Agenda packet — Garden Grove City Council, November 12, 2024 (part 2 of 4)

RFP – Scope of Services:

Requirements:

1. Migration from City’s on-premise VMs to hosted environment a. Mindcentric will migrate Data from Legacy On-Prem Host to our Infrastructure at Switch Data Centers in Las Vegas. For 12 and 24-month Terms, the Migration will be performed by the Mindcentric staff without additional costs.

2. Upgrade to Zimbra 10 or higher
a. This is part of the scope, Mindcentric will work with Client to determine the appropriate version and what is generally best for the organization.

3. Full administrative control with restricted IP access to the Administrative console and SSH Command line of the Zimbra Host
a. Mindcentric will provide full admin/root access to the Zimbra environment, but not into the Server or Hyper-Visor level of the Network.

4. Integrate the Zimbra host OS with City’s OpenLDAP for Authentication (username, password)
a. This will be part of the onboarding scope – ne fees with 12 or 24 month commitments.

5. Optionally direct outbound email to City’s email gateway for DLP (Data Loss Prevention) a. Confirmed – will be part of the scope

6. Optional Malware and spam filtering (City currently uses hosted filtering for inbound by AppRiver)
a. Mindcentric will support any SPAM Filtering Services that Client wishes the power their solution, we will work with your teams to properly configure. Mindcentric offers Sophos Email Complete for $2/account/month as a service.

7. Allow City to Brand Web Interface, similar to https://zimbra.ggcity.org a. We can continue to use https://zimbra.ggcity.org or whatever assets client may wish to leverage.

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Other Requirements:

• Email archiving for legal discovery, needs to be able to migrate with existing Datacove solution o Confirmed – Part of the On-Boarding

Proposal Requirements

• Provide Response times-SLAs and Uptime-SLAs
Response Times –SLAs
Severity Level Response Times
(Maximum) Description
Severity Level 1 < 15 Minutes (24x7) Urgent requests for service(s) down or affecting the majority of users/services.

Severity Level 2 < 1 Hours (24x7) Important requests that are or could affect the customers business (majority effecting issue).

Severity Level 3 < 2 Business Hours Customer escalation effecting key users or services (not down or majority effecting issue)

Severity Level 4 < 4 Business Hours Day to day questions, report bugs, changes, “how to questions”, non-urgent issues

These are guaranteed times to respond. Actual response times are much sooner. Emergency support cases are responded to in less than 5 minutes and almost others are responded to in less than 30 minutes. These are not guaranteed time to resolution, as that c an vary depending on the issue or if external software/hardware vendors are involved.

Uptime –SLAs
Level Up-Times Description
Data Centers 100% The data center facilities, power, cooling, etc Network 99.999% This is the core network and access to the Internet

Infrastructure 99.999% Computing and storage infrastructure Applications 99.999% Applications and databases
Data & disaster
recovery 100% 100% protection and up-time with a multiple data center configuration and full replication

Up times for individual customers may vary (increased or decreased) depending the requirements and configurations.

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• Provide relevant certifications of company or key personnel. o Mindcentric is a Zimbra Gold Partner that has worked with Zimbra since they were a small start-up. We have a support team of (10) certified technicians that know the technology and (2) Zimbra Architects. Today, we manage over 20,000 endpoints on Zimbra.

• Descriptions of security controls including supply chain. o Mindcentric has provided Managed Hosting Solutions for 20 years, we host all of our Data and Services from Switch Data Centers in Las Vegas. We also have a secondary, Disaster Recovery Site in Reno Las Vegas, also a Switch Property. Between the 2 sites is a private/protected 10G pipe.
o Switch Data Centers are responsible for many of the physical controls and compliance.

Mindcentric can convey these as part of our partnership. o Internally, Mindcentric has firm controls on the infrastructure with defined operations and access. We do not use any VPNs to connect, only through disassociated jump hosts.
o Regarding Supply Chain, we have a direct relationship with our Server Infrastructure vendor and have not experienced any supply chain issues. We maintain extra hardware for redundancy on all systems.

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Zimbra e-Mail Collaboration License (Professional Edition) & User Support

Zimbra Professional Edition Any Place, Any Machine
The Hosted Zimbra Collaboration Suite provides custom configurations for each individual domain, unlike other hosted email offerings that restrict and dictate features and functions. This is a server and client technology for next-generation enterprise messaging and collaboration. Zimbra has features and functionality like no other delivering innovation for the administrator and the end-user.

Zimbra Software Features:
• Freedom of Client Choice:
o Any Browser any device– Advanced web client: Browser based client with search, shared calendar and mail that is integrated with contacts and calendar. Available is 3 modes to match the device and Internet performance: Zimbra Ajax client, HTTP lite, and Tablet modes o Any Client, PC Client agnostic - Support of Windows, Apple and Linux computers ❖ Zimbra Desktop Client for Windows or MAC; Its free. Matches and syncs with Zimbra web client and give user off-line mode when not connection to the Internet
❖ Microsoft Outlook: (Online, Offline, Cached Mode) Outlook Connector for full sync with Outlook (email, email folder, calendared, shared calendars, contacts, tasks) Outlook for Windows and Outlook for MAC ❖ MAC: Full Sync with MAC Mail, iCal, Contacts, tasks
❖ Eudora, Evolution, Thunderbird/Sunbird, RSS, etc. Protocols: IMAP, POP o Any Mobile device - Full Mobile sync with ActiveSync (called “Exchange” in phone set up) ❖ iPhone
❖ Adroids
❖ Windows
❖ Blackberry
o Other Features:
o Self-Organizing Mailboxes
o Comprehensive Shared Calendaring
o Extensible model for linking message content to external web services and applications (expressible via hover- over and/or click)
o Efficient context switching
o Modern collaboration styles/formats
Zimbra included tools:
o Zimbra PST import Wizard
o Zimbra ZCS Migration Wizard

Zimbra Archive and Discovery

How Zimbra Archiving and Discovery Works
Messages for end-users selected to be archived are automatically copied (forked) to a pre-selected SMTP address using the Zimbra Postfix MTA. The process is transparent to the end-user. During the process the archived message is also expanded to include the relevant envelope headers and other recipient address information and placed in the archive with the message.

A separate archive account is created so if an employee leaves the company, you can keep the archive and delete the main Zimbra account (mailbox).

Retention: You (the customer) sets the retention to meet your companies and compliance needs. For example, in many cases this may be seven years.

Storage Size: 10TB

Dedicated Cloud Environment with defined Resources:
24 vCPU/80G RAM/ 10TB HD (Production)

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Zimbra Support Roles
SERVICE MindCentric Customer
Customer Support Team availability 24 x 7 x 365
Severity Level 1 (Emergency): Response Time <15 Minutes Severity Level 2 (Priority): Response Time <4 Hours
Severity Level 3 (Non-Critical): Response Time <12 Hours Network Uptime SLA 99.999%/100% w/ DR
Dedicated Customer Service Manager 8 – 5 PT
Automatic Senior Management Escalation yes
System Monitoring every 5 Min.

System Administration (root access) MindCentric only
OS management, patching, and upgrades yes
Advanced Technical Support yes
Troubleshooting yes
Hardware Break-fix yes
Hardware replacement SLA yes
Security monitoring yes
Firewall administration yes
Anti-virus administration yes
Anti-spam administration yes
Zimbra ZCS Network Edition application support yes
Zimbra application monitoring yes
Zimbra application upgrades yes
Zimbra application management yes
Clamav anti virus yes
Spamassassin anti spam yes
Database Trouble Shooting yes
Database Administration yes
Data Recovery Protection with Backup Service yes
Back up data administration yes
Data restore from backup yes
Full domain or individual mailbox restores yes – free
Custom/manual restores billable
Unlimited Support Tickets yes
Professional Services ($65/half hour) yes
Zimbra Global Admin access MindCentric only
Zimbra admin support (domain level user management) Assistance yes End user/client support Yes yes
Access Privileges and Customization
MindCentric will maintain root access to the system and Zimbra master admin to insure quality of service. If the customer wants these levels of access, MindCentric will grant it under the condition that the customer is taking reasonability. If the customer requests MindCentric to fix customer caused issues, the customer will pay for the time. The customer will have full domain administration access for setting up users, distribution list and other domain settings. Any Zimbra or UNIX customization or custom coding is subject to an additional fee for the time and maintenance of the modification at $35 – 65/half hour.

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Attachment B: Proposal Pricing:

Cost of services for an option of 1 or 2-years
12 Month Term

Line Item Quantity Monthly Fee Total Monthly
Fees Set-Up Fees
Cloud Infrastructure:
• 24vCPU/80GB RAM/10TB
• Hyper-V (Hypervisor)
• 4X Ubuntu (OS) Guest Hosts
• 4X Veeam Licenses
• PRTG Monitoring
• 24x7x365 NOC
1 $1,100 $1,100.00 -
Local Back-Ups /TB 10 $20.00 $200.00 -
Second Site, Immutable Back-Ups /TB 10 $20.00 $200.00 - Zimbra Network Edition Support* 900 $1.50 $1,350.00 -
Total $2,850.00 $0

24 Month Term

Line Item Quantity Monthly Fee Total Monthly
Fees Set-Up Fees
Cloud Infrastructure:
• 24vCPU/80GB RAM/10TB
• Hyper-V (Hypervisor)
• 4X Ubuntu (OS) Guest Hosts
• 4X Veeam Licenses
• PRTG Monitoring
• 24x7x365 NOC
1 $1,000 $1,000.00 -
Local Back-Ups /TB 10 $20.00 $200.00 -
Second Site, Immutable Back-Ups /TB 10 $20.00 $200.00 - Zimbra Network Edition Support* 900 $1.25 $1,125.00 -
Total $2,525.00 $0

*These models assume that the Client will bring their own licenses. Mindcentric can resell the licensing in a SPLA/Monthly manner if the Client ever wished to roll it into the solution. The cost for “Managed Zimbra Professional Edition” would cost $3.30/user and would include “Zimbra Network Edition Support.”

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Statement of Work:

Mindcentric will Migrate City of Garden Grove’s Zimbra environment to a dedicated compute environment that we will host at Switch Las Vegas. The environment will live in an HA environment that will have local back-ups, a second immutable copy hosted off-site (Reno Data Center).

Mindcentic proposes that we lift and shift the legacy environment to our infrastructure and continue using legacy/invested software licensing until they expire. Once expired, Mindcentric can provide Cloud Service Provider licensing for the latest version. Mindcentric will upgrade the client to the desired version for no additional costs.

Infrastructure Required for Hosting:
• 1X LDAP Server 2vCPU/8GB RAM
• 1X MTA/Proxy Server – 4vCPU/12GB RAM
• 2X Zimbra Store – 8vCPU/24GB of RAM
• Total Production Compute Environment = 24vCPU/80GB RAM/10TB

Mindcentric will work with the client to integrate 3rd party tools such as SPAM Filtering, Legal hold and discovery and the Client’s LDAP system.

Mindcentric will manage the hosting Infrastructure including the Physical Servers, Hypervisor, guest OS and the application. Mindcentric will provide root access to the Zimbra environment and support a co-managed environment.

Mindcentric will provide managed back-ups of the client’s data including a local copy and an immutable 3rd copy, hosted outside of the network.

The proposal is an all-inclusive managed hosting engagement that will not incur any additional fees assuming the scope is defined within this RFP.

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Staff Qualifications/Resumes
• Please include resumes for all staff that will be assigned to work with the City of Garden Grove. Resumes must include any relevant certifications, years of experience and work experience as it relates to this project.
o Mindcentric does not provide the resumes of our employees. We can share some specifics that are related to Zimbra:
▪ (2) System Architects with 30 Years Combined Experience with Hosting Zimbra ▪ Staff of 10 Support technicians that are specifically trained and authorized to work on Zimbra Systems. The average tenure for employment is 7 years. ▪ Our team also manages critical infrastructure for many state/municipality organizations. Our practice also extends beyond Zimbra to critical systems for both small business and the enterprise.
• Please discuss and include any staff clearance procedures performed by your company such as background checks and verification of citizenship in the United States. o Mindcentric performs background checks, and drug screens on all employees and validates that they are all US Citizens.

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Proposers Qualifications:

Provide at least three (3) customer references, preferably Public Sector. References should be current and preferably demonstrate Zimbra systems with over 1,000 email accounts.

Kip DeGraaf
System Planner
Ann Arbor District Library
[email protected]
(734) 327-4200
343 South Fifth Ave, Ann Arbor, MI 48104

Brian Cooper
Information Services Manager
City of Cuyahoga Falls
2310 Second Street
Cuyahoga Falls, Ohio 44221
330-971-8163

Mark Hostetler
Vice President - Information Management
EK Health
Phone: 877-861-1595 Ext 231
Fax: 408-973-2508
[email protected]

Joseph Cavallaro
IT Director
ARC Excess & Surplus, LLC
113 S. Service Road
Jericho, NY 11753
D-516-408-5769
F-516-747-0042
[email protected]

Angie Michelini
Technology Services Manager
The Library Network
41365 Vincenti Court, Novi, MI 48375
Helpdesk: 248.536.3100 x134
Office: 248.536.3100 x144
Direct: 248.716.5583

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CITY OF GARDEN GROVE

PROFESSIONAL SERVICES AGREEMENT

THIS AGREEMENT is made this day of , 2024, by the CITY OF GARDEN GROVE, a municipal corporation, ("CITY") and Mindcentric, Inc., herein after referred to as “CONTRACTOR”.

RECITALS

The following recitals are a substantive part of this Agreement:

1. This Agreement is entered into pursuant to Garden Grove Council Resolution No. 9212-14 (January 28, 2014).

2. CITY desires to utilize the services of CONTRACTOR to provide Zimbra Migration, Upgrade and Hosting Services per RFP S-1339.

3. CONTRACTOR is qualified by virtue of experience, training, education and expertise to accomplish services.

AGREEMENT

THE PARTIES MUTUALLY AGREE AS FOLLOWS:

1. Term and Termination The initial term of the agreement shall be from November 12, 2024 through November 11, 2026, with an option to extend said agreement for an additional three (3) years. Optional years shall be exercised one (1) fiscal year at a time, at the sole option of the CITY. This agreement may be terminated by the CITY without cause. This agreement may be terminated by the CITY without cause . In such event, the CITY will compensate CONTRACTOR for work performed to date in accordance with Proposal Pricing (Attachment “B ”). Contractor is required to present evidence to sup port performed work completion.

2. Services to be Provided. The services to be performed by CONTRACTOR shall consist of tasks as set forth in the Proposal. Th e Proposal is attached as Attachment A, and is incorporated herein by reference. The Proposal and this Agreement do not guarantee any specific amount of work.

3. Compensation. CONTRACTOR shall be compensated as follows:

3.1 AMOUNT. Total Compensation under this agreement shall not exceed (NTE) amount of Sixty Thousand Six Hundred Dollars ($60,600.00), payable on a monthly basis in the amount of ($2,525.00), for the first 24 months, in arrears and in accordance with RFP S-1339 and Proposal Pricing (Attachment “B”).

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3.2 Payment. For work under this Agreement, payment shall be made per invoice for work completed. Within 45 day of delivery of goods or completion of performance of services, CONTRACTOR must promptly render an invoice to CITY or payment may be significantly delayed. For extra work not a part of this Agreement, a written authorization by CITY will be required, and payment shall be based on schedule included in Proposal Pricing (Attachment “B”).

3.3 Records of Expenses. CONTRACTOR shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These records will be made available at reasonable times to CITY.

3.4 Termination. CITY and CONTRACTOR shall have the right to terminate this agreement, without cause, by giving thirty (30) days written notice of termination. If the Agreement is terminated by CITY, then the provisions of paragraph 3 would apply to that portion of the work completed.

4. Insurance requirements.

4.1 COMMENCEMENT OF WORK. CONTRACTOR shall not commence work under this Agreement until all certificates and endorsements have been received and approved by the CITY. All insurance required by this Agreement shall contain a Statement of Obligation on the p art of the carrier to notify the CITY of any material change, cancellation, or termination at least thirty (30) days in advance and provide a Waiver of Subrogation in favor of the City.

