2025-26 Central Communications - STVRP Answering Service1
MEMORANDUM
DATE: June 5, 2025
Cv &gra
CALIFORNIA
TO: Jon McMillen, City Manager
FROM: Lisa Chastain, Public Safety Management Analyst
RE: Agreement with Central Communications for STVR Answering Services for FY 2025-26
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.
Bid
Sole Source
Procurement Method (one must apply):
RFP
❑ RFQ 3 written informal bids
Select Source Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
Agreement payment will be charged to Account No.: 101-6004-60103
Agreement term: Start Date 07/01/2025
Amount of Agreement, Amendment, Change Order, etc.:
End Date
$ 15,000
06/30/2026
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: myCOI compliant (MR) Date: 6/5/2025
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. LIC-767460
Expires: 1 /31 /2026
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
78495 Calle Tampico I to Quinta, California 92253 1760.777.7000 I www.laquintaca,gov
Docusign Envelope ID: 1126BA35-ED4A-4978-873C-DAD2724EBC76
GEM of the DESERT
CITY OF LA QUINTA
SHORT -FORM SERVICES AGREEMENT
($25,000 OR LESS)
1. PARTIES AND DATE. This Agreement is made and entered into this 1 day of July, 2025, ("Effective
Date") by and between the City of La Quinta, a Municipal Corporation and Charter City organized under
the Constitution and laws of the State of California with its principal place of business at 78495 Calle
Tampico, La Quinta, CA ("City") and Central Communications, an S Corporation with its principal place of
business at 11830 Pierce St., Ste. 100 riverside, CA 92505 ("Vendor"). City and Vendor are sometimes
individually referred to as "Party" and collectively as "Parties" in this Agreement.
2. TERMS AND CONDITIONS. The Parties shall comply with the terms and conditions in the attached
Exhibit "A."
3. SCOPE AND SCHEDULE OF SERVICES. Vendor shall provide to City the services pursuant to the
date(s) and schedule(s) described in accordance with the schedule set forth in Exhibit "B."
4. TERM. The term of this Agreement shall be from July 1, 2025, to June 30, 2026, unless earlier
terminated as set forth in the attached Terms and Conditions. This Agreement may not extend beyond a
period of two (2) additional years, upon mutual agreement by both parties ("Extended Term".)
5. COMPENSATION. Vendor shall receive compensation for services rendered under this Agreement
at the rates and schedule set forth in the attached Exhibit "C" but in no event shall Vendor's compensation
exceed Fifteen Thousand Dollars ($15,000) per fiscal year (July 1 to June 30) without written amendment.
6. FORCE MAJEURE. The time period specified for performance of the services rendered pursuant to
this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control
and without the fault or negligence of Vendor 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 Vendor shall within ten (10)
days of the commencement of such delay notify the City in writing of the causes of the delay. The City
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 their judgment such delay is justified, and the City's determination
shall be final and conclusive upon the parties to this Agreement. Extensions to time periods for
performance of services, which are determined by the City to be justified pursuant to this Section, shall not
entitle the Vendor to additional compensation unless City expressly agrees to an increase in writing.
7. 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.
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8. INSURANCE. In accordance with Section 4 of Exhibit "A," Vendor shall, at its expense, procure and
maintain for the duration of the Agreement such insurance policies as checked below and provide proof of
such insurance policies to the City. Vendor shall obtain policy endorsements on Commercial General
Liability Insurance that name Additional Insureds as follows: The City of La Quinta, its officers,
officials, employees and agents.
Commercial General Liability Insurance:
® $1,000,000 per occurrence/$2,000,000 aggregate OR
❑ $2,000,000 per occurrence/$4,000,000 aggregate
❑ Additional Insured Endorsement naming City of La Quinta
❑ Primary and Non -Contributory Endorsement
Automobile Liability:
® $1,000,000 combined single limit for bodily injury and property damage
❑ Auto Liability Additional Insured
Workers' Compensation:
® Statutory Limits / Employer's Liability $1,000,000 per accident or disease
▪ Workers' Compensation Endorsement with Waiver of Subrogation
Professional Liability (Errors and Omissions):
▪ Errors and Omissions liability insurance with a limit of not less than $1,000,000 per claim
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IN WITNESS WHEREOF, each of the Parties has caused this Agreement to be executed on the
day and year first above written.
