
modification of this Agreement shall be valid unless made in writing and approved by the
Contractor and by the City Council. The parties agree that this requirement for written
modifications cannot be waived and that any attempted waiver shall be void.
9.5 Severability.
In the event that any one or more of the phrases, sentences, clauses,paragraphs, or
sections contained in this Agreement shall be declared invalid or unenforceable by a valid
judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall
not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this
Agreement which are hereby declared as severable and shall be interpreted to carry out the intent
of the parties hereunder unless the invalid provision is so material that its invalidity deprives either
party of the basic benefit of their bargain or renders this Agreement meaningless.
9.6 Warranty& Representation of Non-Collusion.
No official,officer,or employee of City has any financial interest,direct or indirect,
in this Agreement, nor shall any official, officer, or employee of City participate in any decision
relating to this Agreement which may affect his/her financial interest or the financial interest of
any corporation,partnership, or association in which(s)he is directly or indirectly interested, or in
violation of any corporation, partnership, or association in which (s)he is directly or indirectly
interested, or in violation of any State or municipal statute or regulation. The determination of
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"financial interest" shall be consistent with State law and shall not include interests found to be
"remote" or "noninterests" pursuant to Government Code Sections 1091 or 1091.5. Contractor
warrants and represents that it has not paid or given, and will not pay or give, to any third party
including,but not limited to, any City official, officer, or employee, any money, consideration, or
other thing of value as a result or consequence of obtaining or being awarded any agreement.
Contractor further warrants and represents that(s)he/it has not engaged in any act(s), omission(s),
or other conduct or collusion that would result in the payment of any money, consideration, or
other thing of value to any third party including, but not limited to, any City official, officer, or
employee, as a result of consequence of obtaining or being awarded any agreement. Contractor is
aware of and understands that any such act(s), omission(s) or other conduct resulting in such
payment of money, consideration, or other thing of value will render this Agreement void and of
no force or effect.
Contractor's Authorized Initials
9.7 Corporate Authority.
The persons executing this Agreement on behalf of the parties hereto warrant that
(i) such party is duly organized and existing, (ii) they are duly authorized to execute and deliver
this Agreement on behalf of said party, (iii)by so executing this Agreement, such party is formally
bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not
violate any provision of any other Agreement to which said party is bound. This Agreement shall
be binding upon the heirs, executors, administrators, successors and assigns of the parties.
[SIGNATURES ON FOLLOWING PAGE]
-23-
01247.0026/740766.2
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on
the date and year first-above written.
CITY:
City of Grand Terrace, a municipal corporation
Konrad Bolowich, City Manager
ATTEST:
Debra Thomas, City Clerk
APPROVED AS TO FORM:
ALESHIRE& R, LLP
Adrian R. Guerra, City Attorney
CONTRACTOR:
ST. FRANCIS ELECTRIC, LL-'.C._'
By:
Name: Andre..v or'
Title: V'i c e P rve s;glen T
By: A -
f
Nam . ��� �d►n�'�.:� _ _-
Title: Vice p.-,�e
Address: `06-
c7cn Gil-_
Two corporate officer signatures required when Contractor is a corporation,with one signature required from
each of the following groups: 1)Chairman of the Board,President or any Vice President; and 2)Secretary,any
Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONTRACTOR'S SIGNATURES
SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS
MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR
REGULATIONS APPLICABLE TO CONTRACTOR'S BUSINESS ENTITY.
-24-
01247.0026/740766.2
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached,and not the truthfulness,accuracy or validity of that document.
STATE OF CALIFORNIA
COUNTY OF SAN
On 3�,2022 before me, sonally appeared proved to me on the
basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true
and correct.
