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All Equipment and Products provided under this Contract must be new and the current model.
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 are free from defects in design, materials, and workmanship.
In addition, Supplier warrants the Equipment, Products, and Services are suitable for and will perform in accordance with the ordinary use for which they are intended. Supplier’s dealers and distributors must agree to assist the Participating Entity in reaching a resolution in any dispute over warranty terms with the manufacturer. 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.
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
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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 taxexemption certification(s). When ordering, a Participating Entity must indicate if it is a taxexempt 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 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
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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 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 governmentowned 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.
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
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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 ecommerce 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.
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;
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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.
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
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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.
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.
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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 act or omission in the performance of this Contract by the Supplier or its agents or employees; this indemnification includes injury or death to person(s) or property alleged to have been caused by some defect in the Equipment, Products, or Services under this Contract to the extent the Equipment, Product, or Service has been used according to its specifications. 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.
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
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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.
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.
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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.
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:
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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 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
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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 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
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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.
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
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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 nonfederal 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.
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
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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 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
080922-SAF
Rev. 3/2022 16
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 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.
080922-SAF
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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.
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
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Proposal. Cancellation of this Contract does not relieve either party of financial, product, or service obligations incurred or accrued prior to cancellation.
Sourcewell Safeware, Inc.
By: __________________________ By: __________________________ Jeremy Schwartz Mary Pelfrey
Title: Chief Procurement Officer Title: Vice President, Government Contracts and HR
Date: ________________________ Date: ________________________ Approved:
By: __________________________
Chad Coauette
Title: Executive Director/CEO
Date: ________________________
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Bid Number: RFP 080922 Vendor Name: Safeware, Inc.
Bid Number: RFP 080922 Vendor Name: Safeware, Inc.
Exceptions to Terms, Conditions, or Specifications Form Only those Proposer Exceptions to Terms, Conditions, or Specifications that have been accepted by Sourcewell have been incorporated into the contract text.
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4. If you need to upload more than one (1) document for a single item, you should combine the documents into one zipped file. If the zipped file contains more than one (1) document, ensure each document is named, in relation to the submission format item responding to. For example, if responding to the Marketing Plan category save the document as "Marketing Plan." Pricing - Safeware_Pricing_080922_2022.8.8.zip - Monday August 08, 2022 15:22:25 Financial Strength and Stability - FinStrength_12.Safeware_FinState2021.pdf - Monday August 08, 2022 15:45:06 Marketing Plan/Samples - Marketing Plan Documents.zip - Friday August 05, 2022 09:12:52 WMBE/MBE/SBE or Related Certificates (optional)
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Upload Additional Document - Additional Documents.zip - Thursday August 04, 2022 14:03:19
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Bid Number: RFP 080922 Vendor Name: Safeware, Inc.
LAW ENFORCEMENT
Communications Equipment
Computer Software and Hardware
Emergency Management
Equipment Cases, Storage and Organization
Forensics, Drug and Explosive Detection
Gas Detection
Gloves, Hand and Arm Protection
HazMat Handling, Storage and Accessories
Lighting
Protective Clothing
Rescue Gear
Respiratory Protection
Robotics and Hi Tech
Safety Alarms and Warnings
Thermal Imaging and Night Vision
Traffic Safety
X-Ray and Body Scanners
PERSONAL PROTECTIVE EQUIPMENT
Seasonal Items
Arc Flash
Confined Space Equipment
Emergency Management Supplies
Eye Protection and Accessories
Fall Protection
Footwear and Foot Protection
Gas Detection
Gloves, Hand and Arm Protection
Hazmat Handling, Storage and Accessories
Head and Face Protection
Hearing Protection
Leg and Knee Protection
Lockout Devices
Matting and Ergonomics
Pro Survival Gear
PPE Kits
Protective Clothing
Respiratory Protection
Welding Equipment and Accessories
FIRST AID
Emergency Management Supplies
Equipment Cases, Storage and Organization
Eyewash and Shower Equipment
First Aid, Wound Care, and Skin Protection
GENERAL SAFETY
Confined Space Equipment
Emergency Management Supplies
Equipment Cases, Storage and Organization
Eye Protection and Accessories
Eyewash and Shower Equipment
Fall Protection
Fire Hoses, Extinguishers and Accessories
Footwear and Foot Protection
Gloves, Hand and Arm Protection
Grocery Supply
HazMat Handling, Storage and Accessories
Head and Face Protection
Hearing Protection
Industrial Hygiene
Janitorial Supply
Jobsite Identification
K-12 Education Supply
Leg and Knee Protection
Lighting
Lockout Devices
Matting and Ergonomics
Pro Survival Gear
Protective Clothing
Rainwear
Rescue Gear
Respiratory Protection
Safety Alarms and Warnings
Signs, Printers and Labels
Spill Control Supplies
Thermal Imaging and Night Vision
Tools
Traffic Safety
Water Coolers, Portable Coolers,
and Beverages
Water Safety
Welding Equipment and Accessories
Water
Services
Law
Enforcement
Fire, Rescue &
HazMat
Educational
Facilities
Transportation
& Road Safety
Emergency
Management
Public
Works
Public
Health
For more information, please contact:
CONTRACT INFO SAFEWAREINC.COM
LA County Safeware Contract Categories
LA County Contract Number : MA-IS-2340176-1
Parks &
Recreation
Solid Waste
Management
John Thompson
714.715.6022
[email protected]
This is only a partial listing of the manufacturers we represent.
If you don’t see what you need, just ask! 800.331.6707 | safewareinc.com
ACCESSORIES
» B-Square
» Blackinton
» Break-Free
» Hoppe’s
» KleenBore
» M-PRO 7
» Smith & Warren
» Speedfeed
AERIAL DRONES
» Aeryon
» Brinc
» Skydio
» Teledyne FLIR
APPAREL
» 5.11 Tactical
» Arc’teryx
» Bulwark
» Elbeco
» Horace Small
» LION
» PROPPER
» Spiewak
» TRU-SPEC
» Vertex
BAGS, CASES & PACKS
» 5.11 Tactical
» BLACKHAWK!
