Consent Item 9
Consent Item 9
To: Ava Community Energy Authority
From: Sean Alexander, IT Project Manager
Subject:
Approving a Resolution of the Board of Directors of Ava Community Energy Authority Authorizing the CEO to Negotiate and Execute an Amendment to the Existing Consulting Services Agreement and Negotiate and Execute a New Consulting Services Agreement with PC Professional, Inc.,
Date: June18, 2025
__________________________________________________________________ Summary/Recommendation
Adopt a Resolution authorizing the CEO to 1) negotiate and execute an Amendment to the existing Consulting Services Agreement (“CSA”) with PC Professional, Inc. (PC Pro”) to increase the compensation by $100,000 for the current Fiscal Year of 2024/2025 and 2) negotiate and execute a new CSA for Fiscal Year 2025/2026 with compensation not to exceed $275,000.
Financial Impact
The Amendment will increase the not to exceed (“NTE”) for Fiscal Year 20245/2025 by $100,000 for a total NTE of $620,000 for the existing CSA. The new CSA for Fiscal Year 2025/2026 provides for compensation not to exceed $275,000.
Analysis and Context (with deadlines as applicable)
Ava has an existing CSA with PC Pro, an IT services provider responsible for managing IT office infrastructure, IT and user support functions both remotely and in the Ava office, through Consent Item 9
June 30, 2025. An Amendment for Fiscal Year 2024/2025 added $100,000 in compensation in June 2024, and another Amendment was approved by the Board in February 2025 for an additional $100,000; however, due to increased IT needs related to an increased number of staff, and upcoming office improvements, additional compensation is required through the end of the Fiscal Year 2024/2025.
To ensure uninterrupted IT support for Ava, staff is requesting Board approval of an Amendment to the existing CSA to add an additional $100,000 for Fiscal Year 2024/2025, .
Additionally, staff is requesting Board approval of a new CSA with PC Pro for Fiscal Year 2025/2026 with a NTE of $275,000.
This request aligns with Ava’s operational priorities, given the critical role IT services play in supporting our employees and maintaining organizational productivity.
Background and Selection Process
When Ava originally contracted with PC Pro, they were selected after the solicitation of three verbal quotes, and they have been a trusted partner, consistently meeting Ava’s evolving IT needs and ensuring high-quality service since 2018.
Staff is seeking Board approval to extend the existing CSA with PC Pro through the end of Fiscal Year 2024/2025 and also seeking Board approval to enter into a new CSA with PC Pro for Fiscal Year 2025/2026 as a sole source contract. This request is based on the following rationale:
1. Continuity of Operations: PC Pro has been our IT services provider since 2018, and they have deep institutional knowledge of our systems, infrastructure, and operational needs. A change of vendor at this time would require a significant transition period, during which our operations could be disrupted.
2. Customization: Over the course of our relationship, PC Pro has customized processes and systems to meet our specific requirements. Replacing the vendor would necessitate duplicating those efforts, resulting in substantial costs, time, and risks of data or service loss.
3. Avoidance of Service Disruption: IT services are essential to our daily operations.
Transitioning to a new vendor could create downtime, security vulnerabilities, or technical failures that would negatively impact staff productivity and our ability to serve customers.
4. Proven Performance and Reliability: PC Pro has consistently delivered high-quality support, demonstrated reliability, and responded quickly to Ava’s evolving needs. Their continued engagement offers predictability and mitigates the risks associated with onboarding a new, unproven vendor.
5. Cost Efficiency: While a competitive process may identify lower-cost vendors, the overall cost of transition—including procurement time, onboarding, and potential disruptions—would likely outweigh any short-term savings.
Consent Item 9
For these reasons, we respectfully request approval to continue contracting with PC Pro, under a new CSA, as a sole source provider, in the best interest of Ava’s operational stability and service continuity.
Scope and Timeline
The Amendment would cover the remainder of the current Fiscal Year 2024/2025 and the new CSA would cover next Fiscal Year 2025/2026, allowing PC Pro to continue providing:
• Helpdesk support for Ava employees.
• Preparation of equipment and accounts related to onboarding • Maintenance and troubleshooting of office IT infrastructure. • Proactive management of hardware, software, and cybersecurity requirements • Preparation for office improvements
Attachments
A. Resolution of the Board of Directors of the Ava Community Energy Authority Authorizing the CEO to Negotiate and Execute an Amendment to the Consulting Services Agreement and Negotiate and Execute a New Consulting Services Agreement with PC Professional, Inc.
B. Draft CSA Amendment
C. Draft CSA for FY 2025/2026
Attachment Consent Item 9A
RESOLUTION NO. R-2025-XX
A RESOLUTION OF THE BOARD OF DIRECTORS
OF THE AVA COMMUNITY ENERGY AUTHORITY AUTHORIZING THE
CEO TO NEGOTIATE AND EXECUTE AN AMENDMENT TO THE EXISTING
CONSULTING SERVICES AGREEMENT AND NEGOTIATE AND EXECUTE A
NEW CONSULTING SERVICES AGREEMENT WITH PC PROFESSIONAL, INC.