_E�"� y i ERESA RENEE FELDER
WITNESS m hand and official seal. .r = Notary Public California
0y = Alameda County
s Commission k 2338119
Signature:43_4--'_'�'��'&k_ �•��F My Comm.Expires Dec 13,2024
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER MA Ak-" UVc-ca_ � 5Cry,
VI•Cp [g-�3Z4' TITLE OR TYPE OF DOCUMENT
TITLE(S)
❑ PARTNER(S) ❑ LIMITED fie/
❑ GENERAL NUMBER OF PAGES
❑ ATTORNEY-IN-FACT
❑ TRUSTEE(S)
❑ GUARDIAN/CONSERVATOR
❑ OTHER DATE OF DOCUMENT
SIGNER IS REPRESENTING:
(NAME OF PERSON(S)OR ENTITY(IES)) SIGNER(S)OTHER THAN NAMED ABOVE
01247.0026/740766.2
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached,and not the truthfulness,accuracy or validity of that document.
STATE OF CALIFORNIA
COUNTY OF SAN BERNARDINO
On •3 ,2022 before me, rsonally appeared '07_A./ h ,proved to me on the
basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true
and correct.
44 �.T,S TERESA RENEE FELDER
WITNESS my hand and official seal. Notary Public.California z
g +� Alameda County 4
Signature: �p�._, ° Commission#2338119
o My Comm.Expires Dec 13,202
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form
CAPACITY CLAIlVIED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL CORPORATE OFFICER _-
yj rp— k-pia TITLE OR TYPE OF DOCUMENT
TITLE(S)
❑ PARTNER(S) ❑ LIMITED Z y
❑ GENERAL NUMBER OF PAGES
❑ ATTORNEY-IN-FACT
❑ TRUSTEE(S)
❑ GUARDIAN/CONSERVATOR ��ZS�rZZ
❑ OTHER DATE OF DOCUMENT
SIGNER IS REPRESENTING:
(NAME OF PERSON(S)OR ENTITY(IES)) SIGNER(S)OTHER THAN NAMED ABOVE
01247.0026n40766.2
EXHIBIT "A"
SCOPE OF WORK
I. Contractor shall perform all of the work and comply with all of the specifications and
requirements in Exhibit A-1, including, but not limited to, the "General Provisions" and
"Special Provisions" (as applicable).
U. All work is subject to review and acceptance by the City, and must be revised by the
Contractor without additional charge to the City until found satisfactory and accepted by
City.
III. If applicable, Contractor shall provide safe and continuous passage for pedestrian and
vehicular traffic in accordance with the Work Area Traffic Control Handbook(WATCH),
latest edition.
01247.0026/740766.2 A-1
EXHIBIT "A-1"
01247 00261740766.2
TRAFFIC SIGNAL MAINTENANCE AND ON-CALL SERVICES
SCOPE OF SERVICES
Traffic Signal Maintenance
Contractor shall provide traffic signal maintenance services in the City of Grand Terrace,
("Traffic Signal Maintenance Services") which shall include,but not be limited to, the following:
I. General Services
A. Comprehensive routine preventative maintenance program (as further
detailed in the Sample Preventative Maintenance Program) that includes: on-call
services and extraordinary maintenance for the City of Grand Terrace at signalized
intersections, synchronized signals and safety lights.
B. Provide preventative maintenance services on a monthly, quarterly, semi-
annual and annual basis
C. Design maintenance program to eliminate or reduce incidences of
malfunctions, complaints and extend the useful life of the City's traffic signal
equipment through monthly inspection, testing, record keeping, cleaning, repair
and replacement of equipment
D. Assign a Service Manager dedicated to the City of Grand Terrace who will
be responsible for maintaining communication with the City regarding operation
and maintenance of all traffic signal equipment
E. Notify the City of the scheduled dates for preventative maintenance prior to
performing the service
F. Note maintenance visits, findings and recommendations in an electronic
database and on the City's check list form. Send completed forms to the City each
month.
II. Monthly Inspections
A. The preventative maintenance program (as further detailed in the Sample
Preventative Maintenance Program) must include routine maintenance for traffic
signals, monthly inspection, cleaning of cabinets, cleaning and realignment of
signal indications, continuity checks, and the testing of the City's interconnect or
fiber optic system to maintain existing operation
B. Inspect, clean, adjust and make a routine inspection of each traffic signal
locations once per month.