» Crye Precision
» Hatch
» High Speed Gear
» OK-1
» Pelican
» R&B Fabrications
» SKB Cases
» Wolfpack Gear
BALLISTIC SHIELDS
» Hatch
» Paulson Mfg.
» PROTECH Tactical
» United Shield
BATONS
» ASP
» Monadnock
BODY ARMOR & HELMETS
» 3M
» Angel Armor
» Armor Express
» AVON Protection
» Crye Precision
» FirstSpear
» HESCO
» PROTECH Tactical
» Team Wendy
» United Shield
BODY CAMERAS
» Kustom Signals
» HauteSpot Networks
BUNKERS & BARRICADES
» Mitigation Technologies
» Special Ops Bunker
COMMUNICATIONS
» 3M Peltor
» Atlantic Signal
» Invisio
» Genasys LRAD
» GoTenna
» NowForce
» SAVOX / Con-Space
» Silynx
» Tactical Electronics
CRIME SCENE
» DetectaChem
» EVI-PAQ
» Forensics Source
» FoxFury
» Identicator
» Lightning Powder
» Mistral Security
» NIK Public Safety
» ODV
» TacticID by B&W Tek
DECONTAMINATION
» Decon7
» DuPont
» First Line Technology
» Force1Decon
» Kappler
» Lakeland
» TrueTech
DUTY GEAR
» Bianchi
» BLACKHAWK!
» Boston Leather
» Gould & Goodrich
» Safariland
» Uncle Mike’s
EOD
» BAHIA 21
» Inert Products
» Lindon Defense
» Logos Imaging
» Med-Eng
» Mistral Security
» Tactical Electronics
» TacticID by B&W Tek
» United Shield
EYEWEAR
» 3M
» Crossfire Safety
» Edge Eyewear
» ESS
» MSA
» Paulson Mfg.
» Pyramex Safety
» Radians
» Revision Military
» Smith Optics
» Wiley X
FIELD TESTING,
DRUG & ALCOHOL
» DetectaChem
» Field Forensics
» Intoximeters
» Mistral Security
» Serstech
» SwabTek
» Thermo Fisher
FIRE SUPPRESSION
» CellBlock
» Cold Fire Tactical
FIRST AID & TRAUMA
» Combat Medical Systems
» First Aid Only
» H&H Medical
» North American Rescue
» Tactical Medical Solutions
» Z-Medical
FOOTWEAR
» 5.11 Tactical
» Black Diamond
» BLACKHAWK!
» Danner
» HAIX
» Onguard Industries
» Timberland PRO
» Tingley Rubber
GLOVES & ACCESSORIES
» 5.11 Tactical
» Ansell
» Best Glove
» Hatch
» HexArmor
» Honeywell
HANDCUFFS & RESTRAINTS
» CTS Thompson
» Hiatt
» Monadnock
HAZARDOUS ENVIRONMENT
APPAREL
» Blauer
» DuPont
» Kappler
» Kimberly-Clark
» Lakeland
» LION
» Radiation Shield
» Technologies
HAZARDOUS ENVIRONMENT
MONITORING
» ADVNT Biotechnologies
» Biosystems
» Bruker Detection Corp.
» BW Technologies
» Chemring
» Draeger
» GFG Instrumentation
» Honeywell
» MSA
» Proengin
» RAE Systems
» Response Biomedical/
» RAMP
» Scott Safety
HEAD PROTECTION
» CMC Rescue
» Custom Armor Group
» Hatch
» Revision Military
» Team Wendy
» United Shield
HEARING PROTECTION
» 3M Peltor
» Honeywell Howard Leight
» MSA
HYDRATION & COOLING
» CamelBak
» TechNiche
K-9
» Castle’s K-9
» Vohne Liche Kennels
KNIVES
» Benchmade
LESS LETHAL
» Combined Systems
» Defense Technology
» FNH
» Royal Arms
» Sage Control Ordnance
LICENSE PLATE
RECOGNITION
» 3M
» Cintel
» Vigilant Solutions
LIGHTING SYSTEMS
» Airstar Safety
» BLACKHAWK!
» Brite-Strike
» Cyalume
» Eflare
» FoxFury
» Nightstick by Bayco
» Pelican
» Streamlight
» SureFire
OPTICS, THERMAL & NIGHT
VISION
» Aimpoint
» Argus
» ATN
» Bushnell
» Dueck Defense
» FLIR/Armasight
» Fraser Optics
» Holosun
» ITT Night Vision
» L3-EOTech
» Morovision
» Night Optics USA
» Vortex Optics
» Wilcox
RESPIRATORY
» 3M
» Avon Protection
» Draeger
» Honeywell
» MSA
» North
» Scott Safety
RIOT CONTROL
» Argus
» Armadillo Merino
» Cold Fire Tactical
» Damascus
» DMS
» FirstSpear
» Hatch
» Mehler Law Enforcement
» Original S.W.A.T.
ROBOTICS
» Ghost
» ICOR Technology
» Mistral Security
» Northrop Grumman
» RoboteX
» QinetiQ
SECURITY
» ADANI Systems
» CEIA
» Garrett
» Rapiscan Systems
TOOLS & TACTICAL
ENTRY EQUIPMENT
» Armadillo Tactical Gear
» BLACKHAWK!
