RFP - Construction Mgmt & Inspection Services - DP Bridge Project 2011-05CONSTRUCTION MANANGEMENT
AND INSPECTION SERVICES
DUNE PALMS ROAD BRIDGE PROJECT
FEDERAL PROJECT No.: BRKLS-5433(014)
CITY PROJECT No.: 2011-05
REQUEST FOR
PROPOSALS
DUE BY:
DECEMBER, 6, 2021
BY 5 P.M.
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REQUEST FOR PROPOSALS
CONSTRUCTION MANANGEMENT AND INSPECTION SERVICES
DUNE PALMS ROAD BRIDGE PROJECT
FEDERAL PROJECT No.: BRKLS-5433(014)
CITY PROJECT No.: 2011-05
The City of La Quinta (City) is requesting proposals from qualified construction
management firms to provide Construction Management, Inspection, Survey, and
Material Testing Services for the Dune Palms Road Bridge Project, Federal Project No.
BRKLS-5433(014), City Project No. 2011-05.
Project/Services Title: Dune Palms Road Bridge
Issue Date:
DUE DATE:
November 5, 2021
December 6, 2021
Requesting Department: Public Works Department
GENERAL TERMS AND CONDITIONS
1.SUBMISSION REQUIREMENTS
Proposals can be submitted via email, hand delivery, or mail. All proposals must bear original
or electronic signatures.
Submit one (1) paper original in a sealed envelope and email an electronic original, as a
single document in a .PDF format, to the following contact:
City of La Quinta
Attn: Julie Mignogna, Management Analyst, Public Works Department
78495 Calle Tampico
La Quinta, California 92253
Tel: (760)777–7041
Email: jmignogna@laquintaca.gov
Email Subject: RFP – CM&I – Dune Palms Road Bridge – 5433(014) – 2011-05
2.SUBMISSION RESTRICTIONS
All proposals must be submitted in writing; no oral, facsimile, or telephone proposals or
modifications will be considered. Proposals received after the due date and time are considered
non-responsive, and will be returned unopened.
3. PRE-PROPOSAL CONFERENCE, QUESTIONS or REQUESTS FOR CLARIFICATIONS
Pre-Proposal Conference via Zoom will be conducted on Monday, November 15, 2021 at
1:00PM. Any requests for clarification or other questions concerning this RFP must be submitted
in writing by November 22, 2021 at 5:00PM; and sent via email to Julie Mignogna,
Management Analyst, Public Works Department, jmignogna@laquintaca.gov
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4. ERRORS AND OMISSIONS
If a proposer discovers any ambiguity, conflict, discrepancy, omission, or other error in the RFP
or any of its attachments, he/she shall immediately notify the City of such error in writing and
request modification or clarification of the document. Modifications will be made by addenda.
Clarifications will be provided in writing to all parties who have submitted proposals or who have
requested an RFP for purposes of preparing a proposal, without divulging the source of the
request.
If a proposer fails to notify the City prior to the date fixed for submission of proposals of an error
in the RFP known to him/her, or an error that treasonably should have been known to him/her,
he/she shall submit a proposal at his/her own risk, and if he/she is awarded an agreement,
he/she shall not be entitled to additional compensation or time by reason of the error or any
corrections thereof.
5. MODIFICATIONS AND WITHDRAWALS OF SUBMITTED PROPOSALS
Proposer may withdraw proposals prior to the Submittal Deadline by submitting a written
request to Bryan McKinney, P.E., Public Works Director/City Engineer at
bmckinney@laquintaca.gov. Withdrawn proposals will be returned unopened.
Proposers may modify proposals prior to the Submittal Deadline by withdrawing their proposal
as noted above and re-submitting anew before the Submittal Deadline.
6. ADDENDA
The City may modify this RFP, any of its key action dates, or any of its attachments, prior to the
submittal deadline. Addenda will be numbered consecutively and noted following the RFP title.
It is the proposer’s responsibility to ensure they have incorporated all addenda. Failure to
acknowledge and incorporate addenda will not relieve the proposer from the responsibility to
meet all terms and conditions of the RFP and any subsequent addenda.
7. REJECTION OF PROPOSALS
The City may reject any or all proposals in whole or in part for any reason, including suspicion
of collusion among proposers, and may waive any immaterial deviation in a proposal. The City’s
waiver of an immaterial defect shall in no way modify the RFP as published or excuse the
proposer from full compliance with the specifications if he/she is awarded the agreement.
Proposals referring to terms and conditions other than the City’s terms and conditions as listed
in the RFP, may be rejected as being non-responsive.
The City may conduct an investigation as deemed necessary to determine the ability of the
proposer to perform the work, and the proposer shall furnish to the City all such information and
data for this purpose as requested by the City. The City reserves the right to reject any proposal
if the evidence submitted by, or investigation of, such proposer fails to satisfy the City that such
proposer is properly qualified to carry out the obligations of the agreement and to complete the
work specified.
8. CANCELLATION OF RFP
This RFP does not obligate the City to enter into an agreement. The City reserves the right to
cancel this RFP at any time, should the project be cancelled, the City loses the required funding,
or it is deemed in the best interest of the City. No obligation, either expressed or implied, exists
on the part of the City to make an award or to pay any cost incurred in the preparation or
submission of a proposal.
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9.DISPUTES/PROTESTS
The City encourages proposers to resolve issues regarding the requirements or the procurement
process through written correspondence and discussions during the period in which clarifying
addenda may be issued. The City wishes to foster cooperative relationships and to reach a fair
agreement in a timely manner. Formal proposals for major professional and technical services
shall be governed by the City’s Purchasing Policy.
Protest procedures and dispute resolution process per 2 CFR Part 200.318(k), 2 CFR
172.5(c)(18).
10.NEGOTIATIONS AND FINAL AGREEMENT
The City’s Agreement for Contract Services is enclosed as Attachment 1 for review prior to
submitting a proposal. An agreement will not be binding or valid with the City unless and until it
is executed by authorized representatives of the City and of the selected proposer. At the
discretion of the City, any or all parts of the successful proposal shall be made a binding part of
the agreement.
11.PRICING ADJUSTMENTS
The City reserves the right to negotiate final pricing with the most qualified proposer. Pricing
shall remain firm for the entire initial term of the agreement. Thereafter, any proposed pricing
adjustment for additional periods, if any, shall be subject to the terms of the agreement.
12.SELECTION PROCESS
Work Proposals will be reviewed by the City’s Consultant Selection Committee. Consultants will
be selected for possible contract negotiations based upon the materials submitted within the
Work Proposal. A copy of the Proposal Evaluation Form is provided in Attachment 2. The
Committee may choose to interview two or more closely-rated firms but will not expect or
schedule time for elaborate presentations.
The City will open contract negotiations with the top ranked firm. The successful consultant will
be expected to enter into the City of La Quinta Agreement for Contract Services. Should
negotiations with the top-ranked firm dissolve, the City of La Quinta will open the Cost Proposal
and begin contract negotiations with the second ranked firm, and so forth until an agreement is
reached. The successful consultant will be expected to enter into the attached Agreement for
Contract Services (Attachment 1). Any exceptions taken by the Consultant on the standard
contract attached must be submitted in writing as part of its proposal to be considered.
13.RFP TIMELINE (Subject to Change)
RFP Issue Date: November 5, 2021
Pre-Proposal Conference (via Zoom) November 15, 2021 at 1:00PM
Deadline for Proposers’ Questions: November 22, 2021
Proposals Submittal Deadline: December 6, 2021
Review for Responsiveness to RFP December 7 – 9, 2021
Complete Evaluations of Proposals: December 7, 2021 – January 7, 2022
Conduct Interviews (If Necessary) January 11 - 12, 2022
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Agreement Negotiations and Signing, Proof
of Insurance Coverage, Forms 700:
January 13 – January 17, 2022
Submit for Indirect Overhead Rate for Approval
by Office of Audits and Investigation
January 18 – February 17, 2022
City Council Consideration and Approval: March 1, 2022
Agreement Effective Date and
Project Start Date
March 2, 2022
14. PROPRIETARY, CONFIDENTIAL, AND PUBLIC INFORMATION
14.1 Proprietary and Trade Secret Information:
A copy of each proposal will be retained as an official record and will become open to
public inspection, unless the proposal or specific parts can be shown to be exempt by the
California Public Records Act [California Government Code §6250 et seq.]. Each proposer
may clearly label part of a proposal as “Confidential” if the proposer thereby agrees to
indemnify and defend the City for honoring such a designation. The failure to so label any
information that is released by the City will constitute a complete waiver of all claims for
damages caused by any release of the information. If a request for public records for
labeled information is received by the City, the City will notify the proposer of the request
and delay access to the material until seven working days after notification to the
proposer. Within that time delay, it will be the duty of the proposer to act in protection
of its labeled information. Failure to so act will constitute a complete waiver.
14.2 Confidential Information:
Evaluation scores, weight factors, and negotiation notes are confidential and will not be
released or retained [California Government Code §6254(a)].
14.3 Public Information:
All proposals will be opened on December 7, 2021 and will be made available to the public
upon request. By submitting a proposal, the proposer acknowledges and accepts that the
content of the proposal and associated documents will become open to public inspection.
The final, executed agreement will be a public document. Proposals and other information
will not be returned.
15. PROPOSAL PREPARATION COSTS
Any costs incurred in the preparation of a proposal, preparation of changes or additions
requested by the City, presentation to the City, travel in conjunction with such presentations, or
samples of items, shall be entirely the responsibility of the proposer.
16. INSURANCE REQUIREMENTS and ACKNOWLEDGEMENT
Proposals must include a completed “Insurance Requirements Acknowledgment” form included
as Attachment 3 stating that, if selected, the proposer will provide the minimum insurance
coverage and indemnification noted in Exhibits E and F, respectively, of the City’s Agreement for
Contract Services.
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Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence); $2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Noncontributory
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000 (per accident)
Personal Auto Declaration Page if applicable
Errors and Omissions Liability $1,000,000 (per claim and aggregate)
Worker’s Compensation (per statutory requirements)
Must include the following endorsements:
Worker’s Compensation Waiver of Subrogation
Worker’s Compensation Declaration of Sole Proprietor if applicable
17. NON-COLLUSION AFFIDAVIT
Proposals must include an executed Non-Collusion Affidavit, included as Attachment 4, executed
by an official authorized to bind the firm.
18. CONFLICT OF INTEREST
The City requires a Statement of Economic Interest (Form 700) to be filed by any proposer who
is involved in the making of decisions which may have a foreseeable material effect on any City
financial interest pursuant to the City’s Conflict of Interest Code and the California Political
Reform Act of 1974.
19. DBE AND OTHER FEDERAL INFORMATION
This project is subject to Title 49 Code of Federal Regulations Part 26 (49 CFR 26)) entitled
“Participation by Disadvantaged Business Enterprises in Department of Transportation Financial
Assistance Programs. The City will be implementing a Disadvantaged Business Enterprise
(DBE) Goal which is 17% for this contract. Interested firms shall ensure that certified DBE
firms have to opportunity to participate in the performance of the contract and must take all
necessary and reasonable steps to facilitate participation by DBE firms for such assurance.
Proposers are required to review the requirements in Exhibit 10-I “Notice to Proposers DBE
Information” provided in Attachment 5 and submit the LAPM Form 10-O1 “Consultant Proposal
DBE Commitment” with the work proposal provided in Attachment 5. If the DBE Goal is not met,
proposers shall demonstrate good faith effort to meet the goal and submit a LAPM form 15-H
“DBE Information – Good Faith Efforts” as part of their work proposal. This 15-H is included in
Attachment 5 and will not count toward the page count.
20. SPECIAL REQUIREMENTS
This contract will be reimbursed with the Federally Funded Highway Bridge Program Funds. As
such, all consultants must comply with 48 Code of Federal Regulations (CFR) Part 31: Contract
Cost Principles and Procedures. In addition, consultants must comply with 2 CFR Part 200:
Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal
Awards, excluding sections §200.318-200.326 Procurement Standards.
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This contract is subject to audit or review by Caltrans’ Independent Office of Audits and
Investigations (IOAI), other state audit organizations, or the federal government. Depending on
the final negotiated contract value, the City may request, and the Consultant shall provide,
documentation justifying the audited indirect cost rates being certified. This includes, but is not
limited to, FAR compliant indirect cost rate schedules, CPA audited indirect cost rate report, prior
year indirect cost rate schedule, AASTO International Control Questionnaire Appendix B, post-
closing trial balance, vacation/sick policy, bonus policy, executive compensation analysis, and
prevailing wage policy.
21. CITY RIGHTS AND OPTIONS
The City reserves the right to:
Make the selection based on its sole discretion;
Issue subsequent RFP;
Postpone opening proposals or selection for any reason;
Remedy errors in the RFP or in the RFP process;
Modify the Scope of Services in the RFP;
Approve or disapprove the use of particular subcontractors;
Negotiate with any, all or none of the proposers;
Accept other than the lowest offer;
Waive informalities and irregularities in proposals;
Request additional information or clarification;
Request revisions during negotiations;
Invite any consultant of its choosing to assist with the evaluation of proposal responses
or to provide the City with a second opinion
Enter into an agreement with another proposer in the event the originally selected
proposer defaults or fails to execute an agreement with the City in a timely manner.
REQUESTED SERVICES
The City of La Quinta (City) is requesting proposals from qualified construction management
firms to provide Construction Management, Inspection, Survey, and Material Testing Services
for the Dune Palms Road Bridge Project, Federal Project No. BRKLS-5433(014), City Project No.
2011-05.
I. INTRODUCTION
The purpose of the proposed improvements is to replace the existing low water crossing spanning
the Coachella Valley Storm Water Channel at Dune Palms Road with an all-weather access
bridge. During severe winter and summer storms, the existing Dune Palms Road low water
crossing is frequently inundated and damaged due to debris flows within the storm water
channel. In the interest of public health and safety, and in response to community concerns
regarding frequent closures of the low water crossing, the City has determined that replacement
of the low water crossing with a new bridge is the best way to ensure all weather access is
maintained to the community.
The proposed improvements will provide Coachella Valley motorists and pedestrians a safe path
of travel across the Whitewater River at Dune Palms Road regardless of adverse weather. The
project will also provide reliable access for emergency vehicles and improve traffic circulation on
Dune Palms Road and the surrounding project areas.
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II. PROJECT DESCRIPTION
The proposed improvements will:
1. Replace the existing low water crossing with a new all-weather bridge consisting of a curb
to curb roadway width of 72 feet with a 6-ft sidewalk on each side of the bridge. The
bridge will be constructed in two phases, starting with the west half. The City has
developed final plans and specifications (PS&E) (Attachment 6), a full Resident Engineer
(RE) pending file is included as Attachment 7.
2. Construct channel improvements immediately upstream and downstream of the proposed
bridge consisting of concrete slope protection and cutoff walls to protect the bridge
foundations from scour.
3. Construct bridge approach roadway improvements (including drainage) to accommodate
the raised profile for the proposed bridge.
4. Other ancillary construction activities associated with the bridge construction will include
but not be limited to:
a. Remove / Demolition of two mobile homes and a single family home;
b. Two main sewer main relocations to avoid conflict with the northern abutment;
c. Water main relocation from upstream to downstream of the bridge within the
channel area below the slope protection cut off wall;
d. Spectrum relocations north of the channel into the new parkway;
e. Minor Frontier reconstruction of an underground conduit system south of the
channel;
f. Electrical (IID) distribution undergrounding for the full length of the project
under a relocation agreement;
g. Interim electrical distribution line shoo fly for the initial bridge construction
phase;
h. Construction of a multi-use trail (CV/Link) underpass of the bridge along with
two secondary connecter trails from CV/Link to Dune Palms Road; and
i. Construction and removal of a bypass road.
The proposed bridge is anticipated to be 480 feet long and 86 feet wide. The typical section will
include a 6-ft sidewalk on both sides of the bridge, two (2) 8-ft bike/cart path, two (2) 11-ft
outside lanes, two (2) 12-ft inside lanes, and a 9’-8” raised median.
III. SCOPE OF SERVICES
Services and products to be rendered in performing all work associated with this request may
include, but may not be limited to:
• Construction Management
o Staff and maintain contractor provided field office for the duration of the
construction.
o Perform a “third” party constructability review of the project plans and
specifications prior to the pre-construction conference and identify potential
problems that may need attention before construction starts.
o Review project right of way and permit requirements.
o Schedule and attend a field walk with inspector(s), design engineer, and City
representatives.
o Schedule and chair a kickoff meeting with the City to discuss the proposed work
plan and special concerns to be presented at the pre-construction meeting and
be present at the Pre-Construction meeting.
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o Provide a pre-construction agenda to the City for concurrence, schedule a pre-
construction meeting and notify attendees. It is envisioned that the pre-
construction meeting will include all interested parties, including utilities, sub-
contractors, etc.
o Coordinate the activities of on-site inspectors and administrators such that
appropriate coverage of all contractor activities is provided.
o Coordinate with CV/Link on the construction of their facilities within the Dune
Palms Project limits.
o Prepare reports and documents, as necessary, for City review and action.
o Maintain at the project site, on a current basis: a record copy of all contracts,
drawings, specifications, addenda, change orders, and other modifications, in
good order and marked to record all changes made during construction; shop
drawings, product data; samples; submittal; purchases; materials; equipment;
applicable handbooks; maintenance and operating manuals and instructions;
other related documents and revisions which are relevant to the contract work.
o Provide weekly status reports to the City as required.
o Prepare and send a Weekly Statement of Working Days, noting the controlling
operations, to the contractor.
o Monitor contractor and sub-contractor compliance with State labor laws and
paperwork requirements including: monitor Contractor’s certified payroll; spot
check payrolls for prevailing wage compliance; conduct employee interviews;
maintain evidence of apprentices employed on the project; and ensure that the
contractor has posted all required posters, notices, and wage determinations at
the job site.
o Prepare daily/weekly Resident Engineer reports listing the type of work done,
controlling operation, weather conditions, important discussions/agreements
with the Contractor, and any other important facts pertaining to the project that
are not specifically covered elsewhere in the contract records.
o Coordinate, monitor and document utility relocations as necessary.
o Administer the construction contract in conformance with the requirements set
forth in the project plans and specifications including applicable requirements
from Caltrans’ Standard Plans and Specifications, Local Assistance Procedures,
Standard Specifications for Public Works Construction and the City of La Quinta.
o Receive, log and respond to contractor Request for Information (RFI).
o Conduct weekly construction progress meetings with Contractor, Sub-
Contractors, City Staff, Design Engineer, Sub-Consultants, affected outside
agencies, etc. to discuss matters such as procedures, progress, problems, and
scheduling. Prepare and distribute meeting minutes.
o Review and approve Subcontracting Request forms.
o Coordinate and monitor all inspection activities.
o Maintain an open-door policy and meet with general public as needed regarding
the street construction and make recommendations to address their concerns.
o Submit Requests for Information as required on any items that should be
coordinated with the design engineer(s).
o Receive and process all shop drawings, project data, samples, and other
submittals to the design engineer for review. Establish and implement
procedures for expediting the processing and approval of submittal.
o Review and approve laboratory, shop, and mill test reports of materials and
equipment.
o Coordinate submittal review with the design engineer on an as-needed basis.
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o Coordinate with the City Engineer and other City Departments.
o Document all potential claims and maintain for account records. Provide all
necessary documentation and support to the City in settling claims.
o Verify that the contractor’s traffic control implementation is consistent with the
approved Traffic Control Plan. Take contractually-stipulated action in the event
of deviations from the approved Plan.
o Coordinate and provide construction surveying.
o Coordinate and perform all required materials testing.
o Review and analyze the Contractor’s schedule (weekly), including activity
sequences and duration, schedule of submittal and schedule of delivery for
products with long lead times. Review the Contractor’s weekly scheduled for
compliance with project specifications. Note any contractual non-compliances
and request remedial action plan from Contractor. Include contractor schedule
as an agenda item at each weekly meeting.
o Recommend necessary or desirable changes in the Construction Contractor’s
scope of work to the City. Review and evaluate the contractor’s request for
changes. Negotiate with the Contractor and submit recommendations to the City
supported by field data related to any additional work. If change orders are
accepted by the City, prepare change orders for signature and authorization by
the City. Maintain a log of change requests.
o Create and maintain “As-Built” project schedule with Microsoft Project or
equivalent program.
o Maintain field quantities constructed and review pay requests and provide
recommendations for contractor payments.
o Manage and enforce contractor DBE requirements.
o Coordinate the Transition of the project to City Maintenance.
o Coordinate any training sessions required for City Staff.
o Review and process contractor’s invoices, prior to submitting to the City for
payment.
o Coordinate with the Contractor to ensure the construction video monitoring is
maintained. Provide information as needed to the City’s Marketing Group on the
progress of construction to be posted on the City’s website.
o Construction closeout:
Administer and coordinate final inspection.