C. Technicians must maintain a record of each controller cabinet showing the
date and time checked, and controllers will not be replaced, except for repair,
without prior approval of the City of Grand Terrace.
01247.00261740766.2
D. Routine maintenance of safety lights will include one night-time inspection
each month, as well as the replacement of lamps, photocells,ballasts and standard
cobra fixtures within 5 working days of a notice of an outage.
III. Repair and Replacement
A. No upgrade work shall be commenced or undertaken unless authorized by
the City.
B. Repair or replace any and all defective parts of the signal system which
cause signal failure or malfunction,as the need arises,at the contract price for labor,
equipment and materials.
C. Contractor will work within a timely manner, notifying the City within
twenty-four (24) hours of the next working day when any equipment is replaced
with temporary replacements and pending permanent repairs.
IV. Traffic Signal Components
A. Repair, replace or otherwise render in good working condition defective
parts of the traffic signal control equipment with like make and model parts for
temporary and permanent replacements, except as individually agreed upon by the
City
B. Report defective or malfunctioning controller cabinet equipment to the City
for approval to make necessary changes, and record changes on the maintenance
log within the traffic signal controller cabinet.
C. Items no longer covered under the manufacturer's warranty will be repaired
or replaced with working parts.
D. Report to the City if a controller becomes obsolete or deteriorated to the
point of being beyond repair, and provide an estimate for the replacement of the
controller. Permanent replacement of the traffic signal controller will not be
completed without approval of the City
V. Loop Detector Replacement
A, Notify the City within 48 hours of discovering detector loop failures, and
prepare a written proposal with pricing to replace failed loops within 7 calendar
days of a receipt of a notice to proceed from the City.
VI. All Filters
A. Replace the air filter elements in all cabinets so equipped every six (6)
months in accordance with the organized schedule
VII. Conflict Monitor
0124700261740766.2
A. Test conflict monitors using ATSI or equivalent conflict monitor tester on
an annual basis, and supply the City with a report for each test conducted.
B. Testing will take place on a schedule approved by the City Public Works
Director, or designee.
C. Repair or replace any conflict monitor that does not pass testing and bill as
extraordinary maintenance.
VIII. Night-time Inspections
A. Perform a night time inspection of all traffic signal safety lights and
illuminated street name signs located on major arterial roadways once per month.
Provide a report of outages found to the City and repair all outages within five (5)
business days.
01247.00261740766.2
Extraordinary Maintenance/On-Call Services
I. In addition to the Traffic Signal Maintenance Services, Contractor shall provide
extraordinary maintenance ("Extraordinary Maintenance") and on-call services ("On-Call
Services"). Extraordinary Maintenance and On-Call Services includes, but are not limited
to, the following:
A. Repair damage relating to signal knockdowns,vandalism, or other activities
B. Repair damages from natural disasters
C. Repair of conduit and conductors damaged by construction activities
D. Complete intersection re-wire (scheduled and emergency)
E. Upgrade of equipment that has failed due to age or deterioration
F. Replace LED modules and pedestrian indications
G. Paint cabinet or signal head
H. Replace lenses, detectors, video detection cameras, CCTV cameras
I. Replace failed detector loops
J. Install interconnect
K. Respond to Underground Service Alert requests
L. Assist in inspection of new installations
II. On-Call Services Request Procedure
A. Each task to be performed shall be set forth in a written request ("Request")
produced by the Contract Officer with a description of the work to be performed,
and the time desired for completion. All tasks shall be carried out in conformity
with all provisions of this Agreement.
B. Within 3 hours of receiving a Request, the Contractor shall prepare a "Task
Proposal"that includes the following components:
1. a written description of the requested task ("Task Description") including
all components and subtasks, and including any clarifications of the
descriptions provided in the Request;
2. the costs to perform the task("Task Budget");
3. an explanation of how the cost was determined; and
01247.00261740766.2
4. a schedule for completion of the task ("Task Completion Schedule"),
including a final completion date ("Task Completion Date").