» Broco
» HURST Jaws Of Life
» J&N Tactical
» Mistral Security
» Osen-Hunter
» Wilcox
TRAFFIC SAFETY &
SPEED DETECTION
» Bone Safety Signs
» Eflare
» Harris Industries
» JBC Safety
» Kustom Signals
» ML Kishigo
» MPH Industries
» Stalker Radar
» Wanco
TRAINING EQUIPMENT
» Monadnock
» UTM
TRAINING SERVICES
» Blackthorne Services
» Group
» Safariland
» Survival Edge Tactical
» Systems
VEHICLES
» ICS
» LDV
» Lenco
» Nomad
» Polaris
VIDEO & SURVEILLANCE
» AgileMesh
» Bounce Imaging
» Camero
» Kustom Signals
» Tactical Electronics
WEAPON ACCESSORIES
» Auto Vault
» Badger Ordnance
» FirstSpear
» SureFire
» TAB Gear
LAW ENFORCEMENT
AEDS
» Cardiac
Science
» ZOLL Medical
AIR COMPRESSORS
» 3M Scott Safety
» BAUER Compressors
CBRNE
CHEMICAL, BIOLOGICAL,
RADIOLOGICAL, NUCLEAR,
EXPLOSIVE
» 908 Devices
» ADVNT Biotechnologies
» Arizona Instrument
» Berkeley Nucleonics
» Bio Shield Technologies
» Biosystems
» Blackline Safety
» BW Technologies
» B&W Tek
» CANBERRA
» Chemring
» Crowcon
» DetectaChem
» Draeger
» Environics
» Field Forensics
» GFG Instrumentation
» Honeywell RAE Systems
» Kromek
» Mirion Technologies
» Morphix Technologies
» Morpho Detection
» MSA
» NEXTTEQ
» Pendar
» POLIMASTER
» Proengin
» Redwave Technology
» Response Biomedical
» RKI Instruments
» Scott Instruments
» Serstech
» SEER Technology
» SENSIT Technologies
» Smiths Detection
» Symetrica
» Teledyne FLIR
» TrueTech
» WB Johnson
COMMUNICATIONS
» 308 Systems
» 3M Peltor
» 3M Scott Safety
» Atlantic Signal
» CavCom
» Everbridge
» Genesys LRAD
» LEADER
» MSA
» Savox
» Silynx
DECON SYSTEMS
» Decon7
» DuPont
» First Line Technology
» Force1Decon
» Intelagard
» TrueTech
EMS EQUIPMENT
» Ambu
» Reeves EMS
» Skedco
» Stryker EMS
EQUIPMENT STORAGE
» 5.11 Tactical
» BLACKHAWK!
» Evac Systems
» Hallowell
» OK-1
» Pelican
» R&B Fabrications
» Ready Rack
» Ziamatic
EYEWEAR
» Crossfire Safety
» Edge Eyewear
» ESS
» Paulson Mfg.
» Pyramex Safety
» Radians
» Uvex
» Wiley X
» Wolf Peak
FIRE EXTINGUISHERS
» Buckeye
» CellBlock
» Cold Fire Tactical
» Intelagard
» Kidde
» North American Rescue
FIRE TRAINERS
» Draeger
» Kidde Fire Trainers
FIRST AID & TRAUMA
» Certified Safety
» First Aid Only
» H&H Medical
» North
» North American Rescue
FLASHLIGHTS &
ILLUMINATION
» Aircraft Dynamics
» Airstar Safety
» Air Systems
» Brite-Strike
» FoxFury
» Pelican
» Streamlight
» UK International
» Will-Burt
FOAM SUPPRESSANTS
» ANSUL
» Combat Support Products
» Intelagard
» Kidde Dual Spectrum
» Kidde Fire Fighting
» National Foam
FOOTWEAR
» 5.11 Tactical
» Danner
» Diamondback Fire &
Rescue
» Fire-Dex
» HAIX
» Onguard Industries
» Tingley Rubber
GLOVES & ACCESSORIES
» Alliance Fire & Rescue
» HexArmor
» MCR Safety
» Mechanix Wear
» North
» Shelby Gloves
» Valeo
HAZMAT PPE
» Ansell Protective
» DuPont
» Kappler
» Kimberly-Clark
» Lakeland
» RST
HEAD PROTECTION
» Bullard
» Cairns Helmets
» KASK
» LEADER
» Pacific
» Team Wendy
HEAT DETECTION
» FLIR/Extech
» Metris Instruments
HOODS
» Alliance Fire & Rescue
» Chicago Protective
Apparel
» National Safety Apparel
» PGI
HYDRATION & COOLING
» CamelBak
» Ergodyne
» TechNiche International
INCIDENT COMMAND &
MANAGEMENT
» Activu
» D4H
» NowForce
» Salamander
» SceneDoc
LADDERS
» Duo-Safety
» Little Giant
LEATHER PRODUCTS
» 5.11 Tactical
» Aker Leather
» Boston Leather
NOZZLES & FITTINGS
» ANSUL
» Elkhart Brass
» Kochek
» Niedner
» Red Head Brass
» Task Force Tips
OPTICS
» Armasight
» Bushnell
» Teledyne FLIR
RESCUE EQUIPMENT
» CMC Rescue
» PGI
» Prospan
SCBA
» 3M Scott Safety
» Avon Protection
» Draeger
» MSA
SPILL CONTROL
» CEP
» Edwards & Cromwell
» Imbibitive Technologies
» MBT
» NPS
» SPC
» UltraTech International
SURVEILLANCE &
AERIAL MONITORING
» DJI
» Leptron
» Skydio
» Teledyne FLIR
TECHNICAL RESCUE
» BlueWater Ropes
» CMC Rescue
» Junkin Safety
» Paratech
» Phoenix Rescue
» PMI Rope
» Yale Cordage
THERMAL IMAGING
CAMERAS
» MSA
» Teledyne FLIR
TOOLS
» 5.11 Tactical
» Ampco
» BLACKHAWK!
» Fire Hooks Unlimited
» Husqvarna
» Nicol Hose Hook Co.