Coordinate the correction and the completion of the work.
Assist the City in determining when the project, or a designated portion
thereof, is substantially complete. Prepare for the City, a summary of the
status of the work of the Contractor, listing changes in the previously
issued certificates of substantial completion of the work, and
recommending the times within which the Contractor shall complete
uncompleted items on the certificate of substantial completion of the
work.
Calculate the amount of final payment due to the prime Contractor and
prepare the proposed final estimate.
Obtain evidence of certification of all lien releases after the City files their
notice of completion.
Secure from the contractor and transmit to the City, required guarantees.
Coordinate any startup requirements.
Deliver all equipment manuals, special equipment, spare parts, catalogs,
and other materials required by specifications.
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Collect all “As-Built” data from all contractors and consultants.
Make recommendation for the release of retention.
Assist City staff in the preparation of the Federal Aid Final Completion
Report for submittal to Caltrans.
o Provide construction management documents and records to the City within 60
days of the filing of the notice of completion.
o Create and maintain throughout construction, punch lists that need to be
corrected by the contractor.
o As necessary, prepare Caltrans Local Assistance Pre-Construction, Mid-
Construction, and Post-Construction review checklists. Attend meetings
scheduled by Caltrans Local Assistance. Represent the City in providing answers
to Caltrans regarding procedures, processes, documentation, payment, etc.
• Coordination with CV Link Project
During the course of design for this project, the City has been working with
others regarding the design of the “CV Link” project which passes through the
Dune Palms corridor. To streamline construction and minimize disruption to the
community, the construction contractor for the “bridge” will also build the
segment of the CV Link project adjacent to the bridge which is shown on the
plans. Because these 2 projects have different funding sources, construction
contract items have been segregated for bookkeeping purposes as shown on the
bid sheet. The Construction Manager shall maintain vigilance regarding this
matter to keep the costs and quantities for these items separated.
• Inspection
o Review contract documents, plans, and permits.
o Attend field walks and kick-off meetings.
o Attend the pre-construction meeting.
o Monitor and enforce construction noticing requirements, including but not
limited to, PM-10 and SWPPP requirements.
o Maintain field diary (bound workbook) during construction, including a
cumulative record of quantities constructed, daily and weekly reports, working
day reports, change order documentation, photographs, and other
documentation. Maintain a separate field diary for change order work.
o Monitor the Contractor’s fugitive dust control plan and ensure that the
Contractor uses approved haul routes and that they are kept clean.
o Verify compliance with the construction contract by monitoring, evaluating,
approving or rejecting the Contractor’s work in accordance with the approved
construction contract documents.
o Determine that the Contractor’s work is being performed in accordance with the
requirements of the contract documents. Endeavor to guard the City against
defect and deficiencies in the work. As appropriate, require special inspection or
testing, or make recommendations to the City regarding special inspection or
testing or work not in accordance with the provisions of the contract documents,
whether or not such work is fabricated, installed, or completed.
o Track and monitor construction costs.
o Provide and maintain a digital photographic history of the progress of the
project. Photos will also be taken of the following:
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Showing existing condition prior to construction.
Disputed work items.
Work that has to be duplicated, replaced, or removed.
Completed work.
Extra work.
o Record the progress of the project. Maintain a daily log containing a record of
weather, the Contractor and Sub-Contractors’ work on-site, the Contractors and
Sub-Contractors’ equipment on-site, number of workers, work accomplished,
problems encountered, and other relevant data. Provide copies of daily logs to
the City as requested. Include information on the Contractor and the entire
project, showing percentages of completion.
o During the course of construction, maintain one set of plans, with markings and
dimensions in red ink, to denote field changes or other corrections.
o The City plans to create a set of “As-Built” or “Record Drawing” drawings based
on the redlines provided by the Resident Engineer and Structure Representative.
The Construction Management team selected by the City shall coordinate
redlines between the Resident Engineer, the inspectors, and the Structure
Representative and provide a single, tidy, clear, set of record drawings for the
City’s use.
o Inspect for ADA compliance.
o Secure and maintain copies of all permits needed to construct the project and
enforced special requirements of each.
• Material Testing
o The consultant shall be responsible for all the test as required by the Caltrans
Standard Specification, Greenbook Specification and the Project Special
Provisions.
o The consultant shall coordinate and perform the materials testing services in
accordance with the City’s approved Quality Assurance Program (QAP),
California Department of Transportation, Construction Manual, “Chapter 3-6 –
Control of Materials” and “Chapter 6 – Sample Types and Frequencies”.
o The consultant shall provide for initial “Samples and Tests” on materials
proposed for use in the project.
o The consultant shall provide for “Acceptance Tests” on materials that will be
incorporated into the work. Sampling should begin as soon as material is
delivered or is in place and shall continue as work progresses.
o The consultant shall conduct all testing in a Caltrans Certified Laboratory, or
equivalent. All sampling and testing shall be done by personnel and laboratory
with the appropriate accreditation for the testing and sampling designated to
perform. Proof of the appropriate accreditation shall be maintained in the project
files. Provide a qualified technician and certified laboratory for each test as
required by the City’s QAP and project specifications. The certifications shall be
provided by a nationally recognized organization.
o The consultant shall provide all independent assurance as may be required by
the City’s QAP. This may require the use of two independent laboratories and
personnel.
o Provide a qualified technician as necessary to conduct density tests on roadway
sub-grade, aggregate base, asphalt concrete, slope fill and trench backfill
placement as required.
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o Provide an ACI-certified technician as necessary to check gradations and make
sets of concrete cylinders as-needed and perform slump tests for the curb,
gutter, concrete drainage devices, channel slope paving and other minor
concrete.
o Perform extraction/gradation tests on the asphalt concrete placed.
o Keep records of all samples and tests in the project files as permanent job
records. Materials incorporated into the project, represented by failing tests,
must be documented in the project files also. Test results shall cite applicable
contract requirements, test and/or analytical procedures used. Provide actual
results and include a statement that the item tested or analyzed confirms or
fails to conform to specified requirements. Test results shall be signed by a
testing laboratory representative authorized to sign certified documentation and
forwarded to the City and maintained in the project files.
o Testing Plan and Log shall be maintained. The QC Manager shall record on the
“Test Plan and Log” the date the test was conducted, the date test results were
forwarded to the Engineer, remarks and acknowledgement that and accredited,
or Engineer approved, testing laboratory was used. Attach a copy of the updated
“Test and Log” to the last daily Contract Quality Control Report of each month.
o Rework items list shall be maintained by the consultant of work performed that
does not comply with the contract. The contractor shall be responsible for
including on this list, items needing rework including those identified by the
Engineer.
o Maximum density tests shall be performed at the job-site, unless otherwise
approved by the City Engineer.
o The consultant shall keep records of all samples and test in the project files as
permanent job records. Material incorporated into the project, represented by
failing tests, shall also be documented in the project files.
o The Consultant shall use the most economical mode of transportation available
consistent with the time element involved.
o Project Certification – The Consultant shall send a materials certification
memorandum to the Resident Engineer upon the completion of the project; File
a copy of the memorandum in the job files; Note all non-conforming materials
on the memorandum. This includes materials accepted at reduced pay factors.
o A California licensed engineer shall sign the materials certification
memorandum.
o Any non-compliance results of materials shall be reported to the City’s
Construction Administrator and the City Project Inspector within twenty-four
(24) hours from the time of sampling.
• Construction Staking / Surveying
o The Construction Surveyor shall perform services in accordance with the
California Department of Transportation, Survey Manual, Chapter 12.
o The Construction Surveyor shall establish “control stakes” for basic line and
grade for construction.
o The Construction Inspector shall check the work for contract compliance using
the control stakes.
o The Construction Surveyor shall use the tolerances established in the Caltrans
Survey Manual. Contract requirements, regarding lines and grades and
construction stakes and marks, are included in the Contract Standard
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Specifications. Additional contractual requirements may be shown on the plans
or included in the special provisions for the work.
o Accuracy. The Consultant shall use appropriate surveying methods to obtain the
following standards:
For fixed works (i.e. cast-in-place concrete; asphalt pavement, pipes and
drains; and other items determined by the Engineer) the following survey
standards shall be used. The absolute horizontal accuracy, in relationship
to the Engineer’s control, shall be such that the semi-major axis of its
95% error ellipse is ±0.015 foot or less. The absolute vertical accuracy,
in relationship to the Engineer’s control, shall be such that its standard
deviation is ±0.015 foot or less. The relative horizontal accuracy of survey
points within the project shall be such that the semi-major axis of its 95%
error ellipse is ±0.015 foot or less. The relative vertical accuracy of survey
points within the project shall be such that its standard deviation is
±0.015 foot or less.
For excavation purposes, the following standards shall be used. The
absolute horizontal accuracy, in relationship to the Engineer’s control,
shall be such that the semi-major axis of its 95% error ellipse is ±0.1 foot
or less. The absolute vertical accuracy, in relationship to the Engineer’s
control, shall be such that its standard deviation is ±0.1 foot or less. The
relative horizontal accuracy of survey points within the project shall be
such that the semi-major axis of its 95% error ellipse is ±0.1 foot or less.
The relative vertical accuracy of survey points within the project shall be
such that its standard deviation is ±0.1 foot or less.
o Survey Control: Will be sufficiently marked and will be preserved and protected.
o Slope Stakes: (A) One set of offset / slope stakes set at intervals established by
the Resident Engineer and at all horizontal and vertical curves for areas requiring
site grading and slop construction marked with cut or fill to proposed elevation.
(B) One set of sub-grade line and grade stakes for roadway improvements at
stations established by the Resident Engineer.
o Intermediate Slope Stakes: The Resident Engineer in cooperation with the
Construction Contractor’s Surveyor will determine the requirements.
o Toe of Slope Stakes: One set of top of sub-grade line and grade stakes at same
intervals required for toe of slope stakes.
o Final Grade Stakes: One set of final grade stakes shall be provided for each
grading plane. This one set of final grade stakes will control all elements of the
structural section (the grading plane, sub-base, base, and pavement).
o Curb Stakes: One set of stakes may be used for several purposes, such as
slopes, final grades, and curbs.
o Utility Stakes: Stakes set for sewer, water, and minor drainage structures; pipes
and similar facilities.
o Minor Structure Stakes: Minor structure stakes shall be set for sign bases,
lighting and signal foundations, other foundations, and similar miscellaneous
structures.
o Miscellaneous Stakes: The Resident Engineer shall in coordination with the
Construction Survey Contractor determine the requirement for the City to
provide stakes for contour grading, channels, dikes, ditches, signs, subsurface
drains, over-side drains, markers, railings, barriers, AC dikes, box culverts, and
pavement markers.
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o Monument Ties and Replacement: Ties to existing survey monuments of record
which may be lost due to new construction shall be performed for preservation
and shall be replaced pursuant to California State Law. Prepare and file with
Riverside County Surveyor’s Office and the Caltrans Survey Department, the
necessary documentation required in association with preserving and replacing
any destroyed survey monuments.
o Corner Record Preparation: Prepare and file with the Riverside County
Surveyor’s Office the necessary documentation required in association with
preserving and replacing any destroyed survey monuments.
o Office Calculations and Supervision: Calculations shall be prepared as necessary
to provide the field survey crews with data as needed for staking and supervision
as required.
o Additional contractual requirement may be shown on the plans or included in
the special provisions for the work.
• Environmental Monitoring
o Coordinate with Biologist and have them conduct nesting bird surveys as
required.
o Coordinate with Tribal Monitor for all excavations south of the channel.
o Strict oversight on no contractor trespassing beyond the temporary construction
easement and high visible fencing located at the vacant parcel, south of the
channel.
o
• Public Outreach
o The Project calls for one construction camera to be provided by the contractor
with specific capabilities such as live streaming of videos and time lapse photos
in accordance with Article 8 of Section 302-4.5 – Technical Specifications. The
CM firm is to manage the camera data, footage, capabilities per the
specifications, website link, etc. and make sure that all the data is being
collected and stored for the City’s instant use and future use.
o Post Cards
The City intends to put together and distribute post cards, however, the
Construction Manager should be prepared to provide pertinent project
information to City Staff throughout the project duration. The City is
intending to send 1-2 mailers to ALL La Quinta households and
businesses.
o Signage
The City will be making two (2) Project Information Signs which the
contractor will need to pick up and install. The intent of these signs is to
let the community know about the project. It is the intent of these signs
to be placed along the routes people will be coming in to access the
project. Construction Manager shall work with the City’s marketing team
to determine final placement.
There are four (4) portable changeable message signs included in the
contract. These signs are to be used for standard construction and detour
information. Construction manager shall coordinate this information
between the City and the Contractor.
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o Website
The City will be creating a dedicated project webpage. The Construction
Manager will be responsible for developing, maintaining and providing
material to City staff throughout the project duration for inclusion on this
webpage. These materials shall be prepared for the website but also be
able to be clearly shown on a standard website, mobile website, and the
City’s mobile App.
The content of the webpage should reflect the construction activities and
address any issues with construction. The content of the webpage will
need to be agreed upon by the Construction Manager and the City,
however at a minimum should include:
A construction hotline number as the first thing the user sees.
o The Construction Manager is responsible for providing, maintaining
and monitoring the hotline 24 hours a day / 7 days a week.
o The number must be toll free.
o All calls received on the hotline and the responses provided must
be documented in writing by the person manning the phone line
and provided to the City within 24 hours of receiving the call.
o All calls received must be responded to within 24 hours during the
work week or on the next business day if the call was received on
a weekend or holiday. Responses should be vetted by the City.
A dedicated email address where people can ask questions
o Responses to the emails will be the Construction Manager’s
responsibility but all responses should be vetted with the City
o All emails received must be responded to within 24 hours during
the work week or on the next business day if the call was received
on a weekend or holiday.
Map which shows the current work locations, traffic impacts and
alternative routes.
Project Updates/Construction Status.
Live Video feed from the camera that is provided by contractor, but
available to be linked to the website.
Time lapse video from the construction camera.
Frequently Asked Questions updated regularly.
o Communication with Stakeholders
The Construction Manager should communicate regularly with the
stakeholders and emergency responders including but not limited to the
schools, Fire Department and Police. The emergency responders (and
schools) should be notified prior to construction and given advance notice,
ideally two weeks, of any work that may impact traffic or response routes.
The emergency responders should be given look ahead schedules and
information regarding construction areas so they can make choices on
how to respond to emergencies.
• Quality Control Plan
The Consultant shall have a Quality Control Plan in effect to assist quality assurance
during the entire time work is in effect.
The Consultant has responsibility for the accuracy and completeness of the
calculations, related documents, and all other work furnished and shall meet that
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responsibility through the implementation of a Quality Control Plan. The Consultant’s
Quality Control Plan shall remain in effect throughout the entire Contract and, at a
minimum, shall ensure that all work is completed in accordance with good engineering
practice and that it meets the standards set forth herein. Specifically:
o The Quality Control Plan shall establish a process whereby all work is
independently checked, corrected and back-checked, in accordance with
accepted practice, by a person qualified and appropriately registered in the State
of California. All original drawings and calculations shall be maintained for the
duration of the Contract.
o Coordination and checks shall be performed to ensure that conflicts and
misalignments do not occur between different design documents (i.e. plans
coordinated with specifications).
Evidence the Quality Control Plan is functioning may be periodically confirmed by the
City.
IV. PROPOSAL FORMAT
Firms are encouraged to keep their proposals brief and relevant to the specific information
requested herein. Proposals should be straightforward, concise, and provide “layman”
explanation of technical terms that are used.
The City is seeking a separate Work Proposal and a separate Cost Proposal. They should be
submitted in separate envelopes clearly marked with the consultant’s name, address, phone
number and email address. Given that this is a solicitation for professional services, the City
will rank the proposals based upon qualifications and then consider cost. Only one proposal per
consultant will be considered.
All proposals shall be enclosed in sealed envelopes (Work Proposal and Cost Proposal
respectively) with the words clearly written on the front, “SEALED BID – DUNE PALMS ROAD
BRIDGE – 2011-05 – CONSTRUCTION MANAGEMENT AND INSPECTION SERVICES - DO
NOT OPEN WITH REGULAR MAIL.”
All proposals shall be firm offers subject to acceptance by the City and may not be withdrawn
for a period of 180 calendar days following the last day to accept proposals. Proposals may not
be amended after the due date except by consent of the City. All proposals must clearly address
all of the requirements outlined in this RFP.
Proposal packages are to be submitted to the City on/or before Monday, December 6, 2021
at/or before 5:00 p.m. Proposals received after the stated deadline shall not be accepted.
Proposal packages are to be delivered to:
Julie Mignogna
Management Analyst, Public Works Department
City of La Quinta
78-495 Calle Tampico
La Quinta, CA 92253
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All questions must be submitted in writing to the City via email to Julie Mignogna at
jmignogna@laquintaca.gov on/or before November 22, 2021 at/or before 5:00 p.m.
All prime consultants that intend to submit a proposal shall notify Julie Mignogna, at
jmignogna@laquintaca.gov, by November 15, 2021, at/or before 5:00 p.m., of the intend to
submit a proposal. The subject line for the email shall read “Dune Palms Road Bridge CM
Services: Intent to Submit Proposal”. The email shall include the consultant’s name and email
address that should be used for any RFP addenda. Proposers may not be considered responsive
if not registered on the RFP Holder’s List.
Consultants are encouraged to keep their proposals brief and relevant to the specific work
required. Each proposal shall be limited to thirty (30) pages with a minimum 10pt font and must
include a minimum of three (3) references, which include the address, telephone number, and
email address of each reference. Resumes and brochures may be added, provided they are
located in the appendix at the back of the proposal. Should the proposer have concerns about
meeting any noted requirements, the proposer shall include a clearly labeled subsection in the
appendices with individual statements specifically identifying the concerns and exceptions.
The following are NOT included in the 30-page count:
(1) Transmittal letter
(2) Table of contents
(3) Appendices
(4) Signed Non-Collusion Affidavit Form
(5) Insurance Acknowledgement
(6) DBE forms, and DBE Good Faith Effort (as needed)
Proposals shall include the following
Present the proposals in a format and order that corresponds to the numbering and
lettering contained herein, with minimal reference to supporting documentation, so that
proposals can be accurately compared.
1. Work Proposal (envelope 1) - submit 1 bound copy and 1 electronic PDF via USB
drive or email
A. Cover Letter
(1) The name, address and phone number of the consultant’s contact person for the
remainder of the selection process.
(2) Any qualifying statements or comments regarding the consultant’s proposal, the
information provided in the RFP or the proposed Agreement for Contract Services.
(3) Identification of sub-consultants and their responsibilities.
B. Statement of Qualifications
(1) A listing of proposed project personnel, including personal experiences and
individual resumes for prime and sub-consultants.
(2) Consultant’s and sub-consultant experience with similar work, including names
and current phone numbers of reference for listed projects.
C. Project Understanding and Approach - A description of your project understanding and
how you will approach the project.
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D. Scope of Work Program - A description of the tasks, sub-tasks, and deliverables that
will be provided. The Scope of Work Program should be presented in a logical format
that can be easily attached to the Agreement for Contract Services.
E. Project Schedule - A comprehensive Gantt Chart schedule is to be submitted describing
the construction progress, and phases using March 2, 2022, as the notice to proceed
with construction.