4.3 INSURANCE AMOUNTS . CONTRACTOR shall maintain the following insurance for the duration of this Agreement:

(a) Commercial general liability in an amount of $1,000,000.00 per occurrence (claims made and modified occurrence
policies are not acceptable); Insurance companies must
be acceptable to CITY and have a Best’s Guide Rating of A- , Class VII or better, as approved by the CITY.

(b) Automobile liability in an amount of $1 ,000,000.00 combined single limit (claims made and modified
occurrence policies are not acceptable); Insurance
companies must be acceptable to CITY and have a Best’s Docusign Envelope ID: 41FF0046-1517-4041-BC6A-8D9E8EDF0311 162
Guide Rating of A-, Class VII or better, as approved by the CITY.

Insurance companies must be admitted and licensed In
California and have a Best’s Guide Rating of A-,Class VII or better, as approved by the City. If the policy is written on a “claims made” basis, the policy shall be continued in full force and effect at all times during the term of the
agreement, and for a period of three (3) years from the date of the completion of services provided. In the event of termination, cancellation, or material change in the policy, professional/consultant shall obtain continuing insurance coverage for the prior acts or omissions of
professional/consultant during the course of performing services under the term of the agreement. The coverage shall be evidenced either by a new policy evidencing no gap in coverage, or by obtaining separate extended “tail”
coverage with the present or new carrier.

An On-Going and Completed Operations Addi tional Insured Endorsement for the policy under section 4.3 (a) shall designate CITY, it’s officers, officials, employees, agents, and volunteers as additional insureds for liability arising out of work or operations performed by or on behalf of the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.

An Additional Insured Endorsement for the policy under section 4.3 (b) shall designate CITY, it’s officers, off icials, employees, agents, and volunteers as additional insureds for automobiles, owned, leased, hired, or borrowed by the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.

An Additional Insured Endorsement for the policy under section 4.3 (c) shall designate CITY, its officers, officials, employees, agents, and volunteers as additional insureds under the excess liability policy.

CONTRACTOR shall provide to CITY proof of insurance stating the excess liability policy follows form, additional insured endorsement forms, and the schedule of underlying policies with policy numbers that conform to CITY’s requirements, as approved by the CITY. Information for the excess policy only needs to be provided if the underlying policies do not meet the policy limits set forth herein.

For any claims related to this Agreement, CONTRACTOR’s insurance coverage shall be primary insurance as respects CITY, its officers, Docusign Envelope ID: 41FF0046-1517-4041-BC6A-8D9E8EDF0311 163
officials, employees, agents, and volunteers. Any insurance or self - insurance maintained by the CITY, its officers, officials, employees, agents, and volunteers shall be excess of the CONTRACTOR’s insurance and shall not contribute with it.

If CONTRACTOR maintains higher insurance limits than the minimums Shown above, CONTRACTOR shall provide coverage for the higher insurance limits otherwise maintained by the CONTRACTOR.

5. Non-Liability of Officials and Employees of the CITY. No official or employee of CITY shall be personally liable to CONTRACTOR in the event of any default or breach by CITY, or for any amount which may become due to CONTRACTOR.

6. Non-Discrimination. CONTRACTOR covenants there shall be no discrimination against any person or group due to race, color, creed, religion, sex, marital status, age, handicap, national origin, or ancestry, in any activity pursuant to this Agreement.

7. Independent Contractor. It is agreed to that CONTRACTOR shall act and be an independent contractor and not an agent or employee of the CITY, and shall obtain no rights to any benefits which accrue to CITY'S employees.

8. Compliance with Law. CONTRACTOR shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local government.

CONTRACTOR shall comply with, and shall be responsible for causing all contractors and subcontractors performing any of the work pursuant to this Agreement to comply with, all applicable federal and state labor sta ndards, including, to the extent applicable, the prevailing wage requirements promulgated by the Director of Industrial Relations of the State of California Department of Labor. The City makes no warranty or representation concerning whether any of the wo rk performed pursuant to this Agreement constitutes public works subject to the prevailing wage requirements.

9. Notices. All notices shall be personally delivered or mailed to the below listed address, or to such other addresses as may be designated by written notice.

These addresses shall be used for delivery of service of process.

a. (Contractor)
Mindcentric, Inc.

Attention: Sean Washington, VP of Sales
2880 Bicentennial Parkway. Suite 100 PMB 119
Henderson, NV 89044

b. (Address of CITY) (with a copy to):

City of Garden Grove Garden Grove City Attorney
11222 Acacia Parkway 11222 Acacia Parkway
Garden Grove, CA 92840 Garden Grove, CA 92840
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10. CONTRACTOR'S PROPOSAL. This Agreement shall include CONTRACTOR'S proposal or bid which shall be incorporated herein by reference. In the event of any inconsistency between the terms of the proposal and this Agreement, this Agreement shall govern.

11. Licenses, Permits, and Fees. At its sole expense, CONTRACTOR shall obtain a Garden Grove Business License, all permits, and licenses as may be required by this Agreement.

Should Contractor discover any latent or unknown conditions materially differing from those inherent in the work or as represented by CITY, it shall immediately inform CITY of this and shall not proceed, except at CONTRACTOR'S risk, until written instructions are received from CITY.

13. Time of Essence. Time is of the essence in the performance of this Agreement.

CONTRACTOR shall not contract with any other entity to perform the services required without written approval of the CITY. This Agreement may not be assigned voluntarily or by operation of law, without the prior written approval of CITY. If CONTRACTOR is permitted to subcontract any part of this Agreement, CONTRACTOR shall be responsible to CITY for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationship between any subcontractor and CITY. All persons engaged in the work will be considered employees of CONTRACTOR. CITY will deal directly with and will make all payments to CONTRACTOR.

15. Authority to Execute. The persons executing this Agreement on behalf of the parties warrant that they are duly authorized to execute this Agreement and that by executing this Agreement, the parties are formally bound.

16. Indemnification. To the fullest extent permitted by law, CONTRACTOR shall defend, and hold harmless CITY and its elective or appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any pers on, or damages of any nature, including interference with use of property, arising out of, or in any way connected with the negligence, recklessness and/or intentional wrongful conduct of CONTRACTOR, CONTRACTOR'S agents, officers, employees, subcontractors, or independent contractors hired by CONTRACTOR in the performance of the Agreement. The only exception to CONTRACTOR'S Docusign Envelope ID: 41FF0046-1517-4041-BC6A-8D9E8EDF0311 165
responsibility to protect, defend, and hold harmless CITY, is due to the sole negligence, recklessness and/or wrongful conduct of CITY, or any of its elective or appointive boards, officers, agents, or employees.

This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONTRACTOR.

17. Appropriations. This Agreement is subject to and contingent upon funds being appropriated therefor by the Garden Grove City Council for each fiscal year covered by the term of this Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the CITY. \ \ \ \

(Agreement Signature Block on Next Page)

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IN WITNESS THEREOF, these parties have executed this Agreement on the day and year shown below.

Date: _____________ "CITY"

CITY OF GARDEN GROVE

By: ___________________________
City Manager
ATTESTED:

____________________________
City Clerk

Date: _______________________
"CONTRACTOR"
Mindcentric, Inc.

By: ___________________________

Name:__________________________

Title:___________________________

Date: __________________________

Tax ID No. ______________________

Contractor’s License: _____________

Expiration Date:_________________

If CONTRACTOR is a corporation, a
Corporate Resolution and/or Corporate
Seal is required. If a partnership,
Statement of Partnership must be
submitted to CITY.

APPROVED AS TO FORM:

____________________________
Garden Grove City Attorney

________________________
Date

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ATTACHMENT “A”

SCOPE OF SERVICES
RFP No. S-1339

(PAGE 1 of 2)

Provide Zimbra Migration, Upgrade and Hosting Services

The City of Garden Grove is seeking proposals from qualified vendors to provide Zimbra migration, upgrade and hosting. The City is considering having Zimbra professionally hosted, running the latest GA version of Zimbra 10 with the hosting provider patching and providing updates, backups, and high availability.

Existing Software and Hardware Platform:

The City currently hosts its own email on -site using Zimbra servers using separate VM’s for zimbra -ldap, zimbra -proxy, and zimbra -store. Current Zimbra license expires on November 16, 2025.

Account limit: 900 users
Number of accounts in use: 847*
Zimbra version 8.8.15 GA
Zimbra store amount Approximately 7TB
*as of 8/21/2024

Requirements:

1. Migration from City’s on-premise VMs to hosted environment

2. Upgrade to Zimbra 10 or higher

3. Full administrative control with restricted IP access to the Administrative Console and SSH command line of the Zimbra host

4. Integrate the Zimbra host OS with City’s OpenLDAP for Authentication (username, password)

5. Optionally direct outbound email to City’s email gateway for DLAP (Data Loss Prevention)

6. Optional Malware and spam filtering (City currently uses hosted filtering for inbound by AppRiver)

7. Allow City to Brand Web Interface, similar to https://zimbra.ggcity.org

Other Requirements:

1. Email archiving for legal discovery, needs to be able to migrate with existing Datacove solution

Proposal Requirements
● Provide Response times-SLAs and Uptime-SLAs
● Provide relevant certifications of company or key personnel. ● Descriptions of security controls including supply chain. ● Cost of services for an option of 1 or 2 years

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ATTACHMENT “A”

SCOPE OF SERVICES
RFP No. S-1339
(PAGE 2 of 2)

Staff Qualifications/Resumes
 Please include resumes for all staff that will be assigned to work with the City of Garden Grove. Resumes must include any relevant certifications, years of experience and work experience as it relates to this project.

 Please discuss and include any staff clearance procedures performed by your company such as background checks and verifi cation of citizenship in the United States.

Proposers Qualifications:
● Provide at least three (3) customer references, preferably Public Sector.

References should be current and preferably demonstrate Zimbra systems with over 1,000 email accounts.

● Proposer must be an authorized Zimbra provider and provide proof at the time the proposal is submitted

Proposal Pricing/ Attachment “B”:
 Please submit the Proposal Pricing as a “General Attachment” on the City’s Planet Bid’s portal as seen below. PLEASE LABEL IT AS “ATTACHMENT B:

PROPOSAL PRICING or your proposal may be deemed as Non-Responsive.

 Proposal Pricing must be all inclusive which addresses all aspects needed to provide the services mentioned in the Scope of Services. Please include any optional services in the proposal as well. The City will have the option of selecting optional services in the awarded contract based on budget availability and necessity. Partial proposals for specific services only will not be accepted and will be deemed as Non -Responsive. The City’s intent is to award one contract for all required services to the proposer who meets all requirements and offers the best solution for this project.

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Attachment B: Proposal Pricing:

Cost of services for an option of 1 or 2-years
12 Month Term

24 Month Term

Line Item Quantity Monthly Fee Total Monthly
Fees Set-Up Fees
Cloud Infrastructure:
• 24vCPU/80GB RAM/10TB
• Hyper-V (Hypervisor)
• 4X Ubuntu (OS) Guest Hosts
• 4X Veeam Licenses
• PRTG Monitoring
• 24x7x365 NOC
1 $1,000 $1,000.00 -
Local Back-Ups /TB 10 $20.00 $200.00 -
Second Site, Immutable Back-Ups /TB 10 $20.00 $200.00 - Zimbra Network Edition Support* 900 $1.25 $1,125.00 -
Total $2,525.00 $0

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Statement of Work:

Mindcentric will work with the client to integrate 3rd party tools such as SPAM Filtering, Legal hold and discovery and the Client’s LDAP system.

Mindcentric will provide managed back-ups of the client’s data including a local copy and an immutable 3rd copy, hosted outside of the network.

The proposal is an all-inclusive managed hosting engagement that will not incur any additional fees assuming the scope is defined within this RFP.

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Proposers Qualifications:

Provide at least three (3) customer references, preferably Public Sector. References should be current and preferably demonstrate Zimbra systems with over 1,000 email accounts.

Kip DeGraaf
System Planner
Ann Arbor District Library
[email protected]
(734) 327-4200
343 South Fifth Ave, Ann Arbor, MI 48104

Brian Cooper
Information Services Manager
City of Cuyahoga Falls
2310 Second Street
Cuyahoga Falls, Ohio 44221
330-971-8163

Mark Hostetler
Vice President - Information Management
EK Health
Phone: 877-861-1595 Ext 231
Fax: 408-973-2508
[email protected]

Joseph Cavallaro
IT Director
ARC Excess & Surplus, LLC
113 S. Service Road
Jericho, NY 11753
D-516-408-5769
F-516-747-0042
[email protected]

Angie Michelini
Technology Services Manager
The Library Network
41365 Vincenti Court, Novi, MI 48375
Helpdesk: 248.536.3100 x134
Office: 248.536.3100 x144
Direct: 248.716.5583

Docusign Envelope ID: 41FF0046-1517-4041-BC6A-8D9E8EDF0311 173
Item 456/2024
Final

City of Garden Grove

INTER-DEPARTMENT MEMORANDUM

To:

Lisa L. Kim From: Ursula Luna-Reynosa
Dept:

City Manager Dept: Economic Development and
Housing

Date: 11/12/2024

Subject: Award a contract to National Council for Community Development, Inc. DBA Grow America for business technical assistance and loan underwriting services. (Cost: Not-to-Exceed: $75,000)(Action Item)

OBJECTIVE

Request City Council approval to award a contract to the National Council for Community Development, Inc. (DBA Grow America) to provide technical assistance and loan underwriting services to local businesses.

BACKGROUND

The City has implemented the Garden Grove MicroBiz Program, which is a new program for small businesses looking to start or expand operations in Garden Grove. The program will focus exclusively on microenterprise businesses, which is defined by the U.S. Department of Housing and Urban Development (HUD) as a commercial enterprise with five or fewer employees, one or more of whom owns the enterprise.

The MicroBiz Program will have a one -on-one technical assistance component that will be required for each business that participates in the program. An initial assessment will be performed for each business to identify the ir technical assistance needs, and each business will be provided a work plan to complete before submitting a loan application for consideration. Participating businesses are required to receive a minimum of five (5) hours of business counseling, and all start-up businesses and those open for less than one (1) year will be required to receive ten (10) hours of business counseling . One-on-one business counseling and technical assistance will cover the following topics (if necessary): self-esteem building; skill development; business planning and counsel ing; financial management and budgeting; workforce development; sales and marketing; and technology, etc.

Additionally, the MicroBiz Program will allow business owners to apply for a loan up to $50,000 once they have completed the required technical assistance component of the program. The loan amount will be based on the need of each business and will not exceed $25,000 per full- time employee the business plans to hire or retain. The term of the loan will be a maximum 174
Item 456/2024

Page 2 of 3 ends

of 5 years and will accrue simple interest at a rate no lower than 3%, but no higher than 75% of the current U.S. prime rate. As of November 1, 2024 the U.S. prime rate is 8%, therefore the current maximum interest rate for the loan would be 6%. Eligible loan expenses include:
working capital, including inventory, business license and building permit fees, and payroll reimbursement; purchase of equipment; r efinancing or consolidating existing debt ; and reimbursement of soft costs for insurance, legal or accounting expenditures.

DISCUSSION

A RFP was issued on August 27, 2024, to identify qualified firms to deliver business assistance and loan underwriting services. By the September 24, 2024 deadline, four (4) proposals were received and evaluated based on qualifications, proposal quality, budget, time management, and past performance with government agencies.

An internal review committee conducted the proposal assessments, with the following final scores:

Rater Grow America
RightSource
Services
Upwind
Strategies
Community
Collaborative
A 90 88 82 68
B 86 82 77 64
C 87 81 77 66
TOTAL 263 251 236 198

The internal review committee chose the top two proposals (Grow America and RightSource Services) for further interviews to assess their experience in direct technical assistance and loan underwriting. Following these interviews, Grow America emerged as the most suitable candidate due to its proven expertise and track record.