» Nupla
» Paratech
» Power Hawk
» RIT Rescue & Escape
Systems
TRAFFIC SAFETY & HI-VIZ
» E-flare
» Lakeland
» ML Kishigo
TRAINING & EQUIPMENT
» Hazard3
» Simulaids
TURNOUT GEAR
» Fire-Dex
» Lakeland
» Veridian
UNIFORMS & APPAREL
» 5.11 Tactical
» Benchmark
» DRIFIRE
» Elbeco
» Lakeland
» LION
» Spiewak
» TECGEN
» TRU-SPEC
» Workrite
USAR
» LEADER
» TECGEN
» True North
» Wolfpack Gear
VEHICLE LIGHTS &
LIGHTBARS
» North American Signal
» Will-Burt
VEHICLES
» ICS
» Polaris
VENTILATION
» LEADER
» Tempest Technology
WATER RESCUE
» Ansell Protective
» Aquabotix Technology
» CMC Rescue
» Mustang Survival
» NRS
» Rescue ONE Boats
» Stearns
» Switlik
» Zodiac
WEATHER MONITORING
» Airmar
» Coastal Environmental
WILDLAND GEAR
» 5.11 Tactical
» Lakeland
» Nupla
» PGI
» TECGEN
» True North
» TRU-SPEC
» Wolfpack Gear
FIRE, RESCUE, & HAZMAT
This is only a partial listing of the manufacturers we represent.
If you don’t see what you need, just ask! 800.331.6707 | safewareinc.com
COMMUNICATIONS
» 3M Peltor
» MSA
» Savox
CONFINED SPACE
» 3M DBI-SALA
» 3M PROTECTA
» 3M Scott
» Air Systems
» Allegro Industries
» BW Technologies
» CMC Rescue
» Draeger
» E.D. Bullard
» FallTech
» Guardian Fall
Protection
» Industrial Scientific
» Honeywell
» MSA
» RKI
» Savox
» Werner Fall Protection
ELECTRICAL SAFETY /
ARC FLASH
» Lakeland
» National Safety Apparel
» Neese Industries
» PIP
» Salisbury
» Stanco
» Steel Grip
» Stewart R. Browne
Manufacturing
» Tingley Rubber
» Workrite / Bulwark
ERGONOMICS &
MATTING
» The Andersen Co.
» Ergodyne
» Impacto
» Occunomix
» Superior Matting /
NoTrax
EYE/FACE PROTECTION
» 3M
» Chums
» Elvex
» Kimberly-Clark
» MCR Safety
» MSA
» Honeywell
» PIP
» Pyramex Safety
» Radians
EYEWASH/SHOWERS
» Bradley
» Haws
» Speakman
FACILITY ID/SIGNS
» Accuform Signs
» Brady
» National Marker
FALL PROTECTION
» 3M DBI-SALA
» 3M PROTECTA
» FallTech
» Guardian Fall
Protection
» Honeywell
» MSA
» Werner Fall Protection
FIRST AID/AEDS
» First Aid Only
» H&H Medical
» Junkin Safety
» Honeywell
» Philips
» ZOLL Medical
FOOT/LEG PROTECTION
» Danner
» Dunlop
» Honeywell
» Impacto
» Thorogood
» Timberland PRO
» Tingley Rubber
GAS DETECTION
» 3M Scott
» Blackline Safety
» Draeger
» Gasco
» Honeywell
» Industrial Scientific
» MSA
» RKI
» SVANTEK
» Sensit
HAND / ARM
PROTECTION
» Armor Guys
» Banom
» Best Glove
» Ergodyne
» Impacto
» Kimberly-Clark
» MAPA Spontex
» MCR Safety
» Mechanix Wear
» Honeywell
» Occunomix
» PIP
» The Safety Zone
» Stockhausen
» Superior Glove
» Wells Lamont
» West Chester
HEAD PROTECTION
» 3M
» CMC Rescue
» E.D. Bullard
» Elvex
» Honeywell
» KASK
» MSA
» PIP
HEARING PROTECTION
» 3M
» 3M Peltor
» Elvex
» Honeywell
» Moldex
» MSA
» PIP
» Radians
» Savox
HI-VISIBILITY
» Ergodyne
» ML Kishigo
» Occunomix
» PIP
» Tingley Rubber
HYDRATION/COOLING
» Camelbak
» Ergodyne
» Igloo Products
» Occunomix
» PIP
» Sqwincher
INDUSTRIAL HYGIENE
» FLIR
» GrayWolf
» Sensidyne-Gilian
» SVANTEK
» Testo
LIGHTING & BATTERIES
» Airstar
» Duracell
» Eflare
» Energizer
» FoxFury
» Pelican
» Rayovac
» Streamlight
» Underwater Kinetics
LOCKOUT/ TAGOUT
» Accuform Signs
» Brady
» Master Lock
» National Marker
MATERIAL HANDLING/
FLAMMABLE STORAGE
» Eagle Manufacturing
» Justrite Manufacturing
» UltraTech
OUTDOOR & SEASONAL
» ARI
» CoreTex Products
» Zanfel
PROTECTIVE CLOTHING
» DuPont
» Elvex
» Kappler
» Kimberly-Clark
» Lakeland
» MCR Safety
» National Safety Apparel
» PIP
» Tingley Rubber
» Workrite / Bulwark
RESPIRATORY
PROTECTION
» 3M
» 3M Scott
» Air Systems
» Allegro Industries
» Avon Protection
» Draeger
» E.D. Bullard
» Honeywell
» Moldex
» MSA
SPILL CONTROL
» CEP
» Meltblown
Technologies
» Oil-Dri
» SPC
» UltraTech
TOOLS
» Ampco Safety Tools
» Husqvarna
» Jameson
TRAFFIC CONTROL
» Bone Safety Signs
» Checkers Industrial
» Products
» Cortina Safety
Products
» Dicke Safety Products
» JBC Safety
» VizCon
» Wanco
WELDING
» 3M
» Honeywell
» MSA
» PIP
WORKWEAR
» Arborwear
» Carhartt
» Dickie’s
» Helly Hansen
» Red Kap
» Timberland PRO
» Wrangler/Riggs
» Workrite/Bulwark
GOVERNMENT & INDUSTRIAL SAFETY
This is only a partial listing of the manufacturers we represent.