F. DBE Commitment
(1) Provide a completed Exhibit 10-O1 “Consultant Proposal – DBE Commitment” as
described in General Terms number 19. – DBE and Other Federal Information.
(2) If the DBE Goal is not met, also include Exhibit 15-H “DBE Information – Good
Faith Efforts” to demonstrate adequate efforts were made to meet the DBE Goal.
(3) Other Federal Aid related documents, as required by Caltrans LAPM Chapter 10.
G. Appendices
(1) Signed Non-Collusion Affidavit Form (See Attachment 4).
(2) Insurance Acknowledgement - signed acknowledgement(s) through which each
insurance carrier that will issue any policy required in the Insurance Provisions,
shall acknowledge, warrant and represent that it possesses the ability to and shall
furnish all the insurance endorsements prescribed in the Insurance Provisions
(See Attachment 3).
(3) Staff resumes or supporting documentation.
(4) DBE forms 10-O1, 10-O2, and 15-H (if applicable) (See Attachment 5).
(5) Addenda Acknowledgement (See Attachment 8).
2.Cost Proposal (envelope 2) – Submit one (1) hard copy
(Do NOT submit cost proposal electronically)
Task Based Detailed Cost Estimate
The method of payment will be Actual Cost-Plus-Fixed Fee with a not to exceed value. The
consultant is to submit a detailed cost proposal for all services and materials anticipated in
completing the project. Person-hours and extended billing rates per classification of
personnel will be indicated for each task and/or sub-task defined.
Rate Based Detailed Cost Estimate
In support of the Task Based Detailed Cost Estimate, the consultant shall include a detailed
breakdown of the direct labor costs including personnel, classification/title, hours, and
actual hourly rates. For public works prevailing wage contracts, all workers must be paid
the prevailing wage rate determined by the Director of the Department of Industrial
Relations according to the type of work and location. This should include anticipated salary
Page 19 of 20
increases. In addition, the cost proposal shall include the consultant’s audited indirect cost
rates including fringe benefits, overhead, general, and administrative rates. A sample Cost
Proposal (LAPM Form 10H1 and 10H4) is included as Attachment 5.
Certification of Indirect Cost Rates
Consultant shall fill out and include the LAPM Form 10K – Consultant Annual Certification of
Indirect Costs and Financial Management System. This form is included as Attachment 9.
The certification shall indicate which fiscal period was used to develop the Indirect Cost
Rates and the certified rate must match the rate specified on the Rate Based Detailed Cost
Estimate. The consultant should include a statement to the effect on whether the consultant
has a Caltrans Acceptance ID Number or Cognizant Approval Letter for the proposed indirect
cost rate.
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ATTACHMENTS
1.Agreement for Contract Services
Any exceptions to standard contract must be submitted with the proposal for consideration
2.Proposal Evaluation Form
For information only
3.Insurance Requirements Acknowledgement
Must be executed by proposer and submitted with the work proposal
4.Non-Collusion Affidavit
Must be executed by proposer and submitted with the work proposal
5.DBE Documentation (10-I, 10-O1, 15-H)
Must be executed by proposer and submitted with the work proposal
6.Plans Specifications & Engineer’s Estimate
For information only
7.Resident Engineer’s (RE) Pending File
For information only
8.
Federal Forms (10-H1, 10-K)
Must be executed by proposer and submitted with the cost proposal
9.
Addenda Acknowledgement
Must be executed by proposer and submitted with the work proposal
AGREEMENT FOR CONTRACT SERVICES
THIS AGREEMENT FOR CONTRACT SERVICES (the “Agreement”) is
made and entered into by and between the CITY OF LA QUINTA, (“City”), a
California municipal corporation, and Name[insert the type of business
entity, e.g. sole proprietorship, CA Limited Liability Corp, an S Corp.]
(“Contracting Party”). The parties hereto agree as follows:
1.SERVICES OF CONTRACTING PARTY.
1.1 Scope of Services. In compliance with all terms and conditions
of this Agreement, Contracting Party shall provide those services related to
Construction Management, Inspection, Material Testing, and Survey Services
for the Dune Palms Road Bridge Project, as specified in the “Scope of
Services” attached hereto as “Exhibit A” and incorporated herein by this
reference (the “Services”). Contracting Party represents and warrants that
Contracting Party is a provider of first-class work and/or services and
Contracting Party is experienced in performing the Services contemplated
herein and, in light of such status and experience, Contracting Party
covenants that it shall follow industry standards in performing the Services
required hereunder, and that all materials, if any, will be of good quality, fit
for the purpose intended. For purposes of this Agreement, the phrase
“industry standards” shall mean those standards of practice recognized by
one or more first-class firms performing similar services under similar
circumstances.
1.2 Compliance with Law. All Services rendered hereunder shall be
provided in accordance with all ordinances, resolutions, statutes, rules,
regulations, and laws of the City and any Federal, State, or local
governmental agency of competent jurisdiction.
1.3 Wage and Hour Compliance, Contracting Party shall comply with
applicable Federal, State, and local wage and hour laws.
1.4 Licenses, Permits, Fees and Assessments. Except as otherwise
specified herein, Contracting Party shall obtain at its sole cost and expense
such licenses, permits, and approvals as may be required by law for the
performance of the Services required by this Agreement, including a City of
La Quinta business license. Contracting Party and its employees, agents,
and subcontractors shall, at their sole cost and expense, keep in effect at all
times during the term of this Agreement any licenses, permits, and
approvals that are legally required for the performance of the Services
required by this Agreement. Contracting Party 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
ATTACHMENT 1
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the performance of the Services required by this Agreement, and shall
indemnify, defend (with counsel selected by City), and hold City, its elected
officials, officers, employees, and agents, free and harmless against any
such fees, assessments, taxes, penalties, or interest levied, assessed, or
imposed against City hereunder. Contracting Party shall be responsible for
all subcontractors’ compliance with this Section.
1.5 Familiarity with Work. By executing this Agreement, Contracting
Party warrants that (a) it has thoroughly investigated and considered the
Services to be performed, (b) it has investigated the site where the Services
are to be performed, if any, and fully acquainted itself with the conditions
there existing, (c) it has carefully considered how the Services should be
performed, and (d) it fully understands the facilities, difficulties, and
restrictions attending performance of the Services under this Agreement.
Should Contracting Party discover any latent or unknown conditions
materially differing from those inherent in the Services or as represented by
City, Contracting Party shall immediately inform City of such fact and shall
not proceed except at Contracting Party’s risk until written instructions are
received from the Contract Officer, or assigned designee (as defined in
Section 4.2 hereof).
1.6 Standard of Care. Contracting Party acknowledges and
understands that the Services contracted for under this Agreement require
specialized skills and abilities and that, consistent with this understanding,
Contracting Party’s work will be held to an industry standard of quality and
workmanship. Consistent with Section 1.5 hereinabove, Contracting Party
represents to City that it holds the necessary skills and abilities to satisfy the
industry standard of quality as set forth in this Agreement. Contracting
Party shall adopt reasonable methods during the life of this Agreement to
furnish continuous protection to the Services performed by Contracting
Party, and the equipment, materials, papers, and other components thereof
to prevent losses or damages, and shall be responsible for all such damages,
to persons or property, until acceptance of the Services by City, except such
losses or damages as may be caused by City’s own negligence. The
performance of Services by Contracting Party shall not relieve Contracting
Party from any obligation to correct any incomplete, inaccurate, or defective
work at no further cost to City, when such inaccuracies are due to the
negligence of Contracting Party.
1.7 Additional Services. In accordance with the terms and
conditions of this Agreement, Contracting Party shall perform services in
addition to those specified in the Scope of Services (“Additional Services”)
only when directed to do so by the Contract Officer, or assigned designee,
provided that Contracting Party shall not be required to perform any DRAFT
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Additional Services without compensation. Contracting Party shall not
perform any Additional Services until receiving prior written authorization (in
the form of a written change order if Contracting Party is a contractor
performing the Services) from the Contract Officer, or assigned designee,
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 Contracting Party. It is expressly understood by
Contracting Party that the provisions of this Section shall not apply to the
Services specifically set forth in the Scope of Services or reasonably
contemplated therein. It is specifically understood and agreed that oral
requests and/or approvals of Additional Services shall be barred and are
unenforceable. Failure of Contracting Party to secure the Contract Officer’s,
or assigned designee’s written authorization for Additional Services shall
constitute a waiver of any and all right to adjustment of the Contract Sum or
time to perform this Agreement, whether by way of compensation,
restitution, quantum meruit, or the like, for Additional Services provided
without the appropriate authorization from the Contract Officer, or assigned
designee. Compensation for properly authorized Additional Services shall
be made in accordance with Section 2.4 of this Agreement.
1.8 Special Requirements. Additional terms and conditions of this
Agreement, if any, which are made a part hereof are set forth in “Exhibit D”
(the “Special Requirements”), which is incorporated herein by this reference
and expressly made a part hereof. In the event of a conflict between the
provisions of the Special Requirements and any other provisions of this
Agreement, the provisions of the Special Requirements shall govern.
2. COMPENSATION.
2.1 Contract Sum. For the Services rendered pursuant to this
Agreement, Contracting Party shall be compensated based on actual cost
plus a fixed fee in accordance with “Exhibit B” (the “Schedule of
Compensation”). The total amount payable by City including the Fixed Fee,
as provided in Section 2.2, shall not exceed _________ Dollars ($_____.00)
(the “Contract Sum”), except as provided in Section 1.7. The City will
reimburse Contracting Party for actual costs (including labor costs, employee
benefits, travel, equipment rental costs, overhead and other direct costs)
incurred by Contracting Party in performance of the work. Contracting Party
will not be reimbursed for actual costs that exceed the estimated wage
rates, employee benefits, travel, equipment rental, overhead, and other
estimated costs set forth in the Schedule of Compensation, except as
provided in Section 1.7. In no event will Contracting Party be reimbursed for
overhead costs at a rate that exceeds City’s approved overhead rate set
forth in the Schedule of Compensation. The Contract Sum shall include the DRAFT
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attendance of Contracting Party at all project meetings reasonably deemed
necessary by City; Contracting Party shall not be entitled to any additional
compensation for attending said meetings. Compensation may include
reimbursement for actual and necessary expenditures for reproduction costs,
transportation expense, telephone expense, and similar costs and expenses
when and if specified in the Schedule of Compensation. Contracting Party’s
overall compensation shall not exceed the Contract Sum, except as provided
in Section 1.7 of this Agreement.
2.2 Allowable Costs. The indirect cost rate established for this
Agreement is extended through the duration of this specific Agreement.
Contracting Party’s agreement to the extension of the 1-year applicable
period shall not be a condition or qualification to be considered for the work
or Agreement award. Reimbursement for transportation and subsistence
costs shall not exceed the rates specified in the Schedule of Compensation.
When milestone cost estimates are included in the Schedule of
Compensation, Contracting Party shall obtain prior written approval for a
revised milestone cost estimate from the Contract Officer before exceeding
such cost estimate. Salary increases will be reimbursable if the new salary
is within the salary range identified in the Schedule of Compensation and is
approved by City’s Contract Officer. For personnel subject to prevailing
wage rates as described in the California Labor Code, all salary increases,
which are the direct result of changes in the prevailing wage rates are
reimbursable. In addition to the allowable incurred costs, City will pay
Contracting Party a fixed fee of _______ Dollars ($_______.00) (the “Fixed
Fee”). The Fixed Fee is nonadjustable for the term of the Agreement, except
as provided for in Section 1.7.
2.3 Method of Billing & Payment. Progress payments will be made
monthly in arrears based on services provided and allowable incurred costs.
A pro rata portion of the Fixed Fee will be included in the monthly progress
payments. Any month in which Contracting Party wishes to receive
payment, Contracting Party shall submit to City no later than the tenth
(10th) working day of such month, in the form approved by City’s Finance
Director, an invoice for Services rendered prior to the date of the invoice.
Invoices shall be submitted no later than thirty (30) calendar days after the
performance of work for which Contracting Party is billing. Invoices shall
detail the work performed on each milestone and each project as applicable.
Invoices shall follow the format stipulated in the Schedule of Compensation
and shall reference this Agreement number (or City project number for
which this Agreement applies) and project title. Invoices shall contain a
certification by a principal member of Contracting Party specifying that the
payment requested is for Services performed in accordance with the terms
of this Agreement. Upon approval in writing by the Contract Officer, or DRAFT
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assigned designee, and subject to retention pursuant to Section 8.3, City
will pay Contracting Party for all items stated thereon which are approved by
City pursuant to this Agreement no later than thirty (30) days after invoices
are received by the City’s Finance Department. If Contracting Party fails to
submit the required deliverable items according to the schedule set forth in
Section 3.2, City shall have the right to delay payment or terminate this
Agreement. No payment will be made prior to approval of any work, nor for
any work performed prior to approval of this Agreement. The final invoice
must contain the final cost and all credits due City including any equipment
purchased under the provisions of Section 13.8. Except as provided for
Section 10.3, the final invoice should be submitted within sixty (60) calendar
days after completion of Contracting Party’s work.
2.4 Compensation for Additional Services. Additional Services
approved in advance by the Contract Officer, or assigned designee,
pursuant to Section 1.7 of this Agreement shall be paid for in an amount
agreed to in writing by both City and Contracting Party in advance of the
Additional Services being rendered by Contracting Party. Any compensation
for Additional Services amounting to five percent (5%) or less of the
Contract Sum may be approved by the Contract Officer, or assigned
designee. Any greater amount of compensation for Additional Services
must be approved by the La Quinta City Council, the City Manager, or
Department Director, depending upon City laws, regulations, rules and
procedures concerning public contracting. Under no circumstances shall
Contracting Party receive compensation for any Additional Services unless
prior written approval for the Additional Services is obtained from the
Contract Officer, or assigned designee, pursuant to Section 1.7 of this
Agreement.
3. PERFORMANCE SCHEDULE.
3.1 Time of Essence. Time is of the essence in the performance of
this Agreement. If the Services not completed in accordance with the
Schedule of Performance, as set forth in Section 3.2 and “Exhibit C”, it is
understood that the City will suffer damage.
3.2 Schedule of Performance. All Services rendered pursuant to this
Agreement shall be performed diligently and within the time period
established in “Exhibit C” (the “Schedule of Performance”). Extensions to
the time period specified in the Schedule of Performance may be approved in
writing by the Contract Officer, or assigned designee.
3.3 Force Majeure. The time period 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 DRAFT
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causes beyond the control and without the fault or negligence of Contracting
Party, including, but not restricted to, acts of God or of the public enemy,
fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes,
freight embargoes, acts of any governmental agency other than City, and
unusually severe weather, if Contracting Party shall within ten (10) days of
the commencement of such delay notify the Contract Officer, or assigned
designee, in writing of the causes of the delay. The Contract Officer, or
assigned designee, shall ascertain the facts and the extent of delay, and
extend the time for performing the Services for the period of the forced
delay when and if in the Contract Officer’s judgment such delay is justified,
and the Contract Officer’s determination, or assigned designee, shall be
final and conclusive upon the parties to this Agreement. Extensions to time
period in the Schedule of Performance which are determined by the Contract
Officer, or assigned designee, to be justified pursuant to this Section shall
not entitle the Contracting Party to additional compensation in excess of the
Contract Sum.
3.4 Term. Unless earlier terminated in accordance with the
provisions in Section 8.0 of this Agreement, the term of this agreement shall
commence on ______, contingent upon approval by City, and Contracting
Party shall commence work after notification to proceed by City’s Contract
Officer. The Agreement shall terminate on _____ unless extended by an
Amendment to this Agreement. Contracting Party is advised that any
recommendation for Agreement award is not binding on City until the
Agreement is fully executed and approved by City.
4. COORDINATION OF WORK.
4.1 Representative of Contracting Party. The following principals of
Contracting Party (“Principals”) are hereby designated as being the principals
and representatives of Contracting Party authorized to act in its behalf with
respect to the Services specified herein and make all decisions in connection
therewith:
(a) [NAME]
Tel No.
E-mail:
(b) [NAME]
Tel No.
Email:
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 foregoing Principals shall be
responsible during the term of this Agreement for directing all activities of DRAFT
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Contracting Party and devoting sufficient time to personally supervise the
Services hereunder. For purposes of this Agreement, the foregoing
Principals may not be changed by Contracting Party and no other personnel
may be assigned to perform the Services required hereunder without the
express written approval of City.
4.2 Contract Officer. The “Contract Officer”, otherwise known as
the [ENTER NAME OF DEPARTMENT MANAGER OR DIRECTOR] or
assigned designee may be designated in writing by the City Manager of the
City. It shall be Contracting Party’s responsibility to assure that the Contract
Officer, or assigned designee, is kept informed of the progress of the
performance of the Services, and Contracting Party shall refer any decisions,
that must be made by City to the Contract Officer, or assigned designee.
Unless otherwise specified herein, any approval of City required hereunder
shall mean the approval of the Contract Officer, or assigned designee. The
Contract Officer, or assigned designee, shall have authority to sign all
documents on behalf of City required hereunder to carry out the terms of
this Agreement.
4.3 Prohibition Against Subcontracting or Assignment. The
experience, knowledge, capability, and reputation of Contracting Party, its
principals, and its employees were a substantial inducement for City to enter
into this Agreement. Except as set forth in this Agreement, Contracting
Party shall not contract or subcontract with any other entity to perform in
whole or in part the Services required hereunder without the express written
approval of City. In addition, neither this Agreement nor any interest herein
may be transferred, assigned, conveyed, hypothecated, or encumbered,
voluntarily or by operation of law, 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 Contracting Party, taking all
transfers into account on a cumulative basis. Any attempted or purported
assignment or contracting or subcontracting by Contracting Party without
City’s express written approval shall be null, void, and of no effect. No
approved transfer shall release Contracting Party of any liability hereunder
without the express consent of City.
4.4 Independent Contractor. Neither City nor any of its employees
shall have any control over the manner, mode, or means by which
Contracting Party, its agents, or its 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 Contracting
Party’s employees, servants, representatives, or agents, or in fixing their
number or hours of service. Contracting Party shall perform all Services DRAFT
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required 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. Contracting Party 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 Contracting Party in its business or otherwise
or a joint venture or a member of any joint enterprise with Contracting
Party. Contracting Party shall have no power to incur any debt, obligation,
or liability on behalf of City. Contracting Party 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. Except for the Contract Sum paid to Contracting Party as
provided in this Agreement, City shall not pay salaries, wages, or other
compensation to Contracting Party for performing the Services hereunder for
City. City shall not be liable for compensation or indemnification to
Contracting Party for injury or sickness arising out of performing the
Services hereunder. Notwithstanding any other City, state, or federal policy,
rule, regulation, law, or ordinance to the contrary, Contracting Party and any
of its employees, agents, and subcontractors providing services under this
Agreement shall not qualify for or become entitled to any compensation,
benefit, or any incident of employment by City, including but not limited to
eligibility to enroll in the California Public Employees Retirement System
(“PERS”) as an employee of City and entitlement to any contribution to be
paid by City for employer contributions and/or employee contributions for
PERS benefits. Contracting Party agrees to pay all required taxes on
amounts paid to Contracting Party under this Agreement, and to indemnify
and hold City harmless from any and all taxes, assessments, penalties, and
interest asserted against City by reason of the independent contractor
relationship created by this Agreement. Contracting Party shall fully comply
with the workers’ compensation laws regarding Contracting Party and
Contracting Party’s employees. Contracting Party further agrees to
indemnify and hold City harmless from any failure of Contracting Party to
comply with applicable workers’ compensation laws. City shall have the
right to offset against the amount of any payment due to Contracting Party
under this Agreement any amount due to City from Contracting Party as a
result of Contracting Party’s failure to promptly pay to City any
reimbursement or indemnification arising under this Section.
4.5 Identity of Persons Performing Work. Contracting Party
represents that it employs or will employ at its own expense all personnel
required for the satisfactory performance of any and all of the Services set
forth herein. Contracting Party represents that the Services required herein
will be performed by Contracting Party or under its direct supervision, and
that all personnel engaged in such work shall be fully qualified and shall be DRAFT
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authorized and permitted under applicable State and local law to perform
such tasks and services.