C. Contract Officer shall approve,modify, or reject the Task Proposal in writing, and
issue a Notice to Proceed when a written agreement has been reached on the Task
Proposal.
D. The task shall be performed at a cost not exceeding the Task Budget.
E. Consultant shall complete the task and deliver all deliverables to Contract Officer
by the, Task Completion Date and in accordance with the Task Completion
Schedule.
IIl. Extraordinary Maintenance
A. If during the performance or Traffic Signal Maintenance Services or On-Call
Services, Contractor encounters a situation where Extraordinary Maintenance is
needed, Contractor shall immediately contact and advise the Director of Public
Works, or his or her designee, regarding the description and the need for
Extraordinary Maintenance. Thereafter, the City Manager, or his or her designee,
may request Extraordinary Maintenance utilizing the On-Call Services Request
Procedure described above.
B. If the City encounters a situation in which Extraordinary Maintenance is required,
it may request Extraordinary Maintenance utilizing the On-Call Services Request
Procedure described above.
C. Contractor shall not perform any Extraordinary Maintenance without the approval
of the Director of Public Works, or his or her designee.
IV. Contractor acknowledges that City has no obligation to request On-Call Services or
Extraordinary Maintenance from Contractor under this Agreement. City may establish a
rotation schedule with multiple consultants, and may seek competing Task Proposals.
01247.00261740766.2
Sample Preventative Maintenance Program
The selected firm will be required to provide preventive maintenance for the traffic signal
equipment as listed in this Solicitation. The selected firm will be required to furnish and use
a preventive maintenance checklist form approved by the City for each inspection. The
selected firm will be required to provide one completed electronic copy of the maintenance,
checklist to the City following each inspection, to maintain a copy of the maintenance checklist
in the traffic signal controller cabinet, and to maintain a copy of the maintenance checklist
at the Contractor's office of records.
The selected firm will be required to follow a program of continuing comprehensive
maintenance designed to eliminate or reduce the incidence of malfunctions, reduce
complaints, and extend the useful life of the equipment. 'The program will include, but not
be restricted to, the following:
Routine Maintenance (Once a Month)
• Preventive Maintenance (PM) Checklist Form: maintain a copy of the
Preventive Maintenance Checklist Form approved by the City at each traffic
signal. The PM Checklist Form will be completely filled out during each
maintenance inspection and during any time repairs are made to the traffic
signal controller or any related equipment in the controller cabinet or the signal
equipment at the intersection (detector loops, pedestrian heads, signal heads,
lenses, lamps and signal poles., etc.).
• Controller Cabinet Mounting: Check the snugness of the nuts on the traffic
signal cabinet anchor bolts, tighten, if necessary, being sure not to distort the
cabinet door opening by over tightening.
• Controller Cabinet Foundation Seal: If standing water or evidence of water is
present inside the bottom of the cabinet, check the seal between the bottom
of the foundation for deterioration, and to report the need to reseal the cabinet
foundation as necessary.
• Door Gaskets: Check all door gaskets on the controller cabinet, service cabinet
and any other enclosures for evidence of moisture or deterioration. Report
the need to completely replace any gaskets showing signs of leaking or
deterioration.
• Cabinet Vents: Check the vents in both the cabinet door and above the door,
or at the top of the cabinet to ensure that,they are free of any foreign material.
Air Filter: Vacuum, wash, replace or knock out any dust accumulated in air
filters. Take appropriate action based on the condition of the filter.
• Cabinet Fan: Verify that cabinet fan(s) operate properly with a minimum of
noise.
• Thermostat: Verify that the cabinet fan thermostat is set at 96 degrees.
• Interior Light: Verify the proper operation of the cabinet's interior light.
• Door Panel Harnesses: Check the harnesses leading from the main panel and
auxiliary panels on the cabinet door- to ensure they are not being pinched and
do not bind against the cabinet door. Adjust, if necessary.