If you don’t see what you need, just ask! 800.331.6707 | safewareinc.com
QUOTATION
10254102
Safeware, Inc.
Order Date
Order Number
11/07/2025 17:41:46
Page
1 of 2
4403 Forbes Blvd.
Lanham, MD 20706-4328
USA
301-683-1234
www.safewareinc.com
Quote Expires On: 11/17/2025
Contract No:Sourcewell #080922-SAF PS & EM
Irwindale Police Department
5050 N Irwindale Ave.
Irwindale, CA 91706
Requested By: Jaycon Sanchez
Customer ID:
Irwindale, CA 91706
5050 N Irwindale Ave.
Bill To: Ship To:
Irwindale Police Department
626-430-2244
159509
PO Number
Victory Tactical Gear
Taker Email
Freight Terms Phone Fax
Sales Representative
Oriana Ziegler [email protected]
Freight Paid
John Thompson
Item ID
Item Description
Quantities
UOM
Disp.
Unit Size
Pricing
UOM Unit
Price
Unit Size
Price
Extended
Ordered Allocated Remaining
32.00 0.00 32.00 EA VTG RESISTANT BALLISTIC HELMET BLK EA 1,443.40 46,188.80
1.0 Rifle Resistant 1.0
Includes ARC Rails and BOA Suspension
Harness
6.00 0.00 6.00 EA VTG RESISTANT BALLISTIC HELMET RGN EA 1,677.59 10,065.54
1.0 Rifle Resistant 1.0
Includes ARC Rails and BOA Suspension
Harness
38.00 0.00 38.00 EA VTG PAULSON DK7-H.150-RC EA 169.68 6,447.84
1.0 ARC Rail Riot Face Shield Attachment 1.0
38.00 0.00 38.00 EA NCS CLHELBAG2981B EA 18.64 708.32
1.0 Riot & Tactical Helmet Bag - Black 1.0
19.1.3681 - 09/23/19 Page 199 of 383
QUOTATION
10254102
Safeware, Inc.
Order Date
Order Number
11/07/2025 17:41:46
Page
2 of 2
4403 Forbes Blvd.
Lanham, MD 20706-4328
USA
301-683-1234
www.safewareinc.com
Quote Expires On: 11/17/2025
Contract No:Sourcewell #080922-SAF PS & EM
Item ID
Item Description
Quantities
UOM
Disp.
Unit Size
Pricing
UOM Unit
Price
Unit Size
Price
Extended
Ordered Allocated Remaining
Sales Representative :
***Ask me about the leasing and financing options that Safeware offers!*** [email protected]
SUB-TOTAL:
Total Lines: 4
63,410.50
TAX: 6,816.64
U.S. Dollars
AMOUNT DUE: 70,227.14
19.1.3681 - 09/23/19 Page 200 of 383
RESOLUTION NO. 2025-121-3709
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IRWINDALE
APPROVING THE PURCHASE OF THIRTY-EIGHT BALLISTIC HELMETS AND PROTECTIVE
FACE SHIELDS USING FEDERAL ASSET FORFEITURE FUNDS
WHEREAS, ballistic helmets and face shields are required basic safety equipment for modern police officers; and
WHEREAS, such helmets and face shields have a serviceable life of five years based on manufacturer recommendations, and the Irwindale Police Department’s current inventory of these items are seven years old; and
WHEREAS, the City of Irwindale Police Department has assisted federal, state and local law enforcement agencies with investigations related to illegal narcotics and other criminal activity over the past years; and
WHEREAS, the United States Department of Justice and the California Department of Justice have an Equitable Sharing Program that allows law enforcement agencies to share in federal forfeiture proceeds from property seized during these investigations; and WHEREAS, federal and state laws dictate that these funds must be utilized by the Police Department for investigations and operations related to asset forfeiture investigations and/or training and equipment related to official law enforcement duties; and
WHEREAS, Safeware Incorporated has submitted an acceptable quote for the purchase of this safety equipment in the amount of $70,227.14; and WHEREAS, Irwindale Municipal Code section 3.44.080(F) provides that the City Council may dispense with formal bidding procedures when the purchase is beneficial to the interest of the city and is from a supplier who has been awarded a specific item or items in a contract resulting from a formal competitive bid process by another governmental agency within the state of California or by the federal government within the previous three hundred sixty-five days (one year); and
WHEREAS, the proposed purchase does not involve public works and is from a supplier who has been awarded a contract for the same vehicle resulting from a formal competitive bid process by another governmental agency; and WHEREAS, Safeware Incorporated was awarded a government equipment contract by the County of Los Angeles to supply head and face protection equipment for peace officers under contract number MA-IS-2340176-1; and
Resolution No. 2025-
WHEREAS, Safeware Incorporated is a Sourcewell approved vendor under contract number 080922-SAF to supply law enforcement gear; and
WHEREAS, the City Council previously appropriated Asset Forfeiture funds to supplement the Irwindale Police Department budget, and state and federal law requires these funds to be utilized by the Police Department for law enforcement investigations and operations, training, and/or equipment related to official law enforcement duties; and WHEREAS, the City Council now desires to waive formal bidding procedures pursuant to Irwindale Municipal Code section 3.44.080(F), approve the purchase of the proposed helmets and face shields to be utilized by the Irwindale Police Department, and authorize the issuance of a purchase order to Safewear Incorporated.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF IRWINDALE, CALIFORNIA, HEREBY RESOLVES, DETERMINES AND ORDERS AS FOLLOWS:
SECTION 1. The recital set forth above are true and correct and incorporated here and by this reference.
