Agenda Item A.3
CPMS CONSENT CALENDAR
Meeting Date: June 20, 2023
TO: Mayor and Councilmembers
FROM: Deborah S. Lopez, City Clerk
CONTACT: David J. Cutaia, Deputy City Clerk
SUBJECT: Award of Contract for Professional Broadcast and Video Progra mming Services
RECOMMENDATION:
Approve and authorize the City Manager to execute a Professional Services Agreement with Paradigm Pictures SB for professional broadcast and v ideo production services in the amount of $82,000 with a termination date of June 30, 2025, subject to the approval of the Fiscal Year 2023-24 and Fiscal Year 2024/25 two-year budget adoption.
BACKGROUND:
Since 2008, the City has contracted with the City of Santa Barbara for videotaping of City meetings. Over the years, this arrangement evolved into providing video production, recording, editing, and programing services , as well as technical assistance with the production equipment. On June 30, 2023, the agreement with the City of Santa Barbara will expire. The Goleta Municipal Code Section 3.05.260 requires that City departments use a sealed request for proposal process for agreement amounts over $45,000. On May 12, 2023, the City of Goleta issued a Request for Proposals; the City received proposals from five firms: SoSuTV, Millennials, LLC (MLE), TV Santa Barbara (TVSB), Paradigm Pictures SB and Pegasus Studios.
DISCUSSION:
The proposed agreement includes broadcast and programming services for government meetings and support services on City’s Cable Channel 19.
After evaluating the proposals received , staff determined that Paradigm Pictures SB is the best firm to fulfill the scope of services. Paradigm’s thorough and responsive proposal demonstrates a clear understanding of the scope of work, its extensive public meeting experience, and competitive pricing structure. Additionally, Paradigm Pictures SB already provides quality services to the City of Goleta, working with Community Relations staff to develop a strong video presence for the City. For these reasons, staff is recommending 1 Meeting Date: June 20, 2023
the City Council authorize the City Manager to execute a Professional Services Agreement with Paradigm Pictures SB in the amount not -to-exceed $ 82,000, for Videotaping Services with a termination date of June 30, 2025, subject to the approval of the Fiscal Year 2023/24 and Fiscal Year 2024/25 two-year budget adoption.
FISCAL IMPACTS:
The contract agreement is for a total not to exceed amount of $82,000 with a term through June 30, 2025. The table below summarizes the proposed Fiscal Year 2023-24 and Fiscal Year 2024 -25 budget for videotaping services related to the City Council, Planning Commission, Design Review Board, Historic Preservation Commission, Library Advisory Commission, Parks and Recreation Commission, Public Tree Advisory Commission, and Public Engagement Commission.
Both the fiscal year 23/24 and 24/25 proposed budget has $41,000 available each year for this project in the City Clerk’s Professional Services account (101-10-1300-51200).
Board/
Commission Account
FY
23/24
Proposed
Budget
FY
24/25
Proposed
Budget
City Council, Design Review
Board, Planning Commission 101-10-1300-51200 $30,000 $30,000 Historic Preservation
Commission 101-10-1300-51200 $2,000 $2,000
Library Advisory Commission 101-10-1300-51200 $2,500 $2,500 Parks and Recreation
Commission 101-10-1300-51200 $2,000 $2,000
Public Tree Advisory
Commission 101-10-1300-51200 $2,000 $2,000
Public Engagement
Commission 101-10-1300-51200 $2,500 $2,500
Total $41,000 $41,000
ALTERNATIVES:
The City Council could decline to approve this agreement and direct staff to seek an alternate provider. This would leave staff temporarily without a provider for these services unless a month-to-month contract could be negotiated with the City of Santa Barbara.
Reviewed By: Legal Review By: Approved By:
___________________ ___________________ _________________ Kristine Schmidt Megan Garibaldi Robert Nisbet
Assistant City Manager City Attorney City Manager
2 Meeting Date: June 20, 2023
ATTACHMENTS:
1. Professional Services Agreement with Paradigm Pictures SB for Videotaping Services
2. Request for Proposals Issued on May 12, 2023.
3 ATTACHMENT 1:
Professional Services Agreement with Paradigm Pictures SB for Videotaping Services
4 5
6 7
8 9
10 11
12 13
14 15
16 17
ATTACHMENT 2:
Request for Proposals Issued on May 12, 2023.
18 REQUEST FOR PROPOSALS (RFP)
FOR PROVIDING VIDEO PRODUCTION, RECORDING, EDITING,
PROGRAMING SERVICES FOR GOVERNMENT MEETINGS
AND PROGRAMING AND SUPPORT SERVICES ON CITY’S
CABLE CHANNEL 19
THE CITY OF GOLETA, CALIFORNIA
Date Issued: May 10, 2023
Deadline for Submission: May 24, 2023, at 5:00 pm
ELECTRONIC PROPOSALS
MUST BE SUBMITTED TO
[email protected]
BY THE HOUR OF
5:00 P.M., WEDNESDAY, MAY 24, 2023
Contact:
Deborah Lopez, City Clerk
City of Goleta
130 Cremona Drive, Suite B Goleta, California 93117
19 Table of Contents
NOTICE INVITING PROPOSALS .................................................................................................. 3
1. INTRODUCTION ............................................................................................................... 4 A. Purpose ...................................................................................................................... 4 B. City Background ........................................................................................................ 4 C. Council Chambers Background ............................................................................... 4
2. SCOPE OF SERVICES ...................................................................................................... 5
3. CONSULTANT SELECTION SCHEDULE ........................................................................ 6
4. PROPOSAL SUBMISSION INSTRUCTIONS & EVALUATION ......................................... 6
5. COVER .............................................................................................................................. 6 A. EXECUTIVE SUMMARY ............................................................................................. 6 B. INTRODUCTION ......................................................................................................... 7 APPENDIX A: DRAFT SCHEDULE OF MEETINGS ..................................................................... 1 APPENDIX B: SAMPLE CONTRACT ........................................................................................... 1 Project Name: ............................................................................................................................... 1
20 NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN the City of Goleta City (City) will receive proposals for providing video production, recording, editing, and programing services for City Council, board, and commission meetings, as well as support services for Goleta TV Channel 19 in strict accordance with the requirements listed in the Request for Proposal (RFP).
Submit two (2) copies of your Proposal. It should be understood that the final contract will be negotiated with the City. As part of the Cost Proposal, please provide a breakdown of the hourly rates and any other applicable fees.
All submitted proposals will be reviewed and analyzed by City staff and the proposals which best meet the City’s needs will be selected for further analysis and negotiation.
The City reserves the right, in its sole discretion during the selection process, to reject any or all proposals or any portion without exception or explanation.
OPTIONAL WALK-THROUGH
A walk-through is optional and available by appointment only on Wednesday, May 17, 2023. Proposers will have an opportunity to examine City’s Council Chambers, video room and equipment. Contact the City Clerk’s Office at 805 961 -7509 or [email protected] to make an appointment.
SUBMITTAL DEADLINE
To be considered, proposals must be submitted in person to City Hall at 130 Cremona Drive, Goleta, CA 93117 OR via email to [email protected] up to, but not later than, Wednesday May 24, 2023 at 5:00 PM.
Postmarks will not be accepted. The City may extend the deadline at its discretion.
Proposal forms and requirements are available on the City’s web site at https://www.cityofgoleta.org/work/city-bid-opportunities.
Proposals are to be addressed to Deborah Lopez, City Clerk. Any questions regarding this solicitation shall be submitted via email to [email protected].
DISCLAIMER: The City does not assume any liability of responsibility for errors/omissions in any document transmitted electronically.