WHEREAS Ava Community Energy Authority (“Ava”) was formed as a community choice aggregation agency (“CCA”) on December 1, 2016, under the Joint Exercise of Powers Act, California Government Code sections 6500 et seq., among the County of Alameda, and the Cities of Albany, Berkeley, Dublin, Emeryville, Fremont, Hayward, Livermore, Piedmont, Oakland, San Leandro, and Union City to study, promote, develop, conduct, operate, and manage energy-related climate change programs in all of the member jurisdictions. The Cities of Newark and Pleasanton, located in Alameda County, along with the City of Tracy, located in San Joaquin County, were added as members of Ava and parties to the Joint Powers Agreement (“JPA”) in March of 2020. The City of Stockton was added as a member to Ava in September of 2022. The City of Lathrop was added as a member to Ava in October of 2023. San Joaquin County was added as a member to Ava in July 2024. On October 24, 2023, Ava legally adopted the name Ava Community Energy Authority, where it had previously used the name East Bay Community Energy Authority since its inception.
WHEREAS Ava executed a Consulting Services Agreement (“CSA”) with PC Professional, Inc. (“PC Pro”) on July 1, 2020, to provide IT support service, and hardware and software procurement to Ava with compensation not to exceed $30,000.
On June 30, 2021, Ava entered into a First Amendment to the CSA for the purposes of adding $90,000 in compensation, updating the scope of work, and extending the term to June 30, 2022. On June 30, 2022, Ava entered into a Second Amendment to the CSA for the purposes of adding $100,000 in compensation and extending the term to June 30, 2023. On June 30, 2023, Ava entered into a Third Amendment to the CSA for the purposes of adding $100,000 in compensation and extending the term to June 30, 2024. On June 30, 2024, Ava entered into a Fourth Amendment to the CSA for the purposes of adding $100,000 in compensation and extending the term to June 30, 2025. In February 2025, Ava entered into a Fifth Amendment to the CSA for the purposes of adding $100,000 in compensation;
WHEREAS Ava has surpassed the maximum compensation under the CSA for Fiscal Year (“FY”) 2024/2025;
WHEREAS Ava would like to increase the compensation to PC Pro for their continued information technology (“IT”) services, including managing IT functions and user support both remotely and in the Ava office. Adding compensation to the CSA is necessary to ensure continued support from PC Pro;
Attachment Consent Item 9A
WHEREAS Ava desires to amend the existing CSA to add $100,000 in compensation for the remainder of FY 20224/2025; and
WHEREAS Ava desires to enter into a new CSA with PC Pro for IT services from July 1, 2025, through June 30, 2026, as a sole source provider, with compensation not to exceed $270,000, as it in the best interest of Ava’s operational stability and service continuity.
NOW, THEREFORE, THE BOARD OF DIRECTORS OF AVA COMMUNITY ENERGY AUTHORITY DOES HEREBY RESOLVE AS FOLLOWS:
Section 1. The Board hereby authorizes the Chief Executive Officer to negotiate and execute an Amendment to the existing CSA, subject to the approval of General Counsel, with PC Prol for additional compensation up to the amount of $100,000 for a total compensation amount not to exceed $620,000.
Section 2. The Board hereby authorizes the Chief Executive Officer to negotiate and execute a new CSA, subject to the approval of General Counsel, with PC Pro for IT services from July 1, 2025, through June 30, 2026, with the total compensation amount not to exceed $275,000.
ADOPTED AND APPROVED this 18th day of June 2025.
Jack Balch, Chair
ATTEST:
Adrian Bankhead, Clerk of the Board
Attachment Consent Item 9B
1 June 2025 Sixth Amendment to Consulting Services Agreement by and Between Ava Community Energy Authority and PC Professional, Inc.
This Sixth Amendment to the Agreement with PC Professional, Inc. for Consulting Services (“Sixth Amendment”) is made this 18th day of June 2025, by and between the Ava Community Energy Authority, a Joint Powers Agency formed under the laws of the State of California (“Ava”) and PC Professional, Inc. a California Corporation (“PC Pro”), for the purposes of adding additional compensation.
Recitals
A. Ava and PC Pro entered into that certain Consulting Services Agreement dated July 1, 2020 (“Agreement”), wherein PC Pro agreed to provide information technology (IT) support services and hardware and software procurement to Ava, with compensation not to exceed $30,000.
B. Ava and PC Pro entered into that certain First Amendment to the Agreement dated June 30, 2021 (“First Amendment”) for the purposes of adding $90,000 in additional compensation, updating the scope of work, and extending the term to June 30, 2022.
C. Ava and PC Pro entered into that certain Second Amendment to the Agreement dated June 30, 2022 (“Second Amendment’) for the purposes of adding $100,000 in additional compensation and extending the term to June 30, 2023.