SECTION 2. The City Council hereby finds that it is in the city's best interest to waive the formal bidding process pursuant to Irwindale Municipal Code section 3.44.080(F), and authorizes the issuance of a purchase order to Safewear Incorporated for the use of Asset Forfeiture funds to purchase thirty-eight ballistic helmets and protective face shields to be utilized by the Irwindale Police Department.
SECTION 3. The City Council hereby finds that the use of Asset Forfeiture funds for the purchase of the helmets and face shields is related to and in support of Irwindale Police Department’s official law enforcement operations and investigations and provides equipment for official enforcement duties, and is therefore compliant with federal and state law requirements.
SECTION 4. The Chief Deputy City Clerk shall attest to the adoption of this resolution which shall, in turn, have immediate effect.
PASSED, APPROVED AND ADOPTED this 10th day of December, 2025. ________________________
Larry G. Burrola, Mayor
Resolution No. 2025-
ATTEST:
_________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES } ss.
CITY OF IRWINDALE }
I, Laura Nieto, Chief Deputy City Clerk of the City of Irwindale, do hereby certify that the foregoing Resolution No. 2025-xx-xxxx was duly adopted by the City Council of the City of Irwindale at a regular meeting thereof held on the 10th day of December, 2025, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSTAIN: Councilmembers:
ABSENT: Councilmembers:
____________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
Item #13.K.
Date: December 10, 2025
To: Honorable Mayor and Members of the City Council
From: Julian A. Miranda, City Manager
Issue: Waive Formal Bidding Process and Approve Contract for Remodeling the Police Department Property and Evidence Room Using Asset Forfeiture Funds City Manager's Recommendation:
Adopt Resolution No. 2025-122-3710 entitled: "A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF
IRWINDALE WAIVING THE FORMAL BIDDING PROCESS AND APPROVING A CONTRACT FOR THE
REMODELING OF THE POLICE DEPARTMENT PROPERTY AND EVIDENCE ROOM USING FEDERAL ASSET FORFEITURE FUNDS".
Administrative Action:
Submitted/Prepared by:
Chris Hofford, Chief of Police
Reviewed by:
Adrian R. Guerra, City Attorney
Kambiz Borhani, Finance Director / City Treasurer
Approved by:
Julian A. Miranda, City Manager
Background and Analysis:
The Irwindale Police Department's Property & Evidence Room is in a state of serious disrepair. Several large and heavy sliding shelving units are on foundations and slide rails that are broken, making them unsafe to operate. Most of the floor tiles have separated from the cement foundation, increasing the likelihood of a trip and fall. The workstation is very unergonomic and uncomfortable to work at.
Repairs detailed in the attached service quote are needed in order to bring the Property & Evidence Room to modern and safe standards.
Staff has located a leading vendor for this repair work. Furthermore, this vendor - McMurray Stern - is a C.M.A.S. approved vendor.
Fiscal Impact:
There will be no impact to the General Fund. Federal Asset Forfeiture funds will be utilized to cover all costs.
Attachments:
1. 36105 Irwindale PD Proposal Quote Mobile system and workstation with removal
2. McMurray Stern CMAS Contract
3. Resolution No. 2025-122-3710 Approve Remodel of Police Department Property and Evidence Room
15511 Carmenita Road
Santa Fe Springs, CA 90670
Phone: 805.404.3302
Fax: 562.623.3039
Quotation Project# 36105 August 8, 2025
Ship To: Sgt. Rudy Gatto/Jessica Rodas
Company Irwindale Police Department
Installation
Location Irwindale Police Department
Address 5050 N. Irwindale Avenue
Irwindale, CA 91706
Details-Mobile system and workstation
Option Unit Description Total
1 Lot
McMurray Stern will deliver and install the following:
➢ (1) Spacesaver Mechanical Assist high density mobile
system.
➢ There will be two stationary platforms at 36”/18” deep x 9’-4”/12’-6” long x 84” high and two movable carriages
36” deep x 9’-4” long x 84” high.
➢ The shelving on the mobile system will be Spacesaver’s 4-post shelving and include 5 adjustable shelves.
➢ The system will have two (2) anti-tip steel rails that are laser leveled to the high point of the floor, grouted and anchored for seismic stability. We then install 3/4” thick fire-retardant plywood floor and ADA ramp.
➢ Decorative laminate end panels are included with the
system.
➢ (1) Corner workstation 72” x 60” x 37-34” high x 24” or 30” deep to include: ABS/PVC laminate top, one cabinet
with drawers, one cabinet with 2 drawers for hanging
files, overhead LED lights on both sides, power
backsplash with 5 power outlets and 2 USB ports,
tiltable shelves, utility back panel with hooks,
➢ All material, prevailing wage assembly installation,
freight, and standard anchoring included.
$47,503.32
plus tax
Optional removal and disposal of the existing mobile system and wood shelving along the walls.
Add:
$4,266.95
plus tax
Pricing based on the California Multiple Award Schedule (CMAS) contract 4-24-03- 1031.
Optional anchor calculations and permits not included.
Floor covering not included over system area. Add $1,455.00 Workstation drawing to be provided in the next few days.
Color: To be determined
Current Lead-time: 10-12 weeks
Terms of Sale: 40% deposit, 40% with installation, 20% Net 30 Days Customer Signature Date
CMAS AGREEMENT DETAILS
Product/Service Codes
BRAND-SPACESAVER, FILE-CABINET, FILE-MOBILE,
FILE-MEDIA, FILE-ROTARY, MEDICAL-CARTS,
STORAGE-CABINET, STORAGE-LOCKER, STORAGESHELVES, STORAGE RACKS-MULTI-MEDIA 4-24-03-1031
McMurray Stern Inc.
