2022-24 Boys & Girls Club of Coachella Valley - La Quinta - Joint UseMEMORANDUM
DATE:
TO:
FROM:
RE:
Please list the Contracting Party / Vendor Name, type of agreement to be executed, including any change orders or
amendments, and the type of services to be provided. Make sure to list any related Project No. and Project Name.
Authority to execute this agreement is based upon:
___ Approved by City Council on ___________________________________________
___ City Manager’s signing authority provided under the City’s Purchasing Police
[Resolution No. 2019-021] for budget expenditures of $50,000 or less.
___ Department Director’s or Manager’s signing authority provided under the City’s
Purchasing Policy [Resolution No. 2019-021] for budget expenditures of $15,000 and
$5,000, respectively, or less.
Procurement Method (one must apply):
___ Bid ___ RFP ___ RFQ ___ 3 written informal bids
___ Sole Source ___ Select Source ___ Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
___ Agreement payment will be charged to Account No.: _____________________
___ Agreement term: Start Date ________________ End Date ________________
___ Amount of Agreement, Amendment, Change Order, etc.: $____________________
REMINDER: Signing authorities listed above are applicable on the aggregate Agreement amount,
not individual Amendments or Change Orders!
___ Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: ______________________________ Date: _______________
___ Bonds (originals) as required by the Agreement (Performance, Payment, etc.)
___ Conflict of Interest Form 700 Statement of Economic Interests from Consultant(s)
NOTE: Review the “Form 700 Disclosure for Consultants” guidance to determine if a Form 700 is
required pursuant FPPC regulation 18701(2)
___ Business License No. __________________; Expires: __________________
___ Requisition for a Purchase Order has been prepared (Agreements over $5,000)
June 28, 2022
Jon McMillen, City Manager
Michael Calderon, Community Resources Analyst
Boys & Girls Club of Coachella Valley - Joint Use of Facility and Services Agreement.
✔June 21, 2022
✔
✔101-3001-60135
✔July 1, 2022 June 30, 2024
✔40,000.00
✔
LM: On file in LF Exp 10/22 6/28/2022
N/A
✔
claim, including attorney's fees and court costs in defending such claim,
suffered by an Indemnified Party due to personal injury to, or damage to the
property of, an invitee (including a Permittee) of an Indemnified Party
("Indemnified's Invitee"), an employee ("Indemnified's Employee") of an
Indemnified Party, or to a trespasser or other uninvited person, at the
Facility and/or Fitness Classroom primarily caused by the act or omission of
the Indemnifying Party, its employees or invitees.
4.0 INSURANCE. The Parties agree to provide insurance in accordance
with the provisions of this Section 4.0.
4.1 CITY's Insurance Obligation. Without limiting the indemnification
provisions provided herein, the CITY, at its sole expense, shall obtain and
keep in force during the term of this Agreement and any extensions thereof,
a policy or policies of general liability insurance covering all injuries to
persons and damage to property occurring in, upon or about (i) the Facility
resulting from any actions or omissions of the CITY or any use of the Facility
by the CITY or its invitees in accordance with the terms of this Agreement,
or (ii) the Fitness Classroom resulting from any actions or omissions of the
CITY or any use of the Fitness Classroom by the CITY or its invitees. The
policy or policies evidencing such insurance shall name the CLUB and its
officials, officers, employees, and agents as additional insureds, shall provide
that same may not be cancelled or amended without written notice to the
CLUB, and shall provide for a combined single limit coverage of bodily injury
and property damage in the amount of not less than One Million Dollars
($1,000,000). Such policy or policies shall be issued by an insurance
company licensed to do business in the State of California and be rated A
/VIII or better by ambest.com. Prior to the Effective Date, and upon
renewal of such policies, the CITY shall submit to the CLUB certificates of
insurance and any applicable endorsements evidencing that the foregoing
policy or policies are in effect. At the CITY's option, CITY shall be allowed to
self-insure the insurance coverages as required above.
4.2 CLUB's Insurance Obligation. Without limiting the indemnification
provisions provided herein, the CLUB, at its sole expense, shall obtain and
keep in force during the term of this Agreement and any extensions thereof,
a policy or policies of general liability insurance covering all injuries to
persons and damage to property occurring in, upon or about (i) the Facility
resulting from any actions or omissions of the CLUB or any use of the Facility
by the CLUB or its invitees, or (ii) the Fitness Classroom resulting from any
actions or omissions of the CLUB or any use of the Fitness Classroom by the
CLUB or its invitees in accordance with the terms of this Agreement. The
policy or policies evidencing such insurance shall name the CITY and its
officials, officers, employees, and agents, as additional insureds, shall
provide that same may not be cancelled or amended without written notice
to the CITY, and shall provide for a combined single limit coverage of bodily
injury and property damage in the amount of not less than One Million
Dollars ($1,000,000). Such policy or policies shall be issued by an insurance
City of La Quinta
CITY COUNCIL MEETING: June 21, 2022
STAFF REPORT
AGENDA TITLE: APPROVE JOINT USE OF FACILITY AND SERVICES
AGREEMENT WITH THE BOYS AND GIRLS CLUB OF COACHELLA VALLEY
RECOMMENDATION
Approve Joint Use of Facility and Services Agreement with the Boys and Girls
Club of Coachella Valley, and authorize the City Manager to execute the
Agreement.
EXECUTIVE SUMMARY
•The City contracts with the Boys and Girls Club of Coachella Valley
(Club) for the use of the President Gerald R. Ford Boys and Girls Club
facility.
•The City uses the classroom spaces and gymnasium for recreation
programs and community activities.
FISCAL IMPACT
The two-year agreement (Attachment 1) provides $40,000 annually to fund
Club sponsored youth programs; the annual payments are $20,000 from the
General Fund (101-3001-60135) and $20,000 from Community Development
Block Grant (CDBG) funds (210-0000-60135).
BACKGROUND/ANALYSIS
In February 1992, the Club entered a 40-year land lease with the City wherein
the Club leased City land and constructed a facility. The land lease expires in
10 years.
In December 1995, the Council approved the first Facility Use Agreement with
the Club. Through this, and subsequent Agreements, the City provides youth
and adult sports programs at the facility, and the Club also receives City funds
to provide recreation programs to children ages 7 to 17 throughout the year.
The two-year agreement term is July 1, 2022 to June 30, 2024 with an option
to renew for an additional 4 years.
CONSENT CALENDAR ITEM NO. 5
113
ALTERNATIVES
Since this is a long-standing partnership to support youth programming, staff
does not recommend an alternative.
Prepared by: Christina Calderon, Community Resources Manager
Approved by: Chris Escobedo, Community Resources Director
Attachment: 1. Joint Use of Facility and Services Agreement
114