D. Ava and PC Pro entered into that certain Third Amendment to the Agreement dated June 30, 2023 (“Third Amendment’) for the purposes of adding $100,000 in additional compensation and extending the term to June 30, 2024.
E. Ava and PC Pro entered into that certain Fourth Amendment to the Agreement dated July 1, 2024 (“Fourth Amendment’) for the purpose of adding $100,000 in additional compensation, extending the term to June 30, 2025, and update reference to Ava.
F. Ava and PC Pro entered into that certain Fifth Amendment to the Agreement dated February 19th, 2025 (“Fifth Amendment’) for the purpose of adding $100,000 in additional compensation.
G. Ava and PC Pro now desire to amend the Agreement to add additional compensation, increasing the not-to-exceed amount by $100,000 for the term of July 1, 2024, to June 30, 2025.
Now therefore, for good and valuable consideration, the amount and sufficiency of which is hereby acknowledged, the Parties agree as follows:
1. Section 6.1 of the Agreement (“Compensation and Payment”) is amended in part to increase the total compensation of the Agreement by $100,000 for a total amount not Attachment Consent Item 9B
2 to exceed Six Hundred Twenty Thousand Dollars ($620,000) and Exhibit E of the Agreement is replaced with the attached revised Exhibit E.
2. All other terms and conditions in the Agreement not otherwise modified by this Sixth Amendment will remain in full force and effect.
In witness whereof, the Parties have entered this Sixth Amendment on the date written above.
Ava Community Energy Authority,
A Joint Powers Authority
Howard Chang
Chief Executive Officer
Date: ____________________________
Approved as to form:
Ava General Counsel
PC Professional Inc.
A California Corporation
Joe Santorsiero
Vice-President
Date: ______________________________
Dan Sanguinetti
Secretary/CEO
Date: ______________________________
Attachment Consent Item 9B
E-1
Exhibit E
Compensation/Budget
Ava shall compensate Consultant for services provided under this Agreement as follows:
Services performed under this Agreement will be billed at a rate of $135 per hour.
Total compensation to be paid to the Consultant under this Agreement shall not exceed $620,000;
• $300,000 for the fiscal year from July 1, 2024 to June 30, 2025, • $100,000 for the fiscal year from July 1, 2023 to June 30, 2024, • $100,000 for the fiscal year from July 1, 2022 to June 30, 2023, • $90,000 for the fiscal year from July 1, 2021 to June 30, 2022, • $30,000 for the fiscal year July 1, 2020 to June 30, 2021.
This not to exceed amount does not apply to the cost of hardware or software procured by the Consultant, which shall be purchased and invoiced separately from the fees for hourly services provided under this Agreement.
Attachment Consent Item 9C
1 June 2025 Consulting Services Agreement
Ava Community Energy
Authority (“Ava”)
Signature: [companySignerSignature_KPpknIy]
By: [companySignerName_F4OqAwu]
Date: [companySignerDateField_kADuwEz]
Approval as to
Form:
[approvalAsToFormSignature_yPxy4LU]
Address: 1999 Harrison Street, Suite 2300
Oakland, CA 94612
Ava Notice Emails: [email protected] with a cc to:
[email protected]
Relationship
Manager:
Sean Alexander
PC Professional, Inc
a California Corporation
(“Consultant”)
Signature: [counterpartySignerSignature_xbAWUWT]
By: [counterpartySignerName_CDDO66l]
Date: [counterpartySignerDateField_vztquxC]
Notice Attn: Joe Santorsiero
Phone: 510.874.5861
Notice Address: 1615 Webster Street, Oakland, California 94612, United States
Notice Email(s): [email protected]
Effective Date This agreement is effective as of July 1, 2025.
Expiration Date June 30, 2026
Not To Exceed (“NTE”) $275,000.00
May 2025 template.
This Consulting Services Agreement (the “Agreement”) is made by and between Ava Community Energy Authority, a joint powers authority formed under the laws of the State of California (“Ava”), and the counterparty set forth above (“Consultant”) as of the Effective Date. Ava and Consultant are herein referred to as “Parties” or individually as a “Party.”
1. Recitals
Attachment Consent Item 9C
2 1.1. Ava Recitals. Ava is an independent joint powers authority duly organized under the provisions of the Joint Exercise of Powers Act of the State of California (Government Code Section 6500 et seq.) with the power to conduct its business and enter into agreements.
1.2. Consultant Recitals. Consultant possesses the skill, experience, ability, background, certification and knowledge to complete the Work described in Section 3 of this Agreement pursuant to the terms and conditions described herein.
NOW THEREFORE, for good and valuable consideration, the amount and sufficiency of which is hereby acknowledged, the Parties to this Agreement, agree as follows:
2. Term. The term of this Agreement begins as of the Effective Date of this Agreement ends as of the Expiration Date, unless terminated earlier pursuant to Section 8 (Termination).
3. Scope of Work/Compliance with Laws and Regulations.
3.1. Work. Consultant agrees to perform the scope of work (the “Work”) in Exhibit A in accordance with the schedule in Exhibit B.