3/12/2024
11/21/2028
NA
0 Back
Sol Ruiz
CMAS Agreement Number CMAS Supplier Name Term Start Date Term End Date Current Supplement Number Business Enterprise Type Contact Name Phone Number Address City, State Zip Code Email Company Website (562) 623-3000 15511 Carmenita Road
Santa Fe Springs, California 90670
[email protected] Data Last Refreshed : 11/13/2025 2:00am Base Schedule Number GS-28F-006BA
Base Schedule Holder Spacesaver Storage Systems Inc
11/13/25, 5:12 PM Power BI Embedded sample
https://cmassearch-prod.apps.dgs.ca.gov 1/1
RESOLUTION NO. 2025-122-3710
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IRWINDALE WAIVING THE
FORMAL BIDDING PROCESS AND APPROVING A CONTRACT FOR THE REMODELING OF
THE POLICE DEPARTMENT PROPERTY AND EVIDENCE ROOM USING FEDERAL ASSET
FORFEITURE FUNDS
WHEREAS, the Irwindale Police Department must have a safe and secure room in which to store property taken as evidence, safekeeping, or found; and WHEREAS, the Property & Evidence Room is in a state of disrepair such that the safety of current shelving and flooring is compromised; and WHEREAS, the City of Irwindale Police Department has assisted federal, state and local law enforcement agencies with investigations related to illegal narcotics and other criminal activity over the past years; and
WHEREAS, the United States Department of Justice and the California Department of Justice have an Equitable Sharing Program that allows law enforcement agencies to share in federal forfeiture proceeds from property seized during these investigations; and WHEREAS, federal and state laws dictate that these funds must be utilized by the Police Department for investigations and operations related to asset forfeiture investigations and/or training and equipment related to official law enforcement duties; and
WHEREAS, McMurray Stern has submitted a quote for the work needed to completely replace all storage systems in the room and repair the floor; and WHEREAS, Irwindale Municipal Code section 3.44.080(F) provides that the City Council may dispense with formal bidding procedures when the purchase is beneficial to the interest of the city and is from a supplier who has been awarded a specific item or items in a contract resulting from a formal competitive bid process by another governmental agency within the state of California or by the federal government within the previous three hundred sixty-five days (one year); and
WHEREAS, the proposed purchase is from a supplier who has been awarded a contract for similar work resulting from a formal competitive bid process by another governmental agency; and
WHEREAS, McMurray Stern is a California Multiple Award Schedules-approved vendor under agreement number 4-24-03-1031; and
Resolution No. 2025-
WHEREAS, the City Council previously appropriated Asset Forfeiture funds to supplement the Irwindale Police Department budget, and state and federal law requires these funds to be utilized by the Police Department for law enforcement investigations and operations, training, facilities and/or equipment related to official law enforcement duties; and
WHEREAS, the City Council now desires to waive formal bidding procedures pursuant to Irwindale Municipal Code section 3.44.080(F), approve the proposed contract for work to be performed by McMurray Stern, and authorize the issuance of a purchase order to McMurray Stern.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF IRWINDALE, CALIFORNIA, HEREBY RESOLVES, DETERMINES AND ORDERS AS FOLLOWS:
SECTION 1. The recitals set forth above are true and correct and incorporated here and by this reference.
SECTION 2. The City Council hereby finds that it is in the city's best interest to waive the formal bidding process pursuant to Irwindale Municipal Code section 3.44.080(F), and authorizes the issuance of a purchase order to McMurray Stern for the use of Asset Forfeiture funds to remodel the Property & Evidence Room of the Irwindale Police Department.
SECTION 3. The City Council hereby finds that the use of Asset Forfeiture funds for the remodeling of the Property & Evidence Room is related to and in support of Irwindale Police Department’s official law enforcement operations and investigations and provides facilities repairs for official enforcement duties and is therefore compliant with federal and state law requirements.
SECTION 4. The Chief Deputy City Clerk shall attest to the adoption of this resolution which shall, in turn, have immediate effect.
PASSED, APPROVED AND ADOPTED this 10th day of December, 2025. ________________________
Larry G. Burrola, Mayor
Resolution No. 2025-
ATTEST:
_________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES } ss.
CITY OF IRWINDALE }
I, Laura Nieto, Chief Deputy City Clerk of the City of Irwindale, do hereby certify that the foregoing Resolution No. 2025-xx-xxxx was duly adopted by the City Council of the City of Irwindale at a regular meeting thereof held on the 10th day of December, 2025, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSTAIN: Councilmembers:
ABSENT: Councilmembers:
____________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
Item #13.L.
Date: December 10, 2025
To: Honorable Mayor and Members of the City Council
From: Julian A. Miranda, City Manager
Issue: Acceptance of California Office of Traffic Safety (OTS) Federal Grant Funds in the amount of $135,000 for Traffic Records Improvement Project (TRIP) City Manager's Recommendation:
Adopt Resolution No. 2025-115-3703 entitled: “A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IRWINDALE APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE 2025-2026 TRAFFIC RECORDS IMPROVEMENT PROJECT (TRIP). SUB-RECIPIENT AGREEMENT BETWEEN CALIFORNIA OFFICE
OF TRAFFIC SAFETY (OTS) AND THE CITY OF IRWINDALE AND APPROVING THE ACCEPTANCE AND
APPROPRIATION OF THE CALIFORNIA OFFICE OF TRAFFIC SAFETY FEDERAL GRANT FUNDS IN THE AMOUNT OF $135,000 FOR THE TRAFFIC RECORDS IMPROVEMENT (TRIP)".