Dated: May 12, 2023
Deborah S. Lopez, City Clerk
21 Request for Proposals
Video Production, Recording, Editing, Programing Services for Government Meetings and Programing And Support Services on City’s Cable Channel 19 4 1. INTRODUCTION
A. Purpose
The City of Goleta (City) is seeking proposals from qualified Consultants for professional video and programing services to provide a variety of video production, recording, editing, and support related tasks assigned by the City Clerk in support of variou s departments, events, and projects throughout the City. The s uccessful Consultant must have the knowledge, expertise, staff, and availability to perform all the work as specified within this RFP; and, have the resources to conduct a full-service turnkey video recording and production operation.
B. City Background
Dubbed ‘The Good Land’, the City of Goleta, a general law contract City, is located on the Central Coast of California just west of Santa Barbara. Incorporated in 2002, the City has the warmth and charm of a small town, while also serving as an economic hub of the region, with a long history of entrepreneurialism and strong defense and technology sectors in established and emerging disciplines. The City’s eight square miles are nestled between the Santa Ynez Mountains and Pacific Ocean, offering unparalleled scenic beauty and numerous outdoor recreation activities including but not limited to biking, hiking, surfing, sea kayaking, fishing, bird watching, and golf. The City has approximately 550 acres of city parks and open space that consists of nine neighborhood parks, five community parks, nine neighborhood open spaces, six regional open spaces, one community center, and three mini parks. The City’s beaches and open spaces, in cluding the popular Ellwood mesa and beach and championship golf course at Sandpiper, add to its attraction. Contributing to this young community’s outstanding quality of life are the City’s low crime rate, mild coastal climate, highly rated public schools, and desirable location. The City’s current population is just over 30,000. Residents enjoy several distinct neighborhoods, each with its own character. Goleta elementary and secondary schools have a reputation for high academic achievement and excellent instruction.
The City Council consists of four members elected by district to four-year terms, and a Mayor elected for a four-year term. The City is comprised of the following departments: The City Manager Department, the City Attorney Department, the Finance Department, the Public Works Department, the Planning and Environmental Review Department, the Neighborhood Services and Public Safety Department, and the General Services Department.
C. Council Chambers Background
The City of Goleta City Council Chambers holds a variety of meetings for City legislative bodies including City Council, Planning Commission, Design Review Board, Historic Preservation Commission, Parks and Recreation Commission, Public Engagement Commission, Public Tree Advisory Commission, and the Library Advisory Commission.
22 Request for Proposals
Video Production, Recording, Editing, Programing Services for Government Meetings and Programing And Support Services on City’s Cable Channel 19 5 2. SCOPE OF SERVICES
A. PUBLIC ACCESS CABLE OPERATIONS
The Consultant will maintain the necessary equipment and provide services necessary to program the City’s public access television channel, Goleta TV Channel 19 (channel 19), this includes but is not limited to scheduling prepared slides, public service announcements videos and previously recorded public meetings for broadcast on the channel using provided equipment. Consultant is to upload new message slides onto City’s cable channel twice a month as specified by the City.
B. RECORDING AND BROADCASTING CITY MEETINGS
The Consultant will be required to be on site and attend all government meetings to broadcast meetings on channel 19.
The Consultant will maintain and be able to operate and provide support and troubleshoot any issues that arise with all audio/visual equipment furnished by the City in the City Council Chambers and audio/video room. An inventory list of the City Council Chambers audio/visual equipment can be reviewed at the optional walk-through.
The Consultant will provide staff and production support to record, broadcast live, and live stream all meetings at City’s discretion any and all regular and special meetings throughout the year. The proposal should include per meeting and/or hourly rate for recording and broadcast of meetings.
C. SPECIAL EVENTS AND PROJECTS
Video service projects and tasks are needed on an as -needed basis throughout the year.
Projects can vary from short promotional videos to full- length event coverage videos. With reasonable notice, the Consultant will be required to attend events or project shoots for video recording, in addition to creating a final video product for distribution through multiple outlets including digital, DVD, social media, etc. The City may direct vendor to provide video recording services for meetings other than at Goleta Chambers, on occasion and vendor will be required to have the necessary equipment to provide said services.
D. FREQUENCY
The City Council Meetings are conducted the first and third Tuesday of each month, Planning Commission meetings are conducted the first and third Monday of each month , Design Review Board are conducted the second and fourth Tuesdays of each month. In addition to the above-mentioned, the City also has seven other commissions that meet and require video production services. The contractor should also be available for any special meetings as scheduled by the City Clerk’s office (meetings will usually have a lead time of at least one week). A draft meeting schedule is attached as Appendix A.
E. LOCATION
City Government meetings are held in the Council Chambers located at 130 Cremona Drive, Goleta, CA 93117.
23 Request for Proposals
Video Production, Recording, Editing, Programing Services for Government Meetings and Programing And Support Services on City’s Cable Channel 19 6 3. CONSULTANT SELECTION SCHEDULE
The City intends to utilize the following planning chart for the timetable and process of evaluating proposals.
Request for Proposals issued: Friday, May 12, 2023
Optional Walk-Through: Wednesday, May 17, 2023
Deadline for Questions or Requests for Information: Friday, May 19, 2023 Proposals due and received (by 5:00 PM): Wednesday, May 24, 2023 City Council Approval of Agreement: Tuesday, June 20, 2023 Contract Start Date July 1, 2023
4. PROPOSAL SUBMISSION INSTRUCTIONS & EVALUATION
Proposal forms and requirements are available on the City’s web site at https://www.cityofgoleta.org/work/city-bid-opportunities.
To be deemed respo nsive and passed to the evaluation phase, all proposals must be submitted in person to City Hall at 130 Cremona Drive, Goleta, CA 93117 OR via email to [email protected] up to, but not later than, Wednesday May 24, 2023 at 5:00 PM.
Proposals are to be addressed to Deborah Lopez, City Clerk.
Any questions regarding this solicitation shall be submitted via email to [email protected] prior to May 19, 2023. Answers will be communicated to all known interested contractors prior to May 19, 2023.
The City reserves the right to reject any and/or all proposals received.
5. COVER
The Contractor must submit a cover letter of no more than two (2) pages signed by an official authorized to solicit business and enter into contracts for the proposing firm . The cover should clearly display the title of this RFP, “City of Goleta City Video Production, Recording, Editing and Support Services Proposal.”
Each submittal should have tabs numbered with the following categories:
A. EXECUTIVE SUMMARY
Provide a cover letter that states the title of the RFP. Include the following information:
▪ Primary contact for the submittal
▪ Street address (post office boxes are not acceptable) ▪ Telephone number
▪ Fax number
▪ E-mail address
▪ Web address, if applicable
24 Request for Proposals
Video Production, Recording, Editing, Programing Services for Government Meetings and Programing And Support Services on City’s Cable Channel 19 7 B. INTRODUCTION
Provide general information about your operations, whether you are an individual or a firm, include size, scope of practice, years in business, number of employees, if any, and office location(s).
State the legal name, address and legal structure of your firm.
Organization: This section should include the Company profile, including history, number of employees, facility size and listing of the staff and management proposed for the services to be provided, as well as an organization chart.
Prior Experience: Indicate the relevant experience in undertaking this work. Provide a description of at least three previous Service Agreements. For each Service Agreement, identify the client and client contact, type of funding, and cost.
Key Staff: Indicate the education, background and relevant experience of the individuals principally responsible for the completion of the work.
Indicate years with your firm and whether qualifying experience was with your firm. Identify the roles, responsibilities and time commitment of all key staff. Include resumes of key staff.
All proposals, irrespective of irregularities or informalities, will be opened at the time stipulated in the RFP document. This is not a public opening. A tally of the names will be performed and may be released upon request. No other information will be released.
The City of Goleta reserves the right to postpone the submittal deadline and opening of proposals any time before the date and time announced in the RFP or subsequent Addenda.
The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals, to reject or delete one part of a proposal and accept the other, except to the extent that proposals are qualified by specific limitations.