Grow America i s the nation’s oldest non -profit community development organization and serves as a technical assistance provider in the areas of affordable housing, economic development, community development planning and policy development, and federal grants administration. Grow America is uniquely qualified to deliver the requested services as it has been an innovator in helping over 100 communities throughout the U.S. develop, implement and refine their economic development policies and programs. Grow America’s most r ecent and relevant experience includes administration of the San Joaquin County and City of Long Beach revolving loan fund programs.

Staff recommends awarding the contract to Grow America for the remainder of FY 2024-25, with the potential to extend for up to five years, based on performance.

FINANCIAL IMPACT

There is no impact to the General Fund. The contract amount will not exceed $75,000 for FY 2024-25. For subsequent years, the budget will increase to $85,000, with a 3% annual cost- of-living adjustment for each renewal. Funding will come from Community Development Block Grant (CDBG) funds, as ap proved in the City’s FY 2024 -25 Annual Action Plan on April 9, 2024, and was included in the biennial budget for FY 2024-25. 175
Item 456/2024

Page 3 of 3 ends

RECOMMENDATION

It is recommended that the City Council:
 Award the contract to the National Council for Community Development, Inc. (DBA Grow America) for technical assistance and loan underwriting services, in a not-to- exceed amount of $75,000 for FY 2024-25, with the potential to extend the contract for up to five (5) years.
 Authorize the City Manager, or designees, to execute the contract referenced above, and make minor modifications as appropriate thereto, on behalf of the City; and  Authorize the City Manager, or designees, to exercise option year terms and sign the option year amendments.

ATTACHMENT(S)

1. Microenterprise Technical Assistance Services Agreement

2. MicroBiz Program Flyers

176
1 CITY OF GARDEN GROVE
AND
NATIONAL COUNCIL FOR COMMUNITY DEVELOPMENT, INC.,

DBA GROW AMERICA
FOR

MICROENTERPRISE TECHNICAL ASSISTANCE SERVICES

THIS AGREEMENT is made this day of November 2024, by the CITY OF GARDEN GROVE, a municipal corporation, ("CITY") and National Council for Community Development, Inc. dba Grow America (formerly, National Development Council), a nonprofit public benefit corporation under the laws of the State of New York, herein after referred to as “CONTRACTOR”.

RECITALS

The following recitals are a substantive part of this Agreement:

1. The CITY has applied for and received funds from the U.S. Department of Housing and Urban Development (HUD) under Title I of the Housing and Community Development Act of 1974, Public Law 93-383;

2. The CITY’s Annual Action Plan submitted to HUD includes the PROJECT described herein and indicates that a portion of the funds received from HUD shall be allocated to PROJECT;

3. The CITY wishes to engage the CONTRACTOR to provide technical assistance and business support to microenterprises, as set forth in CITY’s Annual Action Plan, in accordance with Attachment A of this Agreement (the “PROJECT”); and

4. The provision of this service is a n eligible expenditure of available Community Development Block Grant (CDBG) funds, Catalogue of Federal Domestic Assistance (CDFA) 14.218, of CITY as an economic development activity (24 CFR 570.203).

AGREEMENT

THE PARTIES MUTUALLY AGREE AS FOLLOWS:

1. Term and Termination. This Agreement shall cover services rendered from November 12, 2024, until June 30, 2025 . The term of this Agreement and the provisions herein shall be extended to cover any additional time period during which the CONTRACTOR is providing technical assistance for this PROJECT.

2. Services to be Provided . The CONTRACTOR shall perform services necessary to implement the PROJECT as described in the CITY’s Annual Action Plan and as set forth in the Scope of Services described in Attachment A to this Agreement, a copy of which is attached hereto and incorporated herein by this reference. The Scope of Services includes the following components:

2.1 Activities. The CONTRACTOR will be responsible for implementing the PROJECT and providing direct technical advisory services to Garden Grove microenterprise businesses in a manner satisfactory to the CITY and consistent with any and all standards required as a condition of providing these funds, the terms of this 177
2 agreement, and all applicable Federal, State and local laws, guidelines, policies and regulations.

a. Program Delivery. The Scope of Services includes a complete description of each activity eligible under the CDBG Program, the products or services to be performed, where they are to be provided, for whom they are to be provided, and how they are to be provided.

b. General Administration. A description of the CONTRACTOR’s general administrative services to be performed in support of the activities is noted in the Scope of Services described in Attachment A. A schedule for the completion of these services and goals is included in the PROJECT Description. The PROJECT will include activities eligible under the CDBG Program.

2.2 National Objectives . Activities under this PROJECT must meet one of the CDBG Program’s National Objectives: benefit low -and moderate-income persons; aid in the prevention or elimination of slums or blight; or meet community development needs having a particular urgency, as defined in 24 CFR 570.208.

2.3 Level of Accomplishment-Goals and Performance Measures. The Scope of Services includes measurements for each activity per month and year-to-date. CONTRACTOR shall submit to the City of Garden Grove’s Economic Development and Housing Department monthly reports on the form attached hereto by August 15, September 15, October 15, November 15, December 15, January 15, February 15, March 15, April 15, May 15, June 15, and July 15 over the duration of this agreement.

2.4 Performance Monitoring . The CITY will monitor the performance of the CONTRACTOR against goals and performance standards required herein.

Substandard performance as determined by the CITY will constitute non-compliance with this Agreement. If action to correct such substandard performance is not taken by the CONTRACTOR within a reasonable period of time after being notified by the CITY, Agreement suspension or termination procedures will be initiated.

3. Compensation. CONTRACTOR shall be compensated as follows:

3.1 Amount. It is expressly agreed and understood that the total amount allocated by the CITY under this Agreement for this PROJECT shall not exceed Seventy-Five Thousand ($75,000) with Fiscal Year 2024-2025 CDBG funds.

3.2 Not To Exceed. Funds under this Agreement shall not exceed $75,000. If the cost of services provided is less than $75,000, the CITY shall retain all unused funds.

3.3 Payment. Payment of eligible expenses shall be made against the line-item budgets specified in the Project Budget set forth in Attachment A hereto and in accordance with performance. The CONTRACTOR shall submit monthly invoices for the services set forth in Attachment A, pursuant to a Project Budget, Attachment A to this Agreement, a copy of which is attached hereto and incorporated herein by this reference.

4. General Conditions. During the performance of this Agreement, the CONTRACTOR agrees as follows:

4.1 General Compliance. The CONTRACTOR agrees to comply with applicable Uniform Administrative Requirements of Title 2 of the Code of Federal Regulations as well as the requirements of Title 24 of the Code of Federal Regulations, Part 570 (the U.S. 178
3 Housing and Urban Development regulations con cerning Community Development Block Grants (CDBG)) including subpart K of these regulations, except that (1) the CONTRACTOR does not assume the recipient’s environmental responsibilities described in 24 CFR 570.604 and (2) the CONTRACTOR does not assume th e recipient’s responsibility for initiating the environmental review process under the provisions of 24 CFR Part 52. The CONTRACTOR also agrees to comply with all other applicable federal, state and local laws, regulations, and policies governing the funds provided under this Agreement. The CONTRACTOR further agrees to utilize funds available under this Agreement to supplement rather than supplant funds otherwise available.

CONTRACTOR shall keep itself fully informed of and in compliance with all local , state, and federal laws, rules, and regulations in any manner affecting the performance of the Agreement or the CDBG Program, including all Cal/OSHA requirements, and shall give all notices required by law. CONTRACTOR shall be liable for all violations of such laws and regulations in connection with performing work related to the Agreement or CDBG Program. If CONTRACTOR performs any work or services in violation of such laws, rules, and regulations, CONTRACTOR shall be solely responsible for all penalti es and costs arising therefrom. CONTRACTOR shall defend, indemnify, and hold City, its officials, officers, employees, agents and volunteers, free and harmless from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules, or regulations.

4.2. Notices. All notices or other communications required or permitted hereunder shall be in writing, and shall be personally delivered or mailed to the below listed addresses, or to such other addresses as may be designated by written notice.

These addresses shall be used for delivery of service of process.

Address of CITY is as follows: With One (1) Copy to:

City of Garden Grove City of Garden Grove
Attn: Monica Covarrubias Attn: City Attorney
Economic Development and
Housing Department
City Attorney’s Office
11222 Acacia Parkway 11222 Acacia Parkway
Garden Grove, CA 92840-5208 Garden Grove, CA 92840-5208

Address of CONTRACTOR:

Grow America
Attn: Daniel Marsh III
633 Third Avenue
19th Fl., Suite J.

New York, NY 10017
[email protected]

cc: Andria Martinez
[email protected]

4.3. Independent Contractor. Nothing contained in this Agreement is intended to, or shall be construe d in any manner, as creating or establishing the relationship of employer/employee between the parties. The CONTRACTOR shall at all times remain an independent contractor with respect to the services to be performed under this agreement. All persons empl oyed for the performance of services and functions 179
4 hereunder shall be officers, agents, or employees (including volunteers) of CONTRACTOR and shall not be deemed to be those of CITY; no CITY officer, agent, or employee shall be under control or supervision of CONTRACTOR, and no CONTRACTOR officers, agents or employees (including volunteers), shall have any entitlement to wages, pension, civil service, or any status or rights with CITY. The CITY shall be exempt from payment of all Unemployment Compensation, FICA, retirement, life and/or medical insurance and Workers' Compensation Insurance, as the CONTRACTOR is an independent contractor.

4.4. Licensing. Prior to performing any services or work hereunder CONTRACTOR shall obtain all licenses, permits, qualifications, and approvals of whatever nature that are legally required to perform the work and services required by this Agreement and CDBG Funds. CONTRACTOR represents and warrants to City that CONTRACTOR shall, at its sole cost and expense, keep in effect at all times during the term of this Agreement and any extension, any license, permit, qualification, or approval that is legally required for CONTRACTOR to perform the work and services required or authorized by this Agreement or CDBG Funds. CONTRACTOR shall have the sole obligation to pay for any fees, assessments, and taxes, plus applicable penalties and interest, which may be imposed by law and arise from or are necessary for the CONTRACTOR's performance of the work and services required or au thorized by this Agreement or CDBG Funds, and shall defend, indemnify, and hold the City, its officials, officers, employees, agents and volunteers, free and harmless from and against any claim or liability arising out of any failure or alleged failure to obtain such license, permits, and approvals of whatever nature that are legally required to perform the work or services set forth in the CDBG Program.

4.5. Unauthorized Aliens. CONTRACTOR represents and warrants that it will comply with all of the provisions of the Federal Immigration and Nationality Act, 8 U.S.C.A. §§1101, et seq., as amended, and in connection therewith, shall not employ unauthorized aliens as defined therein. Sho uld CONTRACTOR so employ such unauthorized aliens for the performance of any work and/or services under this Agreement, and should any liability or sanctions be imposed against City for such use of unauthorized aliens, CONTRACTOR hereby agrees to reimburse City for any and all liabilities, actions, suits, claims, demands, losses, costs, judgments, arbitration awards, settlements, damages, demands, orders, or penalties which arise out of or are related to such employment, together with any and all costs, including attorneys' fees, incurred by City.

4.6. Hold Harmless. CONTRACTOR agrees to protect, defend, and hold harmless CITY and its elective or appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damage to property, or interference with use of property, arising out of, or in any way connected with performance of the Agreement by CONTRACTOR, CONTRACTOR'S agents, officers, employees, subcontractors, or independent contractors hired by CONTRACTOR. The only exception to CONTRACTOR'S responsibility to protect, defend, and hold harmless CITY, is due to the sole negligence of CITY, or any of its elective or appointive boards, officers, agents, or employees. This hold harmless agreement shall apply to all liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by CONTRACTOR.

4.7. Insurance; Commencement of Work: CONTRACTOR shall not commence work under this Agreement until all certificates and endorsements have been received and 180
5 approved by the CITY. All insurance required by this Agreement shall contain a Statement of Obligation on the part of the carrier to notify the CITY of any material change, cancellation, or termination at least thirty (30) days in advance. All subcontractors, consultants, and agents shall be required to provide the same insurance as that required of the CONTRACTOR. CONTRACTOR shall be responsible to collect and maintain all insurance required of all subcontractors, consultants, and agents.

4.8. Insurance: For the duration of this agreement CONTRACTOR shall maintain the following insurance.

a. Workers Compensation Insurance. CONTRACTOR shall maintain workers compensation insurance in the amount and type required by California law, if applicable. The insured shall waive its rights of subrogation against the CITY, its officers, officials, agents, employees, and volunteers.

b. Commercial General Liability in an amount not less than $1,000,000 per occurrence; (claims made and modified occurrence policies are not acceptable); Insurance companies must be acceptable to CITY and have an A.M. Best’s Guide Rating of A-, Class VII or better, as approved by CITY.

c. Automobile Liability in an amount not less than $1,000,000 combined single limit; (claims made and modified occurrence policies are not acceptable); Insurance companies must be acceptable to CITY and have an A.M. Best’s Guide Rating of A-, Class VII or better, as approved by CITY.

d. Professional Liability in an amount not less than $1,000,000 per occurrence/per claim; Insurance companies must be acceptable to CITY and have a Best’s Guide Rating of A-, Class VII or better, as approved by the CITY.

e. Directors & Officers Liability in an amount not less than $1,000,000 per occurrence/per claim; Insurance companies must be acceptable to CITY and have an A.M. Best’s Guide Rating of A -, Class VII or better, as approved by the CITY.

Additional Insured Endorsements and Loss Payee Endorsement:

An additional insured Endorsement for on -going and products -completed operations under the commercial general liability policy (Subsection “b” above) shall designate the City of Garden Grove and its officers, officials, employees, agents, and volunteers as additional insureds for liability arising out of work or operations performed by or on behalf of CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.

An Additional Insured Endorsement for automobile liability policies (Subsection “c” above) shall designate the City of Garden Grove and its officers, officials, employees, agents, and volunteers as additional insureds for automobiles owned, leased, hired, or borrowed by CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to City’s requirements, as approved by CITY.

CONTRACTOR shall provide to CITY endorsements from each insurance carrier wherein the insurance carrier shall give CITY thirty (30) days advanced written notice of any material change, cancellation, or termination of coverage. 181
6 For any claims related to this Agreement, CONTRACTOR’s insurance coverage shall be primary insurance as respects the City of Garden Grove, and its officers, officials, employees, agents, and volunteers. Any insurance or self -insurance maintained by the CITY, its officers, officials, employees, agents, or volunteers shall be excess of the CONTRACTOR’S insurance and shall not contribute with it.

Claims made and modified occurrence policies are not acceptable.

IF CONTRACTOR maintains higher insurance limits than the minimums shown above, CONTRACTOR shall provide coverage for the higher insurance limits otherwise maintained by the CONTRACTOR.

4.9. City Recognition . The CONTRACTOR shall insure recognition of the role of the CITY in providing services through this Agreement. All activities, facilities and items utilized pursuant to this Agreement shall be prominently labeled identifying the City of Garden Grove as a funding source. In addition, the CONTRACTOR will include a reference to the City support provided herein in all publications made possible with funds made available under this agreement.

4.10. Amendments. The CITY or CONTRACTOR may amend this Agreement at any time provided that such amendments make specific reference to this agreement, and are executed in writing, signed by a duly authorized representative of each organization, and approved by the CITY’s governing body. Such amendments shall not invalidate this Agreement, nor relieve or release the CITY or CONTRACTOR from its obligations under this agreement.

The CITY may, in its discretion, amend this Agreement to conform with fed eral, state or local governmental guidelines, policies and available funding amounts, or for other reasons. If such amendments result in a change in the funding, the scope of services, or schedule of the activities to be undertaken as part of this Agreement, such modifications will be incorporated only by written amendment signed by both CITY and CONTRACTOR.

4.11. Suspension or Termination . In accordance with 2 CFR 200.338, the CITY may suspend or terminate this Agreement if the CONTRACTOR materially fails to comply with any terms of this Agreement, which include (but are not limited to) the following:

a. Failure to comply with any of the rules, regulations or provisions referred to herein, or such statutes, regulations, executive orders, and HUD guidelines, policies or directives as may become applicable at any time;

b. Failure, for any reason, of the CONTRACTOR to fulfill in a timely and proper manner its obligations under this agreement;

c. Ineffective or improper use of funds provided under this agreement; or

d. Submission by the CONTRACTOR to the CITY reports that are incorrect or incomplete in any material respect.