CITY OF LA QUINTA
a California Municipal Corporation,
and Charter City
N/A
CENTRAL COMMUNICATIONS,
a S Corporation
r—DocuSigned by:
"—E137569815F24F0...
Lisa Chastain John Campbell
Public Safety Analyst
Required for over $5,000:
SIGNED IN COUNTERPART
JON McMILLEN, City Manager
City of La Quinta, California
ATTEST:
SIGNED IN COUNTERPART
_ MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
SIGNED IN COUNTERPART
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
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Senior Vice President
IN WITNESS WHEREOF, each of the Parties has caused this Agreement to be executed on the
day and year first above written.
CITY OF LA QUINTA
a California Municipal Corporation,
and Charter City
N/A
Lisa Chastain
CENTRAL COMMUNICATIONS,
a S Corporation
SIGNED IN COUNTERPART
John Campbell
Public Safety Analyst Senior Vice President
Required for over $5,000:
N
_JONIACIV1ILLEN, City Manager
City of La Quinta, California
ATTEST:
/5-/,,,2,a.2 s-
MONIKA RADEVA, ity Clerk
City of La Quinta, California
APPROVED AS TO FORM:
/
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
3
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EXHIBIT "A"
TERMS AND CONDITIONS
1. Compensation. Vendor shall be paid on a time and
materials or lump sum basis, as may be set forth in
Exhibit "C", within 30 days of completion of the Work
and approval by the City.
2. Compliance with Law. Vendor shall comply with all
applicable laws and regulations of the federal, state
and local government. Vendor shall assist the City, as
requested, in obtaining and maintaining all permits
required of Vendor by Federal, State and local
regulatory agencies. Vendor is responsible for all costs
of clean up and/or removal of hazardous and toxic
substances spilled as a result of his or her Work. In
explanation of the forgoing and not by way of limitation,
Vendor shall comply with any Federal, State, and local
laws, regulations, orders, and guidelines related to the
work provided by the Vendor during the COVID-19
state of emergency declared by the Governor of
California and City of La Quinta. Such Federal, State,
and local laws, regulations, orders, and guidelines
include but are not limited to: Executive Orders from
the Governor of California and orders and guidance
issued from the California Department of Public Health
(DPH); Orders from the Riverside County Public Health
Officer; and Emergency Resolutions and Executive
Orders from the City Council and City Manager,
respectively, for the City of La Quinta.
3. Standard of Care. The Vendor shall perform the
Work in accordance with generally accepted
professional practices and principles and in a manner
consistent with the level of care and skill ordinarily
exercised by members of the profession practicing
under similar conditions.
4. Insurance. The Vendor shall take out and maintain,
during the performance of all work under this
Agreement: A. Commercial General Liability Insurance
in the amounts specified in Section 8 of the Agreement
for bodily injury, personal injury and property damage,
at least as broad as Insurance Services Office
Commercial General Liability coverage (Occurrence
Form CG 0001), and if no amount is selected in Section
8 of the Agreement, the amounts shall be $1,000,000
per occurrence/$2,000,000 aggregate; B. Automobile
Liability Insurance for bodily injury and property
damage including coverage for owned, non -owned and
hired vehicles, of at least $1,000,000 per accident for
bodily injury and property damage, at least as broad as
Insurance Services Office Form Number CA 0001 (ed.
6/92) covering automobile liability, Code 1 (any auto);
C. Workers' Compensation in compliance with
applicable statutory requirements and Employer's
Liability Coverage of at least $1,000,000 per accident
or disease. Vendor shall also submit to City a waiver of
A-1
subrogation endorsement in favor of city, and D.
Professional Liability (Errors and Omissions) coverage,
if checked in section 6 of the Agreement, with a limit
not less than $1,000,000 per claim and which shall be
endorsed to include contractual liability. Insurance
carriers shall be authorized by the Department of
Insurance, State of California, to do business in
California and maintain an agent for process within the
state. Such insurance carrier shall have not less than
an "A"; "Class VII" according to the latest Best Key
Rating unless otherwise approved by the City.