3.2. Requirements. Consultant represents and warrants that it has the skill and expertise to perform the Work. Consultant agrees to obtain any and all necessary licenses, approvals or permits necessary to perform the Work.
3.3. Legal Compliance. Consultant and its contractors, consultants, sub-suppliers, affiliates, agents and any other person or entity with whom the Consultant contracts in furtherance of this Agreement (collectively “Subconsultants”) must comply with all federal, state and local laws and regulations in performing the Work under this Agreement. Without limiting the foregoing, if work required to be performed by the Consultant is a “public work” as defined in California Labor Code Section 1720, then pursuant to the provisions of Labor Code Sections 1725.5 and 1771, the Consultant shall be registered with the Department of Industrial Relations (“DIR”), and will pay and require subcontractors to pay the general prevailing rate of per diem wages and the general rate for holiday and overtime work in this locality for each craft, classification, or type of worker needed to perform this Agreement, as established by the DIR. As of the execution of this Agreement, these rates may be obtained at:
http://www.dir.ca.gov/OPRL/DPreWageDetermination.htm. Consultant shall provide a copy of prevailing wage rates to any staff, contractor and/or Subconsultant hired by Consultant for this Agreement and shall pay the adopted prevailing wage rates as a minimum. Consultant shall comply with the provisions of Sections 1773.8, 1775, 1776, 1777.5, 1777.6, and 1813 of the Labor Code.
Pursuant to the provisions of 1775 of the Labor Code, Consultant shall forfeit to Ava, as a penalty, the sum of $200.00 for each calendar day, or portion thereof, for each laborer, worker, or mechanic employed, is paid less than the applicable prevailing wage rates for any work done under this Agreement, by them or by any subcontractor under them, in violation of the provisions of the Agreement.
4. Consultant Staffing. Exhibit C contains a list of Consultant’s principal and all team members. Consultant will not change or substitute the principal or any team members or add additional team members without consultation with Ava.
5. Subconsultants.
5.1. Approved Subconsultants. Consultant agrees to use only those Subconsultants listed on Exhibit D.
Consultant shall notify Ava within a reasonable period of time of any changes, additions, or removals of a Subconsultant.
5.2. Subconsultant Compliance. Consultant agrees to require all Subconsultants to comply with the terms of this Agreement, including without limitation, the public works requirements in Section 3.3, the insurance obligations under Section 9, the confidentiality requirements under Section 11, and the requirement to indemnify Ava as provided in Section 12.
6. Invoicing and Payment.
6.1. Time and Materials. If the Work under this Agreement is to be performed on a time and materials basis, Consultant must submit invoices to Ava on a monthly basis, complete with the name of the Attachment Consent Item 9C
3 individual that conducted the Work, the time spent, and a brief description of the tasks performed during that time. If requested by Ava, Consultant must include the contract number provided by Ava and the total compensation remaining on the Agreement on each monthly invoice. Notification to Ava should be provided once the contract budget has been used up by 80% (including invoiced work and work that may not have been invoiced yet) the amount of which is set forth in Exhibit E. Invoices must be submitted to Ava by the 20th of the month following the month in which Consultant performed the Work.
6.2. Milestone. If the Work under this Agreement is to be performed on a task or project basis, the Consultant will submit an invoice within thirty (30) days of completing the project to the satisfaction of Ava for full payment, unless other arrangements have been made.
6.3. Markups. Ava will not agree to pay any markups on Subconsultant services or supplies unless such markups are included in Exhibit E, Compensation/Budget and such markups were included in Consultant’s bid, if applicable.
6.4. Payment Processing. The following are conditions on Ava’s obligation to process any payments under this Agreement:
6.4.1. If the Consultant is a U.S. based person or entity, the Consultant must provide to Ava a properly completed Internal Revenue Service Form W-9 before Ava will process payment. If the Consultant is a U.S based person or entity but has neither a permanent place of business in California nor is registered with the California Secretary of State to do business in California, the Consultant must provide Ava with a properly completed California Franchise Tax Board form related to nonresident withholding of California source income before Ava will process payment.
6.4.2. If the Consultant is not a U.S. based person or entity, the Consultant must provide Ava with the applicable Internal Revenue Service form related to its foreign status and a California Franchise Tax Board form related to nonresident withholding before Ava will process payment.
6.5. Payment. Ava agrees to pay undisputed invoices within forty-five (45) days of receipt. Invoices may be sent to Ava by U.S. mail or electronic mail to [email protected]. Invoices will be deemed received on the next business day following the date of receipt via electronic mail or three days after receipt via U.S. mail. Notwithstanding anything to the contrary in this Agreement or any related document, Ava shall have no obligation to remit payment for fees in excess of the NTE.
6.6. Members. Ava, as a joint powers authority, is a separate public entity from its constituent members and will be solely responsible for all debts, obligations and liabilities accruing and arising out of this Agreement. Consultant acknowledges that it will have no rights and agrees not to make any claims, take any actions or assert any remedies against any of Ava’s constituent members in connection with this Agreement.