In accordance with 2 CFR 200.339, this Agreement may also be terminated for convenience by either the CITY or the CONTRACTOR, in whole or in part, by providing to the other party written notice setting forth the reasons for such termination, the effective date of the termination, and, in the case of partial termination, the portion to be terminated. However, if in the case of a p artial 182
7 termination, the CITY determines that the remaining portion of the award will not accomplish the purpose for which the award was made, the CITY may terminate the award in its entirety.

5. Miscellaneous Provisions.

5.1 Conduct

a. Assignability
The CONTRACTOR shall not assign or transfer any interest in this agreement without the prior written consent of the CITY thereto; provided, however, that claims for money due or to become due to the CONTRACTOR from the CITY under this contract may be assigned to a bank, trust company, or other financial institution without such approval. Notice of any such assignment or transfer shall be furnished promptly to the CITY.

b. Subcontracts

(1) Approvals
The CONTRACTOR shall not enter into any subcontracts with any agency or individual in the performance of this agreement without the written consent of the CITY prior to the execution of such agreement.

(2) Monitoring
The CONTRACTOR will monitor all subcontracted serv ices on a regular basis to assure contract compliance. Results of monitoring efforts shall be summarized in written reports and supported with documented evidence of follow-up actions taken to correct areas of noncompliance.

(3) Content
The CONTRACTOR shall cause all of the provisions of this contract in its entirety to be included in and made a part of any subcontract executed in the performance of this agreement.

(4) Selection Process
The CONTRACTOR shall undertake to insure that all subcontracts let in the performance of this agreement shall be awarded on a fair and open competition basis in accordance with applicable procurement requirements. Executed copies of all subcontracts shall be forwarded to the CITY along with documentation concerning the selection process.

5.2 Hatch Act
The CONTRACTOR agrees that no funds provided, nor personnel employed under this agreement, shall be in any way or to any extent engaged in the conduct of political activities in violation of Chapter 15 of Title V of the U.S.C.

5.3 Conflict of Interest
The CONTRACTOR agrees to abide by the provisions of 2 CFR Part 200 and 24 CFR 570.611, which include (but are not limited to) the following:

a. No employee, officer or agent of the CONTRACTOR shall participate in the selection, or in the award, or administration of, a contract supported by Federal funds if a conflict of interest, real or apparent, would be involved.

183
8 b. No covered persons who exercise or have exercised any functions or responsibilities with respect to CDBG -assisted activities, or who are in a position to participate in a decision -making process or gain inside information with regard to such activities, may obtain a financial interest in any contract, or have a financial interest in any contract, subcontract, or agreement with respect to the CDBG-assisted activity, or with respect to the proceeds from the CDBG-assisted activity, either for themselves or those with whom they have business or immediate family ties, during their tenure or for a period of one (1) year therea fter. For purposes of this paragraph, a “covered person” includes any person who is an employee, agent, subcontractor, consultant, officer, or elected or appointed official of the CITY, the CONTRACTOR, or any designated public agency.

6. Disclaimer.

CITY is a sophisticated business enterprise and has retained CONTRACTOR for the purposes set forth in this Agreement and the parties acknowledge and agree that their respective rights and obligations are contractual in nature. Each party disclaims an intention to impose fiduciary agency rights or obligations on the other by virtue of the engagement hereunder.

Disclaimer regarding GA’s compliance with Section 975 of the Dodd -Frank Wall Street Reform and Consumer Protection Act (“Dodd -Frank”) and amended Section 15B of the Securities and Exchange Act of 1934 (“Exchange Act”).

CONTRACTOR is not a Registered Municipal Advisor as defined in Dodd -Frank and the Exchange Act and therefore cannot provide advice to a municipal entity or obligated person with respect to municipal financial products or the issuance of municipal securities, including structure, timing, terms or other similar matters concerning such financial products or issues.

7. Severability.

If any provision of this agreement is held invalid, the remainder of the agreement shall not be affected thereby and all other parts of this agreement shall nevertheless be in full force and effect.

8. Section Headings and Subheadings.

The section headings and subheadings contained in this agreement are included for convenience only and shall not limit or otherwise affect the terms of this agreement.

9. Waiver.

The CITY’s failure to act with respect to a breach by the CONTRACTOR does not waive its right to act with respect to subsequent or similar breaches. The failure of the CITY to exercise or enforce any right or provision shall not constitute a waiver of suc h right or provision.

/ / /

184
9 10. Entire Agreement.

This agreement constitutes the entire agreement between the CITY and the CONTRACTOR for the use of funds received under this agreement and it supersedes all prior or contemporaneous communications and proposals, whether electronic, oral, or written between the CITY and the CONTRACTOR with respect to this agreement.

/ / /

(Agreement Signature Block on Next Page)

185
10 IN WITNESS THEREOF, these parties have executed this Agreement on the day and year shown below.

Date: ____________

ATTESTED:
"CITY"

CITY OF GARDEN GROVE

By:

City Manager

City Clerk

Date: ____________________
"CONTRACTOR"
National Council for Community
Development, Inc. dba Grow America

By:

Name: Daniel Marsh III

Title: President and CEO

Date: ______________

Tax ID No: 13-6532871

APPROVED AS TO FORM:

Garden Grove City
Attorney

Date
If CONTRACTOR is a corporation, a
Corporate Resolution and/or Corporate
Seal is required. If a partnership,
Statement of Partnership must be
submitted to CITY.

186
11 Attachment A
Scope of Services and Budget
FY 2024-25

The Scope of Services describes the assistance available under this Agreement for Technical Assistance Program Operator and Consulting Services during the specified contract period with a commencement date of November 12, 2024, with an initial term ending on June 30, 2025.

The Client and Grow America, by mutual agreement, may revise this Scope of Services.

Off-site technical assistance will be made available to the Client as requested via email, phone, or other means between on-site engagements.

The assistance within this Scope of Services includes:

1) Assist the Client in the implementation and monitoring of the financing elements the Client’s MicroBiz Program. Implementation & monitoring includes, but is not limited to, an online intake, application, and documentation process that will ensure the collection of self -certification verification of household income for meeting the CDBG National Objective of benefitting LMI persons by assisting LMI clients who want to establish a microenterpri se or expand an existing microenterprise. Compliance & reporting of the data will be made available on a monthly basis.
2) Grow America will provide direct support to participating microenterprises via the technical assistance component of the MicroBiz Program. Technical assistance includes conducting an initial assessment of the microenterprise to determine their technical assistance needs and develop a work plan. Direct individual assistance provided to eligible LMI participants in the establishment of a ne w business or in the expansion of an existing business will include, but is not limited to, training in the development of financing tools & budgets, financial statement analysis skills, and loan programs & packaging requirements for the MicroBiz Program. As necessary, participating microenterprises will be referred to external organizations that specialize in providing direct technical assistance to small businesses in order to comply with a robust work plan. GA will conduct ongoing assessments for each bu siness and ensure completion of their work plan for the program.
3) Assist the Client with the marketing, structuring, and underwriting revolving loan fund (RLF) transactions that may be funded by Community Development Block Grant (CDBG) program, U.S. Economi c Development Administration (EDA), general fund or other resources.
4) Grow America will review and evaluate projects & RLF transactions being considered by the Client for MicroBiz Program. This assistance provided by Grow America may include, but not be limited to:
 Evaluating microenterprise owner experience and capacity.  Financial review or the sources and uses, operating proformas, and financial statements.
 Structuring of deals with available funds from the MicroBiz Program.  Review of appraisals, cost assu mptions, capital budgets, operating statements, marketing data and other funding commitments. 187
12  Identifying other funding sources for the range of commercial, industrial, and real estate and business credit deals, as applicable.  Advising on program regulations issues.
5) The Contractor shall provide additional assistance to the Client when requested to:
 Attend meetings with developers, owners, private lenders, Federal and State officials, and others.
 Work with State and Federal officials to insure their continued support and assistance to the City’s programs and projects.
 Assist in modification of grant agreements and loan documentation as well as work to ensure approval of such modifications by authorizing agencies.  Assist in the negotiations of terms and repayments on financing programs.  Inform staff of changes in Federal and State programs in a timely fashion.

Budget

The Technical Assistance Program Operator and Consultant Se rvices is priced at $75,000 for the initial term to include the following line -item activities with estimated number of hours anticipated (actual hours may vary & will be invoiced accordingly):

Retainer Due upon Acceptance of TA Services: $9,375.00
Monthly Due for additional 7 months of Term A: $9,375.00

TECHNICAL ASSISTANCE PROGRAM OPERATOR & CONSULTING SERVICES Item No. Description Hourly Rate Hours TOTAL

1. Direct Technical Assistance & support to
participating microenterprises:
- Initial Assessments @1 hour x 50

$ 260 50 $13,000

2. Direct Technical Assistance & support to
participating microenterprises:
- Start-up Loan Applicants @10 hours x 7

$ 260

70 $18,200

3. Direct Technical Assistance & support to
participating microenterprises:
- Established Loan Applicants @5 hours x 4

$ 260

20 $5,200

4. Underwriting CDBG Loans:
@10 hours x 11

$ 260 110 $28,600

5. Technical Assistance Referrals to 3 rd parties
depending on initial assessment and needs.

TBD

$10,000
TOTAL $75,000
188
13 Term

Term periods

Approx. Annual Amount
A November 12, 2024 through
June 30, 2025 $75,000.00
B July 1, 2025 through June 30,
2026 $85,000.00
C July 1, 2026 through June 30,
2027
$87,550.00*
*3% yearly Cost of Living Adjustment (COLA) increase incorporated into Annual Amounts.

Additional Pricing Information
Position Rates
2024
Executive Managing Director $365.00
Managing Director $340.00
Senior Director $305.00
Field Director/Ops Director $260.00
Assistant Director $235.00
Fellow $75.00

The pricing is inclusive of Grow America’s time, supplies, postage, telephone, and other similar expenses. As an independent contractor, Grow America’s is responsible for all taxes and other benefits of the employees of Grow America, and nothing contained herein shall be interpreted as creating a relationship of servant, employee, partnership, or agency between the Client and the Grow America’s. Payment by the Client for servi ces rendered under this Agreement evidences the Client’s acceptance of such services in accordance with the terms of this Agreement.

Compliance and Potential Conflicts
Standard disclaimer regarding GA’s compliance with Section 975 of the Dodd-Frank Wall Street Reform and Consumer Protection Act (“ Dodd-Frank”) and amended Section 15B of the Securities and Exchange Act of 1934 (“Exchange Act”):

The Grow America is not a Registered Municipal Advisor as defined in Dodd -Frank and the Exchange Act and therefore cannot provide advice to a municipal entity or obligated person with respect to municipal financial products or the issuance of municipal securities, including structure, timing, terms or other similar matters concerning such financial products or issues.

The general information contained in this document is factual in nature and consistent with current market conditions and does not contain or express subjective assumptions, opinions, or views, or constitute a recommendation, either express or implied, upon which a municipal entity or obligated person may rely with respect to municipal products or the issuance of municipal securities.

189
14 In connection with these matters, it is expressly understood by all parties that GA is not acting as your agent, advisor, municipal advisor, or fiduciary. GA may have financial and other interests that differ from yours. You should discuss the information contained herein with your own municipal, financial, legal, accounting, tax, and/or other advisors, as applicable, to the extent that you deem appropriate.

190

PROGRAM ELIGIBILITY
• New or existing businesses located in Garden Grove
• Business must be a microenterprise with 5 or less employees • Business must have applicable licenses, permits, and insurance • Business owner needs to be low-income or hiring someone who is low-income per the household income limits below:

SPECIALIZED TECHNICAL ASSISTANCE
• Assessments from experienced business advisors
• Business planning and counseling
• Financial management and budgeting
• Workforce development
• Sales and marketing
• Technology

BUSINESS EXPANSION LOAN
• Up to $50,000 loan
• 2-5 year repayment term
• Low-interest loan
(see City’s website for details)
CITY CONTACT:

Greg Blodgett, Deputy Director,
Phone: 714-741-5124
PROGRAM WEBSITE:
ggcity.org/
neighborhoodimprovement/microbiz
APPLY:
apply.ggcity.org

INCOME LIMITS BY NUMBER OF PERSONS IN HOUSEHOLD
$80,400 $91,850 $103,350 $114,800 $124,000 $142,400 $151,550$133,200 Income
Limits in
Orange
County
1 2 3 4 5 7 86
Income limits are provided by the California Department of Housing and Community Development (HCD) and are subject to change without notice 191

ELEGIBILIDAD DEL PROGRAMA
• Negocios nuevos o existentes ubicados en Garden Grove • El negocio debe ser una microempresa con 5 o menos empleados • El negocio debe tener licencias, permisos y seguros aplicables • El dueño de negocio debe tener bajos ingresos o contratar a alguien con bajos ingresos según los límites de ingresos del hogar indicados a continuación:

ASISTENCIA TÉCNICA ESPECIALIZADA
• Evaluaciones por asesores empresariales con experiencia • Planiﬁcación y asesoramiento empresarial
• Gestión ﬁnanciera y elaboración de presupuestos
• Desarrollo de la fuerza laboral
• Ventas y marketing
• Tecnología
PRÉSTAMO PARA LA EXPANSIÓN DEL NEGOCIO
• Préstamo de hasta $50,000
• Plazo de amortización de 2 a 5 años
• Préstamo de bajo interés
(consulte el sitio web de la ciudad
para más detalles)
CONTACTO DE LA CIUDAD:

Greg Blodgett, Subdirector,
Teléfono: 714-741-5124
SITIO WEB DEL PROGRAMA:
ggcity.org/
neighborhoodimprovement/microbiz
APLICAR:
apply.ggcity.org
LÍMITES DE INGRESOS SEGÚN EL NÚMERO DE PERSONAS EN EL HOGAR $80,400 $91,850 $103,350 $114,800 $124,000 $142,400 $151,550$133,200 Límites de
Ingresos en
el Condado
de Orange
1 2 3 4 5 7 86
Los límites de ingresos son proporcionados por el Departamento de Vivienda y Desarrollo Comunitario de California (HCD) y están sujetos a cambios sin previo aviso.
192
ĐIỀU KIỆN THAM GIA CHƯƠNG TRÌNH
• Doanh nghiệp mới hoặc hiện có tại Garden Grove
• Doanh nghiệp phải là vi doanh nghiệp với 5 nhân viên hoặc ít hơn • Doanh nghiệp phải có giấy phép, giấy chứng nhận, và bảo hiểm hợp lệ • Chủ doanh nghiệp phải có thu nhập thấp hoặc thuê nhân viên có thu nhập thấp theo giới hạn thu nhập hộ gia đình như sau:

HỖ TRỢ KỸ THUẬT CHUYÊN NGHIỆP
• Đánh giá từ các cố vấn kinh doanh giàu kinh nghiệm
• Lập kế hoạch và tư vấn kinh doanh
• Quản lý tài chính và lập ngân sách
• Phát triển lực lượng lao động
• Bán hàng và tiếp thị
• Công nghệ
KHOẢN VAY MỞ RỘNG DOANH NGHIỆP
• Khoản vay lên đến $50,000
• Thời hạn hoàn trả từ 2 đến 5 năm
• Lãi suất thấp
(xem chi tiết trên trang web của
Thành phố)
LIÊN HỆ THÀNH PHỐ:

Greg Blodgett, Phó Giám đốc
Điện thoại: 714-741-5124
TRANG WEB CHƯƠNG TRÌNH:
ggcity.org/
neighborhoodimprovement/microbiz
ĐĂNG KÝ:
apply.ggcity.org
GIỚI HẠN THU NHẬP THEO SỐ LƯỢNG NGƯỜI TRONG HỘ GIA ĐÌNH $80,400 $91,850 $103,350 $114,800 $124,000 $142,400 $151,550$133,200 GIỚI HẠN
THU NHẬP
TÙY THEO
SỐ NGƯỜI
TRONG HỘ

1 2 3 4 5 7 86
Giới hạn thu nhập được cung cấp bởi Bộ Phát Triển Nhà Ở và Cộng Đồng California (HCD) và có thể thay đổi mà không cần thông báo trước. 193
੗ѺਃѤ
• 가든 그로브에 위치한 신규 또는 기존 사업체여야 함
• 직원이 5명 이하인 소기업이어야 함
• 사업체는 해당되는 허가증, 면허와 보험을 보유해야 함
• 사업주가 저소득이거나 저소득 근로자를 고용해야 함 (아래 가구 소득 한도 참고)
૑ਗ
• 경험 많은 비즈니스 상담사의 평가
• 비즈니스 계획과 상담
• 재정 관리와 예산 수립
• 인력 개발
• 판매와 마케팅
• 기술 지원
୹
• 최대 $50,000까지 대출
• 2~5년 상환 기간
• 저금리 대출 (자세한 내용은
시청 웹사이트를 방문하세요)
시청 연락처:

Greg Blodgett, 부국장
전화: 714-741-5124
프로그램 웹사이트:
ggcity.org/
neighborhoodimprovement/microbiz
신청:
apply.ggcity.org
ب
80,400 $91,850 $103,350 $114,800 $124,000 $142,400 $151,550$133,200 ૑
஠਍౭੄
ب
1 2 3 4 5 7 86
ٙࣗ חب ই ઱ ઱ఖ ߂ ഥ ࠗߊCalifornia Department of Housing and Community Development HCD) ࢲ ݴ ,੹ ࠁ হ੉ ؼ ࣻ ׮פ.
194
Item 459/2024
Final

City of Garden Grove

INTER-DEPARTMENT MEMORANDUM

To:

Lisa L. Kim From: William E. Murray
Dept:

City Manager Dept: Public Works
Date: 11/12/2024

Subject: Award a contract to Unifirst Corporation to provide employee uniforms and other related service items. (Cost: Not-to-Exceed $80,000 per year) (Action Item)

OBJECTIVE

To request that the City Council award a contract to Unifirst Corporation to provide employee uniforms and other related service items.