The City reserves the right to reject the proposal of any proposer who previously failed to perform for the City or any other governmental agency. The City expressly reserves the right to reject the proposal of any proposer who is in default on the payment of taxes, licenses or other monies due the City of Goleta.
25 Appendix A – Draft Schedule of Meetings
APPENDIX A: DRAFT SCHEDULE OF MEETINGS
26 Appendix A – Draft Schedule of Meetings
Draft Schedule of Meetings
Tuesday, July 4, 2023 City Council - CANCELED 5:30 pm - 10:00 pm Monday, July 10, 2023 Planning Commission 6:00 pm - 10:00 pm Tuesday, July 11, 2023 Design Review Board 3:00 pm - 5:00 pm Wednesday, July 12, 2023 Parks and Recreation
Commission 6:00 pm - 8:00 pm
Monday, July 17, 2023 Historic Preservation
Commission 5:30 pm - 7:30 pm
Tuesday, July 18, 2023 City Council 5:30 pm - 10:00 pm
Monday, July 24, 2023 Planning Commission 6:00 pm - 10:00 pm Tuesday, July 25, 2023 Design Review Board 3:00 pm - 5:00 pm Tuesday, August 1, 2023 City Council - CANCELED 5:30 pm - 10:00 pm Monday, August 7, 2023 Library Advisory Commission 6:00 pm - 8:00 pm Tuesday, August 8, 2023 Design Review Board 3:00 pm - 5:00 pm Monday, August 14, 2023 Planning Commission 6:00 pm - 10:00 pm Tuesday, August 15, 2023 City Council 5:30 pm - 10:00 pm Monday, August 21, 2023 Historic Preservation
Commission 5:30 pm - 7:30 pm
Tuesday, August 22, 2023 Design Review Board 3:00 pm - 5:00 pm Wednesday, August 23, 2023 Public Engagement
Commission 6:00 pm - 8:00 pm
Monday, August 28, 2023 Planning Commission 6:00 pm - 10:00 pm Tuesday, September 5, 2023 City Council 5:30 pm - 10:00 pm Monday, September 11, 2023 Planning Commission 6:00 pm - 10:00 pm Tuesday, September 12, 2023 Design Review Board 3:00 pm - 5:00 pm Wednesday, September 13, 2023 Parks and Recreation
Commission 6:00 pm - 8:00 pm
Monday, September 18, 2023 Historic Preservation
Commission 5:30 pm - 7:30 pm
Tuesday, September 19, 2023 City Council 5:30 pm - 10:00 pm Monday, September 25, 2023 Planning Commission 6:00 pm - 10:00 pm Tuesday, September 26, 2023 Design Review Board 3:00 pm - 5:00 pm Wednesday, September 27, 2023 Public Tree Advisory
Commission 5:30 - 7:30 pm
Monday, October 2, 2023 Library Advisory Commission 6:00 pm - 8:00 pm Tuesday, October 3, 2023 City Council 5:30 pm - 10:00 pm Monday, October 9, 2023 Planning Commission 6:00 pm - 10:00 pm Tuesday, October 10, 2023 Design Review Board 3:00 pm - 5:00 pm Monday, October 16, 2023 Historic Preservation
Commission 5:30 pm - 7:30 pm
Tuesday, October 17, 2023 City Council 5:30 pm - 10:00 pm Wednesday, October 18, 2023 Public Engagement
Commission 6:00 pm - 8:00 pm
Monday, October 23, 2023 Planning Commission 6:00 pm - 10:00 pm Tuesday, October 24, 2023 Design Review Board 3:00 pm - 5:00 pm 27 Appendix A – Draft Schedule of Meetings
Draft Schedule of Meetings
Monday, November 6, 2023 Library Advisory Commission 6:00 pm - 8:00 pm Tuesday, November 7, 2023 City Council 5:30 pm - 10:00 pm Wednesday, November 8, 2023 Parks and Recreation
Commission 6:00 pm - 8:00 pm
Thursday, November 9, 2023 Public Tree Advisory
Commission - CANCELED 5:30 - 7:30 pm
Monday, November 13, 2023 Planning Commission 6:00 pm - 10:00 pm Tuesday, November 14, 2023 Design Review Board 3:00 pm - 5:00 pm Wednesday, November 15, 2023 Public Tree Advisory
Commission 5:30 - 7:30 pm
Monday, November 20, 2023 Historic Preservation
Commission 5:30 pm - 7:30 pm
Tuesday, November 21, 2023 City Council 5:30 pm - 10:00 pm Monday, November 27, 2023 Planning Commission -
CANCELED 6:00 pm - 10:00 pm
Tuesday, November 28, 2023 Design Review Board 3:00 pm - 5:00 pm Monday, December 4, 2023 Library Advisory Commission 6:00 pm - 8:00 pm Tuesday, December 5, 2023 City Council 5:30 pm - 10:00 pm Wednesday, December 6, 2023 Public Tree Advisory
Commission 5:30 - 7:30 pm
Monday, December 11, 2023 Planning Commission 6:00 pm - 10:00 pm Tuesday, December 12, 2023 Design Review Board 3:00 pm - 5:00 pm Monday, December 18, 2023 Historic Preservation
Commission 5:30 pm - 7:30 pm
Tuesday, December 19, 2023 City Council 5:30 pm - 10:00 pm Wednesday, December 20, 2023 Public Engagement
Commission 6:00 pm - 8:00 pm
Monday, December 25, 2023 Planning Commission -
CANCELED 6:00 pm - 10:00 pm
Tuesday, December 26, 2023 Design Review Board -
CANCELED 3:00 pm - 5:00 pm
28 Appendix A – Draft Schedule of Meetings
APPENDIX B: SAMPLE CONTRACT
29 City of Goleta
Department and Consultant Name
Project Name:
AGREEMENT FOR PROFESSIONAL SERVICES BETWEEN THE CITY OF GOLETA AND
( )
This AGREEMENT FOR PROFESSIONAL <or> PROFESSIONAL DESIGN SERVICES (herein referred to as “AGREEMENT”) is made and entered into this day of , 20 , by and between the CITY OF GOLETA , a municipal corporation (herein referred to as "CITY"), and , (state type of business entity) (herein referred to as "CONSULTANT").
SECTION A. RECITALS
1. The CITY has a need for professional services for
(state purpose or project name if there is an official project); and
2. The CITY does not have the personnel able and/or available to perform the services required under this AGREEMENT, and therefore, the CITY desires to contract for professional services to accomplish this work; and
3. The CITY procured these services in compliance with Goleta Municipal Code Section 3.05.260 by .
4. The City Council, on this day of , 20 , approved this AGREEMENT and authorized the City Manager to execute the AGREEMENT. (For contracts over CM authority)
<or>
5. The City Manager approved this AGREEMENT pursuant to Goleta Municipal Code section 3.05.070. (For contracts under CM authority)
SECTION B. TERMS
1. RETENTION AS CONSULTANT
CITY hereby retains CONSULTANT, and CONSULTANT hereby accepts such engagement, to perform the services described in Section 2. CONSULTANT warrants it has the qualifications, experience, and facilities to properly and timely perform said services.
2. DESCRIPTION OF SERVICES
The services to be performed by CONSULTANT are as follows:
30 City of Goleta
Department and Consultant Name
Professional Services in conjunction with
Services shall generally include as more particularly set forth in the Scope of Work, attached as Exhibit “A,” and incorporated herein.
CONSULTANT shall deliver to CITY the deliverables defined in Exhibit “A.” <or> as follows: (If brief, list scope of work here).