4.6 City Cooperation. City shall provide Contracting Party with any
plans, publications, reports, statistics, records, or other data or information
pertinent to the Services to be performed hereunder which are reasonably
available to Contracting Party only from or through action by City.
5. INSURANCE.
5.1 Insurance. Prior to the beginning of any Services under this
Agreement and throughout the duration of the term of this Agreement,
Contracting Party shall procure and maintain, at its sole cost and expense,
and submit concurrently with its execution of this Agreement, policies of
insurance as set forth in “Exhibit E” (the “Insurance Requirements”) which is
incorporated herein by this reference and expressly made a part hereof.
5.2 Proof of Insurance. Contracting Party shall provide Certificate of
Insurance to Agency along with all required endorsements. Certificate of
Insurance and endorsements must be approved by Agency’s Risk Manager
prior to commencement of performance.
6. INDEMNIFICATION.
6.1 Indemnification. To the fullest extent permitted by law,
Contracting Party shall indemnify, protect, defend (with counsel selected by
City), and hold harmless City and any and all of its officers, employees,
agents, and volunteers as set forth in “Exhibit F” (“Indemnification”) which is
incorporated herein by this reference and expressly made a part hereof.
7. RECORDS AND REPORTS.
7.1 Reports. Contracting Party shall periodically prepare and submit
to the Contract Officer, or assigned designee, such reports concerning
Contracting Party’s performance of the Services required by this Agreement
as the Contract Officer, or assigned designee, shall require. Contracting
Party’s Project Manager shall meet with City as necessary to discuss
progress on the Agreement. Contracting Party hereby acknowledges that
City is greatly concerned about the cost of the Services to be performed
pursuant to this Agreement. For this reason, Contracting Party agrees that if
Contracting Party becomes aware of any facts, circumstances, techniques, or
events that may or will materially increase or decrease the cost of the
Services contemplated herein or, if Contracting Party is providing design
services, the cost of the project being designed, Contracting Party shall
promptly notify the Contract Officer, or assigned designee, of said fact, DRAFT
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circumstance, technique, or event and the estimated increased or decreased
cost related thereto and, if Contracting Party is providing design services,
the estimated increased or decreased cost estimate for the project being
designed.
7.2 Records. Contracting Party shall keep, and require any
subcontractors to keep, such ledgers, books of accounts, invoices, vouchers,
canceled checks, reports (including but not limited to payroll reports),
studies, Independent CPA Audited Indirect Cost Rate workpapers, or other
documents relating to the disbursements charged to City and the Services
performed hereunder (the “Books and Records”), as shall be necessary to
perform the Services required by this Agreement and enable the Contract
Officer, or assigned designee, to evaluate the performance of such
Services. Any and all such Books and Records, including those of the
Contracting Party’s Independent CPA, shall be maintained in accordance with
generally accepted accounting principles and shall be complete and detailed.
The Contract Officer, Caltrans Auditor, FHWA or any duly authorized
representative of the Federal government having jurisdiction under Federal
laws or regulations (including the basis of Federal Funding in whole or in
part), or assigned designee, 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
Books and Records. Such Books and Records shall be maintained for a
period of three (3) years following completion of the Services hereunder,
and City shall have access to such Books and Records in the event any audit,
examination, workpaper review, excerpt, or transaction is required. In the
event of dissolution of Contracting Party’s business, custody of the Books
and Records may be given to City, and access shall be provided by
Contracting Party’s successor in interest. Under California Government Code
Section 8546.7, if the amount of public funds expended under this
Agreement exceeds Ten Thousand Dollars ($10,000.00), this Agreement
shall be subject to the examination and audit of the State Auditor, at the
request of City or as part of any audit of City, for a period of three (3) years
after final payment under this Agreement.
7.3 Ownership of Documents. All drawings, specifications, maps,
designs, photographs, studies, surveys, data, notes, computer files, reports,
records, documents, and other materials plans, drawings, estimates, test
data, survey results, models, renderings, and other documents or works of
authorship fixed in any tangible medium of expression, including but not
limited to, physical drawings, digital renderings, or data stored digitally,
magnetically, or in any other medium prepared or caused to be prepared by
Contracting Party, its employees, subcontractors, and agents in the
performance of this Agreement (the “Documents and Materials”) shall be the DRAFT
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property of City and shall be delivered to City upon request of the Contract
Officer, or assigned designee, or upon the expiration or termination of this
Agreement, and Contracting Party 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 and Materials for other projects and/or use of uncompleted
documents without specific written authorization by Contracting Party will be
at City’s sole risk and without liability to Contracting Party, and Contracting
Party’s guarantee and warranties shall not extend to such use, revise, or
assignment. Contracting Party may retain copies of such Documents and
Materials for its own use. Contracting Party shall have an unrestricted right
to use the concepts embodied therein. All subcontractors shall provide for
assignment to City of any Documents and Materials prepared by them, and
in the event Contracting Party fails to secure such assignment, Contracting
Party shall indemnify City for all damages resulting therefrom.
7.4 In the event City or any person, firm, or corporation authorized
by City reuses said Documents and Materials without written verification or
adaptation by Contracting Party for the specific purpose intended and causes
to be made or makes any changes or alterations in said Documents and
Materials, City hereby releases, discharges, and exonerates Contracting
Party from liability resulting from said change. The provisions of this clause
shall survive the termination or expiration of this Agreement and shall
thereafter remain in full force and effect.
7.5 In the event of Termination under Section 8.0, immediately upon
termination, City shall be entitled to, and Contracting Party shall deliver to
City, reports, investigations, appraisals, inventories, studies, analyses,
drawings and data estimates performed to that date, whether completed or
not, and other such materials as may have been prepared or accumulated to
date by Contracting Party in performing this Agreement which is not
Contracting Party’s privileged information, as defined by law, or Contracting
Party’s personnel information, along with all other property belonging
exclusively to City which is in Contracting Party’s possession.
7.6 Licensing of Intellectual Property. This Agreement creates a
non-exclusive and perpetual license for City to copy, use, modify, reuse, or
sublicense any and all copyrights, designs, rights of reproduction, and other
intellectual property embodied in the Documents and Materials. Contracting
Party shall require all subcontractors, if any, to agree in writing that City is
granted a non-exclusive and perpetual license for the Documents and
Materials the subcontractor prepares under this Agreement. Contracting
Party represents and warrants that Contracting Party has the legal right to DRAFT
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license any and all of the Documents and Materials. Contracting Party
makes no such representation and warranty in regard to the Documents and
Materials which were prepared by design professionals other than
Contracting Party or provided to Contracting Party by City. City shall not be
limited in any way in its use of the Documents and Materials at any time,
provided that any such use not within the purposes intended by this
Agreement shall be at City’s sole risk. Publication of the information derived
from work performed or data obtained in connection with services rendered
under this Agreement must be approved in writing by City. Additionally, it is
agreed that the Parties intend this to be an Agreement for services and each
considers the products and results of the services to be rendered by
Contracting Party hereunder to be work made for hire. Contracting Party
acknowledges and agrees that the work (and all rights therein, including,
without limitation, copyright) belongs to and shall be the sole and exclusive
property of City without restriction or limitation upon its use or
dissemination by City.
7.7 Release of Documents. The Documents and Materials shall not
be released publicly without the prior written approval of the Contract
Officer, or assigned designee, or as required by law. Contracting Party
shall not disclose to any other entity or person any information regarding the
activities of City, except as required by law or as authorized by City.
7.8 Confidential or Personal Identifying Information. Contracting
Party covenants that all City data, data lists, trade secrets, documents with
personal identifying information, documents that are not public records,
draft documents, discussion notes, or other information, if any, developed or
received by Contracting Party or provided for performance of this Agreement
are deemed confidential and shall not be disclosed by Contracting Party to
any person or entity without prior written authorization by City or unless
required by law. City shall grant authorization for disclosure if required by
any lawful administrative or legal proceeding, court order, or similar
directive with the force of law. Permission to disclose information on one
occasion, or public hearing held by City relating to the Agreement, shall not
authorize Contracting Party to further disclose such information, or
disseminate the same on any other occasion. Contracting Party shall not
comment publicly to the press or any other media regarding the Agreement
or City’s actions on the same, except to City’s staff, Contracting Party’s own
personnel involved in the performance of this Agreement, at public hearings,
or in response to questions from a Legislative committee. Contracting Party
shall not issue any news release or public relations item of any nature,
whatsoever, regarding work performed or to be performed under this
Agreement without prior review of the contents thereof by City, and receipt
of City’s written permission. All City data, data lists, trade secrets, DRAFT
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documents with personal identifying information, documents that are not
public records, draft documents, discussions, or other information shall be
returned to City upon the termination or expiration of this Agreement.
Contracting Party’s covenant under this section shall survive the termination
or expiration of this Agreement.
8. ENFORCEMENT OF AGREEMENT.
8.1 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 Riverside, State of
California, or any other appropriate court in such county, and Contracting
Party covenants and agrees to submit to the personal jurisdiction of such
court in the event of such action.
8.2 Disputes. In the event of any dispute arising under this
Agreement, the injured party shall notify the injuring party in writing of its
contentions by submitting a claim therefore. Prior to either party
commencing any legal action under this Agreement, the parties agree to try
in good faith, to settle any dispute amicably between them. If a dispute has
not been settled after forty-five (45) days of good-faith negotiations and as
may be otherwise provided herein, then either party may commence legal
action against the other. The injured party shall continue performing its
obligations hereunder so long as the injuring party commences to cure such
default within ten (10) days of service of such notice and completes the cure
of such default within forty-five (45) days after service of the notice, or such
longer period as may be permitted by the Contract Officer, or assigned
designee; provided that if the default is an immediate danger to the health,
safety, or general welfare, City may take such immediate action as City
deems warranted. Compliance with the provisions of this Section shall be a
condition precedent to termination of this Agreement for cause and to any
legal action, and such compliance shall not be a waiver of any party’s right
to take legal action in the event that the dispute is not cured, provided that
nothing herein shall limit City’s right to terminate this Agreement without
cause pursuant to this Section 8.0. During the period of time that
Contracting Party is in default, City shall hold all invoices and shall, when the
default is cured, proceed with payment on the invoices. In the alternative,
City may, in its sole discretion, elect to pay some or all of the outstanding
invoices during any period of default. Any dispute, other than audit,
concerning a question of fact arising under this Agreement that is not
disposed of by agreement shall be decided by a committee consisting of
City’s Contract Officer and City Manager (or authorized designee), who may DRAFT
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consider written or verbal information submitted by Contracting Party. Not
later than thirty (30) calendar days after completion of all work under the
Agreement, Contracting Party may request review by City Governing Board
of unresolved claims or disputes, other than audit. The request for review
shall be submitted in writing. Neither the pendency of a dispute, nor its
consideration by the committee will excuse Contracting Party from full and
timely performance in accordance with the terms of this Agreement. Audit
Disputes shall be considered as provided for Section 10.
8.3 Retention of Funds. City may withhold from any monies payable
to Contracting Party sufficient funds to compensate City for any losses,
costs, liabilities, or damages it reasonably believes were suffered by City due
to the default of Contracting Party in the performance of the Services
required by this Agreement.
8.4 Waiver. No delay or omission in the exercise of any right or
remedy of a non-defaulting party on any default shall impair such right or
remedy or be construed as a waiver. City’s consent or approval of any act
by Contracting Party requiring City’s consent or approval shall not be
deemed to waive or render unnecessary City’s consent to or approval of any
subsequent act of Contracting Party. 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.
8.5 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.
8.6 Legal Action. In addition to any other rights or remedies, either
party may take legal action, at law or at 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.
8.7 Termination Prior To Expiration of Term. This Section shall
govern any termination of this Agreement, except as specifically provided in
the following Section for termination for cause. City reserves the right to
terminate this Agreement at any time, with or without cause, upon thirty
(30) days’ written notice to Contracting Party. Upon receipt of any notice of
termination, Contracting Party shall immediately cease all Services
hereunder except such as may be specifically approved by the Contract
Officer, or assigned designee. Upon termination, City shall be entitled to DRAFT
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all work, including but not limited to, reports, investigations, appraisals,
inventories, studies, analyses, drawings and data estimates performed to
that date, whether completed or not, and in accordance with Section 7.5.
Contracting Party shall be entitled to compensation for all Services rendered
prior to receipt of the notice of termination and for any Services authorized
by the Contract Officer, or assigned designee, thereafter in accordance
with the Schedule of Compensation or such as may be approved by the
Contract Officer, or assigned designee, except amounts held as a retention
pursuant to this Agreement. Notwithstanding any provisions of this
Agreement, Contracting Party shall not be relieved of liability to City for
damages sustained by City by virtue of any breach of this Agreement by
Contracting Party, and City may withhold any payments due to Contracting
Party until such time as the exact amount of damages, if any, due City from
Contracting Party is determined.
8.8 Termination for Default of Contracting Party. If termination is
due to the failure of Contracting Party to fulfill its obligations under this
Agreement, Contracting Party shall vacate any City-owned property which
Contracting Party is permitted to occupy hereunder and City may, after
compliance with the provisions of Section 8.2, take over the Services and
prosecute the same to completion by contract or otherwise, and Contracting
Party shall be liable to the extent that the total cost for completion of the
Services required hereunder exceeds the compensation herein stipulated
(provided that City shall use reasonable efforts to mitigate such damages),
and City may withhold any payments to Contracting Party for the purpose of
setoff or partial payment of the amounts owed City.
8.9 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 attorneys’ fees; provided,
however, that the attorneys’ fees awarded pursuant to this Section shall not
exceed the hourly rate paid by City for legal services multiplied by the
reasonable number of hours spent by the prevailing party in the conduct of
the litigation. Attorneys’ fees shall include attorneys’ fees on any appeal,
and in addition a party entitled to attorneys’ 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. The court may set such fees in the same
action or in a separate action brought for that purpose. DRAFT
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8.10 Suspension of Work. City may temporarily suspend this
Agreement, at no additional cost to City, provided that Contracting Party is
given written notice (delivered by certified mail, return receipt requested) of
temporary suspension. If City gives such notice of temporary suspension,
Contracting Party shall immediately suspend its activities under this
Agreement. A temporary suspension may be issued concurrent with the
notice of termination provided for in this Section 8.0.
9. CITY OFFICERS AND EMPLOYEES; NON-DISCRIMINATION.
9.1 Non-liability of City Officers and Employees. No officer, official,
employee, agent, representative, or volunteer of City shall be personally
liable to Contracting Party, or any successor in interest, in the event or any
default or breach by City or for any amount which may become due to
Contracting Party or to its successor, or for breach of any obligation of the
terms of this Agreement.
9.2 Conflict of Interest. Contracting Party covenants that neither it,
nor any officer or principal of it, 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 Contracting Party’s performance of the
Services under this Agreement. Contracting Party 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, or assigned designee.
Contracting Party 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. During the term of this Agreement, the
Contracting Party shall disclose any financial, business, or other relationship
with City that may have an impact upon the outcome of this Agreement or
any ensuing City construction project. The Contracting Party shall also list
current clients who may have a financial interest in the outcome of this
Agreement or any ensuing City construction project which will follow.
No officer or employee of 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 this 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. Contracting Party 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.
Contracting Party certifies that it has disclosed to City any actual, apparent,
or potential conflicts of interest that may exist relative to the services to be DRAFT
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provided pursuant to this Agreement. Contracting Party agrees to advise
City of any actual, apparent or potential conflicts of interest that may
develop subsequent to the date of execution of this Agreement. Contracting
Party further agrees to complete any statements of economic interest if
required by either City ordinance or State law.
9.3 Covenants against Discrimination. The Contracting Party’s
signature affixed herein and dated shall constitute a certification under
penalty of perjury under the laws of the State of California that the
Contracting Party has, unless exempt, complied with the nondiscrimination
program requirements of Gov. Code §12990 and 2 CCR § 8103.
During the performance of this Agreement, Contracting Party and its
subconsultants shall not deny the Agreement’s benefits to any person on the
basis of race, religious creed, color, national origin, ancestry, physical
disability, mental disability, medical condition, genetic information, marital
status, sex, gender, gender identity, gender expression, age, sexual
orientation, or military and veteran status, nor shall they unlawfully
discriminate, harass, or allow harassment against any employee or applicant
for employment because of race, religious creed, color, national origin,
ancestry, physical disability, mental disability, medical condition, genetic
information, marital status, sex, gender, gender identity, gender expression,
age, sexual orientation, or military and veteran status. Contracting Party and
subconsultants shall insure that the evaluation and treatment of their
employees and applicants for employment are free from such discrimination
and harassment.
Contracting Party and subconsultants shall comply with the provisions of the
Fair Employment and Housing Act (Gov. Code §12990 et seq.), the
applicable regulations promulgated there under (2 CCR §11000 et seq.), the
provisions of Gov. Code §§11135-11139.5, and the regulations or standards
adopted by City to implement such article. The applicable regulations of the
Fair Employment and Housing Commission implementing Gov. Code §12990
(a-f), set forth 2 CCR §§8100-8504, are incorporated into this Agreement by
reference and made a part hereof as if set forth in full. Contracting Party
shall permit access by representatives of the Department of Fair
Employment and Housing and the City upon reasonable notice at any time
during the normal business hours, but in no case less than twenty-four (24)
hours’ notice, to such of its books, records, accounts, and all other sources
of information and its facilities as said Department or City shall require to
ascertain compliance with this clause.
Contracting Party and its subconsultants shall give written notice of their
obligations under this clause to labor organizations with which they have a
collective bargaining or other Agreement. DRAFT
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Contracting Party shall include the nondiscrimination and compliance
provisions of this clause in all subcontracts to perform work under this
Agreement.
The Contracting Party, with regard to the work performed under this
Agreement, shall act in accordance with Title VI of the Civil Rights Act of
1964 (42 U.S.C. §2000d et seq.). Title VI provides that the recipients of
federal assistance will implement and maintain a policy of nondiscrimination
in which no person in the United States shall, on the basis of race, color,
national origin, religion, sex, age, disability, be excluded from participation
in, denied the benefits of or subject to discrimination under any program or
activity by the recipients of federal assistance or their assignees and
successors in interest.
The Contracting Party shall comply with regulations relative to non-
discrimination in federally-assisted programs of the U.S. Department of
Transportation (49 CFR Part 21 - Effectuation of Title VI of the Civil Rights
Act of 1964). Specifically, the Contracting Party shall not participate either
directly or indirectly in the discrimination prohibited by 49 CFR §21.5,
including employment practices and the selection and retention of
Subconsultants.
The Contracting Party, subrecipient or subconsultant will never exclude any
person from participation in, deny any person the benefits of, or otherwise
discriminate against anyone in connection with the award and performance
of any contract covered by 49 CFR 26 on the basis of race, color, sex, or
national origin. In administering the City components of the DBE Program
Plan, Contracting Party, subrecipient or subconsultant will not, directly, or
through contractual or other arrangements, use criteria or methods of
administration that have the effect of defeating or substantially impairing
accomplishment of the objectives of the DBE Program Plan with respect to
individuals of a particular race, color, sex, or national origin.
During the performance of this contract, the Contracting Party, for itself, its
assignees, and successors in interest agrees to comply with the following
nondiscrimination statures and authorities; including but not limited to:
Pertinent Nondiscrimination Authorities:
- Title VI of the Civil Rights Act of 1964 (42 U.S.C. § 2000d et seq.,
78 stat. 252), (prohibits discrimination on the basis of race, color,
national origin); and 49 CFR Part 21.