BACKGROUND

Uniform rental and related services items are an integral part of safety equipment provided to Public Works’ employees; these services also include provision of items such as various building mats, runners, and dust mops for cleaning at city facilities. The existing uniform agreement will expire on December 16, 2024.

DISCUSSION

Sourcewell nationally solicits, evaluates and awards contracts through a competitive bid process. As a member of Sourcewell, the City is able to utilize bid awards for employee uniforms and other related service purchases. Staff recommends piggybacking on the results of a recent Sourcewell competitive bid program, Contract #011124-UFC. The results deemed Unifirst as the lowest responsive bid. Staff is seeking a 40 -month term agreement in the amount of $80,000 per year with an annual option to renew. The agreement would expire on March 25, 2028 to stay consistent with Sourcewell’s terms.

FINANCIAL IMPACT

The initial term of the agreement is for seven (7) months in the amount of $ 40,000. The agreement provides for renewal options on an annual basis for a maximum 40 months, not to exceed $80,000 annually. Th e cost of the agreement is included in the existing Public Works’ Budget, no additional appropriation is necessary.

195
Item 459/2024

Page 2 of 2 ends

RECOMMENDATION

It is recommended that the City Council:

 Award a contract to Unifirst Corporation to provide employee uniforms and other related service items for the initial term of seven (7) months in the amount of $40,000, with an annual option to renew each fiscal year, not to exceed $80,000 annually for 40 months;

 Authorize the City Manager, or designee, to execute the contract on behalf of the City, and make minor modifications as necessary thereto; and

 Authorize the City Manager, or designee, to exercise option year terms and sign option year amendments.

By: Samuel Kim, P.E.

Public Works Deputy Director

ATTACHMENT(S)

1. Agreement

196
1 UNIFORMS SERVICES AGREEMENT

THIS AGREEMENT is made this day of , 2024, by the CITY OF GARDEN GROVE, a municipal corporation, ("CITY") and UNIFIRST CORPORATION, a Massachusetts corporation, hereinafter referred to as “CONTRACTOR”.

RECITALS

The following recitals are a substantive part of this Agreement:

1. This Agreement is entered into pu rsuant to Garden Grove City Council authorization, dated ___________________.

2. CITY desires to utilize the services of CONTRACTOR to provide uniforms and related products and services.

3. The services and prices provided by Contractor to City are in accordance with the services and the prices provided by CONTRACTOR pursuant to Sourcewell competitive bid program, Contract #011124-UFC attached herewith as Attachment “A” incorporated herein by reference.

AGREEMENT

THE PARTIES MUTUALLY AGREE AS FOLLOWS:

1. Term and Termination . The initial term of th e agreement shall be from December 16, 2024, through June 30, 2025 , with an option to extend said agreement an additional forty (40) months through March 25, 2028. Option years shall be exercised one (1) year at a time , at the sole option of the CITY. This agreement may be terminated by the CITY without cause. In such event, the CITY will compensate CONTRACTOR for work performed to date. Contractor is required to present evidence to support performed work.

2. Services to be Provided. The services to be performed and products to be provided by CONTRACTOR shall consist of uniforms, products and services in accordance with the Sourcewell compet itive bid program, Contract #011124- UFC attached herewith as Attachment “A” incorporated herein by reference.

3. Compensation. CONTRACTOR shall be compensated as follows:

3.1 AMOUNT. Total Compensation under this agreement shall not exceed (NTE) amount of Forty Thousand Dollars ($40,000.00), for the initial term of the agreement, payable in arrears and in accordance with Fee Schedule included within Attachment “A.”.

3.2 Payment. For work under this Agreement, payment shall be made per invoice for work completed. Within 45 day of delivery of goods or completion 197
2 of performance of services, CONTRACTOR must promptly render an invoice to CITY or payment may be significantly delayed.

3.3 Reserved.

4. Insurance Requirements.

4.1 COMMENCEMENT OF WORK. CONTRACTOR shall not commence work under this Agreement until all insurance certificates and endorsements have been received and approved by the CITY. All insurance required by this Agreement shall require the carrier, agent or CONTRACTOR to notify the CITY of any material change, cancellation, or termination at least thirty (30) days in advance. The insurers shall waive their rights of subrogation against the CITY, its officers, of ficials, agents, employees, and volunteers.

4.2 WORKERS COMPENSATION INSURANCE. During the duration of this Agreement, CONTRACTOR and all subcontractors shall maintain Workers Compensation Insurance in the amount and type required by law, if applicable. The insurer shall waive its rights of subrogation against the CITY, its officers, officials, agents, employees, and volunteers.

4.3 INSURANCE AMOUNTS. CONTRACTOR shall maintain the following insurance for the duration of this Agreement:

(a) Commercial general liability in the amount of $2,000,000 per occurrence; coverage to include XCU (claims made and modified occurrence policies are not acceptable ); Insurance companies must be acceptable to CITY and have an AM Best’s Guide Rating of A-, Class VII or better, as approved by the CITY. Endorsements for primary and non-contributory.

(b) Automobile liability in an amount of $1,000,000.00 combined single limit (claims made and modified occurrence policies are not acceptable); Insurance companies mu st be acceptable to CITY and have a Best’s Guide Rating of A-, Class VII or better, as approved by the CITY.

An Additional Insured Endorsement, ongoing and completed operations, for the policy under section 4.3(a) shall designate CITY, its officers, officials, employees, agents, and volunteers as addi tional insureds for liability arising out of work or operations performed by or on behalf of the CONTRACTOR. 198
3 CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to city’s requirements, as approved by the CITY.

An Additional Insured Endorsement for the policy under section 4.3(b) shall designate CITY, its officers, officials, employees, agents, and volunteers as additional insureds for automobiles own ed, leased, hired, or borrowed by the CONTRACTOR. CONTRACTOR shall provi de to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.

For any claims related to this Agreement, CONTRACTOR’s insurance coverage shall be primary insurance as respects CITY, its officers, officials, employees, agents, and volunteers. Any insurance or self-insurance maintained by the CITY, its officers, officials, employees, agents , or volunteers shall by excess of the CONTRACTOR’s insurance and shall not contribute with it.

If CONTRACTOR maintains higher insurance limits than the minimums shown above, CONTRACTOR shall provide coverage for the higher insurance limits otherwise maintained by the CONTRACTOR.

8. Compliance with Law. CONTRACTOR shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local government.

9. Notices. All notices shall be personally delivered or mailed to the below listed address, or to such other addresses as may be designated by written notice.

These addresses shall be used for delivery of service of process.

a. (Address of Contractor)

UNIFIRST CORPORATION
68 Jonspin Rd.

Wilmington, MA 01887
Attn.: Jose Martinez
Email: [email protected]

b. (Address of CITY) (with a copy to):
199
4 City of Garden Grove Garden Grove City Attorney
11222 Acacia Parkway 11222 Acacia Parkway
Garden Grove, CA 92840 Garden Grove, CA 92840
Attn.: City Manager

10. CONTRACTOR'S PROPOSAL. Contractor shall be bound by all the terms, conditions and specifications set forth in Sourcewell competitive bid program, Contract #011124-UFC. In the event of any inconsistency between the terms of the Sourcewell competitive bid program, Contract #011124-UFC, and this Agreement, this Agreement shall govern.

11. Licenses, Permits, and Fees. At its sole expense, CONTRACTOR shall obtain a Garden Grove Business License, all permits, and licenses as may be required by this Agreement.

13. Time of Essence. Time is of the essence in the performance of this Agreement.

14. Limitations Upon Subcontracting and Assignment. CONTRACTOR shall not contract with any other entity to perform the services required without written approval of the CITY. This Agreement may not be assigned voluntarily or by operation of law, without the prior written approval of CITY. If CONTRACTOR is permitted to subcontract any part of this Agreement, CONTRACTOR shall be responsible to CITY for the acts and omissions of its subcontractor as it is for persons directly employed. Nothing contained in this Agreement shall create any contractual relationship between any subcontractor and CITY. All persons engaged in the work will be considered agents of CONTRACTOR. CITY will deal directly with and will make all payments to CONTRACTOR.

16. Indemnification. CONTRACTOR agrees to protect, defend, and hold harmless CITY and its elective or appointive boards, officers, agents, and employees from any and all claims, liabilities, expenses, or damages of any nature, including attorneys' fees, for injury or death of any person, or damage to property, or interference with use of property, arising out of, or in any way connected with performance of the Agreement by CONTRACTOR, CONTRACTOR'S agents, officers, employees, subcontractors, or independent contractors hired by 200
5 CONTRACTOR. The only exception to CONTRACTOR'S responsibility to protect, defend, and hold harmless CITY, is due to the sole negligence of CITY, or any of its elective or appointive boards, officers, agents, or employees.

17. Appropriations. This Agreement is subject to and contingent upon funds being appropriated therefor by the Garden Gr ove City Council for each fiscal year covered by the term of this Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the CITY.

\ \ \ \
(Agreement Signature Block on Next Page)

201
6 IN WITNESS THEREOF, these parties have executed this Agreement on the day and year shown below.

Date:

ATTESTED:
"CITY"

CITY OF GARDEN GROVE

By:

City Manager

City Clerk

Date:
"CONTRACTOR"

UNIFIRST CORPORATION

By:

Name:

Title:_

Date:

Tax ID No.

APPROVED AS TO FORM:

Garden Grove City Attorney

Date
If CONTRACTOR is a corporation, a
Corporate Resolution and/or Corporate
Seal is required. If a partnership,
Statement of Partnership must be
submitted to CITY.

202
011124-UFC
Rev. 3/2022 1
Solicitation Number: RFP #011124

CONTRACT
This Contract is between Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 (Sourcewell) and UniFirst Corporation, 68 Jonspin Road, Wilmington, MA 01887 (Supplier).

Sourcewell is a State of Minnesota local government unit and service cooperative created under the laws of the State of Minnesota (Minnesota Statutes Section 123A.21) that offers cooperative procurement solutions to government entities. Participation is open to eligible federal, state/province, and municipal governmental entities, higher education, K-12 education, nonprofit, tribal government, and other public entities located in the United States and Canada.

Sourcewell issued a public solicitation for Uniforms with Related Products and Services from which Supplier was awarded a contract.

Supplier desires to contract with Sourcewell to provide equipment, products, or services to Sourcewell and the entities that access Sourcewell’s cooperative purchasing contracts (Participating Entities).

1. TERM OF CONTRACT
A. EFFECTIVE DATE. This Contract is effective upon the date of the final signature below.

EXPIRATION DATE AND EXTENSION. This Contract expires March 25, 2028, unless it is cancelled sooner pursuant to Article 22. This Contract allows up to three additional one-year extensions upon the request of Sourcewell and written agreement by Supplier. Sourcewell retains the right to consider additional extensions beyond seven years as required under exceptional circumstances.

B. SURVIVAL OF TERMS. Notwithstanding any expiration or termination of this Contract, all payment obligations incurred prior to expiration or termination will survive, as will the following: Articles 11 through 14 survive the expiration or cancellation of this Contract. All other rights will cease upon expiration or termination of this Contract.

ATTACHMENT A
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011124-UFC

Rev. 3/2022 2

2. EQUIPMENT, PRODUCTS, OR SERVICES

A. EQUIPMENT, PRODUCTS, OR SERVICES. Supplier will provide the Equipment, Products, or Services as stated in its Proposal submitted under the Solicitation Number listed above.

Supplier’s Equipment, Products, or Services Proposal (Proposal) is attached and incorporated into this Contract.

All purchased Equipment and Products provided under this Contract must be new and the current model. All rented Products provided under this Contract will be new at the time each site is initially installed into service. Supplier may offer close-out or refurbished Equipment or Products if they are clearly indicated in Supplier’s product and pricing list. Unless agreed to by the Participating Entities in advance, Equipment or Products must be delivered as operational to the Participating Entity’s site.

This Contract offers an indefinite quantity of sales, and while substantial volume is anticipated, sales and sales volume are not guaranteed.

B. WARRANTY. Supplier warrants that all Equipment, Products, and Services furnished are free from liens and encumbrances, and when new and prior to use are free from defects in design, materials, and workmanship. All Products will be processed, mended, and finished in accordance with the generally accepted standards of the textile rental industry Supplier makes no other representations, warranties, or conditions, express or implied by law, statutory or otherwise, including, without limitation, the design or condition of the Products, their merchantability or their fitness, capacity or durability for any particular use. To the extent assignable, any manufacturer’s warranty that extends beyond the expiration of the Supplier’s warranty will be passed on to the Participating Entity.

C. DEALERS, DISTRIBUTORS, AND/OR RESELLERS. Upon Contract execution and throughout the Contract term, Supplier must provide to Sourcewell a current means to validate or authenticate Supplier’s authorized dealers, distributors, or resellers relative to the Equipment, Products, and Services offered under this Contract, which will be incorporated into this Contract by reference. It is the Supplier’s responsibility to ensure Sourcewell receives the most current information.

3. PRICING

All Equipment, Products, or Services under this Contract will be priced at or below the price stated in Supplier’s Proposal.

When providing pricing quotes to Participating Entities, all pricing quoted must reflect a Participating Entity’s total cost of acquisition. This means that the quoted cost is for delivered Equipment, Products, and Services that are operational for their intended purpose, and includes all costs to the Participating Entity’s requested delivery location.

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Rev. 3/2022 3

Regardless of the payment method chosen by the Participating Entity, the total cost associated with any purchase option of the Equipment, Products, or Services must always be disclosed in the pricing quote to the applicable Participating Entity at the time of purchase.

A. SHIPPING AND SHIPPING COSTS. All delivered Equipment and Products must be properly packaged. Damaged Equipment and Products may be rejected. If the damage is not readily apparent at the time of delivery, Supplier must permit the Equipment and Products to be returned within a reasonable time at no cost to Sourcewell or its Participating Entities.

