2025-26 Bill Proctor & Assoc - Healthcare InfoMEMORANDUM
.Ca Qa &a
CALIFORNIA
DATE: April 4, 2025-------
TO: Christina Calderon, Community Services Deputy Director
FROM: Caroline Doran, Senior Community Services Specialist
RE: Volunteer Agreement with Bill Proctor & Associates, Insurance Services, Inc. - free health insurance information
Please list the Contracting Party / Vendor Name, 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 & Contracting Policy
[Resolution No. 2023-008] for budget expenditures of $50,000 or less.
❑ City Manager's signing authority provided under the City's Personnel Policy Section 3.2 for
temporary employment positions.
❑✓ Department Director's or Manager's signing authority provided under the City's Purchasing Policy
[Resolution No. 2023-008] for budget expenditures of $15,000 and $5,000, respectively, or less.
Procurement Method (one must aaDI
❑ 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 February 25,2025
✓❑ Amount of Agreement, Amendment, Change Order, etc
End Date February 25, 2026
$
REMINDER: Signing authorities listed above are applicable on the a_g_pre_pate Agreement amount, not individual
Amendments or Change Orders!
❑ Insurance certificates as required by the Agreement for Risk Manager approval
Approved by: Oscar Mojica Date: 4/15/2025
❑ Bonds (ori_ginals) 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) — — — —
VOLUNTEER ORGANIZATION
SERVICE AGREEMENT
Our organization, Bill Proctor & Associates, Insurance Services, Inc. will provide
volunteers to perform only the services as outlined in the attached scope of work
for the City of La Quinta ("City"). We understand that we will not be compensated
for our work and we will complete our organization volunteer duties in a
responsible manner. If we decide to discontinue our organization volunteer
services, our contact person
Dayne Navarro, will notify Caroline Doran, City designee.
We understand and agree that:
• No one in the group is to appear for volunteer service under the influence
of any drugs or alcohol.
• Our organization will provide the City with a roster of individual participants
including the names and hours worked.
• Our organization will report any injuries sustained by participants during
their volunteer activities to Caroline Doran, City designee immediately upon
occurrence.
• Our organization is responsible for directly supervising the activities of all the
individuals in our group who will be doing volunteer work, and therefore, in
consideration of our organization and members being permitted to perform
services on City property, our organization agrees to defend, indemnify, and
hold harmless the City and its officials, employees, and agents from any
damage claim or lawsuit for injury, illness, (including exposure to
communicable diseases, illnesses, or viruses), damage or other loss of any
kind to anyone including members of our organization that might arise out of
our activities or the actions of any individuals of our group, except for injuries
or damages caused by the sole negligence of the City.
• Our organization has commercial general liability insurance of at least $1M
per occurrence / $2M general aggregate to cover our activities. A copy of the
certificate of insurance, the additional insured endorsement, naming the City
as an "additional insured," a Primary and Non -Contributory endorsement,
and Waiver of Subrogation are attached.
• The City may terminate this agreement at any time without cause, and we
agree that we are volunteering our services at will and may be asked to
discontinue such without prior notice or reason.
This agreement will be in effect for the duration of our volunteer services or one year,
whichever is less, beginning on this date.
Dated this 25 day of February 1 20 25
Paqe 1 of 2
Doc ID:dbOa682ad8d54830deace5a887a3b45d88169a54
CITY OF LA QUINTA,
a California Municipal Corporation
CHRISTINA CALDERON,
Community Services Deputy
Director City of La Quinta,
California
Dated April 2, 2025
ATTEST:
v
MONIKA RADEVA, City Clerk
La Quinta, California
APPROVED AS TO FORM:
WILLIAM IHRKE, ity Attorney
City of La Quinta, California
taQw�tra
CALIFORNIA -
BILL PROCTOR & ASSOCIATES
Name of Organization
-eG1'1t' �OG�Or
Authorized Signature on behalf of
Organization
Jeremy Proctor
Printed Name
President
Title
555 S. Sunrise Way, Ste 104
Address
jeremy@proctorins.com
dayne.navarro@proctorins.com
Email Address
760-568-5348
Phone Number
Paqe 2 of 2
Doc ID:dbOa682ad8d54830deace5a887a3b45d88169a54
SCOPE OF WORK
Bill Proctor & Associates Insurance Services, Inc will offer FREE Medicare
information to the community.
Service Offered Free Information table and Free workshop/lecture on Medicare
Health Insurance.
Date/Times:
Dates to be agreed upon by the representative of Bill Proctor & Associates and the
City of La Quinta Wellness Center representative.
Location
Wellness Center Art & Leisure Room or Computer Lab with tables, and chairs
available for the workshop. Look Who's in the Lobby - information provided by
organization. The Wellness Center will provide the table and chair placed in the
lobby.
(Wellness Center Staff will assist set up tables and tear down tables)
Doc ID:db0a682ad8d54830deace5a887a3b45d88169a54
X Dropbox Sign
Audit trail
Title City of LQ
File name LQ.pdf
Document ID dbOa682ad8d54830deace5a887a3b45d88169a54
Audit trail date format MM / DID / YYYY
Status Signed
Document History
® 02 / 25 / 2025 Sent for signature to Jeremy Proctor (Jeremy@proctorins.com)
SENT 22:54:38 UTC from jeremy@proctorins.com
I P: 72.132.192.231
C 02 / 25 / 2025 Viewed by Jeremy Proctor (jeremy@proctorins.com)
VIEWED 22:56:59 UTC I P: 174.218.122.57
02 / 25 / 2025 Signed by Jeremy Proctor (jeremy@proctorins.com)
SIGNED 22:59:53 UTC IP: 174.218.122.57
C✓ 02 / 25 / 2025 The document has been completed.
COMPLETED 22:59:53 UTC
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