4.1 Pass Through Clause. Vendor agrees to ensure
that its sub -consultants, sub -contractors, and any other
party involved with the project who is brought onto or
involved in the project by Vendor, provide the same
minimum insurance coverage and endorsements
required of Vendor. Vendor 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. Vendor agrees that upon request, all
agreements with consultants, subcontractors, and
others engaged in the project will be submitted to
Agency for review.
5. Indemnification. The Vendor shall indemnify and
hold harmless the City, its Council, members of the
Council, agents and employees of the City, against any
and all claims, liabilities, (including liability related to
exposure to communicable diseases, illnesses, or
viruses), expenses or damages, including responsible
attorneys' fees, for injury or death of any person, or
damage to property, or interference with use of
property, or any claim of the Vendor or subcontractor
for wages or benefits which arise in connection with the
performance of this Agreement, except to the extent
caused or resulting from the active negligence or willful
misconduct of the City, its Council, members of the
Council, agents and employees of the City. The
foregoing indemnity includes, but is not limited to, the
cost of prosecuting or defending such action with legal
counsel acceptable to the City and the City's attorneys'
fees incurred in such an action.
6. Laws and Venue. This Agreement shall be
interpreted in accordance with the laws of the State of
California. If any action is brought to interpret or
enforce any term of this Agreement, the action shall be
brought in a state or federal court situated in the County
of Riverside, State of California.
7. Termination. The City may terminate the services
procured under this Agreement by giving 10 calendar
days written notice to Vendor. In such event, the City
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shall be immediately given title and possession to any
original field notes, drawings and specifications, written
reports and other documents produced or developed
for the services. The City shall pay Vendor the
reasonable value of services completed prior to
termination. The City shall not be liable for any costs
other than the charges or portions thereof which are
specified herein. Vendor shall not be entitled to
payment for unperformed services, and shall not be
entitled to damages or compensation for termination of
work. Vendor may terminate its obligation to provide
services under this Agreement upon 30 calendar days'
written notice to the City only in the event of City's
failure to perform in accordance with the terms of this
Agreement through no fault of Vendor.
8. Agreement Terms. Nothing herein shall be
construed to give any rights or benefits to anyone other
than the City and the Vendor. The unenforceability,
invalidity or illegality of any provision(s) of this
Agreement shall not render the other provisions
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unenforceable, invalid or illegal. Notice may be given
or delivered by depositing the same in any United
States Post Office, certified mail, return receipt
requested, postage prepaid, addressed to the parties
to the addresses set forth in the Agreement. Vendor
shall not assign, sublet, or transfer this Agreement or
any rights under or interest in this Agreement without
the written consent of the City, which may be withheld
for any reason. Vendor is retained as an independent
contractor and is not an employee of the City. No
employee or agent of Vendor shall become an
employee of the City. The individuals signing this
Agreement represent that they have the authority to
sign on behalf of the parties and bind the parties to this
Agreement. This is an integrated Agreement
representing the entire understanding of the parties as
to those matters contained herein, and supersedes and
cancels any prior oral or written understanding or
representations with respect to matters covered
hereunder. This Agreement may not be modified or
altered except in writing signed by both parties hereto.
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EXHIBIT "B"
SCOPE AND SCHEDULE OF SERVICES
Vendor will provide 24-hour live answering service for the City's STVR program and access to a
secure web -based reporting portal to review call messages. The Vendor agrees to utilize the script
provided by the City and hereby include as Attachment 1. Vendor also agrees to utilize the call
flow charts included as Attachment2 and refer to the STVR Local Contact list to contact the STVR
local contact person and request a resolution.
List of Attachments:
Attachment 1: Script to use when addressing reported complaints of excessive noise, parking
issues, excessive occupancy, trash, and debris, etc.
Attachment 2: Flow Chart illustrates the series actions for call handling based on day and time
of day:
Normal Schedule
• Sunday 2:00 AM to Thursday 5:59 PM
• Friday from 2:00 AM to 5:59 PM
• Saturday From 2 AM to 5:59 PM
Security Officer Schedule:
• Thursdays, Fridays, and Saturdays from 6 PM to 2 AM
B-1
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EXHIBIT "C"
COMPENSATION FOR SERVICES
The maximum total compensation to be paid to Vendor under this agreement is not to
exceed Fifteen Thousand Dollars ($15,000) per fiscal year (Contract Sum), for the life of
the agreement, encompassing the Initial and any Extended Terms. The Contract Sum
shall be paid to Vendor in installment payments made on a monthly basis and in an
amount identified in the Fee Schedule below for the work task performed and properly
invoiced by Contracting Party.