3. COMPENSATION AND PAYMENT
(a) Maximum and Rate . The total compensation payable to CONSULTANT by CITY for the services under this AGREEMENT SHALL NOT EXCEED the sum of $ (herein "not to exceed amount"), and shall be earned as the work progresses on the following basis:
Hourly at the hourly rates and with reimbursement to CONSULTANT for those expenses set forth in CONSULTANT's Schedule of Fees marked Exhibit "B," attached and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon CONSULTANT until , after which any change in said rates and expenses must be approved in writing by CITY's Project Manager as described in Section 5 (CITY is to be given 60 days notice of any rate increase request), provided the not to exceed amount is the total compensation due CONSULTANT for all work described under this AGREEMENT.
(b) Payment. CONSULTANT shall provide CITY with written verification of the actual compensation earned, which written verification shall be in a form satisfactory to CITY's Project Manager, as described in Section 5. Invoices shall be made no more frequently than on a monthly basis, and describe the work performed (including a list of hours worked by personnel classification). All payments shall be made within 30 days after CITY’s approval of the invoice.
4. EXTRA SERVICES
CITY shall pay CONSULTANT for those CITY authorized extra services, not reasonably included within the services described in Section 2, as mutually agreed to writing in advance of the incurrence of extra services by CONSULTANT. Unless CITY and CONSULTANT have agreed in writing before the performance of extra services, no liability and no right to claim compensation for such extra services or expenses shall exist.
The applicable hourly rates for extra services shall be at the hourly rates set forth in Exhibit B, if one is included as part of this agreement. Any compensation for extra services shall be part of the total compensation and shall not increase the not to exceed amount identified in Section 3.
31 City of Goleta
Department and Consultant Name
5. CITY PROJECT MANAGER AND SERVICES BY CITY
The services to be performed by CONSULTANT shall be accomplished under the general direction of, and coordinate with, CITY's "Project Manager", as that staff person is designated by CITY from time to time, and who presently is Project Manager shall have the authority to act on behalf of the CITY in administering this AGREEMENT but shall not be authorized to extend the term of the AGREEMENT or increase the not to exceed amount.
6. TERM, PROGRESS AND COMPLETION
The term of this AGREEMENT is from the date first written above to , unless term of this AGREEMENT is extended, or the AGREEMENT is terminated as provided for herein.
CONSULTANT shall not commence work on the services to be performed until (i) CONSULTANT furnishes proof of insurance as required by Section 10 below, and (ii) CITY gives written authorization to proceed with the work provided by CITY's Project Manager. All services shall be completed within calendar days following the notice to proceed <or> according to the following schedule: . <or> According to the schedule for delivery of services attached as Exhibit “C” and incorporated herein.
7. OWNERSHIP OF DOCUMENTS
All drawings, designs, data, photographs, reports and other documentation (other than CONSULTANT's drafts, notes and internal memorandum), including duplication of same prepared by CONSULTANT in the performance of these services, are the property of CITY. CITY shall be entitled to immediate possession of the same upon completion of the work under this AGREEMENT, or at any earlier or later time when requested by CITY. CITY agrees to hold CONSULTANT harmless from all damages, claims, expenses, and losses arising out of any reuse of the plans and specifications for purposes other than those described in this AGREEMENT, unless written authorization of CONSULTANT is first obtained.
8. PERSONAL SERVICES/NO ASSIGNMENT/SUBCONTRACTOR
This AGREEMENT is for professional services which are personal to CITY. is deemed to be specially experienced and is a key member of CONSULTANT's firm, and shall be directly involved in the performance of this work. This key person shall communicate with, and periodically report to, CITY on the progress of the work. Should any such individual be removed from assisting in this contracted work for any reason, CITY may terminate this AGREEMENT. This AGREEMENT may not be assigned or subcontracted without the City Manager’s prior written consent.
32 City of Goleta
Department and Consultant Name
SELECT APPLICABLE LANGUAGE FOR SECTION 9
9. HOLD HARMLESS AND INDEMNITY
LANGUAGE FOR PROFESSIONAL SERVICES (A-C):
(a) Hold Harmless for CONSULTANT's Damages. CONSULTANT holds CITY, its elected officials, officers, agents, and employees, harmless from all of CONSULTANT's claims, demands, lawsuits, judgments, damages, losses, injuries or liability to CONSULTANT, to CONSULTANT's employees, to CONSULTANT’s contractors or subcontractors, or to the owners of CONSULTANT's firm, which damages, losses, injuries or liability occur during the work required under this AG REEMENT, or occur while CONSULTANT is on CITY property, or which are connected, directly or indirectly, with CONSULTANT's performance of any activity or work required under this AGREEMENT.
(b) Defense and Indemnity of Third Party Claims/Liability. CONSULTANT shall investigate, defend, and indemnify CITY, its elected officials, officers, agents, and employees, from any claims, lawsuits, demands, judgments, and all liability including, but not limited to, monetary or property damage, lost profit, pers onal injury, wrongful death, general liability, automobile, infringement of copyright/patent/trademark, or professional errors and omissions arising out of, directly or indirectly, an error, negligence, or omission of CONSULTANT or any of CONSULTANT’s officers, agents, employees, representatives, subconsultants, or subcontractors, or the willful misconduct of CONSULTANT or any of CONSULTANT’s officers, agents, employees, representatives, subconsultants, or subcontractors, in performing the services described in, or normally associated with, this type of contracted work. The duty to defend shall include any suits or actions concerning any activity, product or work required under this AGREEMENT, and also include the payment of all court costs, attorney fees, e xpert witness costs, investigation costs, claims adjusting costs and any other costs required for and related thereto.
(c) No Waiver. CITY does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section be cause of the acceptance by CITY, or the deposit with CITY, of any insurance certificates or policies described in Section 10.
LANGUAGE FOR PROFESSIONAL DESIGN SERVICES (A-C):
Indemnification and Defense for Professional Service. To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless the CITY and any and all of its officials, employees and agents (“Indemnified Parties”) from and against any and all claims, losses, liabilities, damages, costs and expenses, including attorney’s fees and costs, to the extent they arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the CONSULTANT. CONSULTANT’s duty to defend shall consist of reimbursement 33 City of Goleta
Department and Consultant Name
of defense costs incurred by CITY in direct proportion to the CONSULTANT’s proportionate percentage of fault. CONSULTANT’s percentage of fault shall be determined, as applicable, by a court of law, jury or arbitrator. In the event any loss, liability or damage is incurred by way of settlement or resolution without a court, jury or arbitrator having made a determination of the CONSULTANT’s percentage of fault, the parties agree to mediation with a third party neutral to determine the CONSULTANT’s proportionate percentage of fault for purposes of determining the amount of indemnity and defense cost reimbursement owed to the CITY.
For All Other Liabilities. Notwithstanding the foregoing and without diminishing any rights of CITY, for any liability, claim, demand, allegation against CITY arising out of, related to, or pertaining to any act or omission of CONSULTANT, but which is not a design professional service, CONSULTANT shall defend, indemnify, and hold harmless CITY, its officials, employees, and agents (“Indemnified Parties”) from and against any and all damages, costs, expenses (including reasonable attorney fees and expert witness fees), judgments, settlements, and/or arbitration awards, whether for personal or bodily injury, property damage, or economic injury, and arising out of, related to, any concurrent or contributory negligence on the part of the CITY, except for the sole or active negligence of, or willful misconduct of the CITY.
No Waiver. ClTY does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section because of the acceptance by CITY, or the deposit with CITY, of any insurance certificates or policies described in Section 10.
10. INSURANCE
CONSULTANT shall, at CONSULTANT's sole cost and expense, provide insurance as described herein. All insurance is to be placed with insurers authorized to do business in the State of California with an A.M. Best and Company rating of A- or better, Class VII or better, or as otherwise approved by CITY.
Insurance shall include the following (or broader) coverage:
a) Insurance Services Office Commercial Liability co verage “occurrence” form CG 00 01 or its exact equivalent with an edition date prior to 2004 and with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate.
b) Insurance Services Office form number CA 00 01 or equivalent covering Automobile Liability, including hired and non -owned automobile liability with a minimum limit of $1,000,000 per accident. If the Service Provider owns no vehicles, this requirement may be satisfied by a non-owned and hired auto endorsement to Service Provider’s commercial general liability policy.