- The Uniform Relocation Assistance and Real Property Acquisition
Policies Act of 1970, (42 U.S.C. § 4601), (prohibits unfair treatment DRAFT
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of persons displaced or whose property has been acquired because
of Federal or Federal-aid programs and projects);
- Federal-Aid Highway Act of 1973, (23 U.S.C. § 324 et seq.),
(prohibits discrimination on the basis of sex);
- Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. § 794 et
seq.), as amended, (prohibits discrimination on the basis of
disability); and 49 CFR Part 27;
- The Age Discrimination Act of 1975, as amended, (42 U.S.C. § 6101
et seq.), (prohibits discrimination on the basis of age);
- Airport and Airway Improvement Act of 1982, (49 U.S.C. § 4 71,
Section 4 7123), as amended, (prohibits discrimination based on
race, creed, color, national origin, or sex);
- The Civil Rights Restoration Act of 1987, (PL 100-209), (Broadened
the scope, coverage and applicability of Title VI of the Civil Rights
Act of 1964, The Age Discrimination Act of 1975 and Section 504 of
the Rehabilitation Act of 1973, by expanding the definition of the
terms “programs or activities” to include all of the programs or
activities of the Federal-aid recipients, subrecipients and
contractors, whether such programs or activities are Federally
funded or not);
- Titles II and III of the Americans with Disabilities Act, which
prohibit discrimination on the basis of disability in the operation of
public entities, public and private transportation systems, places of
public accommodation, and certain testing entities (42 U.S.C. §§
12131-12189) as implemented by Department of Transportation
regulations at 49 C.F.R. parts 37 and 38; Page 2 of 2
- The Federal Aviation Administration's Nondiscrimination statute (49
U.S.C. § 47123) (prohibits discrimination on the basis of race,
color, national origin, and sex);
- Executive Order 12898, Federal Actions to Address Environmental
Justice in Minority Populations and Low-Income Populations, which
ensures discrimination against minority populations by discouraging
programs, policies, and activities with disproportionately high and
adverse human health or environmental effects on minority and
low-income populations;
- Executive Order 13166, Improving Access to Services for Persons
with Limited English Proficiency, and resulting agency guidance, DRAFT
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national origin discrimination includes discrimination because of
limited English proficiency (LEP). To ensure compliance with Title
VI, you must take reasonable steps to ensure that LEP persons
have meaningful access to your programs (70 Fed. Reg. at 74087
to 74100);
- Title IX of the Education Amendments of 1972, as amended, which
prohibits you from discriminating because of sex in education
programs or activities (20 U.S.C. 1681 et seq).
10. AUDIT REVIEW PROCEDURES.
10.1 Audit Disputes. Any dispute concerning a question of fact arising
under an interim or post audit of this Agreement that is not disposed of by
agreement provided for in Section 8.0, shall be reviewed by City’s Chief
Financial Officer. Not later than thirty (30) calendar days after issuance of
the final audit report, Contracting Party may request a review by City’s Chief
Financial Officer of unresolved audit issues. The request for review will be
submitted in writing. Neither the pendency of a dispute nor its consideration
by City will excuse Contracting Party from full and timely performance, in
accordance with the terms of this Agreement.
10.2 Audit Review Procedures. Contracting Party and subconsultant
Agreements, including Schedule of Compensation, cost proposals and
Indirect Cost Rates (ICR), may be subject to audits or reviews such as, but
not limited to, an Agreement audit, an incurred cost audit, an ICR Audit, or a
CPA ICR audit work paper review. If selected for audit or review, the
Agreement, cost proposal and ICR and related work papers, if applicable, will
be reviewed to verify compliance with 48 CFR Part 31 and other related laws
and regulations. In the instances of a CPA ICR audit work paper review it is
Contracting Party’s responsibility to ensure federal, City, or local government
officials are allowed full access to the CPA’s work papers including making
copies as necessary. The Agreement, cost proposal, and ICR shall be
adjusted by Contracting Party and approved by City Contract Officer to
conform to the audit or review recommendations. Contracting Party agrees
that individual terms of costs identified in the audit report shall be
incorporated into the Agreement by this reference if directed by City at its
sole discretion. Refusal by Contracting Party to incorporate audit or review
recommendations, or to ensure that the federal, City or local governments
have access to CPA work papers, will be considered a breach of Agreement
terms and cause for termination under Section 8.0 of the Agreement and
disallowance of prior reimbursed costs.
10.3 Caltrans Audits and Investigations Work Paper Review.
Contracting Party’s Schedule of Compensation may be subject to a CPA ICR DRAFT
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Audit Work Paper Review and/or audit by Independent Office of Audits and
Investigation (AOAI). IOAI, at its sole discretion, may review and/or audit
and approve the CPA ICR documentation. The Schedule of Compensation
shall be adjusted by the Contracting Party and approved by the City Contract
Officer to conform to the Work Paper Review recommendations included in
the management letter or audit recommendations included in the audit
report. Refusal by the Contracting Party to incorporate the Work Paper
Review recommendations included in the management letter or audit
recommendations included in the audit report will be considered a breach of
the Agreement terms and cause for termination under Section 8.0 of the
Agreement and disallowance of prior reimbursed costs.
During IOAI’s review of the ICR audit work papers created by the
Contracting Party’s independent CPA, IOAI will work with the CPA and/or
Contracting Party toward a resolution of issues that arise during the review.
Each party agrees to use its best efforts to resolve any audit disputes in a
timely manner. If IOAI identifies significant issues during the review and is
unable to issue a cognizant approval letter, City will reimburse the
Contracting Party at an accepted ICR until a FAR (Federal Acquisition
Regulation) compliant ICR {e.g. 48 CFR Part 31; GAGAS (Generally Accepted
Auditing Standards); CAS (Cost Accounting Standards), if applicable; in
accordance with procedures and guidelines of the American Association of
State Highways and Transportation Officials (AASHTO) Audit Guide; and
other applicable procedures and guidelines}is received and approved by
IOAI.
Accepted rates will be as follows:
A. If the proposed rate is less than one hundred fifty percent (150%) -
the accepted rate reimbursed will be ninety percent (90%) of the
proposed rate.
B. If the proposed rate is between one hundred fifty percent (150%)
and two hundred percent (200%) - the accepted rate will be eighty-
five percent (85%) of the proposed rate.
C. If the proposed rate is greater than two hundred percent (200%) -
the accepted rate will be seventy-five percent (75%) of the
proposed rate.
If IOAI is unable to issue a cognizant letter per this Section 10.3, IOAI may
require Contracting Party to submit a revised independent CPA-audited ICR
and audit report within three (3) months of the effective date of the
management letter. IOAI will then have up to six (6) months to review the
Contracting Party’s and/or the independent CPA’s revisions. DRAFT
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If the Contracting Party fails to comply with the provisions of this Section
10.3, or if IOAI is still unable to issue a cognizant approval letter after the
revised independent CPA audited ICR is submitted, overhead cost
reimbursement will be limited to the accepted ICR that was established upon
initial rejection of the ICR and set forth this Section 10.3 for all rendered
services. In this event, this accepted ICR will become the actual and final
ICR for reimbursement purposes under this Agreement.
Contracting Party may submit to City final invoice only when all of the
following items have occurred: (1) IOAI accepts or adjusts the original or
revised independent CPA audited ICR; (2) all work under this Agreement has
been completed to the satisfaction of City; and, (3) IOAI has issued its final
ICR review letter. The Contracting Party must submit its final invoice to City
no later than sixty (60) calendar days after occurrence of the last of these
items. The accepted ICR will apply to this Agreement and all other
agreements executed between City and the Contracting Party, either as a
prime or subconsultant, with the same fiscal period ICR.
11. STATE PREVAILING WAGE RATES
11.1 State Prevailing Wage Rates. No Consultant or Subconsultant
may be awarded an Agreement containing public work elements unless
registered with the Department of Industrial Relations (DIR) pursuant to
Labor Code §1725.5. Registration with DIR must be maintained throughout
the entire term of this Agreement, including any subsequent amendments.
The Contracting Party shall comply with all of the applicable provisions of the
California Labor Code requiring the payment of prevailing wages. The
General Prevailing Wage Rate Determinations applicable to work under this
Agreement are available and on file with the Department of Transportation's
Regional/District Labor Compliance Officer
(https://dot.ca.gov/programs/construction/labor-compliance). These wage
rates are made a specific part of this Agreement by reference pursuant to
Labor Code §1773.2 and will be applicable to work performed at a
construction project site. Prevailing wages will be applicable to all inspection
work performed at City construction sites, at City facilities and at off-site
locations that are set up by the construction contractor or one of its
subcontractors solely and specifically to serve City projects. Prevailing wage
requirements do not apply to inspection work performed at the facilities of
vendors and commercial materials suppliers that provide goods and services
to the general public. General Prevailing Wage Rate Determinations
applicable to this project may also be obtained from the Department of
Industrial Relations Internet site at http://www.dir.ca.gov.
11.2 Payroll Records. Contracting Party and each Subconsultant shall
keep accurate certified payroll records and supporting documents as DRAFT
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mandated by Labor Code §1776 and as defined in 8 CCR §16000 showing
the name, address, social security number, work classification, straight time
and overtime hours worked each day and week, and the actual per diem
wages paid to each journeyman, apprentice, worker, or other employee
employed by the Contracting Party or Subconsultant in connection with the
public work. Each payroll record shall contain or be verified by a written
declaration that it is made under penalty of perjury, stating both of the
following:
A. The information contained in the payroll record is true and correct.
B. The employer has complied with the requirements of Labor Code
§1771, §1811, and §1815 for any work performed by his or her
employees on the public works project.
The payroll records enumerated under this Section 11.2 shall be certified as
correct by the Contracting Party under penalty of perjury. The payroll
records and all supporting documents shall be made available for inspection
and copying by City representative’s at all reasonable hours at the principal
office of the Contracting Party. The Contracting Party shall provide copies of
certified payrolls or permit inspection of its records as follows:
A. A certified copy of an employee's payroll record shall be made
available for inspection or furnished to the employee or the
employee's authorized representative on request.
B. A certified copy of all payroll records enumerated in this
Section 11.2 shall be made available for inspection or furnished
upon request to a representative of City, the Division of Labor
Standards Enforcement and the Division of Apprenticeship
Standards of the Department of Industrial Relations. Certified
payrolls submitted to City, the Division of Labor Standards
Enforcement and the Division of Apprenticeship Standards shall not
be altered or obliterated by the Contracting Party.
C. The public shall not be given access to certified payroll records by
the Contracting Party. The Contracting Party is required to forward
any requests for certified payrolls to the City Contract Officer by
both email and regular mail on the business day following receipt of
the request.
Contracting Party and all subconsultants shall submit a certified copy of the
records enumerated in this Section 11.2, to the entity that requested the
records within ten (10) calendar days after receipt of a written request. DRAFT
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Any copy of records made available for inspection as copies and furnished
upon request to the public or any public agency by City shall be marked or
obliterated in such a manner as to prevent disclosure of each individual's
name, address, and social security number. The name and address of the
Contracting Party or Subconsultant performing the work shall not be marked
or obliterated.
The Contracting Party shall inform City of the location of the records
enumerated under this Section 11.2, including the street address, city and
county, and shall, within five (5) working days, provide a notice of a change
of location and address.
The Contracting Party or Subconsultant shall have ten (10) calendar days in
which to comply subsequent to receipt of written notice requesting the
records enumerated in this Section 11.2. In the event the Contracting Party
or Subconsultant fails to comply within the ten (10) day period, he or she
shall, as a penalty to City, forfeit one hundred dollars ($100) for each
calendar day, or portion thereof, for each worker, until strict compliance is
effectuated. Such penalties shall be withheld by City from payments then
due. Contracting Party is not subject to a penalty assessment pursuant to
this section due to the failure of a Subconsultant to comply with this section.
11.3 Responsibility. When prevailing wage rates apply, the
Contracting Party is responsible for verifying compliance with certified
payroll requirements. Invoice payment will not be made until the invoice is
approved by the City Contract Officer.
11.4 Penalty. The Contracting Party and any of its Subconsultants
shall comply with Labor Code §1774 and §1775. Pursuant to Labor Code
§1775, the Contracting Party and any Subconsultant shall forfeit to the City
a penalty of not more than two hundred dollars ($200) for each calendar
day, or portion thereof, for each worker paid less than the prevailing rates
as determined by the Director of DIR for the work or craft in which the
worker is employed for any public work done under the Agreement by the
Contracting Party or by its Subconsultant in violation of the requirements of
the Labor Code and in particular, Labor Code §§1770 to 1780, inclusive.
The amount of this forfeiture shall be determined by the Labor Commissioner
and shall be based on consideration of mistake, inadvertence, or neglect of
the Contracting Party or Subconsultant in failing to pay the correct rate of
prevailing wages, or the previous record of the Contracting Party or
Subconsultant in meeting their respective prevailing wage obligations, or the
willful failure by the Contracting Party or Subconsultant to pay the correct
rates of prevailing wages. A mistake, inadvertence, or neglect in failing to
pay the correct rates of prevailing wages is not excusable if the Contracting DRAFT
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Party or Subconsultant had knowledge of the obligations under the Labor
Code. The Contracting Party is responsible for paying the appropriate rate,
including any escalations that take place during the term of the Agreement.
In addition to the penalty and pursuant to Labor Code §1775, the difference
between the prevailing wage rates and the amount paid to each worker for
each calendar day or portion thereof for which each worker was paid less
than the prevailing wage rate shall be paid to each worker by the
Contracting Party or Subconsultant.
If a worker employed by a Subconsultant on a public works project is not
paid the general prevailing per diem wages by the Subconsultant, the
Contracting Party is not liable for the penalties described above unless the
Contracting Party had knowledge of that failure of the Subconsultant to pay
the specified prevailing rate of wages to those workers or unless the
Contracting Party fails to comply with all of the following requirements:
A. The Agreement executed between the Contracting Party and the
Subconsultant for the performance of work on public works projects
shall include a copy of the requirements in Labor Code §§ 1771,
1775, 1776, 1777.5, 1813, and 1815.
B. The Contracting Party shall monitor the payment of the specified
general prevailing rate of per diem wages by the Subconsultant to
the employees by periodic review of the certified payroll records of
the Subconsultant.
C. Upon becoming aware of the Subconsultant’s failure to pay the
specified prevailing rate of wages to the Subconsultant’s workers,
the Contracting Party shall diligently take corrective action to halt
or rectify the failure, including but not limited to, retaining sufficient
funds due the Subconsultant for work performed on the public
works project.
D. Prior to making final payment to the Subconsultant for work
performed on the public works project, the Contracting Party shall
obtain an affidavit signed under penalty of perjury from the
Subconsultant that the Subconsultant had paid the specified general
prevailing rate of per diem wages to the Subconsultant’s employees
on the public works project and any amounts due pursuant to Labor
Code §1813.
Pursuant to Labor Code §1775, City shall notify the Contracting Party on a
public works project within fifteen (15) calendar days of receipt of a DRAFT
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complaint that a Subconsultant has failed to pay workers the general
prevailing rate of per diem wages.
If City determines that employees of a Subconsultant were not paid the
general prevailing rate of per diem wages and if City did not retain sufficient
money under the Agreement to pay those employees the balance of wages
owed under the general prevailing rate of per diem wages, the Contracting
Party shall withhold an amount of moneys due the Subconsultant sufficient
to pay those employees the general prevailing rate of per diem wages if
requested by City.
11.5 Hours of Labor. Eight (8) hours labor constitutes a legal day's
work. The Contracting Party shall forfeit, as a penalty to the City, twenty-
five dollars ($25) for each worker employed in the execution of the
Agreement by the Contracting Party or any of its Subconsultants 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 the Labor Code, and
in particular §§1810 to 1815 thereof, inclusive, except that work performed
by employees in excess of eight (8) hours per day, and forty (40) hours
during any one week, shall be permitted upon compensation for all hours
worked in excess of eight (8) hours per day and forty (40) hours in any
week, at not less than one and one-half (1.5) times the basic rate of pay, as
provided in §1815.
11.6 Employment of Apprentices. Where either the prime Agreement
or the subagreement exceeds thirty thousand dollars ($30,000), the
Contracting Party and any subconsultants under him or her shall comply with
all applicable requirements of Labor Code §§ 1777.5, 1777.6 and 1777.7 in
the employment of apprentices.
The Contracting Party and its subconsultants are required to comply with all
Labor Code requirements regarding the employment of apprentices,
including mandatory ratios of journey level to apprentice workers. Prior to
commencement of work, Contracting Party and its subconsultants are
advised to contact the DIR Division of Apprenticeship Standards website at
https://www.dir.ca.gov/das/, for additional information regarding the
employment of apprentices and for the specific journey-to- apprentice ratios
for the Agreement work. The Contracting Party is responsible for all
subconsultants’ compliance with these requirements. Penalties are specified
in Labor Code §1777.7.
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12. DISADVANTAGED BUSINESS ENTERPRISES (DBE) PARTICIPATION.
The Contracting Party, subrecipient (City), or subconsultant shall take
necessary and reasonable steps to ensure that DBE’s have opportunities to
participate in the contract (49 CFR 26). To ensure equal participation of
DBE’s provided in 49 CFR 26.5, The City shows a contract goal for DBE’s.
Contracting Party shall make work available to DBEs and select work parts
consistent with available DBE subconsultants and suppliers.
The Contracting Party shall meet the DBE goal shown elsewhere in these
special provisions or demonstrate that they made adequate good faith
efforts to meet this goal. It is Contracting Party’s responsibility to verify that
the DBE firm is certified as DBE at date of proposal opening and document
the record by printing out the California Unified Certification Program (CUCP)
data for each DBE firm. A list of DBEs certified by the CUCP can be found at
https://dot.ca.gov/programs/civil-rights/dbe-search.
All DBE participation will count toward the California Department of
Transportation’s federally mandated statewide overall DBE goal. Credit for
materials or supplies the Contracting Party purchases from DBE’s counts
toward the goal in the following manner:
- 100 percent counts if the materials or supplies are obtained from a
DBE manufacturer.
- 60 percent counts if the materials or supplies are purchased from a
DBE regular dealer.
- Only fees, commissions, and charges for assistance in the
procurement and delivery of materials or supplies count if obtained
from a DBE that is neither a manufacturer nor regular dealer. 49
CFR 26.55 defines “manufacturer” and regular dealer.”
This Agreement is subject to 49 CFR Part 26 entitled “Participation by
Disadvantaged Business Enterprises in Department of Transportation
Financial Assistance Programs”. Consultants who enter into a federally-
funded agreement will assist the City in a good faith effort to achieve
California's statewide overall DBE goal.
12.1 DBE Goal. The Goal for DBE participation for this
Agreement is 17%. Participation by DBE Contracting Party or
subconsultants shall be in accordance with information contained in Exhibit
10-O2: Consultant Contract DBE Commitment attached hereto and
incorporated as part of the Agreement. If a DBE subconsultant is unable to DRAFT
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perform, the Contracting Party must make a good faith effort to replace
him/her with another DBE subconsultant, if the goal is not otherwise met.
12.2 Meeting the Goal. The Contracting Party can meet the DBE
participation goal by either documenting commitments to DBE’s to meet the
Agreement goal, or by documenting adequate good faith efforts to meet the
Agreement goal. An adequate good faith effort means that the Contracting
Party must show that it took all necessary and reasonable steps to achieve a
DBE goal that, by their scope, intensity, and appropriateness to the
objective, could reasonably be expected to meet the DBE goal. If the
Contracting Party has not met the DBE goal, complete and submit Exhibit
15-H: DBE Information – Good Faith Efforts to document efforts to meet the
goal. Refer to 49 CFR Part 26 for guidance regarding evaluation of good
faith efforts to meet the DBE goal.
12.3 Contract Assurance. Under 49 DBR 26.13(b):
The Contracting Party, subrecipient or subconsultant shall not discriminate
on the basis of race, color, national origin, or sex in the performance of this
contract. The Contracting Party shall carry out applicable requirements of 49
CFR 26 in the award and administration of federal-aid contracts.
Failure by the Contracting Party to carry out these requirements is a
material breach of this contract, which may result in the termination of this
contract under Section 8.0 or such other remedy as the recipient deems
appropriate, which may include, but is not limited to:
(1) Withholding monthly progress payments;
(2) Assessing sanctions;
(3) Liquidated Damages; and/or
(4) Disqualifying the Contracting Party from future proposing as non-
responsible.