Participating Entities reserve the right to inspect the Equipment and Products at a reasonable time after delivery where circumstances or conditions prevent effective inspection of the Equipment and Products at the time of delivery. In the event of the delivery of nonconforming Equipment and Products, the Participating Entity will notify the Supplier as soon as possible and the Supplier will replace nonconforming Equipment and Products with conforming Equipment and Products that are acceptable to the Participating Entity.

Supplier must arrange for and pay for the return shipment on Equipment and Products that arrive in a defective or inoperable condition.

Sourcewell may declare the Supplier in breach of this Contract if the Supplier intentionally delivers substandard or inferior Equipment or Products.

B. SALES TAX. Each Participating Entity is responsible for supplying the Supplier with valid tax- exemption certification(s). When ordering, a Participating Entity must indicate if it is a tax- exempt entity.

C. HOT LIST PRICING. At any time during this Contract, Supplier may offer a specific selection of Equipment, Products, or Services at discounts greater than those listed in the Contract.

When Supplier determines it will offer Hot List Pricing, it must be submitted electronically to Sourcewell in a line-item format. Equipment, Products, or Services may be added or removed from the Hot List at any time through a Sourcewell Price and Product Change Form as defined in Article 4 below.

Hot List program and pricing may also be used to discount and liquidate close-out and discontinued Equipment and Products as long as those close-out and discontinued items are clearly identified as such. Current ordering process and administrative fees apply. Hot List Pricing must be published and made available to all Participating Entities.

4. PRODUCT AND PRICING CHANGE REQUESTS

Supplier may request Equipment, Product, or Service changes, additions, or deletions at any time. All requests must be made in writing by submitting a signed Sourcewell Price and Product Change Request Form to the assigned Sourcewell Supplier Development Administrator. This

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Rev. 3/2022 4

approved form is available from the assigned Sourcewell Supplier Development Administrator.

At a minimum, the request must:

x Identify the applicable Sourcewell contract number;
x Clearly specify the requested change;
x Provide sufficient detail to justify the requested change; x Individually list all Equipment, Products, or Services affected by the requested change, along with the requested change (e.g., addition, deletion, price change); and x Include a complete restatement of pricing documentation in Microsoft Excel with the effective date of the modified pricing, or product addition or deletion. The new pricing restatement must include all Equipment, Products, and Services offered, even for those items where pricing remains unchanged.

A fully executed Sourcewell Price and Product Change Request Form will become an amendment to this Contract and will be incorporated by reference.

5. PARTICIPATION, CONTRACT ACCESS, AND PARTICIPATING ENTITY REQUIREMENTS

A. PARTICIPATION. Sourcewell’s cooperative contracts are available and open to public and nonprofit entities across the United States and Canada; such as federal, state/province, municipal, K-12 and higher education, tribal government, and other public entities.

The benefits of this Contract should be available to all Participating Entities that can legally access the Equipment, Products, or Services under this Contract. A Participating Entity’s authority to access this Contract is determined through its cooperative purchasing, interlocal, or joint powers laws. Any entity accessing benefits of this Contract will be considered a Service Member of Sourcewell during such time of access. Supplier understands that a Participating Entity’s use of this Contract is at the Participating Entity’s sole convenience and Participating Entities reserve the right to obtain like Equipment, Products, or Services from any other source.

Supplier is responsible for familiarizing its sales and service forces with Sourcewell contract use eligibility requirements and documentation and will encourage potential participating entities to join Sourcewell. Sourcewell reserves the right to add and remove Participating Entities to its roster during the term of this Contract.

B. PUBLIC FACILITIES. Supplier’s employees may be required to perform work at government- owned facilities, including schools. Supplier’s employees and agents must conduct themselves in a professional manner while on the premises, and in accordance with Participating Entity policies and procedures, and all applicable laws.

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Rev. 3/2022 5

6. PARTICIPATING ENTITY USE AND PURCHASING

A. ORDERS AND PAYMENT. To access the contracted Equipment, Products, or Services under this Contract, a Participating Entity must clearly indicate to Supplier that it intends to access this Contract; however, order flow and procedure will be developed jointly between Sourcewell and Supplier. Typically, a Participating Entity will issue an order directly to Supplier or its authorized subsidiary, distributor, dealer, or reseller. If a Participating Entity issues a purchase order, it may use its own forms, but the purchase order should clearly note the applicable Sourcewell contract number. All Participating Entity orders under this Contract must be issued prior to expiration or cancellation of this Contract; however, Supplier performance, Participating Entity payment obligations, and any applicable warranty periods or other Supplier or Participating Entity obligations may extend beyond the term of this Contract.

Supplier’s acceptable forms of payment are included in its attached Proposal. Participating Entities will be solely responsible for payment and Sourcewell will have no liability for any unpaid invoice of any Participating Entity.

B. ADDITIONAL TERMS AND CONDITIONS/PARTICIPATING ADDENDUM. Additional terms and conditions to a purchase order, or other required transaction documentation, may be negotiated between a Participating Entity and Supplier, such as job or industry-specific requirements, legal requirements (e.g., affirmative action or immigration status requirements), or specific local policy requirements. Some Participating Entities may require the use of a Participating Addendum, the terms of which will be negotiated directly between the Participating Entity and the Supplier or its authorized dealers, distributors, or resellers, as applicable. Any negotiated additional terms and conditions must never be less favorable to the Participating Entity than what is contained in this Contract.

C. SPECIALIZED SERVICE REQUIREMENTS. In the event that the Participating Entity requires service or specialized performance requirements not addressed in this Contract (such as e- commerce specifications, specialized delivery requirements, or other specifications and requirements), the Participating Entity and the Supplier may enter into a separate, standalone agreement, apart from this Contract. Sourcewell, including its agents and employees, will not be made a party to a claim for breach of such agreement.

D. TERMINATION OF ORDERS. Participating Entities may terminate an order, in whole or in part, immediately upon notice to Supplier in the event of any of the following events:

1. The Participating Entity fails to receive funding or appropriation from its governing body at levels sufficient to pay for the equipment, products, or services to be purchased; or

2. Federal, state, or provincial laws or regulations prohibit the purchase or change the Participating Entity’s requirements.

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011124-UFC

Rev. 3/2022 6

E. GOVERNING LAW AND VENUE. The governing law and venue for any action related to a Participating Entity’s order will be determined by the Participating Entity making the purchase.

7. CUSTOMER SERVICE

A. PRIMARY ACCOUNT REPRESENTATIVE. Supplier will assign an Account Representative to Sourcewell for this Contract and must provide prompt notice to Sourcewell if that person is changed. The Account Representative will be responsible for:

x Maintenance and management of this Contract;
x Timely response to all Sourcewell and Participating Entity inquiries; and x Business reviews to Sourcewell and Participating Entities, if applicable.

B. BUSINESS REVIEWS. Supplier must perform a minimum of one business review with Sourcewell per contract year. The business review will cover sales to Participating Entities, pricing and contract terms, administrative fees, sales data reports, performance issues, supply issues, customer issues, and any other necessary information.

8. REPORT ON CONTRACT SALES ACTIVITY AND ADMINISTRATIVE FEE PAYMENT

A. CONTRACT SALES ACTIVITY REPORT. Each calendar quarter, Supplier must provide a contract sales activity report (Report) to the Sourcewell Supplier Development Administrator assigned to this Contract. Reports are due no later than 45 days after the end of each calendar quarter. A Report must be provided regardless of the number or amount of sales during that quarter (i.e., if there are no sales, Supplier must submit a report indicating no sales were made).

The Report must contain the following fields:

x Participating Entity Name (e.g., City of Staples Highway Department); x Participating Entity Physical Street Address;
x Participating Entity City;
x Participating Entity State/Province;
x Participating Entity Zip/Postal Code;
x Participating Entity Contact Name;
x Participating Entity Contact Email Address;
x Participating Entity Contact Telephone Number;
x Sourcewell Assigned Entity/Participating Entity Number; x Item Purchased Description;
x Item Purchased Price;
x Sourcewell Administrative Fee Applied; and
x Date Purchase was invoiced/sale was recognized as revenue by Supplier.

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B. ADMINISTRATIVE FEE. In consideration for the support and services provided by Sourcewell, the Supplier will pay an administrative fee to Sourcewell on all Equipment, Products, and Services provided to Participating Entities. The Administrative Fee must be included in, and not added to, the pricing. Supplier may not charge Participating Entities more than the contracted price to offset the Administrative Fee.

The Supplier will submit payment to Sourcewell for the percentage of administrative fee stated in the Proposal multiplied by the total sales of all Equipment, Products, and Services purchased by Participating Entities under this Contract during each calendar quarter. Payments should note the Supplier’s name and Sourcewell-assigned contract number in the memo; and must be mailed to the address above “Attn: Accounts Receivable” or remitted electronically to Sourcewell’s banking institution per Sourcewell’s Finance department instructions. Payments must be received no later than 45 calendar days after the end of each calendar quarter.

Supplier agrees to cooperate with Sourcewell in auditing transactions under this Contract to ensure that the administrative fee is paid on all items purchased under this Contract.

In the event the Supplier is delinquent in any undisputed administrative fees, Sourcewell reserves the right to cancel this Contract and reject any proposal submitted by the Supplier in any subsequent solicitation. In the event this Contract is cancelled by either party prior to the Contract’s expiration date, the administrative fee payment will be due no more than 30 days from the cancellation date.

9. AUTHORIZED REPRESENTATIVE

Sourcewell's Authorized Representative is its Chief Procurement Officer.

Supplier’s Authorized Representative is the person named in the Supplier’s Proposal. If Supplier’s Authorized Representative changes at any time during this Contract, Supplier must promptly notify Sourcewell in writing.

10. AUDIT, ASSIGNMENT, AMENDMENTS, WAIVER, AND CONTRACT COMPLETE

A. AUDIT. Pursuant to Minnesota Statutes Section 16C.05, subdivision 5, the books, records, documents, and accounting procedures and practices relevant to this Contract are subject to examination by Sourcewell or the Minnesota State Auditor for a minimum of six years from the end of this Contract. This clause extends to Participating Entities as it relates to business conducted by that Participating Entity under this Contract.

B. ASSIGNMENT. Neither party may assign or otherwise transfer its rights or obligations under this Contract without the prior written consent of the other party and a fully executed assignment agreement. Such consent will not be unreasonably withheld. Any prohibited assignment will be invalid.

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C. AMENDMENTS. Any amendment to this Contract must be in writing and will not be effective until it has been duly executed by the parties.

D. WAIVER. Failure by either party to take action or assert any right under this Contract will not be deemed a waiver of such right in the event of the continuation or repetition of the circumstances giving rise to such right. Any such waiver must be in writing and signed by the parties.

E. CONTRACT COMPLETE. This Contract represents the complete agreement between the parties. No other understanding regarding this Contract, whether written or oral, may be used to bind either party. For any conflict between the attached Proposal and the terms set out in Articles 1-22 of this Contract, the terms of Articles 1-22 will govern.

F. RELATIONSHIP OF THE PARTIES. The relationship of the parties is one of independent contractors, each free to exercise judgment and discretion with regard to the conduct of their respective businesses. This Contract does not create a partnership, joint venture, or any other relationship such as master-servant, or principal-agent.

11. INDEMNITY AND HOLD HARMLESS

Supplier must indemnify, defend, save, and hold Sourcewell and its Participating Entities, including their agents and employees, harmless from any claims or causes of action, including attorneys’ fees incurred by Sourcewell or its Participating Entities, arising out of any negligent act or omission in the performance of this Contract by the Supplier or its agents or employees..

Sourcewell’s responsibility will be governed by the State of Minnesota’s Tort Liability Act (Minnesota Statutes Chapter 466) and other applicable law.

12. GOVERNMENT DATA PRACTICES

Supplier and Sourcewell must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to all data provided by or provided to Sourcewell under this Contract and as it applies to all data created, collected, received, maintained, or disseminated by the Supplier under this Contract.

13. INTELLECTUAL PROPERTY, PUBLICITY, MARKETING, AND ENDORSEMENT

A. INTELLECTUAL PROPERTY

1. Grant of License. During the term of this Contract:
a. Sourcewell grants to Supplier a royalty-free, worldwide, non-exclusive right and license to use the trademark(s) provided to Supplier by Sourcewell in advertising and promotional materials for the purpose of marketing Sourcewell’s relationship with Supplier.

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b. Supplier grants to Sourcewell a royalty-free, worldwide, non-exclusive right and license to use Supplier’s trademarks in advertising and promotional materials for the purpose of marketing Supplier’s relationship with Sourcewell.

2. Limited Right of Sublicense. The right and license granted herein includes a limited right of each party to grant sublicenses to their respective subsidiaries, distributors, dealers, resellers, marketing representatives, and agents (collectively “Permitted Sublicensees”) in advertising and promotional materials for the purpose of marketing the Parties’ relationship to Participating Entities. Any sublicense granted will be subject to the terms and conditions of this Article. Each party will be responsible for any breach of this Article by any of their respective sublicensees.

3. Use; Quality Control.
a. Neither party may alter the other party’s trademarks from the form provided and must comply with removal requests as to specific uses of its trademarks or logos.
b. Each party agrees to use, and to cause its Permitted Sublicensees to use, the other party’s trademarks only in good faith and in a dignified manner consistent with such party’s use of the trademarks. Upon written notice to the breaching party, the breaching party has 30 days of the date of the written notice to cure the breach or the license will be terminated.

4. Termination. Upon the termination of this Contract for any reason, each party, including Permitted Sublicensees, will have 30 days to remove all Trademarks from signage, websites, and the like bearing the other party’s name or logo (excepting Sourcewell’s pre-printed catalog of suppliers which may be used until the next printing). Supplier must return all marketing and promotional materials, including signage, provided by Sourcewell, or dispose of it according to Sourcewell’s written directions.

B. PUBLICITY. Any publicity regarding the subject matter of this Contract must not be released without prior written approval from the Authorized Representatives. Publicity includes notices, informational pamphlets, press releases, research, reports, signs, and similar public notices prepared by or for the Supplier individually or jointly with others, or any subcontractors, with respect to the program, publications, or services provided resulting from this Contract.

C. MARKETING. Any direct advertising, marketing, or offers with Participating Entities must be approved by Sourcewell. Send all approval requests to the Sourcewell Supplier Development Administrator assigned to this Contract.

D. ENDORSEMENT. The Supplier must not claim that Sourcewell endorses its Equipment, Products, or Services.

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14. GOVERNING LAW, JURISDICTION, AND VENUE

The substantive and procedural laws of the State of Minnesota will govern this Contract. Venue for all legal proceedings arising out of this Contract, or its breach, must be in the appropriate state court in Todd County, Minnesota or federal court in Fergus Falls, Minnesota.

15. FORCE MAJEURE

Neither party to this Contract will be held responsible for delay or default caused by acts of God or other conditions that are beyond that party’s reasonable control. A party defaulting under this provision must provide the other party prompt written notice of the default.

16. SEVERABILITY

If any provision of this Contract is found by a court of competent jurisdiction to be illegal, unenforceable, or void then both parties will be relieved from all obligations arising from that provision. If the remainder of this Contract is capable of being performed, it will not be affected by such determination or finding and must be fully performed.

17. PERFORMANCE, DEFAULT, AND REMEDIES

A. PERFORMANCE. During the term of this Contract, the parties will monitor performance and address unresolved contract issues as follows:

1. Notification. The parties must promptly notify each other of any known dispute and work in good faith to resolve such dispute within a reasonable period of time. If necessary, Sourcewell and the Supplier will jointly develop a short briefing document that describes the issue(s), relevant impact, and positions of both parties.

2. Escalation. If parties are unable to resolve the issue in a timely manner, as specified above, either Sourcewell or Supplier may escalate the resolution of the issue to a higher level of management. The Supplier will have 30 calendar days to cure an outstanding issue.

3. Performance while Dispute is Pending. Notwithstanding the existence of a dispute, the Supplier must continue without delay to carry out all of its responsibilities under the Contract that are not affected by the dispute. If the Supplier fails to continue without delay to perform its responsibilities under the Contract, in the accomplishment of all undisputed work, the Supplier will bear any additional costs incurred by Sourcewell and/or its Participating Entities as a result of such failure to proceed.