7. Records Retention and Ownership of Work Product.
7.1. Records. The Consultant must retain all ledgers, books of accounts, invoices, vouchers, cancelled checks, background materials, or other records relating to its performance under this Agreement for a period of three (3) years following termination of this Agreement.
7.2. Ownership. Ava owns all rights, including without limitation, all licenses, copyrights, service marks and patents, in and to all Work Product(s), whether written or electronic, without restriction or limitation upon their use and immediately when and as created by the Consultant, any Subconsultants, or any other person engaged directly or indirectly by the Consultant to perform under this Agreement. “Work Product(s)” means all writings, reports, drawings, plans, data, video, media, photographs, renderings, plans, software, models, and other similar documents and materials developed or created by Consultant or its Subconsultants on behalf of or for use by Ava under this Agreement. All Work Product(s) will be considered “works made for hire,” and together with any and all intellectual property rights arising from their creation will be and remain the property of Ava without restriction or limitation upon their use, duplication or dissemination by Ava. Consultant agrees not to obtain or attempt to obtain copyright protection in its own name for any Work Product.
Attachment Consent Item 9C
4 8. Termination.
8.1. Upon Notice. Ava may terminate this Agreement for any reason by giving Consultant written notice.
The termination notice may set the date of termination, but if no such date is given, termination is effective seven (7) days following the date of the written notice.
8.2. For Breach. Ava may terminate this Agreement immediately upon written notice for any material breach of this Agreement by Consultant or any of its Subconsultants. If Ava terminates this Agreement for cause and obtains the same services from another consultant at a greater cost, the Consultant is responsible for such excess costs in addition to any other remedies available to Ava.
8.3. Completion Option. Upon termination for any reason, Ava has the option of requiring the Consultant to complete work up to the date of termination or to cease work immediately. Ava has the further option to require Consultant to provide Ava any finished or unfinished Work or Work Product prepared by the Consultant up to the date of termination.
8.4. Payment. Ava will pay Consultant the reasonable value of services satisfactorily rendered by the Consultant to Ava up to the date of written notice of termination. If Ava authorizes Consultant to continue performing the Work through the date of termination, Ava will pay Consultant the reasonable value of services satisfactorily rendered up through the date of termination, providing such services are in compliance with the Compensation/Budget in Exhibit E.
8.5. Return of Work Product. Upon termination of this Agreement, and at no cost to Ava, Consultant, its Subconsultants and anyone working for Ava under control of Consultant must return all Work Product to Ava and cooperate with any subsequent consultant during any transition. Consultant may only retain copies of the Work Product by express written permission of Ava.
9. Insurance
9.1. Proof of Insurance. Consultant must procure, maintain and comply with the insurance requirements in Exhibit F throughout the full term of this Agreement. Consultant must provide proof of insurance either in the form of a certificate of insurance or, if requested by Ava, a copy of the insurance policy, prior to performing any work under this Agreement.
9.2. Ongoing Coverage. Consultant agrees to stay in compliance with the insurance coverage requirements during the term of this Agreement. Consultant must give Ava ten (10) days written notice and obtain Ava’s written approval prior to making any modifications that would reduce its insurance coverage.
9.3. Subconsultant Coverage. Consultant must either include Subconsultants under its insurance policies or require each Subconsultant to comply with the insurance obligations in Exhibit F.
10. No Discrimination or Conflict of Interest
10.1. Non-Discrimination. Consultant represents and warrants, on behalf of itself and its Subconsultants, that it has not and will not discriminate against anyone based on his/her age, color religion, sex, sexual orientation, disability, race, national origin, or any other protected category under state or federal law.
10.2. Conflict of Interest. Consultant represents and warrants, on behalf of itself and its Subconsultants, that it is familiar with local, state and federal conflict of interest laws, that in entering into this Agreement it is not violating any of the conflict of interest laws, that it will avoid any conflicts of interest during the term of this Agreement, and that it will notify Ava immediately if it identifies any conflicts of interest Consultant understands that violations of this Section 10 could result in immediate termination of this Agreement and disgorgement of compensation.
11. Confidentiality
11.1. Non-Disclosure. Except as authorized by Ava or as otherwise required by law, Consultant shall not disclose to any third party any draft or final Work Product, discussions or written correspondence between Consultant and its Subconsultants or discussions or written correspondence between Consultant and Ava staff. In the event Consultant receives a request from any third party requesting Attachment Consent Item 9C
5 disclosure of any Work Product, discussions, communications or any other information Consultant is prohibited from disclosing, Consultant will immediately notify Ava and wait for direction from Ava before disclosing the information.
11.2. Third Parties. For the purposes of this Section 11, “third party” refers to any person or group other than Ava staff and Board members. For example, “third parties” include community groups, Board advisory groups, other governmental agencies, other consultants or members of the community.