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c) Workers’ Compensation insurance complying with California worker’s compensation laws, including statutory limits for wo rkers’ compensation and an Employer’s Liability limit of $1,000,000 per accident or disease.
d) Professional liability insurance that covers the services to be performed in connection with this agreement, in the minimum amount of $1,000,000 per claim.
Liability insurance policies required to be provided by CONSULTANT hereunder shall contain or be endorsed to contain the following provisions:
a) CITY, its employees, officials, agents and member agencies shall be covered as additional insureds. Coverage shall apply to any and all liability arising out of the work performed or related to the contract. Additional insured status under the general liability requirement shall be provided on Insurance Services Office Form CG 20 10, with an edition date prior to 2004, or its equivalent. Additional insured status for completed operations shall be provided either in the additional insured form or through another endorsement such as CG 20 37, or its equivalent.
b) General and automobile liability insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respec t to the limits of the insurer’s liability. Coverage will not be limited to CITY’s vicarious liability.
c) Professional liability insurance policies inception date, continuity date, or retroactive date must be before the effective date of this agreement. CON SULTANT agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement.
d) Liability coverage shall be primary and non -contributing with any insurance maintained by CITY.
e) Evidence of coverage (including the workers’ compensation and employer’s liability policies) shall provide that coverage shall not be suspended, voided, canceled or reduced in coverage or in limits except after 30 days’ prior written notice has been given to CITY. Such provision shall not include any limitation of liability of the insurer for failure to provide such notice.
f) No liability insurance coverage provided to comply with this AGREEMENT shall prohibit CONSULTANT, or CONSULTANT’s employees, or agents, from waiving the right of recovery prior to a loss. CONSULTANT waives its right of recovery against CITY. 35 City of Goleta
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g) CONSULTANT agrees to deposit with CITY within fifteen days of Notice to Proceed of the Contract certificates of insurance and required endorsements.
h) There shall be no recourse against CITY for payment of premiums or other amounts with respect to the insurance required to be provided by CONSULTANT hereunder. Any failure, actual or alleged, on the part of CITY to monitor compliance with these requirements will not be deemed as a waiver of any rights on the part of CITY. CITY has no additional obligations by virtue of requiring the insurance set forth herein. In the eve nt any policy of insurance required under this AGREEMENT does not comply with these requirements or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments.
i) CONSULTANT agrees to provide immediate notice to CITY of any claim or loss against CONSULTANT arising out of the work performed under this AGREEMENT. CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.
11. RELATIONSHIP OF CONSULTANT TO CITY
The relationship of the CONSULTANT to CITY shall be that of an independent contractor and that in no event shall CONSULTANT be considered an officer, agent, servant or employee of CITY. CONSULTANT shall be solely responsible for any workers compensation insurance, withholding taxes, unemployment insurance, and any other employer obligations associated with the described work.
12. CORRECTIONS
In addition to the above indemnification obligations, CONSULTANT shall correct, at its expense, all errors in the work that may be disclosed during CITY's review of CONSULTANT's report or plans. Should CONSULTANT fail to make such correction in a reasonably timely manner, such correction shall be made by CITY, and the cost thereof shall be charged to CONSULTANT or withheld from any funds due to CONSULTANT hereunder.
13. TERMINATION BY CITY
CITY, by notifying CONSULTANT in writing, may upon 10 calendar days notice, terminate without cause any portion or all of the services agreed to be performed under this AGREEMENT.
If termination is for cause, no notice period need be given. In the event of termination, CONSULTANT shall have the right and obligation to immediately assemble work in progress for the purpose of closing out the job. All compensation for 36 City of Goleta
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actual work performed and charges outstanding at the time of termination shall be payable by CITY to CONSULTANT within 30 days following submission of a final statement by CONSULTANT unless termination is for cause. In such event, CONSULTANT shall be compensated only to the extent required by law.
14. ACCEPTANCE OF FINAL PAYMENT CONSTITUTES RELEASE
The acceptance by CONSULTANT of the final payment made under this AGREEMENT shall operate as and be a release of CITY from all claims and liabilities for compensation to CONSULTANT for anything done, furnished, or relating to CONSULTANT'S work or services.
Acceptance of payment shall be any negotiation of CITY's check or the failure to make a written extra compensation claim within 10 calendar days of the receipt of that check. However, approval or payment by CITY shall not constitute, nor be deemed, a release of the responsibility and liability of CONSULTANT, its employees, subcontractors, agents and CONSULTANTs for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by CITY for any defect or error in the work prepared by CONSULTANT, its employees, subcontractors, agents and consultants.
15. AUDIT OF RECORDS
At any time during normal business hours and as often as it may deem necessary, CONSULTANT shall make available to a representative of CITY for examination of all its records with respect to all matters covered by this AGREEMENT and will permit CITY to audit, examine and/or reproduce such records. CONSULTANT will retain such financial records, time sheets, work progress reports, invoices, bills and project records for at least two years after termination or final payment under this AGREEMENT.
16. WAIVER; REMEDIES CUMULATIVE
Failure by a party to insist upon the strict performance of any of the provisions of this AGREEMENT by the other party, irrespective of the length of time for which such failure continues, shall not constitute a waiver of such party's right to demand strict compliance by such other party in the future. No waiver by a party of a default or breach of the other party shall be effective or binding upon such party unless made in writing by such party, and no such waiver shall be implied from any omissions by a party to take any action with respect to such default or breach. No express written waiver of a specified default or breach shall affect any other default or breach, or cover any other period of time, other than any default or breach and/or period of time specified. All of the remedies permitted or available to a party under this AGREEMENT, or at law or in equity, shall be cumulative and alternative, and invocation of any such right or remedy shall not constitute a waiver or election of remedies with respect to any other permitted or available right of remedy.
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17. CONFLICT OF INTEREST
CONSULTANT is unaware of any CITY employee or official that has a financial interest in CONSULTANT'S business. During the term of this AGREEMENT and/or as a result of being awarded this AGREEMENT, CONSULTANT shall not offer, encourage or accept any financial interest in CONSULTANT'S business by any CITY employee or official.
18. CONSTRUCTION OF LANGUAGE OF AGREEMENT
The provisions of this AGREEMENT shall be construed as a whole according to its common meaning of purpose of providing a public benefit and not strictly for or against any party.
It shall be construed consistent with the provisions hereof, in order to achieve the objectives and purposes of the parties. Wherever required by the context, the singular shall include the plural and vice versa, and the masculine gender shall include the feminine or neutral genders or vice versa.
19. MITIGATION OF DAMAGES
In all situations arising out of this AGREEMENT, the parties shall attempt to avoid and minimize the damages resulting from the conduct of the other party.
20. GOVERNING LAW
This AGREEMENT, and the rights and obligations of the parties, shall be governed and interpreted in accordance with the laws of the State of California. Should litigation occur, venue shall be in Superior Court of Santa Barbara County.
21. NONDISCRIMINATION
CONSULTANT shall not discriminate on the basis of race, color, gender, gender identity/expression, pregnancy, sexual orientation, disability, marital status, or any other characteristic protected under applicable federal or state law.
22. TAXPAYER IDENTIFICATION NUMBER
CONSULTANT shall provide CITY with a complete Request for Taxpayer Identification Number and Certification, Form W-9 (Rev. October 2018), as issued by the Internal Revenue Service.
23. NON-APPROPRIATION OF FUNDS
Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of CITY funds. In the event CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this AGREEMENT shall cover only those costs incurred up to the conclusion of the current fiscal year.