12.4 Termination and Substitution of DBE Subconsultants. The
Contracting Party shall utilize the specific DBEs listed to perform the work
and supply the materials for which each is listed unless the Contracting Party
or DBE subconsultant obtains the City’s written consent. The Contracting
Party shall not terminate or substitute a listed DBE for convenience and
perform the work with their own forces or obtain materials from other
sources without authorization from the City. Unless the City’s consent is
provided, the Contracting party shall not be entitled to any payment for
work or material unless it is performed or supplied by the listed DBE on the DRAFT
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Exhibit 10-02 Consultant Contract DBE Commitment form, included in the
bid.
The City authorizes a request to use other forces or sources of materials if
the Contracting Party shows any of the following justifications:
1. Listed DBE fails or refuses to execute a written contract based on
plans and specifications for the project.
2. The City stipulated that a bond is a condition of executing the
subcontract and the listed DBE fails to meet the City’s bond
requirements.
3. Work requires a consultant’s license and listed DBE does not have
a valid license under Contractors License Law.
4. Listed DBE fails or refuses to perform the work or furnish the listed
materials (failing or refusing to perform is not an allowable reason
to remove a DBE if the failure or refusal is a result of bad faith or
discrimination).
5. Listed DBE’s work is unsatisfactory and not in compliance with the
contract.
6. Listed DBE is ineligible to work on the project because of
suspension or debarment.
7. Listed DBE becomes bankrupt or insolvent.
8. Listed DBE voluntarily withdraws with written notice from the
Contract.
9. Listed DBE is ineligible to receive credit for the type of work
required.
10. Listed DBE owner dies or becomes disabled resulting in the inability
to perform the work on the Contract.
11. The City determines other documented good cause.
The Contracting Party shall notify the original DBE of the intent to use other
forces or material sources and provide the reasons and provide the DBE with
5 days to respond to the notice and advise Contracting Party and the City of
the reasons why the use of other forces or sources of materials should not
occur. DRAFT
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The Contracting Party’s request to use other forces or materials sources
must include:
1. One or more of the reasons listed in the preceding paragraph.
2. Notices from the Contracting Party to the DBE regarding the
request.
3. Notices from the DBE’s to the Contracting Party regarding this
request.
If a listed DBE is terminated or substituted, the Contracting Party must make
good faith efforts to find another DBE to substitute for the original DBE. The
substitute DBE must perform at least the same amount of work as the
original DBE under the contract to the extent needed to meet or exceed the
DBE goal.
12.5 Commitment and Utilization. The City’s DBE program must
include a monitoring and enforcement mechanism to ensure that DBE
commitments reconcile to the DBE utilization.
The City shall request the Contracting Party to:
1. Notify the City’s contract officer or designated representative of
any changes to its anticipated DBE participation
2. Provide this notification before starting the affected work
3. Maintain records including:
- Name and business address of each 1st tier subconsultant
- Name and business address of each DBE subconsultant, DBE
vendor, and DBE trucking company, regardless of tier
- Date of payment and total amount paid to each business (see
Exhibit 9-F Monthly Disadvantaged Business Enterprise
Payment)
If the Contracting Party is a DBE Consultant, they shall include the date of
work performed by their own forces and the corresponding value of the
work.
If a DBE is decertified before completing its work, the DBE must notify the
Contracting Party in writing of the decertification date. If a business
becomes a certified DBE before completing its work, the business must DRAFT
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notify the Contracting Party in writing of the certification date. The
Contracting Party shall submit the notifications to the City. On work
completion, the Contracting Party shall complete a Disadvantaged Business
Enterprises (DBE) Certification Status Change, Exhibit 17-O, form and
submit the form to the City within 30 days of contract acceptance.
Upon work completion, the Contracting Party shall complete Exhibit 17-F
Final Report – Utilization of Disadvantaged Business Enterprises (DBE), First-
Tier Subcontractors and submit it to the City within 90 days of contract
acceptance. The City will withhold $10,000 until the form is submitted. The
City will release the withhold upon submission of the completed form.
In the City’s reports of DBE participation to Caltrans, the City must display
both commitments and attainments.
12.6 Eligibility of DBE’s. A DBE is only eligible to be counted toward
the Agreement goal if it performs a commercially useful function (CUF) on
the Agreement. CUF must be evaluated on an agreement by agreement
basis. A DBE performs a Commercially Useful Function (CUF) when it is
responsible for execution of the work of the Agreement and is carrying out
its responsibilities by actually performing, managing, and supervising the
work involved. To perform a CUF, the DBE must also be responsible, with
respect to materials and supplies used on the Agreement, for negotiating
price, determining quality and quantity, ordering the material and installing
(where applicable), and paying for the material itself. To determine whether
a DBE is performing a CUF, evaluate the amount of work subcontracted,
industry practices, whether the amount the firm is to be paid under the
Agreement is commensurate with the work it is actually performing, and
other relevant factors.
12.7 A DBE does not perform a CUF if its role is limited to that of an
extra participant in a transaction, Agreement, or project through which funds
are passed in order to obtain the appearance of DBE participation. In
determining whether a DBE is such an extra participant, examine similar
transactions, particularly those in which DBEs do not participate.
12.8 If a DBE does not perform or exercise responsibility for at least
thirty percent (30%) of the total cost of its Agreement with its own work
force, or the DBE subcontracts a greater portion of the work of the
AGREEMENT than would be expected on the basis of normal industry
practice for the type of work involved, it will be presumed that it is not
performing a CUF.
12.9 Records. The Contracting Party shall maintain records of
materials purchased or supplied from all subcontracts entered into with DRAFT
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certified DBEs. The records shall show the name and business address of
each DBE or vendor and the total dollar amount actually paid each DBE or
vendor, regardless of tier. The records shall show the date of payment and
the total dollar figure paid to all firms. DBE Contracting Party’s shall also
show the date of work performed by their own forces along with the
corresponding dollar value of the work.
12.10 Decertification of DBE. If a DBE subconsultant is decertified
during the life of the Agreement, the decertified subconsultant shall notify
the Contracting Party in writing with the date of decertification. If a
subconsultant becomes a certified DBE during the life of the Agreement, the
subconsultant shall notify the Contracting Party in writing with the date of
certification. Any changes should be reported to City’s Contract Officer within
thirty (30) calendar days.
12.11 Running Tally of Payments to DBE. After submitting an invoice
for reimbursement that includes a payment to a DBE, but no later than the
10th of the following month, the prime contractor/consultant shall complete
and email the Exhibit 9-F: Disadvantaged Business Enterprise Running Tally
of Payments to business.support.unit@dot.ca.gov with a copy to the City.
12.12 DBE Subcontracting. Any subcontract entered into as a result of
this agreement shall contain all of the provisions of this section.
13. MISCELLANEOUS PROVISIONS.
13.1 Notice. Any notice, demand, request, consent, approval, or
communication either party desires or is required to give the other party or
any other person shall be in writing and either served personally or sent by
prepaid, first-class mail to the address set forth below. Either party may
change its address by notifying the other party of the change of address in
writing. Notice shall be deemed communicated forty-eight (48) hours from
the time of mailing if mailed as provided in this Section.
To City:
CITY OF LA QUINTA
Attention: Bryan McKinney, PE
78495 Calle Tampico
La Quinta, California 92253
To Contracting Party:
VENDORS COMPANY NAME
VENDORS CONTACT
VENDORS STREET ADDRESS
VENDORS CITY, STATE, ZIP
13.2 Contracting Party’s Reports or Meetings. The Contracting Party
shall submit progress reports at least once a month. The report should be
sufficiently detailed for the City’ Contract Officer to determine, if the DRAFT
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Contracting Party is performing to expectations, or is on schedule; to provide
communication of interim findings, and to sufficiently address any difficulties
or special problems encountered, so remedies can be developed.
13.3 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 party by reason of the authorship of this
Agreement or any other rule of construction which might otherwise apply.
13.4 Section Headings and Subheadings. The section headings and
subheadings contained in this Agreement are included for convenience only
and shall not limit or otherwise affect the terms of this Agreement.
13.5 Cost Principals. The Contracting Party agrees that 48 CFR Part
31, Contract Cost Principles and Procedures, shall be used to determine the
allowability of individual terms of cost. The Contracting Party also agrees to
comply with Federal procedures in accordance with 2 CFR Part 200, Uniform
Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards. Any costs for which payment has been made to the
Contracting Party that are determined by subsequent audit to be unallowable
under 48 CFR Part 31 or 2 CFR Part 200 are subject to repayment by the
Contracting Party to City. When Contracting Party or Subconsultant is a
Non-Profit Organization or an Institution of Higher Education, the Cost
Principles for Title 2 CFR Part 200, Uniform Administrative Requirements,
Cost Principles, and Audit Requirements for Federal Awards shall apply.
13.6 Subcontracting. Nothing contained in this AGREEMENT or
otherwise, shall create any contractual relation between the City and any
Subconsultants, and no subagreement shall relieve the Contracting Party of
its responsibilities and obligations hereunder. The Contracting Party agrees
to be as fully responsible to the City for the acts and omissions of its
Subconsultants and of persons either directly or indirectly employed by any
of them as it is for the acts and omissions of persons directly employed by
the Contracting Party. The Contracting Party's obligation to pay its
Subconsultants is an independent obligation from the City’s obligation to
make payments to the Contracting Party. The Contracting Party shall
perform the work contemplated with resources available within its own
organization and no portion of the work shall be subcontracted without
written authorization by the City Contract Officer, except that which is
expressly identified in the Schedule of Compensation. Any subagreement
entered into as a result of this Agreement, shall contain all the provisions
stipulated in this entire Agreement to be applicable to Subconsultants unless
otherwise noted. Contracting Party shall pay its Subconsultants within
Fifteen (15) calendar days from receipt of each payment made to the
Contracting Party by the City. Any substitution of Subconsultants must be DRAFT
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approved in writing by the City Contract Officer in advance of assigning work
to a substitute Subconsultant.
13.7 Prompt Progress Payment. The Contracting Party or
subconsultant shall pay to any subconsultant, no later than fifteen (15) days
after receipt of each progress payment, unless otherwise agreed to in
writing, the respective amounts allowed the Contracting Party on account of
the work performed by the subconsultants, to the extent of each
subconsultant’s interest therein. In the event that there is a good faith
dispute over all or any portion of the amount due on a progress payment
from the Contracting Party or subconsultant to a subconsultant, the
Contracting Party or subconsultant may withhold no more than 150 percent
of the disputed amount. Any violation of this requirement shall constitute a
cause for disciplinary action and shall subject the licensee to a penalty,
payable to the subconsultant, of 2 percent of the amount due per month for
every month that payment is not made.
13.8 Prompt Payment of Withheld Funds to Subconsultants. No
retainage will be held by the City from progress payments due to the
Contracting Party. The Contracting Party and subconsultants are prohibited
from holding retainage from subconsultants. Any delay or postponement of
payment may take place only for good cause and with the City’s prior
written approval. Any violation of these provisions shall subject the violating
Contracting Party or subconsultant to the penalties, sanctions, and other
remedies specified in Section 3321 of the California Civil Code. This
requirement shall not be construed to limit or impair any contractual,
administrative, or judicial remedies, otherwise available to the Contracting
Party or subconsultant in the event of a dispute involving late payment or
nonpayment by the Contracting Party, deficient subconsultant performance
and/or noncompliance by a subconsultant. This clause applies to both DBE
and non-DBE subconsultants
13.9 Equipment Purchase. Prior authorization in writing by City
Contract Officer shall be required before Contracting Party enters into any
unbudgeted purchase order, or subcontract exceeding five thousand dollars
($5,000) for supplies, equipment, or services. Contracting Party shall
provide an evaluation of the necessity or desirability of incurring such costs.
For purchase of any item, service, or consulting work not covered in
Schedule of Compensation and exceeding five thousand dollars ($5,000),
with prior authorization by City Contract Officer, three competitive
quotations must be submitted with the request, or the absence of proposal
must be adequately justified. Any equipment purchased with funds provided
under the terms of this Agreement is subject to the following: DRAFT
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Contracting Party shall maintain an inventory of all nonexpendable property.
Nonexpendable property is defined as having a useful life of at least two
years and an acquisition cost of five thousand dollars ($5,000) or more. If
the purchased equipment needs replacement and is sold or traded in, City
shall receive a proper refund or credit at the conclusion of the Agreement, or
if the Agreement is terminated as provided for in Section 8.0, Contracting
Party may either keep the equipment and credit City in an amount equal to
its fair market value, or sell such equipment at the best price obtainable at a
public or private sale, in accordance with established City procedures; and
credit City in an amount equal to the sales price. If Contracting Party elects
to keep the equipment, fair market value shall be determined at Contracting
Party’s expense, on the basis of a competent independent appraisal of such
equipment. Appraisals shall be obtained from an appraiser mutually
agreeable to by City and Contracting Party, if it is determined to sell the
equipment, the terms and conditions of such sale must be approved in
advance by City.
Regulation 2 CFR Part 200 requires a credit to State or Federal funds when
participating equipment with a fair market value greater than five thousand
dollars ($5,000) is credited to the project.
13.10 Rebates, Kickbacks or Other Unlawful Consideration. The
Contracting Party warrants that this Agreement was not obtained or secured
through rebates, kickbacks or other unlawful consideration either promised
or paid to any City employee. For breach or violation of this warranty, City
shall have the right, in its discretion, to terminate this Agreement without
liability, to pay only for the value of the work actually performed, or to
deduct from this Agreement price or otherwise recover the full amount of
such rebate, kickback or other unlawful consideration.
13.11 Prohibition of Expending City, State, or Federal Funds for
Lobbying. The Contracting Party certifies, to the best of his or her
knowledge and belief, that no State, Federal, or City appropriated funds
have been paid or will be paid, by or on behalf of the Contracting Party, to
any person for influencing or attempting to influence an officer or employee
of any local, State, or Federal agency, a Member of the State Legislature or
United States Congress, an officer or employee of the Legislature or
Congress, or any employee of a Member of the Legislature or Congress in
connection with the awarding or making of this Agreement, or with the
extension, continuation, renewal, amendment, or modification of this
Agreement. If any funds other than Federal appropriated funds have been
paid or will be paid to any person for influencing or attempting to influence
an officer or employee of any agency, a Member of Congress, an officer or
employee of Congress, or an employee of a member of Congress in DRAFT
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connection with this Agreement, the Contracting Party shall complete and
submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in
accordance with its instructions. This certification is a material
representation of fact upon which reliance was placed when this transaction
was made or entered into. Submission of this certification is a prerequisite
for making or entering into this transaction imposed by 31 U.S.C. §1352.
Any person who fails to file the required certification shall be subject to a
civil penalty of not less than ten thousand dollars ($10,000) and not more
than one hundred thousand dollars ($100,000) for each such failure. The
Contracting Party also agrees by signing this document that he or she shall
require that the language of this certification be included in all lower tier
subagreements, which exceed one hundred thousand dollars ($100,000),
and that all such subrecipients shall certify and disclose accordingly.
13.12 Debarment and Suspension Certification. The Contracting
Party’s signature affixed herein shall constitute a certification under penalty
of perjury under the laws of the State of California, that the Contracting
Party or any person associated therewith in the capacity of owner, partner,
director, officer or manager is not currently under suspension, debarment,
voluntary exclusion, or determination of ineligibility by any federal agency;
has not been suspended, debarred, voluntarily excluded, or determined
ineligible by any federal agency within the past three (3) years; does not
have a proposed debarment pending; and has not been indicted, convicted,
or had a civil judgment rendered against it by a court of competent
jurisdiction in any matter involving fraud or official misconduct within the
past three (3) years. Any exceptions to this certification must be disclosed
to City. Exceptions will not necessarily result in denial of recommendation for
award but will be considered in determining responsibility. Disclosures must
indicate the party to whom the exceptions apply, the initiating agency, and
the dates of agency action. Exceptions to the Federal Government Excluded
Parties List System maintained by the U.S. General Services Administration
are to be determined by FHWA.
13.13 Funding Requirements. It is mutually understood between the
parties that this Agreement may have been written before ascertaining the
availability of funds or appropriation of funds, for the mutual benefit of both
parties, in order to avoid program and fiscal delays that would occur if the
Agreement were executed after that determination was made. This
Agreement is valid and enforceable only if sufficient funds are made
available to City for the purpose of this Agreement. In addition, this
Agreement is subject to any additional restrictions, limitations, conditions, or
any statute enacted by the Congress, State Legislature, or City governing
board that may affect the provisions, terms, or funding of this Agreement in
any manner. It is mutually agreed that if sufficient funds are not DRAFT
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appropriated, this Agreement may be amended to reflect any reduction in
funds. City has the option to terminate the Agreement pursuant to Section
8.0 or by mutual agreement to amend the Agreement to reflect any
reduction of funds.
13.14 Contingent Fee. Contracting Party warrants, by execution of this
Agreement that no person or selling agency has been employed, or retained,
to solicit or secure this Agreement upon an agreement or understanding, for
a commission, percentage, brokerage, or contingent fee, excepting bona fide
employees, or bona fide established commercial or selling agencies
maintained by Contracting Party for the purpose of securing business. For
breach or violation of this warranty, City has the right to annul this
Agreement without liability; pay only for the value of the work actually
performed, or in its discretion to deduct from the Agreement price or
consideration, or otherwise recover the full amount of such commission,
percentage, brokerage, or contingent fee.
13.15 Inspection of Work. Contracting Party and any subconsultant
shall permit City, the State, and the FHWA if federal participating funds are
used in this Agreement; to review and inspect the project activities and files
at all reasonable times during the performance period of this Agreement.
13.16 Safety. Contracting Party shall comply with OSHA regulations
applicable to Contracting Party regarding necessary safety equipment or
procedures. Contracting Party shall comply with safety instructions issued by
City Safety Officer and other City representatives. Contracting Party
personnel shall wear hard hats and safety vests at all times while working on
the construction project site. Pursuant to the authority contained in Vehicle
Code §591, City has determined that such areas are within the limits of the
project and are open to public traffic. Contracting Party shall comply with all
of the requirements set forth in Divisions 11, 12, 13, 14, and 15 of the
Vehicle Code. Contracting Party shall take all reasonably necessary
precautions for safe operation of its vehicles and the protection of the
traveling public from injury and damage from such vehicles. Contracting
Party must have a Division of Occupational Safety and Health (CAL-OSHA)
permit(s), as outlined in Labor Code §6500 and §6705, prior to the initiation
of any practices, work, method, operation, or process related to the
construction or excavation of trenches which are five (5) feet or deeper.
13.17 Claims Filed by City’s Construction Contractor. If claims are
filed by City’s construction contractor relating to work performed by
Contracting Party’s personnel, and additional information or assistance from
Contracting Party’s personnel is required in order to evaluate or defend
against such claims; Contracting Party agrees to make its personnel
available for consultation with City’s construction contract administration and DRAFT
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legal staff and for testimony, if necessary, at depositions and at trial or
arbitration proceedings. Contracting Party’s personnel that City considers
essential to assist in defending against construction contractor claims will be
made available on reasonable notice from City. Consultation or testimony
will be reimbursed at the same rates, including travel costs that are being
paid for Contracting Party’s personnel services under this Agreement.
Services of Contracting Party’s personnel in connection with City’s
construction contractor claims will be performed pursuant to a written
contract amendment, if necessary, extending the termination date of this
Agreement in order to resolve the construction claims.
13.18 National Labor Relations Board Certification. In accordance with
Public Contract Code §10296, Contracting Party hereby states under penalty
of perjury that no more than one final unappealable finding of contempt of
court by a federal court has been issued against Contracting Party, within
the immediately preceding two-year period, because of Contracting Party’s
failure to comply with an order of a federal court that orders Contracting
Party to comply with an order of the National Labor Relations Board.
13.19 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
13.20 Integrated Agreement. This Agreement including the exhibits
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.
13.21 Amendment. No amendment to or modification of this
Agreement shall be valid unless made in writing and approved by
Contracting Party and by the City Council of City. The parties agree that this
requirement for written modifications cannot be waived and that any
attempted waiver shall be void. Contracting Party shall only commence
work covered by an amendment after the amendment is executed and
notification to proceed has been provided by City Contract Officer.