11.3. Confidentiality Survival. This Section 11 will survive the expiration or termination of this Agreement.
11.4. Public Records Act. The Parties understand and agree that (1) this Consulting Services Agreement is subject to public disclosure under the California Public Records Act (“CPRA”); (2) a request pursuant to the CPRA may obligate Ava to disclose this Agreement, in whole or in part, to the requestor; and (3) Consultant is solely responsible for the inclusion of any information herein that Consultant may consider sensitive and should not include sensitive information within this Agreement.
12. Indemnity
12.1. General Indemnity. Except with regard to any matter involving professional negligence, Consultant agrees, at its sole cost and expense, to indemnify, defend with counsel reasonably approved by Ava, and protect and hold harmless Ava, its officers, directors, employees, agents, attorneys, designated volunteers, successors and assigns, and those Ava agents serving as independent contractors in the role of Ava staff (collectively “Ava Indemnitees”) from and against any and all damages, costs, expenses, liabilities, claims, demands, causes of action, proceedings, penalties, judgements, liens and losses of whatever nature (“Claims”) that arise, directly or indirectly, in whole or in part, out of or are in any way related to Consultant’s or Subconsultant’s performance or failure to perform the Work under this Agreement, regardless of whether the Consultant or its Subconsultants acted or failed to act intentionally, willfully, recklessly or negligently. Consultant agrees that its indemnity and defense obligations include all costs and expenses, including all attorney fees, expert fees, mediation, arbitration, or court costs in connection with the defense. Consultant further agrees to indemnify, defend, protect and hold harmless Indemnitees from and against any breach of this Agreement and any infringement of patent rights, trade secret, trade name, copyright, trademark, service mark or any other proprietary right of any person(s) caused by Ava’s use of any services, Work Product or other items provided by Consultant or its Subconsultants under this Agreement.
12.2. Professional Negligence. With regard to any matter involving professional negligence, Consultant agrees, at its sole cost and expense, to indemnify, defend with counsel reasonably approved by Ava, and protect and hold harmless the Ava Indemnitees from and against any and all Claims to the extent arising out of or resulting from Consultant’s or Subconsultant’s negligence, recklessness, or willful misconduct. In no event shall the cost to defend charged to Consultant exceed the Consultant’s proportionate percentage of fault.
12.3. Exceptions. Consultant’s obligations in Subsections 12.1 and 12.2 do not apply to the extent any Claim results from the negligence or willful misconduct of the Ava Indemnitees.
12.4. Indemnitees. Except as limited by Subsection 12.2, Consultant’s obligation to defend Ava applies to the maximum extent allowed by law and includes defending Indemnitees as set forth in California Civil Code sections 2778 and 2782.8.
12.5. Insurance. The Consultant’s obligations under Section 12 apply regardless of the existence or amount of insurance the Consultant carries or has made available to Ava.
12.6. Indemnification Survival. The Parties agree that this Section 12 survives the expiration or earlier termination of the Agreement.
13. Consultant is an Independent Contractor
Attachment Consent Item 9C
6 13.1. Relationship of the Parties. Consultant and its Subconsultant(s) are and at all times will be independent contractors. Consultant has complete control over its operations and employees and is not an agent or employee of Ava and must not represent or act as Ava’s agent or employee.
Consultant agrees, on behalf of itself and its employees and Subconsultants, that it does not have any rights to retirement benefits or other benefits accruing to Ava employees, and expressly waives any claim it may have to any such rights.
13.2. Relationship of Subconsultants. As an independent contractor, Consultant has complete control over its Subconsultants. Subject to the requirements of Section 5 of this Agreement, Consultant is solely responsible for selecting, managing and compensating its Subconsultants, and for ensuring they comply with this Agreement.
14. Miscellaneous Terms and Conditions
14.1. Ava Authority. The Chief Executive Officer or his/her designee is authorized to take all actions under this Agreement, including without limitation, amendments that fall within the Chief Executive Officer’s signing authority, termination or modification of terms.
14.2. Waiver. Waiver by either party of any one or more conditions, Sections, provisions or performance of this Agreement will not be a waiver of any other provision; nor will failure to enforce a provision or Section in one instance waive the right to enforce such provision or Section in the future.
In no event will payment by Ava to Consultant constitute or be construed as a waiver by Ava of any breach or default of this Agreement, nor will such payment prejudice any of Ava’s other rights or remedies.
14.3. Governing Law. Consultant and Ava agree that this Agreement will be interpreted under the laws of the State of California.
14.4. Venue. Any litigation resulting from this Agreement will be filed and resolved by a state court in Alameda County, California, or if appropriate, the federal courts in the Northern District of California located in San Francisco.
14.5. Audit Rights. All records or documents required to be kept pursuant to this Agreement must be made available for audit at no cost to Ava, at any time during regular business hours, upon written request by Ava. Copies of such records or documents shall be provided to Ava at Ava’s offices unless an alternative location is mutually agreed upon.
14.6. Recitals and Exhibits. The Recitals in Section 1 above are intentionally made a part of this Agreement. All Exhibits and any other documents incorporated by reference are a part of this Agreement.