• Hinges and Locks: Check for free movement of all doors, latching assemblies
0124700261740766.2
and locks on the controller cabinet, service cabinet and any other enclosures.
Use a minimum of oil or spray lubricant and remove any excess.
• Vacuum. Cabinet: Blow or brush off shelves, terminal blocks and components
and thoroughly vacuum the-interior of the cabinet.
Insect or Rodent Infestation: Check for signs of ants, wasps or other insects or
rodents within the cabinet. Use appropriate insect traps or powders if any
positive findings are discovered. More serious problems shall be reported to the
City.
• Cabinet Grounding: Using appropriate equipment; check annually the resistance
between AC and ground.
• Service Connections: Verify the neutral; ground and power connections are
secure in the controller and service cabinets.
• .Plug-In Components:Check that each plug=in component (rack mount detectors,
relays, load.switches, etc.) fits tightly and securely.
• Ground Fault Receptacle: Verify the proper operation of 'Test" and "Reset"
buttons on GFCI type outlets.
• Intersection Records: Ensure that all intersection cabinet wiring diagrams are
present and up to date.
• Controller Operation:,Manually place vehicle and pedestrian calls on each phase
through the cabinet test switches or the. controller keypad, to verify controller
servicing of each active phase. Check controller-logs for any faults that have
occurred and snake note for the file. Verify signal timing is current with timing
sheet in. cabinet. Confirm controller time and.dates are correct. (Especially after
day light savings time change).
• Conflict Monitor/Malfunction Management Unit: Verify time and dates are
correct in any CMU/MMU with an internal clock.
• Detector Operation (inductive loops): Verify the detection zones for each
detector by observing the turn=on of-the appropriate detection indicator as a
vehicle passes over the detector loop(s). Check also that a call is placed on the
correct controller phase.
• Detector Operation (video detection): Verify camera operation by monitoring the
vehicle call on the. video controller unit..Also, verify the calls going to the
detector call page in the controller.
Equipment Displays. and Indicators: Verify that all LED and LCD displays and
indications on all cabinet equipment are working properly.
• Pre-Emption Devices: Test any pre-emption devices for proper operation.
System Telemetry: Check the operation of telemetry on controller display and
phone modern, if equipped, located in the cabinet. Report any malfunction
immediately.
• Battery Backup System: Check battery backup display for AC IN, UPS
OUTPUT, and INVERTER indications. All should be on when utility power is
supplied to the cabinet. Also, check battery level and load level displays. Test
batteries quarterly. Make note if either is out of range. Keep records of events
recorded and total battery run time between maintenance checks to help
indicate problem intersections.
01247.00261740766.2
• Check all battery connections to ensure they are clean and secure.
• Safety Lighting (Night Check): Institute a routine night time check of safety
lights and illuminated street name signs at all signalized intersections every
other month and submit a report and an estimate for any repairs necessary
to the City for approval.
• Safety Lighting (Night Check): Includes but not limited 'to Safety Lighting
on Barton Road Bridge or any other Safety Street Lighting which the City of
Grand Terrace must maintained. Institute a routine nighttime check of safety
lights every other month and submit a report and an estimate for any repairs
necessary to the City for approval.
Intersection Walk-Around (included as a part of Routine Maintenance once every
two months):
- General: Remove any easily removable, unauthorized signs, stickers and
posters_and note any graffiti existing on signal poles or equipment. Notify
City of any graffiti observed on traffic signal equipment.
• Signal Heads: Verify that all vehicle and pedestrian heads properly display
all indications and the signals are not damaged. Verify the alignment of all
heads to the intended direction. Verify that all back plates, visors and doors
are visibly secure. Report any landscaping, that restricts the view of signal
heads to the City (Signal heads should be visible from .250 feet). Labor and
material costs to replace malfunctioning displays with Caltrans approved LED
units will be paid in addition to the established flat rate fee per intersection.