B. DEFAULT AND REMEDIES. Either of the following constitutes cause to declare this Contract, or any Participating Entity order under this Contract, in default:

1. Nonperformance of contractual requirements, or

2. A material breach of any term or condition of this Contract.

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The party claiming default must provide written notice of the default, with 30 calendar days to cure the default. Time allowed for cure will not diminish or eliminate any liability for liquidated or other damages. If the default remains after the opportunity for cure, the non-defaulting party may:

x Exercise any remedy provided by law or equity, or
x Terminate the Contract or any portion thereof, including any orders issued against the Contract.

18. INSURANCE

A. REQUIREMENTS. At its own expense, Supplier must maintain insurance policy(ies) in effect at all times during the performance of this Contract with insurance company(ies) licensed or authorized to do business in the State of Minnesota having an “AM BEST” rating of A- or better, with coverage and limits of insurance not less than the following:

1. Workers’ Compensation and Employer’s Liability.

Workers’ Compensation: As required by any applicable law or regulation.

Employer's Liability Insurance: must be provided in amounts not less than listed below:

Minimum limits:
$500,000 each accident for bodily injury by accident
$500,000 policy limit for bodily injury by disease
$500,000 each employee for bodily injury by disease

2. Commercial General Liability Insurance. Supplier will maintain insurance covering its operations, with coverage on an occurrence basis, and must be subject to terms no less broad than the Insurance Services Office (“ISO”) Commercial General Liability Form CG0001 (2001 or newer edition), or equivalent. At a minimum, coverage must include liability arising from premises, operations, bodily injury and property damage, independent contractors, products-completed operations including construction defect, contractual liability, blanket contractual liability, and personal injury and advertising injury. All required limits, terms and conditions of coverage must be maintained during the term of this Contract.

Minimum Limits:
$1,000,000 each occurrence Bodily Injury and Property Damage $1,000,000 Personal and Advertising Injury
$2,000,000 aggregate for products liability-completed operations $2,000,000 general aggregate

3. Commercial Automobile Liability Insurance. During the term of this Contract, Supplier will maintain insurance covering all owned, hired, and non-owned automobiles in limits of liability not less than indicated below. The coverage must be subject to terms

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no less broad than ISO Business Auto Coverage Form CA 0001 (2010 edition or newer), or equivalent.

Minimum Limits:
$1,000,000 each accident, combined single limit

4. Umbrella Insurance. During the term of this Contract, Supplier will maintain umbrella coverage over Employer’s Liability, Commercial General Liability, and Commercial Automobile.

Minimum Limits:
$2,000,000

5. Network Security and Privacy Liability Insurance. During the term of this Contract, Supplier will maintain coverage for network security and privacy liability. The coverage may be endorsed on another form of liability coverage or written on a standalone policy. The insurance must cover claims which may arise from failure of Supplier’s security resulting in, but not limited to, computer attacks, unauthorized access, disclosure of not public data – including but not limited to, confidential or private information, transmission of a computer virus, or denial of service.

Minimum limits:
$2,000,000 per occurrence
$2,000,000 annual aggregate

Failure of Supplier to maintain the required insurance will constitute a material breach entitling Sourcewell to immediately terminate this Contract for default.

B. CERTIFICATES OF INSURANCE. Prior to commencing under this Contract, Supplier must furnish to Sourcewell a certificate of insurance, as evidence of the insurance required under this Contract. Prior to expiration of the policy(ies), renewal certificates must be mailed to Sourcewell, 202 12th Street Northeast, P.O. Box 219, Staples, MN 56479 or sent to the Sourcewell Supplier Development Administrator assigned to this Contract. The certificates must be signed by a person authorized by the insurer(s) to bind coverage on their behalf.

Failure to request certificates of insurance by Sourcewell, or failure of Supplier to provide certificates of insurance, in no way limits or relieves Supplier of its duties and responsibilities in this Contract.

C. ADDITIONAL INSURED ENDORSEMENT AND PRIMARY AND NON-CONTRIBUTORY INSURANCE CLAUSE. Supplier agrees to list Sourcewell and its Participating Entities, including their officers, agents, and employees, as an additional insured under the Supplier’s commercial general liability insurance policy with respect to liability arising out of activities, “operations,” or “work” performed by or on behalf of Supplier, and products and completed operations of Supplier. The policy provision(s) or endorsement(s) must further provide that coverage is

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primary and not excess over or contributory with any other valid, applicable, and collectible insurance or self-insurance in force for the additional insureds.

D. WAIVER OF SUBROGATION. Supplier waives and must require (by endorsement or otherwise) all its insurers to waive subrogation rights against Sourcewell and other additional insureds for losses paid under the insurance policies required by this Contract or other insurance applicable to the Supplier or its subcontractors. The waiver must apply to all deductibles and/or self-insured retentions applicable to the required or any other insurance maintained by the Supplier or its subcontractors. Where permitted by law, Supplier must require similar written express waivers of subrogation and insurance clauses from each of its subcontractors.

E. UMBRELLA/EXCESS LIABILITY/SELF-INSURED RETENTION. The limits required by this Contract can be met by either providing a primary policy or in combination with umbrella/excess liability policy(ies), or self-insured retention.

19. COMPLIANCE

A. LAWS AND REGULATIONS. All Equipment, Products, or Services provided under this Contract must comply fully with applicable federal laws and regulations, and with the laws in the states and provinces in which the Equipment, Products, or Services are sold.

B. LICENSES. Supplier must maintain a valid and current status on all required federal, state/provincial, and local licenses, bonds, and permits required for the operation of the business that the Supplier conducts with Sourcewell and Participating Entities.

20. BANKRUPTCY, DEBARMENT, OR SUSPENSION CERTIFICATION

Supplier certifies and warrants that it is not in bankruptcy or that it has previously disclosed in writing certain information to Sourcewell related to bankruptcy actions. If at any time during this Contract Supplier declares bankruptcy, Supplier must immediately notify Sourcewell in writing.

Supplier certifies and warrants that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from programs operated by the State of Minnesota; the United States federal government or the Canadian government, as applicable; or any Participating Entity. Supplier certifies and warrants that neither it nor its principals have been convicted of a criminal offense related to the subject matter of this Contract. Supplier further warrants that it will provide immediate written notice to Sourcewell if this certification changes at any time.

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21. PROVISIONS FOR NON-UNITED STATES FEDERAL ENTITY PROCUREMENTS UNDER

UNITED STATES FEDERAL AWARDS OR OTHER AWARDS
Participating Entities that use United States federal grant or FEMA funds to purchase goods or services from this Contract may be subject to additional requirements including the procurement standards of the Uniform Administrative Requirements, Cost Principles and Audit Requirements for Federal Awards, 2 C.F.R. § 200. Participating Entities may have additional requirements based on specific funding source terms or conditions. Within this Article, all references to “federal” should be interpreted to mean the United States federal government.

The following list only applies when a Participating Entity accesses Supplier’s Equipment, Products, or Services with United States federal funds.

A. EQUAL EMPLOYMENT OPPORTUNITY. Except as otherwise provided under 41 C.F.R. § 60, all contracts that meet the definition of “federally assisted construction contract” in 41 C.F.R. § 60-

1.3 must include the equal opportunity clause provided under 41 C.F.R. §60-1.4(b), in accordance with Executive Order 11246, “Equal Employment Opportunity” (30 FR 12319, 12935, 3 C.F.R. §, 1964-1965 Comp., p. 339), as amended by Executive Order 11375, “Amending Executive Order 11246 Relating to Equal Employment Opportunity,” and implementing regulations at 41 C.F.R. § 60, “Office of Federal Contract Compliance Programs, Equal Employment Opportunity, Department of Labor.” The equal opportunity clause is incorporated herein by reference.

B. DAVIS-BACON ACT, AS AMENDED (40 U.S.C. § 3141-3148). When required by federal program legislation, all prime construction contracts in excess of $2,000 awarded by non- federal entities must include a provision for compliance with the Davis-Bacon Act (40 U.S.C. § 3141-3144, and 3146-3148) as supplemented by Department of Labor regulations (29 C.F.R. § 5, “Labor Standards Provisions Applicable to Contracts Covering Federally Financed and Assisted Construction”). In accordance with the statute, contractors must be required to pay wages to laborers and mechanics at a rate not less than the prevailing wages specified in a wage determination made by the Secretary of Labor. In addition, contractors must be required to pay wages not less than once a week. The non-federal entity must place a copy of the current prevailing wage determination issued by the Department of Labor in each solicitation. The decision to award a contract or subcontract must be conditioned upon the acceptance of the wage determination. The non-federal entity must report all suspected or reported violations to the federal awarding agency. The contracts must also include a provision for compliance with the Copeland “Anti-Kickback” Act (40 U.S.C. § 3145), as supplemented by Department of Labor regulations (29 C.F.R. § 3, “Contractors and Subcontractors on Public Building or Public Work Financed in Whole or in Part by Loans or Grants from the United States”). The Act provides that each contractor or subrecipient must be prohibited from inducing, by any means, any person employed in the construction, completion, or repair of public work, to give up any part of the compensation to which he or she is otherwise entitled. The non-federal entity must report all suspected or reported violations to the federal awarding agency. Supplier must be in compliance with all applicable Davis-Bacon Act provisions.

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C. CONTRACT WORK HOURS AND SAFETY STANDARDS ACT (40 U.S.C. § 3701-3708). Where applicable, all contracts awarded by the non-federal entity in excess of $100,000 that involve the employment of mechanics or laborers must include a provision for compliance with 40 U.S.C. §§ 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. § 5).

Under 40 U.S.C. § 3702 of the Act, each contractor must be required to compute the wages of every mechanic and laborer on the basis of a standard work week of 40 hours. Work in excess of the standard work week is permissible provided that the worker is compensated at a rate of not less than one and a half times the basic rate of pay for all hours worked in excess of 40 hours in the work week. The requirements of 40 U.S.C. § 3704 are applicable to construction work and provide that no laborer or mechanic must be required to work in surroundings or under working conditions which are unsanitary, hazardous or dangerous. These requirements do not apply to the purchases of supplies or materials or articles ordinarily available on the open market, or contracts for transportation or transmission of intelligence. This provision is hereby incorporated by reference into this Contract. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

D. RIGHTS TO INVENTIONS MADE UNDER A CONTRACT OR AGREEMENT. If the federal award meets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the recipient or subrecipient wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experimental, developmental, or research work under that “funding agreement,” the recipient or subrecipient must comply with the requirements of 37 C.F.R. § 401, “Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Contracts and Cooperative Agreements,” and any implementing regulations issued by the awarding agency. Supplier certifies that during the term of an award for all contracts by Sourcewell resulting from this procurement process, Supplier must comply with applicable requirements as referenced above.

E. CLEAN AIR ACT (42 U.S.C. § 7401-7671Q.) AND THE FEDERAL WATER POLLUTION CONTROL ACT (33 U.S.C. § 1251-1387). Contracts and subgrants of amounts in excess of $150,000 require the non-federal award to agree to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act (42 U.S.C. § 7401- 7671q) and the Federal Water Pollution Control Act as amended (33 U.S.C. § 1251- 1387). Violations must be reported to the Federal awarding agency and the Regional Office of the Environmental Protection Agency (EPA).

Supplier certifies that during the term of this Contract will comply with applicable requirements as referenced above.

F. DEBARMENT AND SUSPENSION (EXECUTIVE ORDERS 12549 AND 12689). A contract award (see 2 C.F.R. § 180.220) must not be made to parties listed on the government wide exclusions in the System for Award Management (SAM), in accordance with the OMB guidelines at 2 C.F.R. §180 that implement Executive Orders 12549 (3 C.F.R. § 1986 Comp., p. 189) and 12689 (3 C.F.R. § 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or otherwise excluded by agencies, as well as parties declared

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ineligible under statutory or regulatory authority other than Executive Order 12549. Supplier certifies that neither it nor its principals are presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation by any federal department or agency.

G. BYRD ANTI-LOBBYING AMENDMENT, AS AMENDED (31 U.S.C. § 1352). Suppliers must file any required certifications. Suppliers must not have used federal appropriated funds to pay any person or organization for influencing or attempting to influence an officer or employee of any agency, a member of Congress, officer or employee of Congress, or an employee of a member of Congress in connection with obtaining any federal contract, grant, or any other award covered by 31 U.S.C. § 1352. Suppliers must disclose any lobbying with non-federal funds that takes place in connection with obtaining any federal award. Such disclosures are forwarded from tier to tier up to the non-federal award. Suppliers must file all certifications and disclosures required by, and otherwise comply with, the Byrd Anti-Lobbying Amendment (31 U.S.C. § 1352).

H. RECORD RETENTION REQUIREMENTS. To the extent applicable, Supplier must comply with the record retention requirements detailed in 2 C.F.R. § 200.333. The Supplier further certifies that it will retain all records as required by 2 C.F.R. § 200.333 for a period of 3 years after grantees or subgrantees submit final expenditure reports or quarterly or annual financial reports, as applicable, and all other pending matters are closed.

I. ENERGY POLICY AND CONSERVATION ACT COMPLIANCE. To the extent applicable, Supplier must comply with the mandatory standards and policies relating to energy efficiency which are contained in the state energy conservation plan issued in compliance with the Energy Policy and Conservation Act.

J. BUY AMERICAN PROVISIONS COMPLIANCE. To the extent applicable, Supplier must comply with all applicable provisions of the Buy American Act. Purchases made in accordance with the Buy American Act must follow the applicable procurement rules calling for free and open competition.

K. ACCESS TO RECORDS (2 C.F.R. § 200.336). Supplier agrees that duly authorized representatives of a federal agency must have access to any books, documents, papers and records of Supplier that are directly pertinent to Supplier’s discharge of its obligations under this Contract for the purpose of making audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to Supplier’s personnel for the purpose of interview and discussion relating to such documents.

L. PROCUREMENT OF RECOVERED MATERIALS (2 C.F.R. § 200.322). A non-federal entity that is a state agency or agency of a political subdivision of a state and its contractors must comply with Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act. The requirements of Section 6002 include procuring only items designated in

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guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. § 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where the purchase price of the item exceeds $10,000 or the value of the quantity acquired during the preceding fiscal year exceeded $10,000; procuring solid waste management services in a manner that maximizes energy and resource recovery; and establishing an affirmative procurement program for procurement of recovered materials identified in the EPA guidelines.

M. FEDERAL SEAL(S), LOGOS, AND FLAGS. The Supplier cannot use the seal(s), logos, crests, or reproductions of flags or likenesses of Federal agency officials without specific pre-approval.

N. NO OBLIGATION BY FEDERAL GOVERNMENT. The U.S. federal government is not a party to this Contract or any purchase by a Participating Entity and is not subject to any obligations or liabilities to the Participating Entity, Supplier, or any other party pertaining to any matter resulting from the Contract or any purchase by an authorized user.

O. PROGRAM FRAUD AND FALSE OR FRAUDULENT STATEMENTS OR RELATED ACTS. The Contractor acknowledges that 31 U.S.C. 38 (Administrative Remedies for False Claims and Statements) applies to the Supplier’s actions pertaining to this Contract or any purchase by a Participating Entity.

P. FEDERAL DEBT. The Supplier certifies that it is non-delinquent in its repayment of any federal debt. Examples of relevant debt include delinquent payroll and other taxes, audit disallowance, and benefit overpayments.

Q. CONFLICTS OF INTEREST. The Supplier must notify the U.S. Office of General Services, Sourcewell, and Participating Entity as soon as possible if this Contract or any aspect related to the anticipated work under this Contract raises an actual or potential conflict of interest (as described in 2 C.F.R. Part 200). The Supplier must explain the actual or potential conflict in writing in sufficient detail so that the U.S. Office of General Services, Sourcewell, and Participating Entity are able to assess the actual or potential conflict; and provide any additional information as necessary or requested.

R. U.S. EXECUTIVE ORDER 13224. The Supplier, and its subcontractors, must comply with U.S.

Executive Order 13224 and U.S. Laws that prohibit transactions with and provision of resources and support to individuals and organizations associated with terrorism.