14.7. Notices. Notices to Ava shall be effective upon delivery to all email addresses in Ava Notice Emails, above. .Any notices required to be given to Contractor under this Agreement must be made in writing and may be delivered a) personally, in which case they are effective upon receipt; b) by U.S.
Mail, in which case they are effective three (3) days following deposit in the U.S. Mail, unless accompanied by a return receipt in which case, they are effective upon the date on the receipt; or c) by electronic mail, in which case they are effective upon confirmation of receipt, and if no confirmation of receipt, they are effective one day after transmission. All notices to Contractor must be sent to the Notice Address or Notice Email(s).
14.8. Assignment. Except to the extent this Agreement authorizes Consultant to use Subconsultants, Consultant will not assign any part of this Agreement without Ava’s prior written consent. Ava, at its sole discretion, may void this Agreement if a violation of this provision occurs.
14.9. Integrated Agreement. The Recitals, this Agreement and the Exhibits attached to this Agreement contain the complete understanding between Ava and Consultant and supersedes any prior or contemporaneous negotiations, representations, agreements, understandings and statements, written or oral respecting the Work up through the Effective Date of this Agreement.
14.10. Amendments. Any and all amendments or modifications to this Agreement must be made in writing and signed by each Party before such amendment will be effective.
Attachment Consent Item 9C
7 14.11. Government Claims Act. Nothing in this Agreement waives the requirements to comply with the California Government Claims Act (Government Code Section 810 et seq.), where applicable.
14.12. Severability. If a court of competent jurisdiction holds any Section or part of this Agreement to be invalid or unenforceable for any reason and the Work can still be performed, the Parties agree to sever the invalid or unenforceable Section from this Agreement and that all remaining Sections or parts of this Agreement will continue to be enforceable.
14.13. Counterparts. This Agreement may be executed in one or more counterparts, all of which taken together will constitute one and the same instrument and each of which will be deemed an original.
14.14. No Party Deemed Drafter. This Agreement will be considered for all purposes as prepared through the joint efforts of the Parties and will not be construed against one Party or the other as a result of the preparation, substitution, submission, or other event of negotiation, drafting or execution hereof.
14.15. Supplier Diversity. Ava is required to report to the California Public Utilities Commission (“CPUC”) on their diverse suppliers, as defined by CPUC General Order 156. Consistent with the California Public Utilities Code and California Public Utilities Commission policy objectives, Consultant agrees to document and provide information to Ava regarding Consultant’s status and any engagement of women, minority, disabled veteran, persons with disabilities, and LGBT owned business enterprises in its completion of the Work under this Agreement. Specifically, Consultant agrees to complete Ava’s Supplier Diversity questionnaire, which may be updated or revised during the term of the Agreement, and otherwise reasonably cooperate with Ava to provide the information described above. Consultant shall provide such information in the timeframe requested by Ava and in no event later than January 31 of the year following the Effective Date of this Agreement.
LIST OF EXHIBITS
EXHIBIT A: SCOPE OF WORK
EXHIBIT B: SCHEDULE
EXHIBIT C: CONSULTANT STAFFING
EXHIBIT D: SUBCONSULTANTS
EXHIBIT E: COMPENSATION/BUDGET
EXHIBIT F: INSURANCE REQUIREMENTS
Attachment Consent Item 9C
8 Exhibit A
SCOPE OF WORK
Consultant shall provide the following services:
• On-site and remote support for all Ava workstations;
• Antivirus monitoring for all Ava computers;
• Microsoft updates and patch monitoring for all EBCE computers; • Microsoft Office and G-Suite support;
• Endpoint back-up recommendations and monitoring;
• Same day remote support; same / next day business on-site support; • Hardware / Software procurement, configuration, installation, and troubleshooting; and • Other special projects, such as support in advance of, during and after improvements to Ava's office space.
Additional Services:
Consultant will not provide additional services outside of the services identified in Exhibit A, unless it obtains advance written authorization from the project manager or lead Ava representative prior to commencement of any additional services.
Attachment Consent Item 9C
9 Exhibit B
SCHEDULE
Consultant shall perform services as requested by Ava.
Attachment Consent Item 9C
10 Exhibit C
CONSULTANT STAFFING
Services will be provided by the PC Professional staff.
Attachment Consent Item 9C
11 Exhibit D
SUBCONSULTANTS
Subconsultants are not authorized under this Agreement.
Attachment Consent Item 9C
12 Exhibit E
COMPENSATION/BUDGET
Ava shall compensate Consultant for services provided under this Agreement at a rate of $135 per hour.
Total compensation to be paid to the Consultant under this Agreement shall not exceed $275,000 for the fiscal year from July 1, 2025 to June 30, 2026.
This not to exceed amount does not apply to the cost of hardware or software procured by the Consultant, which shall be purchased and invoiced separately from the fees for hourly services provided under this Agreement.