13.22 Severability. In the event that any one or more of the articles,
phrases, sentences, clauses, paragraphs, or sections contained in this
Agreement shall be declared invalid or unenforceable, such invalidity or
unenforceability shall not affect any of the remaining articles, phrases,
sentences, clauses, paragraphs, or sections of this Agreement which are
hereby declared as severable and shall be interpreted to carry out the intent DRAFT
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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.
13.23 Unfair Business Practices Claims. In entering into this
Agreement, Contracting Party offers and agrees to assign to 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 City renders final payment to Contracting Party without
further acknowledgment of the parties.
13.24 No Third-Party Beneficiaries. With the exception of the specific
provisions set forth in this Agreement, there are no intended third-party
beneficiaries under this Agreement and no such other third parties shall have
any rights or obligations hereunder.
13.25 Authority. The persons executing this Agreement on behalf of
each of the parties hereto represent and 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) that 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] DRAFT
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IN WITNESS WHEREOF, the parties have executed this Agreement as of
the dates stated below.
CITY OF LA QUINTA,
a California Municipal Corporation
JON MCMILLEN, City Manager
City of La Quinta, California
Dated:
CONTRACTING PARTY:
By:
Name:
Title:
ATTEST:
MONIKA RADEVA, City Clerk
La Quinta, California
By:
Name:
Title:
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
(DIRECTOR TO DETERMINE IF THE FOLLOWING IS TO BE FOLLOWED OR
DELETED:)
NOTE: (1) TWO SIGNATURES ARE REQUIRED IF A CORPORATION’S
BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR
REGULATIONS APPLICABLE STATE THAT TWO SIGNATURES ARE REQUIRED
ON CONTRACTS, AGREEMENTS, AMENDMENTS, CHANGE ORDERS, ETC.
(2) CONTRACTING PARTY’S SIGNATURES SHALL BE DULY
NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS
MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR DRAFT
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OTHER RULES OR REGULATIONS APPLICABLE TO CONTRACTING PARTY’S
BUSINESS ENTITY.
DRAFT
Exhibit A
Page 1 of 5 Last revised summer 2017
Exhibit A
Scope of Services
1. Services to be Provided:
[TO BE PROVIDED BY STAFF (include location of work)]
2. Performance Standards:
[TO BE PROVIDED BY STAFF]
OR
[See Attached]
DRAFT
Exhibit A
Page 2 of 5
ADDENDUM TO AGREEMENT
Re: Scope of Services
If the Scope of Services include construction, alteration, demolition,
installation, repair, or maintenance affecting real property or structures or
improvements of any kind appurtenant to real property, the following apply:
1. Prevailing Wage Compliance. If Contracting Party is a contractor
performing public works and maintenance projects, as described in this
Section 1.3, Contracting Party shall comply with applicable Federal, State,
and local laws. Contracting Party is aware of the requirements of California
Labor Code Sections 1720, et seq., and 1770, et seq., as well as California
Code of Regulations, Title 8, Sections 16000, et seq., (collectively, the
“Prevailing Wage Laws”), and La Quinta Municipal Code Section 3.12.040,
which require the payment of prevailing wage rates and the performance of
other requirements on “Public works” and “Maintenance” projects. If the
Services are being performed as part of an applicable “Public works” or
“Maintenance” project, as defined by the Prevailing Wage Laws, and if
construction work over twenty-five thousand dollars ($25,000.00) and/or
alterations, demolition, repair or maintenance work over fifteen thousand
dollars ($15,000.00) is entered into or extended on or after January 1, 2015
by this Agreement,, Contracting Party agrees to fully comply with such
Prevailing Wage Laws including, but not limited to, requirements related to
the maintenance of payroll records and the employment of apprentices.
Pursuant to California Labor Code Section 1725.5, no contractor or
subcontractor may be awarded a contract for public work on a “Public works”
project unless registered with the California Department of Industrial
Relations (“DIR”) at the time the contract is awarded. If the Services are
being performed as part of an applicable “Public works” or “Maintenance”
project, as defined by the Prevailing Wage Laws, this project is subject to
compliance monitoring and enforcement by the DIR. Contracting Party will
maintain and will require all subcontractors to maintain valid and current
DIR Public Works contractor registration during the term of this Agreement.
Contracting Party shall notify City in writing immediately, and in no case
more than twenty-four (24) hours, after receiving any information that
Contracting Party’s or any of its subcontractor’s DIR registration status has
been suspended, revoked, expired, or otherwise changed. It is understood
that it is the responsibility of Contracting Party to determine the correct
salary scale. Contracting Party shall make copies of the prevailing rates of
per diem wages for each craft, classification, or type of worker needed to
execute the Services available to interested parties upon request, and shall
post copies at Contracting Party’s principal place of business and at the
project site, if any. The statutory penalties for failure to pay prevailing wage
or to comply with State wage and hour laws will be enforced. Contracting DRAFT
Exhibit A
Page 3 of 5
Party must forfeit to City TWENTY-FIVE DOLLARS ($25.00) per day for each
worker who works in excess of the minimum working hours when
Contracting Party does not pay overtime. In accordance with the provisions
of Labor Code Sections 1810 et seq., eight (8) hours is the legal working
day. Contracting Party also shall comply with State law requirements to
maintain payroll records and shall provide for certified records and
inspection of records as required by California Labor Code Section 1770 et
seq., including Section 1776. In addition to the other indemnities provided
under this Agreement, Contracting Party shall defend (with counsel selected
by City), indemnify, and hold City, its elected officials, officers, employees,
and agents free and harmless from any claim or liability arising out of any
failure or alleged failure to comply with the Prevailing Wage Laws. It is
agreed by the parties that, in connection with performance of the Services,
including, without limitation, any and all “Public works” (as defined by the
Prevailing Wage Laws), Contracting Party shall bear all risks of payment or
non-payment of prevailing wages under California law and/or the
implementation of Labor Code Section 1781, as the same may be amended
from time to time, and/or any other similar law. Contracting Party
acknowledges and agrees that it shall be independently responsible for
reviewing the applicable laws and regulations and effectuating compliance
with such laws. Contracting Party shall require the same of all
subcontractors.
2.Retention. Payments shall be made in accordance with the
provisions of Section 2.0 of the Agreement. In accordance with said
Sections, City shall pay Contracting Party a sum based upon ninety-five
percent (95%) of the Contract Sum apportionment of the labor and
materials incorporated into the Services under this Agreement during the
month covered by said invoice. The remaining five percent (5%) thereof
shall be retained as performance security to be paid to Contracting Party
within sixty (60) days after final acceptance of the Services by the City
Council of City, after Contracting Party has furnished City with a full release
of all undisputed payments under this Agreement, if required by City. In the
event there are any claims specifically excluded by Contracting Party from
the operation of the release, City may retain proceeds (per Public Contract
Code § 7107) of up to one hundred fifty percent (150%) of the amount in
dispute. City’s failure to deduct or withhold shall not affect Contracting
Party’s obligations under the Agreement.
3.Utility Relocation. City is responsible for removal, relocation, or
protection of existing main or trunk-line utilities to the extent such utilities
were not identified in the invitation for bids or specifications. City shall
reimburse Contracting Party for any costs incurred in locating, repairing
damage not caused by Contracting Party, and removing or relocating such DRAFT
Exhibit A
Page 4 of 5
unidentified utility facilities. Contracting Party shall not be assessed
liquidated damages for delay arising from the removal or relocation of such
unidentified utility facilities.
4.Trenches or Excavations. Pursuant to California Public Contract
Code Section 7104, in the event the work included in this Agreement
requires excavations more than four (4) feet in depth, the following shall
apply:
(a) Contracting Party shall promptly, and before the following
conditions are disturbed, notify City, in writing, of any: (1) material that
Contracting Party believes may be material that is hazardous waste, as
defined in Section 25117 of the Health and Safety Code, that is required to
be removed to a Class I, Class II, or Class III disposal site in accordance
with provisions of existing law; (2) subsurface or latent physical conditions
at the site different from those indicated by information about the site made
available to bidders prior to the deadline for submitting bids; or (3) unknown
physical conditions at the site of any unusual nature, different materially
from those ordinarily encountered and generally recognized as inherent in
work of the character provided for in the Agreement.
(b) City shall promptly investigate the conditions, and if it
finds that the conditions do materially so differ, or do involve hazardous
waste, and cause a decrease or increase in Contracting Party’s cost of, or
the time required for, performance of any part of the work shall issue a
change order per Section 1.8 of the Agreement.
(c) in the event that a dispute arises between City and
Contracting Party whether the conditions materially differ, or involve
hazardous waste, or cause a decrease or increase in Contracting Party’s cost
of, or time required for, performance of any part of the work, Contracting
Party shall not be excused from any scheduled completion date provided for
by this Agreement, but shall proceed with all work to be performed under
this Agreement. Contracting Party shall retain any and all rights provided
either by contract or by law which pertain to the resolution of disputes and
protests between the contracting Parties.
5.Safety. Contracting Party shall execute and maintain its work so
as to avoid injury or damage to any person or property. In carrying out the
Services, Contracting Party shall at all times be in compliance with all
applicable local, state, and federal laws, rules and regulations, and shall
exercise all necessary precautions for the safety of employees appropriate to
the nature of the work and the conditions under which the work is to be
performed. Safety precautions as applicable shall include, but shall not be
limited to: (A) adequate life protection and lifesaving equipment and DRAFT
Exhibit A
Page 5 of 5
procedures; (B) instructions in accident prevention for all employees and
subcontractors, such as safe walkways, scaffolds, fall protection ladders,
bridges, gang planks, confined space procedures, trenching and shoring,
equipment and other safety devices, equipment and wearing apparel as are
necessary or lawfully required to prevent accidents or injuries; and
(C) adequate facilities for the proper inspection and maintenance of all
safety measures.
6. Liquidated Damages. Since the determination of actual damages
for any delay in performance of the Agreement would be extremely difficult
or impractical to determine in the event of a breach of this Agreement,
Contracting Party shall be liable for and shall pay to City the sum of One
Thousand dollars ($1,000.00) as liquidated damages for each working day of
delay in the performance of any of the Services required hereunder, as
specified in the Schedule of Performance. In addition, liquidated damages
may be assessed for failure to comply with the emergency call out
requirements, if any, described in the Scope of Services. City may withhold
from any moneys payable on account of the Services performed by
Contracting Party any accrued liquidated damages.
DRAFT
Exhibit B
Page 1 of 1
Exhibit B
Schedule of Compensation
With the exception of compensation for Additional Services, provided for
in Section 2.4 of this Agreement, the maximum total compensation to be
paid to Contracting Party under this Agreement is not to exceed
______________________ ($ __________) (“Contract Sum”). The
Contract Sum shall be paid to Contracting Party in installment payments
made on a monthly basis and in an amount identified in Contracting Party’s
schedule of compensation attached hereto for the work tasks performed and
properly invoiced by Contracting Party in conformance with Section 2.3 of
this Agreement. DRAFT
Exhibit C
Page 1 of 1
Exhibit C
Schedule of Performance
Contracting Party shall complete all services identified in the Scope of
Services, Exhibit A of this Agreement, in accordance with the Project
Schedule, attached hereto and incorporated herein by this reference. DRAFT
Exhibit D
Page 1 of 1
Exhibit D
Special Requirements
Required Federal Forms DRAFT
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Exhibit E
Page 1 of 7
Exhibit E
Insurance Requirements
E.1 Insurance. Prior to the beginning of and throughout the duration
of this Agreement, the following policies shall be maintained and kept in full
force and effect providing insurance with minimum limits as indicated below
and issued by insurers with A.M. Best ratings of no less than A-VI:
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Non-contributory
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000 (per accident)
Personal Auto Declaration Page if applicable
Errors and Omissions Liability
$1,000,000 (per claim and aggregate)
Workers’ Compensation
(per statutory requirements)
Must include the following endorsements:
Workers Compensation with Waiver of Subrogation
Workers Compensation Declaration of Sole Proprietor if
applicable
Cyber Liability
$1,000,000 (per occurrence)
$2,000,000 (general aggregate)
Contracting Party shall procure and maintain, at its cost, and
submit concurrently with its execution of this Agreement, Commercial
General Liability insurance against all claims for injuries against persons or
damages to property resulting from Contracting Party’s acts or omissions
rising out of or related to Contracting Party’s performance under this
Agreement. The insurance policy shall contain a severability of interest
clause providing that the coverage shall be primary for losses arising out of
Contracting Party’s performance hereunder and neither City nor its insurers
shall be required to contribute to any such loss. An endorsement evidencing
the foregoing and naming the City and its officers and employees as DRAFT
Exhibit E
Page 2 of 7
additional insured (on the Commercial General Liability policy only) must be
submitted concurrently with the execution of this Agreement and approved
by City prior to commencement of the services hereunder.
Contracting Party shall carry automobile liability insurance of
$1,000,000 per accident against all claims for injuries against persons or
damages to property arising out of the use of any automobile by Contracting
Party, its officers, any person directly or indirectly employed by Contracting
Party, any subcontractor or agent, or anyone for whose acts any of them
may be liable, arising directly or indirectly out of or related to Contracting
Party’s performance under this Agreement. If Contracting Party or
Contracting Party’s employees will use personal autos in any way on this
project, Contracting Party shall provide evidence of personal auto liability
coverage for each such person. The term “automobile” includes, but is not
limited to, a land motor vehicle, trailer or semi-trailer designed for travel on
public roads. The automobile insurance policy shall contain a severability of
interest clause providing that coverage shall be primary for losses arising out
of Contracting Party’s performance hereunder and neither City nor its
insurers shall be required to contribute to such loss.
Professional Liability or Errors and Omissions Insurance as
appropriate shall be written on a policy form coverage specifically designed
to protect against acts, errors or omissions of the Contracting Party and
“Covered Professional Services” as designated in the policy must specifically
include work performed under this agreement. The policy limit shall be no
less than $1,000,000 per claim and in the aggregate. The policy must “pay
on behalf of” the insured and must include a provision establishing the
insurer’s duty to defend. The policy retroactive date shall be on or before
the effective date of this agreement.
Contracting Party shall carry Workers’ Compensation Insurance in
accordance with State Worker’s Compensation laws with employer’s liability
limits no less than $1,000,000 per accident or disease.
Contracting Party shall procure and maintain Cyber Liability
insurance with limits of $1,000,000 per occurrence/loss which shall include
the following coverage:
a. Liability arising from the theft, dissemination and/or use of
confidential or personally identifiable information; including
credit monitoring and regulatory fines arising from such theft,
dissemination or use of the confidential information.
b. Network security liability arising from the unauthorized use of, DRAFT
Exhibit E
Page 3 of 7
access to, or tampering with computer systems.
c. Liability arising from the failure of technology products
(software) required under the contract for Consultant to
properly perform the services intended.
d. Electronic Media Liability arising from personal injury, plagiarism
or misappropriation of ideas, domain name infringement or
improper deep-linking or framing, and infringement or violation
of intellectual property rights.
e. Liability arising from the failure to render professional services.
If coverage is maintained on a claims-made basis, Contracting Party shall
maintain such coverage for an additional period of three (3) years following
termination of the contract.
Contracting Party shall provide written notice to City within ten
(10) working days if: (1) any of the required insurance policies is
terminated; (2) the limits of any of the required polices are reduced; or
(3) the deductible or self-insured retention is increased. In the event any of
said policies of insurance are cancelled, Contracting Party shall, prior to the
cancellation date, submit new evidence of insurance in conformance with
this Exhibit to the Contract Officer. The procuring of such insurance or the
delivery of policies or certificates evidencing the same shall not be construed
as a limitation of Contracting Party’s obligation to indemnify City, its officers,
employees, contractors, subcontractors, or agents.
E.2 Remedies. In addition to any other remedies City may have if
Contracting Party fails to provide or maintain any insurance policies or policy
endorsements to the extent and within the time herein required, City may,
at its sole option:
a. Obtain such insurance and deduct and retain the amount of
the premiums for such insurance from any sums due under this Agreement.
b. Order Contracting Party to stop work under this Agreement
and/or withhold any payment(s) which become due to Contracting Party
hereunder until Contracting Party demonstrates compliance with the
requirements hereof.
c. Terminate this Agreement.
Exercise of any of the above remedies, however, is an alternative
to any other remedies City may have. The above remedies are not the DRAFT
Exhibit E
Page 4 of 7
exclusive remedies for Contracting Party’s failure to maintain or secure
appropriate policies or endorsements. Nothing herein contained shall be
construed as limiting in any way the extent to which Contracting Party may
be held responsible for payments of damages to persons or property
resulting from Contracting Party’s or its subcontractors’ performance of work
under this Agreement.
E.3 General Conditions Pertaining to Provisions of Insurance Coverage
by Contracting Party. Contracting Party and City agree to the following with
respect to insurance provided by Contracting Party:
1.Contracting Party agrees to have its insurer endorse the third
party general liability coverage required herein to include as additional
insureds City, its officials, employees, and agents, using standard ISO
endorsement No. CG 2010 with an edition prior to 1992. Contracting Party
also agrees to require all contractors, and subcontractors to do likewise.
2.No liability insurance coverage provided to comply with this
Agreement shall prohibit Contracting Party, or Contracting Party’s
employees, or agents, from waiving the right of subrogation prior to a loss.
Contracting Party agrees to waive subrogation rights against City regardless
of the applicability of any insurance proceeds, and to require all contractors
and subcontractors to do likewise.
3.All insurance coverage and limits provided by Contracting Party
and available or applicable to this Agreement are intended to apply to the
full extent of the policies. Nothing contained in this Agreement or any other
agreement relating to City or its operations limits the application of such
insurance coverage.
4.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.
5.No liability policy shall contain any provision or definition that
would serve to eliminate so-called “third party action over” claims, including
any exclusion for bodily injury to an employee of the insured or of any
contractor or subcontractor.
6.All coverage types and limits required are subject to approval,
modification and additional requirements by the City, as the need arises.
Contracting Party shall not make any reductions in scope of coverage (e.g.
elimination of contractual liability or reduction of discovery period) that may
affect City’s protection without City’s prior written consent. DRAFT
Exhibit E
Page 5 of 7
7. Proof of compliance with these insurance requirements,
consisting of certificates of insurance evidencing all the coverages required
and an additional insured endorsement to Contracting Party’s general
liability policy, shall be delivered to City at or prior to the execution of this
Agreement. In the event such proof of any insurance is not delivered as
required, or in the event such insurance is canceled at any time and no
replacement coverage is provided, City has the right, but not the duty, to
obtain any insurance it deems necessary to protect its interests under this or
any other agreement and to pay the premium. Any premium so paid by City
shall be charged to and promptly paid by Contracting Party or deducted from
sums due Contracting Party, at City option.
8. It is acknowledged by the parties of this agreement that all
insurance coverage required to be provided by Contracting Party or any
subcontractor, is intended to apply first and on a primary, non-contributing
basis in relation to any other insurance or self-insurance available to City.
9. Contracting Party agrees to ensure that subcontractors, and any
other party involved with the project that is brought onto or involved in the
project by Contracting Party, provide the same minimum insurance coverage
required of Contracting Party. Contracting Party 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. Contracting Party agrees that upon request, all agreements with
subcontractors and others engaged in the project will be submitted to City
for review.
10. Contracting Party agrees not to self-insure or to use any self-
insured retentions or deductibles on any portion of the insurance required
herein (with the exception of professional liability coverage, if required) and
further agrees that it will not allow any contractor, subcontractor, Architect,
Engineer or other entity or person in any way involved in the performance of
work on the project contemplated by this agreement to self-insure its
obligations to City. If Contracting Party’s existing coverage includes a
deductible or self-insured retention, the deductible or self-insured retention
must be declared to the City. At that time the City shall review options with
the Contracting Party, which may include reduction or elimination of the
deductible or self-insured retention, substitution of other coverage, or other
solutions.