• Pedestrian Equipment: Check all pedestrian push buttons(and bicycle push
buttons where provided) and signals by hand to ensure that they are securely
mounted and operating properly. Replace damaged or malfunctioning
buttons with larger size ADA type buttons as necessary.
Internally illuminated street name signs (IISNS): Verify that the IISNS
is adequately connected to frame, clamp and brackets, and no panel is
broken or missing.
• Miscellaneous: Check all detector loops for sealant deterioration, exposed
wire, etc.
Semi-Annual Maintenance:
• Uninterrupted Power Supply (Backup) System:
1. Load-test all batteries .and record on paper and with silver marking pen
on each battery the date and load test results.
2. Perform 15 minute test.
3. Verify bypass switch is operating properly
4. Verify unit is set for 50% fully operational and 50% red flash.
5. Inspect and test battery charging system.
• Video Detection System: Clean and polish video detection camera lenses
and service power supply cable.
• Signal Lenses and Signs: Clean and polish all signal lenses and reflectors,
align all signal heads and adjust all mast arm mounted street name signs.
01247.00261740766.2
• Terminal Connections Test,,semi-annually or following any wiring repair,
each terminal screw by backing off slightly then,retightening to confirm, that
it.is secure.
• Check all pull boxes for structural defects, insect or rodent infestations, and
-properly secured lids.
• Verify timing charts to controllers. If they are .not correct contact City staff
to verify differences.
• Report significant areas of rust .on cabinet exterior and signal .poles to City
staff,..
Records:
Intersection Records
(a) Inventory List: Maintain an inventory list of the equipment in. the controller
cabinet at each location. The inventory list shall include the model,'manufacture,
serial number and quantity of each piece of equipment and 'installation .date.
The inventory list shall be continually updated and a copy shall be furnished to
the City every six months.
(b) Preventive Maintenance (PM) Checklist Form:Maintain a copy of the Preventive
Maintenance-Checklist Form approved by the City at each intersection. The
PM checklist form shall be completely filled out during each routine
maintenance inspection and during any time repairs are made to the controller
or any related equipment in the controller cabinet or the signal equipment at
the intersection (detector loops, pedestrian heads, signal heads, lenses, lamps
and signal poles, etc.).
Monthly Activity Report
Provide a computerized monthly activity report to the City by the fifteenth working
day of each month for the previous month. The report shall be provided both .as a
printout and as a Microsoft Excel Spreadsheet compatible computer:file transmitted
by e-mail or on a media storage unit (CD or Flash Drive) and shall include the
following:
(a) Time the service calls were received, time arrived at the intersection, the
response time, the number of hours spent.for each repair, materials used, and
a special listing of intersections with three or more calls in one month.
(b) A complete record of all work.that was performed on the traffic signal equipment
during the previous month including the make, model, and serial number of
any major components or other equipment that was newly installed at each.
intersection.
(c) Time'and date the PM work was performed.
Pending Repair List
01247.00261740766.2
Provide a monthly report of all pending repair work needed at each intersection.
Compensation for all routine "Preventive Maintenance" work identified above will
be paid at an established flat rate fee per intersection for those intersections
maintained in any given month, in accordance with the Cost Proposal, Schedule
A, included in this Solicitation and completed and returned by-the selected firm in
its Proposal. (For clarification, each intersection will be billed to the City no more
than once every other month for routine preventive maintenance activities.) No
additional or separate payment will be made for labor and materials, vehicles,
equipment, or for daily travel time from the selected firm's base of operations to
the City. The flat rate fee per intersection represents total compensation for all
routine preventive maintenance work as described herein, unless.additional or
separate payment for repairs or unscheduled/emergency work is otherwise
authorized.
Special Note: The selected firm will be required to assign a. sufficient number of
traffic signal technicians to the City as may be necessary to provide routine
"Preventive Maintenance" to each traffic signal, as described in this Solicitation.