For the purposes of Section 6.1 (Time and Materials), 80% of the total compensation under this agreement (see NTE on page 1) is $220,000.
Attachment Consent Item 9C
13 Exhibit F
INSURANCE REQUIREMENTS
A. Minimum Scope and Limits of Insurance. Consultant must procure, and at all times during the term of this Agreement carry, maintain, and keep in full force and effect, insurance as follows:
1) Commercial General Liability Insurance with a minimum limit of One Million Dollars ($1,000,000.00) per occurrence for bodily injury, personal injury and property damage and a general aggregate limit of Two Million Dollars ($2,000,000.00) per project or location. If Consultant is a limited liability company, the commercial general liability coverage must be amended so that Consultant and its managers, affiliates, employees, agents and other persons necessary or incidental to its operation are insureds. 2) Automobile Liability Insurance for any owned, non-owned or hired vehicle used in connection with the performance of this Agreement with a combined single limit of One Million Dollars ($1,000,000.00) per accident for bodily injury and property damage.
3) Workers’ Compensation Insurance as required by the State of California and Employer’s Liability Insurance with a minimum limit of One Million Dollars ($1,000,000.00) per accident for bodily injury or disease. If Consultant has no employees while performing the Work under this Agreement, workers’ compensation policy is not required, but Consultant must execute a declaration that it has no employees. 4) Professional Liability/Errors & Omissions Insurance with minimum limits of Two Million Dollars ($2,000,000.00) per claim and in aggregate.
B. Acceptability of Insurers. The insurance policies required under this Exhibit F must be issued by an insurer admitted to write insurance in the State of California with a rating of A:VII or better in the latest edition of the A.M. Best Insurance Rating Guide.
C. Additional Insured/Additional Named Insured. The automobile liability policies must contain an endorsement naming Ava, its officers, employees, agents and volunteers as additional insureds. The commercial general liability policy must contain an endorsement naming Ava, its officers, employees, agents and volunteers as additional named insureds.
D. Primary and Non-Contributing. The insurance policies required under this Agreement must apply on a primary non-contributing basis in relation to any other insurance or self-insurance available to Ava. Any insurance or self-insurance maintained by Ava, its officers, employees, agents or volunteers, will be in excess of Consultant’s insurance and will not contribute with it.
E. Consultant’s Waiver of Subrogation. The insurance policies required under this Agreement will not prohibit Consultant and Consultant’s employees, agents or Subconsultants from waiving the right of subrogation prior to a loss. Consultant hereby waives all rights of subrogation against Ava.
F. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by Ava. At Ava’s option, Consultant must either reduce or eliminate the deductibles or self-insured retentions with respect to Ava, or Consultant must procure a bond guaranteeing payment of losses and expenses.
G. Cancellations or Modifications to Coverage. Consultant agrees not to cancel any insurance coverage during the term of this Agreement. Consultant further agrees not to reduce or otherwise modify the insurance policies required by this Agreement during the term of this Agreement, without the prior written approval of Ava. The commercial general and automobile liability policies required under this Agreement must be endorsed to state that should the issuing insurer cancel the policy before the expiration date, the issuing insurer will endeavor to mail thirty (30) days’ prior written notice to Ava. If any insurance policy required under Agreement is canceled or reduced in coverage or limits, Consultant must, within two (2) business days of notice from the insurer, phone and notify Ava via electronic mail and certified mail, return receipt requested, of the cancellation of or reductions to any policy.
Attachment Consent Item 9C
14 H. Ava Remedy for Noncompliance. If Consultant does not maintain the policies of insurance required under this Agreement in full force and effect during the term of this Agreement, or in the event any of Consultant’s policies do not comply with the requirements of this Exhibit F, Ava may either immediately terminate this Agreement or, if insurance is available at a reasonable cost, Ava may, but has no duty to, take out the necessary insurance and pay, at Consultant’s expense, the premium thereon. Consultant must promptly reimburse Ava for any premium paid by Ava or Ava, in its sole discretion, may withhold amounts sufficient to pay the premiums from payments due to Consultant.
I. Evidence of Insurance. Prior to the performance of the Work under this Agreement, Consultant must furnish Ava with a certificate or certificates of insurance and all original endorsements evidencing and effecting the coverages required under this Agreement. The endorsements are subject to Ava’s approval. Ava may request, and Consultant must provide complete, certified copies of all required insurance policies to Ava Consultant must maintain current endorsements on file with Ava. Consultant must provide proof to Ava that insurance policies expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Consultant must furnish such proof at least two (2) weeks prior to the expiration of the coverages.
J. Indemnity Requirements not Limiting. Procurement of insurance by Consultant will not be construed as a limitation of Consultant’s liability or as full performance of Consultant’s duty to indemnify Ava under Section 12 of this Agreement.
K. Subconsultant Insurance Requirements. Consultant’s insurance coverage must include its Subconsultants or Consultant must require each of its Subconsultants that perform Work under this Agreement to maintain insurance coverage that meets all the requirements of this Exhibit F.