Fee Schedule:
Plan includes a Monthly Base Rate of Six Hundred Forty -Three Dollars ($643) which
includes 500 minutes of live agent time. Rate for additional time is $1.19 per minute and
a recurring monthly charge of $5.00 telecom fee per month.
C-1
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ATTACHMENT 1
GREETING:
"You have reached the anonymous Short -Term Rental Hotline for the
City of La Quinta. If this is an emergency, please hang-up and dial
911. This Hotline is for reporting code violations specifically related to
Short Term Rentals. Code Compliance officers typically do not contact
the reporting party once the case has been assigned, unless additional
information is needed to thoroughly investigate a potential violation.
The reporting party's information will be kept confidential during our
investigation of the violation, unless required to be released by court
order.
SUBMIT A NEW REPORT:
I am going to be filling out a detailed report on the incident that you
would like to submit. Please keep in mind that I am typing this
information as you are giving it to me so I may need to interrupt at times
for clarification.
1. May I have the complete address for the Short -Term Rental you are
reporting?
(Address number, street, city, state & ZIP)
2A. Is this location an apartment building? Yes, No or Unknown
2. Which type of incident are you reporting? Drop down list.
Excessive Noise, Garbage, Drug Abuse, Trespassing, Violence, or Other?
If "other". In one or 2 words, what is the issue you are reporting?
3. Now, please give me the details of the incident you would like to report.
4. Is this occurring now and are you currently observing the potential violation?
5. Has this incident been reported to the police and/or fire?
Yes, No. If Yes:
a. Which agency did you report the incident to?
b. When was it reported?
c. When did the first responders arrive? (date & time)
6. If additional information is needed to thoroughly investigate the potential
violation that you are reporting, your input would be valuable. Your name
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and contact information will be kept confidential during the Code
Compliance investigation of the violation, unless required to be released
by court order. Any contact will be made via your preferred method of
communications. Would you be willing to assist further if needed?
Yes, No
If Yes, may I have your name and how we can reach you? (Name, Phone,
Email)
If No: Thank you for reporting this issue to the Short -Term Vacation Rental
Hotline. We are going to contact the Local Contact on file with the City and
advise them of the issue. They are required to respond and resolve the
issue within 30 minutes. If they do not respond to us within the
timeframe we will contact the La Quinta Police Department and report
the issue.
If the issue does not cease in the next 60 minutes, please call the hotline
back and let us know. It the issue or another issue reoccurs please call the
hotline back to let us know.
16. Would you like to leave any additional comments?
Thank you for calling. Your report will be forwarded to the City of La
Quinta Code Compliance Department for further investigation and your
name and contact information will be included in the report. If Code
Compliance has further questions, a representative will contact you.
Your Report will be tracked by the Short -Term Vacation Rental address.
Thank you, Goodbye.
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ATTACHMENT 2
SHORT TERM VACATION RENTAL 24 HOUR
24/7 HOTLINE
Hotline
Receives
Call
Hotline Verifies
STVR from
Spreadsheet
Hotline contacts No Response
The "Local within 30 minutes
Contact" J
Normal Schedule Flow Chart
Response within
30 minutes and
Solves issues
Hotline emails the
report to Code
1
Code Follows -up
with Hotline and
reporting Party
i 1
Second Call for
same property
Call: Local
Contact & Police
Report to Police
760-836-3215
Press "5"
Hotline emails the
report to Code
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SHORT TERM VACATION RENTAL 24 HOUR
HOTLINE
24/7
Hotline
Receives
Call
Hotline Verifies
STVR from
Spreadsheet
Hotline contacts
La Quinta's Security
Company
Response within
30 minutes and
Solves issues
Hotline emails the
report to Code
Code Follows -up
with Hotline and
reporting Harty
Security Officer Flow Chart
To be used Thursdays, Fridays and Saturdays from 6
PMto2AM
NOT A STVR
r
Second Call for
same property
Call Security
Company
Report to Police
760-836-3215
Press "5"
Hotline emails the
report to Code