2022-23 Acorn Technology Services - PSCS IT SupportMEMORANDUM
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DATE: August 31, 2022
TO: Jon McMillen, City Manager
FROM: Carley Escarrega, Management Assistant
RE: Acorn Technology Services - Monthly Public Safety Camera System support
Short -Form Services Agreement
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 July 19, 2022
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 n RFQ [ 3 written informal bids
Sole Source JLJ Select Source U Cooperative Procurement
Requesting department shall check and attach the items below as appropriate:
502-0000-71048
Agreement payment will be charged to Account No.:
Agreement term:
Start Date July 1, 2022 End Date
June 30, 2023
Amount of Agreement, Amendment, Change Order, etc.: $ 1 ,980
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: LM: On file in LF; Exp Mar 2023 Date: 8/31/2022
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. 768055 Expires:
Requisition for a Purchase Order has been prepared (Agreements over $5,000)
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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 19th day of July,
2022, ("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 Acorn
Technology Services, with its principal place of business at 1960 Chicago Avenue Suite E9
Riverside, CA 92507 ("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, 2022 to June 30, 2023, unless
earlier terminated as set forth in the attached Terms and Conditions.
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 One Thousand Nine Hundred and Eighty Dollars ($1,980)
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
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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. 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:
x
$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 (above)
® Primary and Non -Contributory Endorsement
Automobile Liability:
® $1,000,000 combined single limit for bodily injury and property damage.
Workers' Compensation:
7
7
Statutory Limits / Employer's Liability $1,000,000 per accident or disease
Workers' Compensation Endorsement with Waiver of Subrogation
Professional Liability (Errors and Omissions):
x
Errors and Omissions liability insurance with a limit of not less than
$1,000,000
per claim
Cyber Liability:
7
$1,000,000 per occurrence/$2,000,000 aggregate
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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
JO► MILLEN
City Manager
ATTEST:
MONIKA RADEVA, City Clerk
City of La Quinta, California
APPROVED AS TO FORM:
WILLIAM H. IHRKE, City Attorney
City of La Quinta, California
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ACORN TECHNOLOGY SERVICES
MICKE ,i CGUIRE
Chief Executive Officer
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.
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 7 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 7 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
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
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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.
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,
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.
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,
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 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.
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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 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.
EXHIBIT "B"
SCOPE AND SCHEDULE OF SERVICES
SCOPE OF WORK:
Monthly Public Safety Camera System support for:
• (1) Directory Server
• (1) Cisco Switch in the Server Rack
SCHEDULE:
Vendor shall complete services identified in the Scope as requested by City within the
time allowed by the total amount of Compensation.
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EXHIBIT "C"
COMPENSATION FOR SERVICES
As provided in Section 5 of this Agreement, the maximum total Compensation to be
paid to Vendor under this Agreement is One Thousand Nine Hundred and Eighty
Dollars ($1,980) ("Compensation") as detailed below. The Compensation shall be
paid to Vendor for the work tasks performed and properly invoiced by Vendor.
Deliverables:
• Monthly maintenance fee for Traffic Infrastructure support (12 months)
$165 per month for 12 months of support services
Total cost: $1,980
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CONSENT CALENDAR ITEM NO. 15
City of La Quinta
CITY COUNCIL MEETING: July 19, 2022
STAFF REPORT
AGENDA TITLE: APPROVE SHORT -FORM SERVICES AGREEMENTS WITH
ACORN TECHNOLOGIES, INC TO PROVIDE TRAFFIC INFRASTRUCTURE
INFORMATION TECHNOLOGY SUPPORT SERVICES AND PUBLIC SAFETY
CAMERA SYSTEM INFORMATION TECHNOLOGY SUPPORT SERVICES
RECOMMENDATION
Approve Short -Form Services Agreements with Acorn Technologies, Inc., to
provide traffic infrastructure information technology support services, and
public safety camera system information technology support services; and
authorize the City Manager to execute the agreements.
EXECUTIVE SUMMARY
• The City has invested $3.25 million in City and Federal grant funds to
install fiber optic traffic signal controller communications links and new
traffic signal controllers; and has invested $1.37 million in a Public
Safety Camera System.
• The traffic signal control system is managed via Centracs Traffic
Management Software with three traffic servers and traffic
infrastructure information technology (IT) support services are needed.
• IT support services are also needed for the City's Public Safety Camera
System.
• Acorn Technologies, Inc. (Acorn) provides IT services for the City.
• Per the purchasing policy, amounts paid in total to vendors or
contractors over $50,000 must be approved by Council.
FISCAL IMPACT
Funding is available in the Information Technology services Software
Implementation/Enhancements account (502-0000-71049) for the cost of
both agreements, $7,200 for traffic IT support and $1,980 for public safety
camera system IT support.
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BACKGROUND/ANALYSIS
The City has invested $156,100 in fiber optic signal interconnects and new
traffic signal controllers in conjunction with the City's $3.1 million investment
in signal coordination citywide pursuant to the Highway Safety Improvement
Program (HSIP) grants the City received in 2016. The City is working with the
Coachella Valley Association of Governments (CVAG) to ensure that the City's
system is coordinated with CVAG's valley -wide traffic signal coordination
initiative. Once the CVAG valley -wide system is complete, they will be
responsible for the information technology support for the City's system.
The City's current traffic signal control system employs Centracs signal
management software and has three servers (data base and
communications). IT support services are needed to provide traffic
infrastructure support and public safety camera system support, as needed.
Acorn currently provides IT Services for the City and is qualified to provide the
necessary services for the traffic and camera system infrastructure. The
current contract with Acorn exceeds $50,000 and per the purchasing policy,
amounts paid in total to vendors or contractors over this threshold must be
approved by Council.
ALTERNATIVES
Council may elect to deny, delay or modify these agreements, or direct staff
to bid these services.
Prepared by: Julie Mignogna, Management Analyst
Approved by: Bryan McKinney, Public Works Director/City Engineer
Attachments: 1. Traffic IT Agreement with Acorn Technologies, Inc.
2. Public Safety Camera IT Agreement with Acorn
Technologies, Inc.
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