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24. MODIFICATION OF AGREEMENT
The tasks described in this AGREEMENT and all other terms of this AGREEMENT may be modified only upon mutual written consent of CITY and CONSULTANT.
25. USE OF THE TERM “CITY”
Reference to “CITY” in this AGREEMENT includes City Manager or any authorized representative acting on behalf of CITY.
26. PERMITS AND LICENSES
CONSULTANT, at its sole expense, shall obtain and maintain during the term of this AGREEMENT, all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this AGREEMENT.
27. CAPTIONS
The captions or headings in this AGREEMENT are for convenience only and in no other way define, limit or describe the scope or intent of any provision or section of the AGREEMENT.
28. AUTHORIZATION
Each party has expressly authorized the execution of this AGREEMENT on its behalf and bind said party and its respective administrators, officers, directors, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint venturers, insurance carriers and any others who may claim through it to this AGREEMENT.
29. ENTIRE AGREEMENT BETWEEN PARTIES
Except for CONSULTANT'S proposals and submitted representations for obtaining this AGREEMENT, this AGREEMENT supersedes any other agreements, either oral or in writing, between the parties hereto with respect to the rendering of services, and contains all of the covenants and agreements between the parties with respect to said services.
30. PARTIAL INVALIDITY
If any provision in this AGREEMENT is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way.
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31. NOTICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:
TO CITY: Attention: Robert Nisbet, City Manager
City of Goleta
130 Cremona Drive, Suite B
Goleta, CA 93117
TO CONSULTANT:
32. COUNTERPARTS AND ELECTRONIC/FACSIMILE SIGNATURES
This Agreement may be executed in several counterparts, which may be facsimile or electronic copies. Each counterpart is fully effective as an original, and together constitutes one and the same instrument.
33. FEDERAL REQUIREMENTS
FEMA financial assistance will be used to fund all or a portion of this contract.
The Consultant shall comply with all federal requirements including, but not limited to, the following:
1. 2 C.F.R. Part 200 – Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, which is expressly incorporated herein by reference.
2. Federal Contract Provisions attached hereto as Exhibit “C” and incorporated herein by reference.
Subcontracts, if any, shall contain a provision making them subject to all of the provisions stipulated in the contract, including but not limited to, 2 C.F.R. Part 200 and the Federal Contract Provisions.
With respect to any conflict between such federal requirements and the terms of this contract and/or the provisions of state law and except as otherwise required under federal law or regulation, the more stringent requirement shall control.
In concurrence and witness whereof, this AGREEMENT has been executed by the parties effective on the date and year first above written. 40 City of Goleta
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CITY OF GOLETA CONSULTANT
Robert Nisbet, City Manager By: Title:
ATTEST
Deborah Lopez, City Clerk By: Title:
APPROVED AS TO FORM:
WINNIE CAI, ASSISTANT CITY ATTORNEY
Winnie Cai, Assistant City Attorney
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EXHIBIT C
FEDERAL CONTRACT PROVISIONS
During the performance of this contract,
(the “Consultant”)
shall comply with all applicable federal laws and regulations including but not limited to the federal contract provisions in this Exhibit. In this Exhibit, the term “Agency” shall mean the local agency entering into this contract with the Consultant.
1. CONTRACTING WITH SMALL AND MINORITY FIRMS, WOMEN’S BUSINESS ENTERPRISE AND LABOR SURPLUS AREA FIRMS (2 C.F.R. § 200.321)
A. Consultant shall be subject to 2 C.F.R. § 200.321 and will take affirmative steps to assure that minority firms, women’s business enterprises, and labor surplus area firms are used when possible and will not be discriminated against on the grounds of race, color, religious creed, sex, or national origin in consideration for an award.
B. Affirmative steps shall include:
i. Placing qualified small and minority businesses and women's business enterprises on solicitation lists;
ii. Assuring that small and minority businesses, and women's business enterprises are solicited whenever they are potential sources; iii. Dividing total requirements, when economically feasible, into smaller tasks or quantities to permit maximum participation by small and minority business, and women's business enterprises;
iv. Establishing delivery schedules, where the requirement permits, which encourage participation by small and minority business, and women's business enterprises; and
v. Using the services/assistance of the Small Business Administration (SBA), and t he Minority Business Development Agency (MBDA) of the Department of Commerce.
Consultant shall submit evidence of compliance with the foregoing affirmative steps when requested by the Agency.
Notwithstanding the foregoing, the affirmative steps requiremen ts detailed above do not apply in the case of a noncompetitive procurement made under the emergency exception/exigency exception to competitive procurements.
2. COST PRINCIPLES (2 C.F.R. PART 200, SUBPART E)
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A. If any indirect costs will be charged to the Agency under this contract, such costs must conform to the cost principles set forth under the Uniform Rules at 2 C.F.R. Part 200, subpart E (“Cost Principles”). In general, costs must (i) be necessary and reasonable; (ii) allocable to the grant award; (iii) conform to any limitations or exclusions set forth in the Cost Principles; (iv) be adequately documented; and (v) be determined in accordance with generally accepted accounting principles (“GAAP”), except, for state and local governments and Indian tribes only, as otherwise provided for in 2 C.F.R. Part 200, subpart E. 2 C.F.R. § 200.403. Costs that are determined unallowable pursuant to a federal audit are subject to repayment by Consultant.
3. ACCESS TO RECORDS & RECORD RETENTION (2 C.F.R. 200.336)
A. Consultant shall comply with 2 C.F.R. § 200.336 and provide the Federal Agency, Inspectors General, the Comptroller General of the United States, Agency, and the State of California or any of their authorized representatives a ccess, during normal business hours, to documents, papers, books and records which are directly pertinent to this contract for the purposes of making and responding to audits, examinations, excerpts, and transcriptions. The right also includes timely and reasonable access to the Consultant personnel for the purpose of interview and discussion related to the books and records.
B. The Consultant agrees to permit any of the foregoing parties to reproduce by any means whatsoever or to copy excerpts and transcript ions as reasonably needed.
C. The Consultant agrees to provide the Federal Agency or its authorized representatives access to construction or other work sites pertaining to the work being completed under the contract.
4. REQUIRED CONTRACT PROVISIONS IN ACCORDANCE WITH APPENDIX II TO PART 200 – CONTRACT PROVISIONS FOR NON-FEDERAL ENTITY CONTRACTS UNDER FEDERAL AWARDS (2 C.F.R. § 200.326)
A. Appendix II to Part 200 (A); Appendix II to Part 200 (B): Remedies for Breach; Termination for Cause/Convenience. If the contract is in excess of $10,000 and the contract does not include provisions for both termination for cause and termination for convenience by the Agency, including the manner by which it will be effected and the basis for settlement, then the following termination clauses shall apply. If the contract is for more than the simplified acquisition threshold (see 2 C.F.R.
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§ 200.88) at the time the contract is executed and does not provide for administrative, contractual, or legal remedies in instances where Contractor violates or breaches the terms of the contract, then the following termination clauses shall apply and have precedence over the contract. Otherwise, the following termination clauses shall not be applicable to the contract.
i. Termination for Convenience. The Agency may, by written notice to Consultant, terminate this contract for convenience, in whole or in part, at any time by giving written notice to Consultant of such termination, and specifying the effective date thereof (“Notice of Termination for Convenience”). If the termination is for the convenience of the Agency, the Agency shall compensate Provider for work or materials fully and ade quately provided through the effective date of termination. No amount shall be paid for unperformed work or materials not provided, including anticipated profit. Consultant shall provide documentation deemed adequate by the Agency to show the work actually completed or materials provided by Consultant prior to the effective date of termination. This contract shall terminate on the effective date of the Notice of Termination.
ii. Termination for Cause. If Consultant fails to perform pursuant to the terms of th is contract, the Agency shall provide written notice to Consultant specifying the default (“Notice of Default”). If Consultant does not cure such default within ten (10) calendar days of receipt of Notice of Default, the Agency may terminate this contract for cause.