The City expects traffic signal technicians to be regularly assigned to the City as
necessary to provide routine preventive maintenance,. and to respond to
u nscheduled/emergency work (".Extra Work") during regular working hours (8:00 AM
to 5:00 PM, Monday through Friday). An inability to provide maintenance to each
traffic signal. every other month may cause the selected firm to be subject to
liquidated damages.
Traffic Signal Interconnect Systems
Provide a quarterly (i.e., every three months) systems .check to ensure traffic signal
interconnect systems function in accordance with the timing plans. Investigate and
determine causes for any performance issues (e.g., faulty pedestrian bush buttons,
faulty vehicle detection, faulty communication, etc.), and recommend appropriate
repairs necessary for system operation in accordance with the timing plan'. Repairs
necessary to improve the function of traffic signal interconnect systems shall be
compensated as "Extra Work".
Special Note: Maintenance of the traffic signal interconnects systems is a critical
component of the City's desired services. The selected firm will be required to
have qualified traffic signal technicians that have demonstrated experience in
maintaining traffic signal interconnect systems, with a proven ability to troubleshoot
and diagnose problems with the efficient operation of these systems.
Compensation for all traffic signal interconnect systems maintenance work
identified above will be considered as included the established flat rate fee paid per
intersection for routine "Preventive Maintenance"work, in accordance with the Cost
Proposal, Schedule A, included in this Solicitation and completed and returned by
the selected firm in its Proposal. No additional or separate payment will be made
for monitoring the function .and operation of traffic signal interconnects systems.
Compensation for any necessary repairs to traffic signal interconnect systems will
be paid as "Extra Work".
01247.00261740766.2
Underground Service Alert (Dig Alert) Monitoring
The selected firm will be required to adequately .mark all traffic signal conduit and
equipment on behalf of the City in accordance with California Government Code.
Section 4216 et seq. The City's designated representative will monitor notifications
submitted by Underground Service Alert (USA) to the City, and will furnish
applicable notifications to a representative of the.selected firm to coordinate the
marking of any signalized intersections that may be scheduled for construction
work or excavations as evidenced by notification from USA. The selected firm shall
establish a process for monitoring and tracking the marking of any affected
intersections; an intersection record log shall be created, with the USA notification
and corresponding action noted in the controller, with a copy provided to the City.
The selected firm shall assume all liability for satisfying the City's obligations to
adequately identify underground structures in accordance with this law.
Compensation for providing USA —Dig Alert services identified above will be paid at a flat
rate per occurrence in accordance with the Cost Proposal; Schedule A, included in this
Solicitation and completed and returned by-the selected firm -in its Proposal. No additional or
separate payment will be made for daily travel time from the selected firm's base of operations
to the City.
0124R0026/740766.2
EXHIBIT "B"
SPECIAL REQUIREMENTS
(Superseding Contract Boilerplate)
01247 00261740766.2
EXHIBIT "C"
SCHEDULE OF COMPENSATION
I. Contractor shall be compensated $6,690.60 per year for the performance of Traffic Signal
Maintenance Services as shown in the"Base Bid" section of the Bid Schedule provided in
Exhibit C-1.
II. Contractor shall perform On-Call Services and Extraordinary Maintenance at the rates
provided in the "Additive Bid — Labor and Equipment Rates" and "Additive Bid —
Additional Work"sections of the Bid Schedule provided in Exhibit C-1.However,the City
does not expressly or by implication agree that the actual amount of work will correspond
with quantities given in Exhibit C-1, but reserves the right to increase or decrease the
amount of any class or portion as deemed necessary or advisable by the Contract
Officer. Payment will be based upon the actual quantities installed or constructed,
unless otherwise specified.
III. Within the budgeted amounts for each item above, and with the approval of the Contract
Officer,funds may be shifted from one item's subbudget to another so long as the Contract
Sum is not exceeded per Section 2.1,unless Additional Work is approved per Section 1.10.
IV. The City will compensate Contractor for the Services performed upon submission of a
valid invoice. Each invoice is to include:
A. Line items for all personnel describing the work performed, the number of hours
worked, and the hourly rate.