11. The City reserves the right at any time during the term of this
Agreement to change the amounts and types of insurance required by giving
the Contracting Party ninety (90) days advance written notice of such
change. If such change results in substantial additional cost to the DRAFT
Exhibit E
Page 6 of 7
Contracting Party, the City will negotiate additional compensation
proportional to the increased benefit to City.
12. For purposes of applying insurance coverage only, this
Agreement will be deemed to have been executed immediately upon any
party hereto taking any steps that can be deemed to be in furtherance of or
towards performance of this Agreement.
13. Contracting Party acknowledges and agrees that any actual or
alleged failure on the part of City to inform Contracting Party of non-
compliance with any insurance requirement in no way imposes any
additional obligations on City nor does it waive any rights hereunder in this
or any other regard.
14. Contracting Party will renew the required coverage annually as
long as City, or its employees or agents face an exposure from operations of
any type pursuant to this agreement. This obligation applies whether the
agreement is canceled or terminated for any reason. Termination of this
obligation is not effective until City executes a written statement to that
effect.
15. Contracting Party shall provide proof that policies of insurance
required herein expiring during the term of this Agreement have been
renewed or replaced with other policies providing at least the same
coverage. Proof that such coverage has been ordered shall be submitted
prior to expiration. A coverage binder or letter from Contracting Party’s
insurance agent to this effect is acceptable. A certificate of insurance and an
additional insured endorsement is required in these specifications applicable
to the renewing or new coverage must be provided to City within five
(5) days of the expiration of coverages.
16. The provisions of any workers’ compensation or similar act will
not limit the obligations of Contracting Party under this agreement.
Contracting Party expressly agrees not to use any statutory immunity
defenses under such laws with respect to City, its employees, officials, and
agents.
17. Requirements of specific coverage features, or limits contained in
this section are not intended as limitations on coverage, limits or other
requirements nor as a waiver of any coverage normally provided by any
given policy. 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 limiting or all-inclusive. DRAFT
Exhibit E
Page 7 of 7
18. These insurance requirements are intended to be separate and
distinct from any other provision in this Agreement and are intended by the
parties here to be interpreted as such.
19. The requirements in this Exhibit supersede all other sections and
provisions of this Agreement to the extent that any other section or
provision conflicts with or impairs the provisions of this Exhibit.
20. Contracting Party agrees to be responsible for ensuring that no
contract used by any party involved in any way with the project reserves the
right to charge City or Contracting Party for the cost of additional insurance
coverage required by this agreement. Any such provisions are to be deleted
with reference to City. It is not the intent of City to reimburse any third
party for the cost of complying with these requirements. There shall be no
recourse against City for payment of premiums or other amounts with
respect thereto.
21. Contracting Party agrees to provide immediate notice to City of
any claim or loss against Contracting Party arising out of the work performed
under this agreement. City assumes no obligation or liability by such notice,
but has the right (but not the duty) to monitor the handling of any such
claim or claims if they are likely to involve City. DRAFT
Exhibit F
Page 1 of 3
Exhibit F
Indemnification
F.1 Indemnity for the Benefit of City.
a. Indemnification for Professional Liability. When the law
establishes a professional standard of care for Contracting Party’s Services,
to the fullest extent permitted by law, Contracting Party shall indemnify,
protect, defend (with counsel selected by City), and hold harmless City and
any and all of its officials, employees, and agents (“Indemnified Parties”)
from and against any and all claims, losses, liabilities of every kind, nature,
and description, damages, injury (including, without limitation, injury to or
death of an employee of Contracting Party or of any subcontractor), costs
and expenses of any kind, whether actual, alleged or threatened, including,
without limitation, incidental and consequential damages, court costs,
attorneys’ fees, litigation expenses, and fees of expert consultants or expert
witnesses incurred in connection therewith and costs of investigation, to the
extent same are caused in whole or in part by any negligent or wrongful act,
error or omission of Contracting Party, its officers, agents, employees or
subcontractors (or any entity or individual that Contracting Party shall bear
the legal liability thereof) in the performance of professional services under
this agreement. With respect to the design of public improvements, the
Contracting Party shall not be liable for any injuries or property damage
resulting from the reuse of the design at a location other than that specified
in Exhibit A without the written consent of the Contracting Party.
b. Indemnification for Other Than Professional Liability. Other
than in the performance of professional services and to the full extent
permitted by law, Contracting Party shall indemnify, defend (with counsel
selected by City), and hold harmless the Indemnified Parties from and
against any liability (including liability for claims, suits, actions, arbitration
proceedings, administrative proceedings, regulatory proceedings, losses,
expenses or costs of any kind, whether actual, alleged or threatened,
including, without limitation, incidental and consequential damages, court
costs, attorneys’ fees, litigation expenses, and fees of expert consultants or
expert witnesses) incurred in connection therewith and costs of
investigation, where the same arise out of, are a consequence of, or are in
any way attributable to, in whole or in part, the performance of this
Agreement by Contracting Party or by any individual or entity for which
Contracting Party is legally liable, including but not limited to officers,
agents, employees, or subcontractors of Contracting Party.
c. Indemnity Provisions for Contracts Related to Construction
(Limitation on Indemnity). Without affecting the rights of City under any DRAFT
Exhibit F
Page 2 of 3
provision of this agreement, Contracting Party shall not be required to
indemnify and hold harmless City for liability attributable to the active
negligence of City, provided such active negligence is determined by
agreement between the parties or by the findings of a court of competent
jurisdiction. In instances where City is shown to have been actively
negligent and where City’s active negligence accounts for only a percentage
of the liability involved, the obligation of Contracting Party will be for that
entire portion or percentage of liability not attributable to the active
negligence of City.
d. Indemnification Provision for Design Professionals.
1. Applicability of this Section F.1(d). Notwithstanding
Section F.1(a) hereinabove, the following indemnification provision shall
apply to a Contracting Party who constitutes a “design professional” as the
term is defined in paragraph 3 below.
2. Scope of Indemnification. When the law establishes a
professional standard of care for Contracting Party’s Services, to the fullest
extent permitted by law, Contracting Party shall indemnify and hold
harmless City and any and all of its officials, employees, and agents
(“Indemnified Parties”) from and against any and all losses, liabilities of
every kind, nature, and description, damages, injury (including, without
limitation, injury to or death of an employee of Contracting Party or of any
subcontractor), costs and expenses, including, without limitation, incidental
and consequential damages, court costs, reimbursement of attorneys’ fees,
litigation expenses, and fees of expert consultants or expert witnesses
incurred in connection therewith and costs of investigation, to the extent
same are caused by any negligent or wrongful act, error or omission of
Contracting Party, its officers, agents, employees or subcontractors (or any
entity or individual that Contracting Party shall bear the legal liability
thereof) in the performance of professional services under this agreement.
With respect to the design of public improvements, the Contracting Party
shall not be liable for any injuries or property damage resulting from the
reuse of the design at a location other than that specified in Exhibit A
without the written consent of the Contracting Party.
3. Design Professional Defined. As used in this
Section F.1(d), the term “design professional” shall be limited to licensed
architects, registered professional engineers, licensed professional land
surveyors and landscape architects, all as defined under current law, and as
may be amended from time to time by Civil Code § 2782.8.
F.2 Obligation to Secure Indemnification Provisions. Contracting
Party agrees to obtain executed indemnity agreements with provisions DRAFT
Exhibit F
Page 3 of 3
identical to those set forth herein this Exhibit F, as applicable to the
Contracting Party, from each and every subcontractor or any other person or
entity involved by, for, with or on behalf of Contracting Party in the
performance of this Agreement. In the event Contracting Party fails to
obtain such indemnity obligations from others as required herein,
Contracting Party agrees to be fully responsible according to the terms of
this Exhibit. Failure of City to monitor compliance with these requirements
imposes no additional obligations on City and will in no way act as a waiver
of any rights hereunder. This obligation to indemnify and defend City as set
forth in this Agreement are binding on the successors, assigns or heirs of
Contracting Party and shall survive the termination of this Agreement. DRAFT
ATTACHMENT 2
REQUEST FOR PROPOSALS EVALUATION
Project Name:
Consultant:_____________________________________________
Reviewer: ____________________________
Date:_______________
Refer to Scoring Breakdown on next sheet.
Project Understanding and Approach 30
Experience with similar kinds of work 25
Quality of staff for work to be done 20
Familiarity with State and Federal procedures 15
Format/Organization (Intent of RFP) 10
Total 100
Unique Qualities (Intangibles):
(Explanation)_____________________________________________________________
________________________________________________________________________
________________________________________________________________________
Comments:______________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_______________________________________________________________________
_________________________________________________________________
TOTAL ______
Reviewer’s Signature _______________________________________________
Contract Administrator's Initials ____________ Date ________________
Scoring Breakdown:
Project understanding and approach - 30 points maximum
0-15: Scope of work is off topic or is missing more than 5 key elements.
16-25: Scope of work is understandable but missing a few key elements.
26-30: Scope of work well justified and most or all key elements are included.
Experience with similar kinds of work - 25 points maximum
0-10 points: Consultant does not include previous experience or has very minimal
experience.
16-20 points: Consultant lists previous experience, but experience is not relevant
or similar.
21-25 points: Consultant lists relevant previous experience with similar work.
Quality of staff for work to be done - 20 points maximum
0-8 points: Resumes not included or staff has little to no experience with similar
project.
9-15 points: Staff list includes resumes, but experience is not relevant or similar.
16-20 points: Staff has relevant experience and is competent to perform scope
requested.
Familiarity with State and Federal Procedures - 15 Points Maximum
0-4 points: Zero to little previous Federal and State project experience
5-10 points: Federal and State experience but not on similar work.
11-15 points: Relevant Federal and State Experience.
Format/Organization - 10 points maximum
0-4: Scope of work is not or barely organized into tasks and subtasks, does not
flow clearly.
5-7: Scope of work is organized into tasks and subtasks, but not in a clear logical
order.
8-10: Scope of work is well organized into logical tasks and subtasks to complete
a project.
ATTACHMENT 3
INSURANCE REQUIREMENTS ACKNOWLEDGEMENT
Must be executed by proposer and submitted with the proposal
I, ________________________________________ (name) hereby acknowledge and confirm that
__________________________________ (name of company) has reviewed
the City’s indemnification and minimum insurance requirements as listed in Exhibits E and
F of the City’s Agreement for Contract Services (Attachment 1); and declare that insurance
certificates and endorsements verifying compliance will be provided if an agreement is awarded.
I am _________________________________ of ______________________________,
(Title) (Company)
Commercial General Liability (at least as broad as ISO CG 0001)
$1,000,000 (per occurrence); $2,000,000 (general aggregate)
Must include the following endorsements:
General Liability Additional Insured
General Liability Primary and Noncontributory
Commercial Auto Liability (at least as broad as ISO CA 0001)
$1,000,000 (per accident)
Personal Auto Declaration Page if applicable
Errors and Omissions Liability $1,000,000 (per claim and aggregate)
Worker’s Compensation (per statutory requirements)
Must include the following endorsements:
Worker’s Compensation Waiver of Subrogation
Worker’s Compensation Declaration of Sole Proprietor if applicable
ATTACHMENT 4
NON-COLLUSION AFFIDAVIT FORM
Must be executed by proposer and submitted with the proposal
I, ________________________________________ (name) hereby declare as follows:
I am _________________________________ of ______________________________,
(Title) (Company)
the party making the foregoing proposal, that the proposal is not made in the interest of, or on behalf of, any
undisclosed person, partnership, company, association, organization, or corporation; that the proposal is genuine
and not collusive or sham; that the proposer has not directly or indirectly induced or solicited any other proposer
to put in a false or sham proposal, and has not directly or indirectly colluded, conspired, connived, or agreed with
any proposer or anyone else to put in a sham proposal, or that anyone shall refrain from proposing; that the
proposer has not in any manner, directly or indirectly, sought by agreement, communication, or conference with
anyone to fix the proposal price of the proposer or any other proposer, or to fix any overhead, profit, or cost
element of the proposal price, or of that of any other proposer, or to secure any advantage against the public
body awarding the agreement of anyone interested in the proposed agreement; that all statements contained in
the proposal are true; and, further, that the proposer has not, directly or indirectly, submitted his or her proposal
price or any breakdown thereof, or the contents thereof, or divulged information or data relative hereto, or paid,
and will not pay, any fee to any corporation, partnership, company, association, organization, proposal depository,
or to any member or agent thereof to effectuate a collusive or sham proposal.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct.
Proposer Signature: __________________________________________________
Proposer Name: __________________________________________________
Proposer Title: __________________________________________________
Company Name: __________________________________________________
Address: __________________________________________________
ATTACHMENT 5
Dune Palms Road Bridge (CP#2011-05)
17%City of La Quinta
Dune Palms Road spanning Coachella Valley Stormwater Channel from Corporate Center to Blackhawk Way
RFP 2011-05
BRKLS-5433(014)
Local Assistance Procedures Manual Exhibit 15-H
Proposer/Contractor Good Faith Effort
EXHIBIT 15-H: PROPOSER/CONTRACTOR GOOD FAITH EFFORTS
Cost Proposal Due Date ___________________ PE/CE
Federal-aid Project No(s). _____________________ Bid Opening Date ___________________ CON
The established a Disadvantaged Business Enterprise (DBE) goal of
_____for this contract. The information provided herein shows the required good faith efforts to meet or exceed
the DBE contract goal.
Proposers or bidders submit the following information to document their good faith efforts within five (5) calendar
days from cost proposal due date or bid opening. Proposers and bidders are recommended to submit the
following information even if the Exhibit 10-O1: Consultant Proposal DBE Commitments or Exhibit 15-G:
Construction Contract DBE Commitment indicate that the proposer or bidder has met the DBE goal. This form
protects the proposer’s or bidder’s eligibility for award of the contract if the administering agency determines that
the bidder failed to meet the goal for various reasons, e.g., a DBE firm was not certified at bid opening, or the
bidder made a mathematical error.
The following items are listed in the Section entitled “Submission of DBE Commitment” of the Special Provisions,
please attach additional sheets as needed:
A. The names and dates of each publication in which a request for DBE participation for this
project was placed by the bidder (please attach copies of advertisements or proofs of
publication):
Publications Dates of Advertisement
B. The names and dates of written notices sent to certified DBEs soliciting bids for this project and
the dates and methods used for following up initial solicitations to determine with certainty whether the
DBEs were interested (please attach copies of solicitations, telephone records, fax confirmations, etc.):
Names of DBEs Solicited Date of Initial Solicitation Follow Up Methods and Dates
Page 1 of 3
May 2020
BRKLS-5433(014)
City of La Quinta
17.00%
Local Assistance Procedures Manual Exhibit 15-H
Proposer/Contractor Good Faith Effort
C. The items of work made available to DBE firms including those unbundled contract work items
into economically feasible units to facilitate DBE participation. It is the bidder's responsibility to
demonstrate that sufficient work to facilitate DBE participation in order to meet or exceed the DBE
contract goal.
Items of Proposer or Bidder Breakdown of Amount Percentage
Work Normally Performs Item Items ($) Of
(Y/N) Contract
D. The names, addresses and phone numbers of rejected DBE firms, the reasons for the bidder's
rejection of the DBEs, the firms selected for that work (please attach copies of quotes from the firms
involved), and the price difference for each DBE if the selected firm is not a DBE:
Names, addresses and phone numbers of rejected DBEs and the reasons for the bidder's rejection of
the DBEs:
Names, addresses and phone numbers of firms selected for the work above:
E. Efforts (e.g. in advertisements and solicitations) made to assist interested DBEs in obtaining
information related to the plans, specifications and requirements for the work which was
provided to DBEs:
Page 2 of 3
May 2020
Pick 0.00%
0.00%Pick
0.00%
Pick 0.00%
Pick
Local Assistance Procedures Manual Exhibit 15-H
Proposer/Contractor Good Faith Effort
F. Efforts (e.g. in advertisements and solicitations) made to assist interested DBEs in obtaining
bonding, lines of credit or insurance, necessary equipment, supplies, materials, or related assistance or
services, excluding supplies and equipment the DBE subcontractor purchases or leases from the prime
contractor or its affiliate:
G. The names of agencies, organizations or groups contacted to provide assistance in contacting,
recruiting and using DBE firms (please attach copies of requests to agencies and any responses
received, i.e., lists, Internet page download, etc.):
Name of Agency/Organization Method/Date of Contact Results
H. Any additional data to support a demonstration of good faith efforts:
Page 3 of 3
May 2020
ATTACHMENT 6
Plans Specifications & Engineer’s Estimate
Link to File Included in RFP Posting
ATTACHMENT 7
Resident Engineer’s Pending File
Link to File Included in RFP Posting
ATTACHMENT 8
ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA
Must be executed by proposer and submitted with the proposal;
If no addenda has been issued, mark “N/A” under Addendum No. indicating
Not Applicable and sign
ADDENDUM NO. SIGNATURE INDICATING RECEIPT
Local Assistance Procedures Manual EXHIBIT 10-H1
Cost Proposal
EXHIBIT 10-H1 COST PROPOSAL Page 1 of 3
COST-PLUS-FIXED FEE OR LUMP SUM OR FIRM FIXED PRICE CONTRACTS
(DESIGN, ENGINEERING AND ENVIRONMENTAL STUDIES)
Note: Mark-ups are Not Allowed Prime Consultant Subconsultant 2nd Tier Subconsultant
Consultant __________________________________________________________
Project No. _______________________ Contract No. ____________________ Date ____________________
DIRECT LABOR
Classification/Title Name Hours Actual Hourly Rate Total
____________________________
____________________________
____________________________
____________________________
________
________
________
________
LABOR COSTS
a) Subtotal Direct Labor Costs
b) Anticipated Salary Increases (see page 2 for calculation)
_______________
_______________
c)TOTAL DIRECT LABOR COSTS [(a) + (b)] _______________
INDIRECT COSTS
d) Fringe Benefits (Rate: _____
f) Overhead (Rate: _____ )
Total Fringe Benefits [(c) x (d)] _______________
Overhead [(c) x (f)] _______________
h) General and Administrative (Rate: ___ __ ) i) Gen & Admin [(c) x (h)] _______________
FIXED FEE
j)TOTAL INDIRECT COSTS [(e) + (g) + (i)] _______________
k)TOTAL FIXED FEE [(c) + (j)] x fixed fee ______ ] ______________
l)CONSULTANT’S OTHER DIRECT COSTS (ODC) – ITEMIZE (Add additional pages if necessary)
Description of Item Quantity Unit Unit Cost Total
l)TOTAL OTHER DIRECT COSTS
m)SUBCONSULTANTS’ COSTS (Add additional pages if necessary)
Subconsultant 1:
Subconsultant 2:
Subconsultant 3:
Subconsultant 4:
m)TOTAL SUBCONSULTANTS’ COSTS
n)TOTAL OTHER DIRECT COSTS INCLUDING SUBCONSULTANTS [(l)+(m)] ___________________
TOTAL COST [(c) + (j) + (k) + (n)] _____________________
NOTES:
1. Key personnel must be marked with an asterisk (*) and employees that are subject to prevailing wage requirements must be marked
with two asterisks (**). All costs must comply with the Federal cost principles. Subconsultants will provide their own cost proposals.
2. The cost proposal format shall not be amended. Indirect cost rates shall be updated on an annual basis in accordance with the
consultant’s annual accounting period and established by a cognizant agency or accepted by Caltrans.
3. Anticipated salary increases calculation (page 2) must accompany.
Page 1 of 9
January 2020
$ 0.00
$ 0.00
$ 0.00
0.00%$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
$ 0.00
0.00%
0.00%$ 0.00
$ 0.00
0.00%
Mileage Costs $ 0.00
Equipment Rental and Supplies $ 0.00
Permit Fees $ 0.00
Plan Sheets $ 0.00
Test $ 0.00
ATTACHMENT 9*SUBMIT WITH COST PROPOSAL*
$ 0.00
ATTACHMENT 9
ACKNOWLEDGEMENT OF RECEIPT OF ADDENDA
Must be executed by proposer and submitted with the proposal;
If no addenda has been issued, mark “N/A” under Addendum No. indicating
Not Applicable and sign
ADDENDUM NO. SIGNATURE INDICATING RECEIPT