If Consultant fails to cure a default as set forth above, the Agency may, by written notice to Consultant , terminate this contract for cause, in whole or in part, and specifying the effective date thereof (“Notice of Termination for Cause”). If the termination is for cause, Consultant shall be compensated for that portion of the work or materials provided which has been fully and adequately completed and accepted by the Agency as of the date the Agency provides the Notice of Termination. In such case, the Agency shall have the right to take whatever steps it deems necessary to complete the project and correct Consultant’s deficiencies and charge the cost thereof to Consultant, who shall be liable for the full cost of the Agency's corrective action, including reasonable overhead, profit and attorneys' fees.
iii. Reimbursement; Damages. The Agency shall be entitled to reimbursement for any compensation paid in excess of work 44 City of Goleta
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rendered or materials provided and shall be entitled to withhold compensation for defective work or other damages caused by Consultant performance of the work.
iv. Additional Termination Provisions. Upon receipt of a Notice of Termination, either for cause or for convenience, Consultant shall promptly discontinue the work unless the Notice directs to the contrary. Consultant shall deliver to the Agency and transfer title (if necessary) to all provided materials and com pleted work, and work in progress including drafts, documents, plans, forms, maps, products, graphics, computer programs and reports. The rights and remedies of the parties provided in this Section are in addition to any other rights and remedies provided by law or under this contract.
Consultant acknowledges the Agency’s right to terminate this contract with or without cause as provided in this Section, and hereby waives any and all claims for damages that might arise from the Agency’s termination of this contract. The Agency shall not be liable for any costs other than the charges or portions thereof which are specified herein. Consultant shall not be entitled to payment for unperformed work or materials not provided and shall not be entitled to damages or compensation for termination of work or supply of materials. If Agency terminates this contract for cause, and it is later determined that the termination for cause was wrongful, the termination shall automatically be converted to and treated as a termination for convenience. In such event, Consultant shall be entitled to receive only the amounts payable under this Section, and Consultant specifically waives any claim for any other amounts or damages, including, but not limited to, any claim for consequent ial damages or lost profits. The rights and remedies of the Agency provided in this Section shall not be exclusive and are in addition to any other rights and remedies provided by law, equity or under this contract including, but not limited to, the right to specific performance.
B. Appendix II to Part 200 (C) – Equal Employment Opportunity: Except as otherwise provided under 41 C.F.R. Part 60, Consultant shall comply with the following equal opportunity clause, in accordance with Executive Order 11246 of September 24, 1965 entitled “Equal Employment Opportunity,” as amended by Executive Order 11375 of October 13, 1967 and implementation regulations at 41 C.F.R. Chapter 60:
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i. Consultant will not discriminate against any employee or applicant for employment because of race, color, religion, sex, or national origin. Consultant will take affirmative action to insure that applicants are employed and that employees are treated equally during employment, without regard to race, color, religion, sex, or national origin. Such action shall include, but not be limited to, the following:
employment upgrading, demotion, transfer, recruitment, or recruitment advertising; layoff or termination; rates of pay or other forms of compensation; and selection for tr aining including apprenticeship. Consultant agrees to post in conspicuous places, available to employees and applicants for employment, notices to be provided by the Agency setting forth the provisions of this nondiscrimination clause.
ii. Consultant will, in all solicitations or advertisements for employees placed by or on behalf of Consultant , state that all qualified applicants will receive consideration for employment without regard to their race, color, religion, sex, or national origin.
iii. Consultant will not discharge or in any other manner discriminate against any employee or applicant for employment because such employee or applicant has inquired about, discussed, or disclosed the compensation of the employee or applicant or another employee or applicant. This provision shall not apply to instances in which an employee who has access to the compensation information of other employees or applicants as a part of such employee's essential job functions discloses the compensation of such other employees or applicants to individuals who do not otherwise have access to such information, unless such disclosure is in response to a formal complaint or charge, in furtherance of an investigation, proceeding, hearing, or action, including an investigati on conducted by the employer, or is consistent with Consultant‘s legal duty to furnish information.
iv. Consultant will send to each labor union or representative of workers with which he has a collective bargaining agreement or other contract or understanding, a notice, to be provided by the agency contracting officer, advising the labor union or workers' representative of the contractor's commitments under Section 202 of Executive Order No. 11246 of September 24, 1965, and shall post copies of the notice in conspicuous places available to employees and applicants for employment.
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v. Consultant will comply with all provisions of Executive Order 11246 of September 24, 1965, and of the rules, regulations, and relevant orders of the Secretary of Labor.
vi. Consultant will furnish all information and reports required by Executive Order No. 11246 of September 24, 1965, and by the rules, regulations, and orders of the Secre tary of Labor, or pursuant thereto, and will permit access to his books, records, and accounts by the contracting agency and the Secretary of Labor for purposes of investigation to ascertain compliance with such rules, regulations, and orders.
vii. In the even t of Consultant’s noncompliance with the nondiscrimination clauses of this contract or with any of such rules, regulations, or orders, this contract may be cancelled, terminated or suspended in whole or in part and the contractor may be declared ineligible for further Government contracts in accordance with procedures authorized in Executive Order No.11246 of Sept. 24, 1965, and such other sanctions may be imposed and remedies invoked as provided in Executive Order No.11246 of September 24, 1965, or by rule, regulation, or order of the Secretary of Labor, or as otherwise provided by law.
viii. Consultant will include the provisions of paragraphs (i) through (viii) in every subcontract or purchase order unless exempted by rules, regulations, or orders of the Secretary of Labor issued pursuant to Section 204 of Executive Order No. 11246 of September 24,1965, so that such provisions will be binding upon each subcontractor or Consultant. Consultant will take such action with respect to any subcontract or purchase order as may be directed by the Secretary of Labor as a means of enforcing such provisions including sanctions for noncompliance: Provided, however, that in the event Consultant becomes involved in, or is threatened with, litigation with a subcontractor or Consultant as a result of such direction, Consultant may request the United States to enter into such litigation to protect the interests of the United States.
C. Appendix II to Part 200 (D) – Davis-Bacon Act; Copeland Act: Not applicable to this contract.
D. Appendix II to Part 200 (E) – Contract Work Hours and Safety Standards Act:
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i. If this contract is in excess of $100,000 and involves the employment of mechanics or laborers, Consultant shall comply with
40 U.S.C. 3702 and 3704, as supplemented by Department of Labor regulations (29 C.F.R. Part 5). Under 40 U.S.C. 3702, 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 exce ss 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.
ii. No contractor or subcontractor contracting for any part of the contract work which may require or involve the employment of laborers or mechanics shall require or permit any such la borer or mechanic in any workweek in which he or she is employed on such work to work in excess of forty hours in such workweek unless such laborer or mechanic receives compensation at a rate not less than one and one-half times the basic rate of pay for all hours worked in excess of forty hours in such workweek.
iii. In the event of any violation of the clause set forth in paragraph (ii) of this section the contractor and any subcontractor responsible therefor shall be liable for the unpaid wages. In addition, such contractor and subcontractor shall be liable to the United States (in the case of work done under contract for the District of Columbia or a territory, to such District or to such territory), for liquidated damages. Such liquidated damages shall be computed with respect to each individual laborer or mechanic, including watchmen and guards, employed in violation of the clause set forth in paragraph (ii) of this section, in the sum of $10 for each calendar day on which such individual was required or permitted to work in excess of the standard workweek of forty hours without payment of the overtime wages required by the clause set forth in paragraph (ii) of this section. 48 City of Goleta
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iv. The Agency shall upon its own action or upon written request of an authorized representative of the Department of Labor withhold or cause to be withheld, from any moneys payable on account of work performed by the Consultant or subcontractor under any such contract or any other Federal contract with the same prime contractor, or any other federally -assisted contract subject to the Contract Work Hours and Safety Standards Act, which is held by the same prime contractor, such sums as may be determined to be necessary to satisfy any liabilities of such contractor or subcontractor for unpaid wages and liquidated damages as provided in the clause set forth in paragraph (iii) of this section.
v. The Consultant or subcontractor shall insert in any subcontracts the clauses set forth in paragraph (ii) through (v) of this Section and also a clause requiring the subcontractors to include these clauses in any lower tier subcontracts. The Contractor shall be respons ible for compliance by any subcontractor or lower tier subcontractor with the clauses set forth in paragraphs (ii) through (v) of this Section.