B. Line items for all materials and equipment properly charged to the Services.
C. Line items for all other approved reimbursable expenses claimed, with supporting
documentation.
D. Line items for all approved subcontractor labor, supplies, equipment, materials, and
travel properly charged to the Services.
V. The total compensation for the Services shall not exceed $20,000 per year as provided in
Section 2.1 of this Agreement.
01247.0026/740766.2
EXHIBIT C-1
BID SCHEDULE
01247.00261740766.2
1
BID SCHEDULE
FOR
TRAFFIC SIGNAL MAINTENANCE AND ON-CALL EMERGENCY SERVICES
BIDDER: ---- = St. Francis Electric, LLC.
(Company Name) ------
BASE_ BID
ITEM ESTIMATED' UNIT
NO._ DESCRIPTION OF ITEMS - --QUANTITY-' -UNIT-PRICE IN WORDS- -- PRICE TOTAL COST
S' One Dollars and- ; -- - - ---
1 Routine Maintenance a 9 $61.95 $557.55
Ninel .-Five Cents
MONTHLY TOTAL Five Hundred Fifty-Seven- - - $557.55
Dollarsand Fifty-Five Cen s-
ANNUAL TOTAL Six Thousand Six Hundr d $6,690.60
fine ,Dollars and Six C nts
TOTAL BASE BID!
Six Thousand Six Hundred Ninety Dollars and Sixty Cents
(WORDS) - - - --- - - - --
$ $600.60
(FIGURE)
BASIS OF AWARD: THE CITY WILL MAKE AN AWARD TO THE LOWEST,
RESPONSIVE/RESPONSIBLE BIDDER. THE LOWEST, RESPONSIVE BIDDER WILL BE
DETERMINED BY THE TOTAL BASE BID.
ADDITIVE BID -LABOR AND EQUIPMENT RATES
ITEM
NO. __ DESCRIPTION OF ITEMS REGULAR-TIME OVERTIME
1. Labor Hourly Rates N/A N/A
la. Traffic Signal Maintenance Technician $102.00 $139.00
1 b. Laborer $98.00 $135.00
1c. Licensed Senior Traffic Engineer $275.00 $375.00
1d. Licensed Associate Traffic Engineer $250.00 $350.00
le. Traffic Engineering Technician $200.00 $300.00
1f. Traffic Signal and Safety Light $102.00 $139.00
Inspector
C-5
2. Equipment Hourly Rates, N/A N/A
2a. Bucket Truck $33.00 $33.00
2b. Crane Truck $99.00 $99.00
ADDITIVE BID-ADDITIONAL WORK.
ITEM UNIT PRICE IN
NO. . __DESCRIPTION OF ITEMS UNIT WORDS UNIT PRICE
:Clean and Paint Traffic Each .Three Hundred
1. Signal Head and Twenty-Five Dolla's $325.00
Framework
Clean and Paint Five Hundred
2. Controller and Service Each $550.00
Cabinet Fifty Dollars
Clean and Paint :One Hundred
I Pedestrian Buttons and Each $150.00
Fifty Dollars
Framework
4 Replace Type A Detector Per Eight Hundred $soo.00
Loop (1 to 6 loops) goo- Dollars
5 Replace Type.A Detector Per Six Hundred $600.00
Loop (.7 or more loops) Loop Dollars
6. Replace Type D Detector ; Per :Eight Hundred $850.00
Loop (1 to 6 loops) LOOP
Fife Dollars
Replace Type D Detector Per Six Hundred
Loop,(7 or more loops) WO .Fift Dollars $650.00
G
EXHIBIT "D"
SCHEDULE OF PERFORMANCE
I. Contractor shall perform all work timely and in accordance with plans and specifications
as provided in Exhibit A. Further, Contractor shall perform all work timely and in
accordance with a Project Schedule to be developed by Contractor and the Contract Officer
and subject to written approval by the Contract Officer.
II. The Contract Officer may approve extensions for performance of the services in
accordance with Section 3.2.
01247.00261740766.2