S. PROHIBITION ON CERTAIN TELECOMMUNICATIONS AND VIDEO SURVEILLANCE SERVICES OR EQUIPMENT. To the extent applicable, Supplier certifies that during the term of this Contract it will comply with applicable requirements of 2 C.F.R. § 200.216.

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T. DOMESTIC PREFERENCES FOR PROCUREMENTS. To the extent applicable, Supplier certifies that during the term of this Contract will comply with applicable requirements of 2 C.F.R. § 200.322.

22. CANCELLATION

Sourcewell or Supplier may cancel this Contract at any time, with or without cause, upon 60 days’ written notice to the other party. However, Sourcewell may cancel this Contract immediately upon discovery of a material defect in any certification made in Supplier’s Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.

Sourcewell UniFirst Corporation

By: __________________________ By: __________________________ Jeremy Schwartz David M. Katz
Title: Chief Procurement Officer Title: Executive Vice President

Date: ________________________

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258
Item 470/2024
Final

City of Garden Grove

INTER-DEPARTMENT MEMORANDUM

To:

Lisa L. Kim From: Ursula Luna-Reynosa
Dept:

City Manager Dept: Economic Development and
Housing
Date: 11/12/2024

Subject: Award a contract to The Sayler Group Corporation for debris abatement services under the Caltrans Fencing Improvement Project (CFIP) Delegated Maintenance Agreement. (Cost: $150,000) (Action Item)

OBJECTIVE

For the City Council to award a contract to The Sayler Group Corporation for debris abatement services under the Caltrans Fencing Improvement Project (CFIP) Delegated Maintenance Agreement in the amount of $150,000.

BACKGROUND

The Caltrans Fencing Improvement Project (CFIP), also known as “the Project”, is a collaborative initiative between Caltrans and the City of Garden Grove to address homeless encampments under Caltrans right -of-ways within the City’s jurisdiction. Funding authorization for the Project is contained in two key agreements: 1) Cooperative Agreement, and 2) Delegated Maintenance Agreement (DMA).

The City executed the Cooperative Agreement in June 2023 for Phase I of the Project, and its amendment in January 202 4 for Phase II of the Project, in the current total amount of $1.5 million, authorized by the City Council, to install fencing, gates, rock slopes, and gravel on unpaved slopes and narrow areas within the City and along certain underpasses of the 22 Freeway from Springdale Street to Garden Grove Blvd.

In September 2023, the City entered the DMA with Caltrans which obligates the City to keep the fenced areas in a safe and operational condition. Following the execution of the Cooperation Agreement Amendment, on June 10, 2024, the DMA was amended to extend the terms of funding expenditures to the end of FY 2024-2025 and to include the identified additional fencing areas in the project’s Phase II.

259
Item 470/2024

Page 2 of 2 ends

DISCUSSION

The City has experienced an increase in debr is, particularly in areas near homeless encampments. While multiple encampment clean -up efforts and routine debris abatement actions have been undertaken by Caltrans and the City's Public Works Department, these measures alone have proven insufficient to f ully address the problem. As such, additional resources are needed to ensure public safety and cleanliness within the City’s boundaries, especially along Caltrans right-of-ways.

Under the Clean California (Clean CA) Program, which aims to beautify state and interstate areas, cities are eligible to perform clean -up activities within Caltrans right -of-ways and receive 100% cost reimbursement from the State. The City has been authorized a maximum expenditure of $150,000 for debris removal under the Clean CA Program FY 2024-25.

Description Program
Delegated
Maximum Annual Authorized
Expenditure
Debris Removal Clean CA $150,000

FINANCIAL IMPACT

There is no fiscal impact on the General Fund. Caltrans will fully reimburse the costs associated with maintenance activities performed under the Delegated Maintenance Agreement (DMA).

RECOMMENDATION

It is recommended that the City Council:
 Award a contract to The Sayler Group Corporation in the amount not-to-exceed $150,000, for debris abatement services under the Caltrans Fencing Improvement Project (CFIP) Delegated Maintenance Agreement;
 Authorize the City Manager, or designee(s), to execute the agreement, make minor modifications, on behalf of the City, as appropriate there to, and approve extensions for additional years if and when the City of Fullerton exercises its options to extend service terms with The Sayler Group; and
 Appropriate funds per the Delegated Maintenance Agreement with Caltrans.

ATTACHMENT(S)

Maintenance Agreement

260
1 PROFESSIONAL SERVICES AGREEMENT

THIS AGREEMENT is made _______
day of ____________, 2024, by the CITY
OF GARDEN GROVE, a municipal corporation, ("CITY") and THE SAYLER GROUP CORPORATION, herein after referred to as “CONTRACTOR”.

RECITALS

The following recitals are a substantive part of this Agreement:

1. This Agreement is entered into pursuant to Garden Grove COUNCIL AUTHORIZATION, DATED _____________________.

2. CITY desires to utilize the services of CONTRACTOR to provide ongoing and on-call debris removal services, as outlined in the Delegated Maintenance Agreement (DMA) for the Caltrans Fencing Improvement Project (CFIP).

The services will focus specifically on the debris remova l components for the fencing locations identified in Exhibit “B”.

3. CONTRACTOR is qualified by virtue of experience, training, education and expertise to accomplish services.

4. The services and prices provided by Co ntractor to City are in accordance with the services and the prices prov ided by Contractor in its successful public bid to the City of Costa Mesa that was piggybacked by the City of Fullerton. Contractor agrees to honor the same pricing schedule that was originally submitted to the City of Fullerton for the services outlined in this Agreement, which was adopted by the City of Fullerton on July 13, 2023 and currently expires on June 30, 2025 . A copy of the City of Fullerton’s agreement and IFB 23-05, is attached as Exhibit C and incorporated herein by reference.

AGREEMENT

THE PARTIES MUTUALLY AGREE AS FOLLOWS:

1. Term and Termination . The term of the agreement shall commence on November 13, 2024 and be effective through June 30, 2025, with an option to extend said agreement an additional four (4) years, for a total performance period of five (5) years. Option years shall be exercised one (1) year at a time, at the sole option of the CITY. This agreement may be terminated by the CITY without cause. In such event, the CITY will compensate CONTRACTOR for work perfor med to date in accordance with the Scope of Work in Attachment “A” and is hereby incorporated by reference. CONTRACTOR is required to present evidence to support performed work.

261

2 This Agreement shall remain and cont inue in effect until tasks described herein are completed unless otherwise terminated by the CITY without cause.

In such event, the CITY will compensate CONTRACTOR for work performed to date in accordance with proposal which is attached as Exhibit A and is hereby incorporated by reference. Contractor is required to present evidence to support performed work.

2. Services to be Provided. The services to be performed by CONTRACTOR shall consist of tasks as set forth in the Proposal. The Proposal is attached as Attachment A, and is incorporated herein by reference. The Proposal and this Agreement do not guarantee any specific amount of work.

3. Compensation. CONTRACTOR shall be compensated as follows:

3.1 AMOUNT. Total compensation unde r this agreement shall be the not-to- exceed (NTE) amount of One Hundred Fifty Thousand Dollars and 00/100 cents ($150,000.00), through June 30, 2025. Compensation to be payable in arrears and in accordance with the Scope of Work in Attachment “A”.

3.3 Records of Expenses. CONTRACTOR shall keep complete and accurate records of all costs and expenses incidental to services covered by this Agreement. These re cords will be made available along with the requested invoice payments to the CITY.

3.4 Termination. CITY and CONTRACTO R shall have the right to terminate this agreement, without cause, by giving thirty (30) days written notice of termination. If the Agreement is terminated by CITY, then the provisions of paragraph 3 would apply to that portion of the work completed.

4. Insurance requirements.

4.1 COMMENCEMENT OF WORK. CONT RACTOR shall not commence work under this Agreement until all certificates and endorsements have been received and approved by the CITY. All insurance required by this Agreement shall contain a Statement of Obligation on the part of the carrier to notify the CITY of any material change, cancellation, or termination at least thirty (30) days in advance and provide a Waiver of Subrogation in favor of the City.
262

3 4.2 WORKERS COMPENSATION INSURANCE. During the duration of this Agreement, CONTRACTOR and all su b-CONTRACTORs shall maintain Workers Compensation Insurance in the amount and type required by law, if applicable.

4.3 INSURANCE AMOUNTS. CONTRACT OR shall maintain the following insurance for the duration of this Agreement:

(a) Commercial general liab ility in an amount of
$2,000,000.00 per occurrence ( claims made and
modified occurrence policies are not acceptable);
Insurance companies must be acceptable to CITY and have a Best’s Guide Rating of A-, Class VII or better, as
approved by the CITY.

(b) Automobile liability in an amount of $1,000,000.00
combined single limit (claims made and modified
occurrence policies are not acceptable); Insurance
companies must be acceptable to CITY and have a Best’s Guide Rating of A-, Class VII or better, as approved by the CITY.

An On-Going and Completed Operations Additional Insured Endorsement for the policy under section 4.3 (a) shall designate CITY, it’s officers, officials, employees, agents, and volunteers as additional insureds for liability arising out of wo rk or operations performed by or on behalf of the CONTRACTOR. CO NTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.

An Additional Insured Endorsement for the policy under section 4.3 (b) shall designate CITY, it’s officers, officials, employees, agents, and volunteers as additional insureds for automobiles, owned, leased, hired, or borrowed by the CONTRACTOR. CONTRACTOR shall provide to CITY proof of insurance and endorsement forms that conform to CITY’s requirements, as approved by the CITY.

For any claims related to this Agreement, CONTRACTOR’s insurance coverage shall be primary insurance as respects CITY, it’s officers, officials, employees, agents, and volunteers. Any insurance or self- insurance maintained by the CITY, it ’s officers, officials, employees, agents, and volunteers shall be excess of the CONTRACTOR’s insurance and shall not contribute with it.

If CONTRACTOR maintains higher insurance limits than the minimums shown above, CONTRACTOR shall provide coverage for the higher insurance limits otherwise maintained by the CONTRACTOR.
263

4 5. Non-Liability of Officials and Employees of the CITY. No official or employee of CITY shall be personally liable to CONTRACTOR in the event of any default or breach by CITY, or for any amount which may become due to CONTRACTOR.

7. Independent CONTRACTOR . It is agreed to that CONTRACTOR shall act and be an independent CONTRACTOR and not an agent or employee of the CITY, and shall obtain no rights to any benefits which accrue to CITY'S employees.

8. Compliance with Law. CONTRACTOR shall comply with all applicable laws, ordinances, codes, and regulations of the federal, state, and local government.

CONTRACTOR shall comply with, and shall be responsible for causing all CONTRACTORs and sub-CONTRACTORs performing any of the work pursuant to this Agreement to comply with, a ll applicable federa l and state labor standards, including, to the exte nt applicable, th e prevailing wage requirements promulgated by the Director of Industrial Relations of the State of California Department of Labor. The City makes no warranty or representation concerning whether any of the work performed pursuant to this Agreement constitutes public work s subject to the prevailing wage requirements.

9. Notices. All notices shall be personally delivered or mailed to the below listed address, or to such other addresses as may be designated by written notice.

These addresses shall be used for delivery of service of process.

a. Address of CONTRACTOR is as follows:

THE SAYLER GROUP CORPORATION
Attention: TOM CARNEY
28699 Fieldgrass Street
Menifee, CA 92584

b. Address of CITY is as follows:

Department of Economic Development and Housing
City of Garden Grove
11222 Acacia Parkway
Garden Grove, CA 92840
Attn: Christy Le

264

5 10. CONTRACTOR'S PROPOSAL. This Agreement sha ll include CONTRACTOR'S proposal which shall be incorporated herein by reference. In the event of any inconsistency between the terms of the proposal and this Agreement, this Agreement shall govern.

11. Licenses, Permits, and Fees. At its sole expens e, CONTRACTOR shall obtain a Garden Grove Business License, all permits, and licenses as may be required by this Agreement.

12. Familiarity with Work. By executing this Agreement, CONTRACTOR warrants that: (1) it has investigated the work to be performed; (2) it has investigated the site of the work and is aware of all conditions there; and (3) it understands the facilities, difficulties, an d restrictions of the work under this Agreement. Should CONTRACTOR discover any latent or unknown conditions materially differing from those inherent in the work or as represented by CITY, it shall immediately inform CITY of this and shall not proceed, except at CONTRACTOR'S risk, until written instructions are received from CITY.

13. Time of Essence. Time is of the essence in the performance of this Agreement.

14. Limitations Upon Subcontracting and Assignment. The experience, knowledge, capability, and reputation of CONTRACTOR, its principals and employees were a substantial inducement for CITY to enter into this Agreement. CONTRACTOR shall not contract with any other entity to perform the services required without written approval of the CITY. This Agreement may not be assigned voluntarily or by operation of law, without the prior written approval of CITY. If CONTRA CTOR is permitted to subcontract any part of this Agreement, CONTRACTOR shall be responsible to CITY for the acts and omissions of its sub-CONTRACTOR as it is for persons directly employed.

Nothing contained in this Agreement sha ll create any contractual relationship between any sub-CONTRACTOR and CITY. All persons engaged in the work will be considered employees of CONTRA CTOR. CITY will deal directly with and will make all payments to CONTRACTOR.

6 Agreement. The only exception to CONT RACTOR'S responsibility to protect, defend, and hold harmless CITY, is due to the sole negligence, recklessness and/or wrongful conduct of CITY, or any of its elective or appointive boards, officers, agents, or employees.

17. Prevailing Wages. The CITY has been advised that the Prevailing Wages Law applies to the work. CONTRACTOR shall be responsible for CONTRACTOR's compliance in all respec ts with the prevailing wage rates to all the laborers involved, and with California Labor Code Section 1770 et seq., including the keeping of all record s required by the provisions of Labor Code Section 1776 and the implementing administrative regulations. The CITY shall be a third party beneficiary of the forgoing covenant with rights to enforce the same as against the CONTRACTOR

18. Appropriations. This Agreement is subject to and contingent upon funds being appropriated therefor by the Garden Grove City Council for each fiscal year covered by the term of this Agreement. If such appropriations are not made, this Agreement shall automatically terminate without penalty to the CITY.

\ \ \ \

(Agreement Signature Block on Next Page)

266

7 IN WITNESS THEREOF, these parties have executed this Agreement on the day and year shown below.

Date: _____________ "CITY"

CITY OF GARDEN GROVE

By: ___________________________
City Manager
ATTESTED:

____________________________
City Clerk

Date: _______________________

"CONTRACTOR"

THE SAYLER GROUP CORPORATION

By: ____________________________

Name: _________________________

Title: __________

Date: __________________________

Tax ID No. ______________

CONTRACTOR’s License: _________

Expiration Date___________________

If CONTRACTOR is a corporation, a
Corporate Resolution and/or Corporate
Seal is required. If a partnership,
Statement of Partnership must be
submitted to CITY.

APPROVED AS TO FORM:

____________________________
Garden Grove City Attorney

________________________
Date

267

8 EXHIBIT A

(See proposal attached)

268

ESTIMATE
The Sayler Group
28699 Fieldgrass st
Menifee, CA 92584
[email protected]
(949) 534-5299
www.thesaylergroup.com
City of Garden Grove
Bill to
City of Garden Grove
11222 Acacia Pkwy.

Garden Grove, CA 92840
Estimate details
Estimate no.: 2133
Estimate date: 10/28/2024
Expiration date: 11/30/2024
AmountProduct or service

1. Litter, Debris and Weed Removal $25,000 .00 x 6 months $150,000 Removal of trash, debris and weeds from Springdale St. to Garden Grove Blvd . $36 per man hour will be billed. Required man hours will depend on each site and its condition at the time of each service. Our commitment will be to get each location serviced a minimum of one time per month and the total cost per month will not exceed $25,000.

Note to customer
Please see attached scope of service.

Total $150,000.00
Expiry date 11/30/2024
269

9 EXHIBIT B

(See maps attached)

270

Page 1 of 9 ends

Garden Grove City CouncilNovember 12, 2024

Garden Grove City Council
November 12, 2024