E. Appendix II to Part 200 (F) – Rights to Inventions Made Under a Contract or Agreement:
i. If the Federal award me ets the definition of “funding agreement” under 37 C.F.R. § 401.2(a) and the non -Federal entity wishes to enter into a contract with a small business firm or nonprofit organization regarding the substitution of parties, assignment or performance of experim ental, developmental, or research work under that “funding agreement,” the non-Federal entity must comply with the requirements of 37 C.F.R. Part 401 (Rights to Inventions Made by Nonprofit Organizations and Small Business Firms Under Government Grants, Co ntracts and Cooperative Agreements), and any implementing regulations issued by the Agency.
ii. The regulation at 37 C.F.R. § 401.2(a) currently defines “funding agreement” as any contract, grant, or cooperative agreement entered into between any Federal agency, other than the Tennessee Valley Authority, and any contractor for the performance of experimental, developmental, or research work funded in whole or in part by the Federal government. This term also includes any assignment, substitution of parties, or subcontract of any type entered into for the performance of experimental, developmental, or research work under a funding agreement as defined in the first sentence of this paragraph.
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iii. This requirement does not apply to the Public Assistance, Hazard Mitigation Grant Program, Fire Management Assistance Grant Program, Crisis Counseling Assistance and Training Grant Program, Disaster Case Management Grant Program, and Federal Assistance to Individuals and Households – Other Needs Assistance Grant Program, as FEMA awards under these programs do not meet the definition of “funding agreement.”
F. Appendix II to Part 200 (G) – Clean Air Act and Federal Water Pollution Control Act: If this contract is in excess of $150,000, Consultant shall comply with all applicable standards, orders, or requirements 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).
i. Pursuant to the Clean Air Act, (1) Consultant agrees to comply with all applicable standards, orders or regulations issued pursuant to the Clean Air Act, as amended, 42 U.S.C. § 7401 et seq., (2) Consultant agrees to report each violation to the Agen cy and understands and agrees that the Agency will, in turn, report each violation as required to assure notification to the Federal awarding agency and the appropriate Environmental Protection Agency Regional Office, and (3) Consultant agrees to include t hese requirements in each subcontract exceeding $150,000.
ii. Pursuant to the Federal Water Pollution Control Act, (1) Consultant agrees to comply with all applicable standards, orders or regulations issued pursuant to the Federal Water Pollution Control Act, as amended, 33 U.S.C. 1251 et seq., (2) Consultant agrees to report each violation to the Agency and understands and agrees that the Agency will, in turn, report each violation as required to assure notification to the Federal awarding agency and the appropriate Environmental Protection Agency Regional Office, and
(3) Consultant agrees to include these requirements in each subcontract exceeding $150,000.
G. Appendix II to Part 200 (H) – Debarment and Suspension: A contract award (see 2 C.F.R. § 1 80.220) 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 CFR 180 that implement Executive Orders 12549 (3 C.F.R. part 1986 Comp., p. 189) and 12689 (3 C.F.R. part 1989 Comp., p. 235), “Debarment and Suspension.” SAM Exclusions contains the names of parties debarred, suspended, or 50 City of Goleta
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otherwise excluded by agencies, as well as parties declared ineligible under statutory or regulatory authority other than Executive Order 12549.
i. This contract is a covered transaction for purposes of 2 C.F.R. pt. 180 and 2 C.F.R. pt. 3000. As such Consultant is required to verify that none of the Consultant, its principals (defined at 2 C.F.R. § 180.995), or its affiliates (defined at 2 C.F.R. § 180.905) are excluded (defined at 2 C.F.R. § 180.940) or disqualified (defined at 2 C.F.R. § 180.935).
ii. Consultant must comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C and must include a requirement to comply with these regulations in any lower tier covered transaction it enters into.
iii. This certification is a material representation of fact relied u pon by Agency. If it is later determined that Consultant did not comply with 2 C.F.R. pt. 180, subpart C and 2 C.F.R. pt. 3000, subpart C, in addition to remedies available to the Agency, the Federal Government may pursue available remedies, including but not limited to suspension and/or debarment.
iv. Consultant warrants that it is not debarred, suspended, or otherwise excluded from or ineligible for participation in any federal programs.
Consultant also agrees to verify that all subcontractors performing work under this contract are not debarred, disqualified, or otherwise prohibited from participation in accordance with the requirements above. Consultant further agrees to notify the Agency in writing immediately if Consultant or its subcontractors are not in compliance during the term of this contract.
H. Appendix II to Part 200 (I) – Byrd Anti-Lobbying Act: If this contract is in excess of $100,000, Consultant shall have submitted and filed the required certification pursuant to the Byrd Anti -Lobbying Amendment (31 U.S.C. § 1353). If at any time during the contract term funding exceeds $100,000.00, Consultant shall file with the Agency the Federal Standard Form LLL titled “Disclosure Form to Report Lobbying.” Consultants that apply or bid for an a ward exceeding $100,000 must file the required certification. Each tier certifies to the tier above that it will not and has not 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.
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Each tier must also 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 recipient.
I. Appendix II to Part 200 (J) – Procurement of Recovered Materials:
i. Consultant shall 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 p rocuring only items designated in guidelines of the Environmental Protection Agency (EPA) at 40 C.F.R. part 247 that contain the highest percentage of recovered materials practicable, consistent with maintaining a satisfactory level of competition, where t he 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.
ii. In the performance of this contract, the Consultant shall make maximum use of products containing recovered materials that are EPA-designated items unless the product cannot be acquired:
Competitively within a timeframe providing fo r compliance with the contract performance schedule; Meeting contract performance requirements; or At a reasonable price.
iii. Information about this requirement, along with the list of EPA - designate items, is available at EPA’s Comprehensive Procurement Guidelines web site, https://www.epa.gov/smm/comprehensive- procurement-guideline-cpg-program.
5. MISCELLANEOUS PROVISIONS
A. The Consultant shall not use the DHS seal(s), logos, crests, or reproductions of flags or likenesses of DHS agency officials without specific FEMA preapproval.
B. This is an acknowledgement that FEMA financial assistance will be used to fund the contract only. The Consultant will comply with all applicable federal law, regulations, executive orders, FEMA policies, procedures, and directives.
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C. Consultant acknowledges that 31 U.S.C. Chapter 38 (Administrative Remedies for False Claims and Statements) applies to the Consultant’s actions pertaining to this contract.
D. The Federal Government is not a party to this contract and is not subject to any obligations or liabilities to the Agency, Consultant, any subcontractors or any other party pertaining to any matter resulting from the contract.
E. General and Administrative Expenses And Profit For Time And Materials Contracts/Amendments.
i. General and administrative expenses shall be negotiated and must conform to the Cost Principles.
ii. Profit shall be negotiated as a separate e lement of the cost. To establish a fair and reasonable profit, consideration must be given to the complexity of the work to be performed, the risk borne by the Consultant , the Consultant’s investment, the amount of subcontracting, the quality of its recor d of past performance, and industry profit rates in the surrounding geographical area for similar work.
iii. Any agreement, amendment or change order for work performed on a time and materials basis shall include a ceiling price that Consultant exceeds at its own risk.
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