Administrative Action:
Submitted by:
Chris Hofford, Chief of Police
Prepared by:
Manny Campos, Police Sergeant Electronically Approved
Reviewed by:
Adrian R. Guerra, City Attorney
Kambiz Borhani, Finance Director / City Treasurer
Approved by:
Julian A. Miranda, City Manager
Background and Analysis:
The Irwindale Police Department (“IPD”) applied and participated in a competitive grant process offered through the California Office of Traffic Safety (OTS). The Board of Directors approved IPD’s grant request in October of 2025 for $135,000.
The funding program titled, Traffic Records Improvement Project (TRIP), will fund and implement a new electronic crash reporting solution or upgrade an existing electronic crash reporting solution to allow for submission of complete crash reports to the California Highway Patrol’s Statewide Integrated Traffic Records System (SWITRS) and/or to a departmental records management system (RMS) as applicable.
The program will also fund and implement a new complete electronic citation reporting solution or upgrade that includes the capability of exporting data to both a departmental records management system (RMS) as well as to the local court records system, when the local court can receive electronic citation data. The new system aims to reduce paperwork, improve officer efficiency, and minimize errors, ultimately speeding up court processing times with enhancing officer productivity The TRIP grant will support the Irwindale Police Department with featured advanced tools for analyzing crash trends, generating reports with charts and summaries, and mapping incidents using platforms like Google Earth or GIS software.
TRIP is scheduled to begin after City Council adoption and will operate for one year.
Fiscal Impact:
There will be no fiscal impact to the General Fund, as the grant operations are fully funded through the Federal OTS grant in the amount of $135,000.
Attachments:
1. Resolution No. 2025-115-3703
2. Grant Agreement - TR26035
Resolution No. 2025-115-3703
RESOLUTION NO. 2025-115-3703
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF IRWINDALE APPROVING AND AUTHORIZING THE CITY MANAGER TO EXECUTE THE 2025-115-3703 TRAFFIC RECORDS IMPROVEMENT PROJECT (TRIP). SUB-RECIPIENT
AGREEMENT BETWEEN THE CALIFORNIA OFFICE OF TRAFFIC SAFETY (OTS)
AND THE CITY OF IRWINDALE, AND APPROVING THE ACCEPTANCE AND
APPROPRIATION OF THE CALIFORNIA OFFICE OF TRAFFIC SAFETY FEDERAL GRANT FUNDS IN THE AMOUNT OF $135,000 FOR THE DEVELOPMENT AND
IMPLEMENTATION OF A TRAFFIC RECORDS IMPROVEMENT PROJECT (TRIP) WHEREAS, the Irwindale Police Department is committed to enhancing public safety by implementing effective tools and technology for traffic management, enforcement, and education; and
WHEREAS, the Irwindale Police Department applied for and was awarded a competitive grant through the California Office of Traffic Safety to support the implementation of innovative data-driven traffic enforcement and reporting systems; and WHEREAS, the City of Irwindale Police Department has been approved for $135,000 in grant funding from the California Office of Traffic Safety to develop and implement an integrated Traffic Records Improvement Project (TRIP), including electronic crash and citation reporting solutions; and
WHEREAS, this program will enhance traffic enforcement by reducing the number of traffic injuries and fatalities and improving the accuracy and timeliness of crash and citation data submission to the Statewide Integrated Traffic Records System (SWITRS) and the department’s records management system (RMS); and WHEREAS, the grant activities will include procuring, installing, and implementing both crash and citation reporting solutions, providing training to staff, and ensuring the secure transmission of traffic data for analysis and enforcement purposes.
NOW, THEREFORE, THE CITY COUNCIL OF THE CITY OF IRWINDALE, CALIFORNIA,HEREBY RESOLVES, DETERMINES, AND ORDERS AS FOLLOWS:
SECTION 1. The foregoing recitals are true and correct and are incorporated herein by this reference.
SECTION 2. The City Council of the City of Irwindale hereby approves and accepts the grant funds of $135,000 from the California Office of Traffic Safety to be used for the development, implementation, and administration of the Traffic Records Improvement Project (TRIP). The FY 2025-2026 Office of Traffic Safety Federal Grant funds are hereby used for grant management and administration, and the implementation for Traffic Records Improvement Project (TRIP), which includes upgrade of existing electronic crash reporting solution to report crash reports to
Resolution No. 202-115-3703
California Highway Patrol’s Statewide Integrated Traffic Records System (SWITRS), and/or to departmental records management system (RMS) as applicable. Additionally, the purchase and implementation of a new and complete electronic citation reporting solution with the capability of reporting solution that includes the capability of exporting data to both a departmental records management system (RMS) as well as to local court records system to be received electronically.
SECTION 3. The City Council authorizes the City Manager to execute the 2025- 2026 Traffic Records Improvement Project (TRIP). Sub-recipient Agreement between the California Office of Traffic Safety and the City of Irwindale, attached hereto as Exhibit "A," and to take any additional steps necessary to implement the intent of this resolution.
SECTION 4. The Irwindale Police Department shall monitor the program's progress throughout the grant period, ensuring timely data collection and reporting as required by OTS. This includes submitting quarterly performance and financial reports to OTS and collecting data to evaluate the program’s effectiveness in achieving the stated goals of reducing traffic injuries and fatalities.
SECTION 5. The Chief Deputy City Clerk shall attest to the adoption of this resolution, which shall take immediate effect upon its passage.
PASSED, APPROVED, AND ADOPTED this 10th day of December 2025. _________________________
, Mayor
ATTEST:
_________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
Resolution No. 2025-115-3703
STATE OF CALIFORNIA }
COUNTY OF LOS ANGELES } ss.
CITY OF IRWINDALE }
I, Laura Nieto, Chief Deputy Clerk of the City of Irwindale, do hereby certify that the foregoing Resolution No. 2025-115-3703 was duly adopted by the City Council of the City of Irwindale at a regular meeting thereof held on the 10th day of December 2025, by the following vote:
AYES: Councilmembers:
NOES: Councilmembers:
ABSTAIN: Councilmembers:
ABSENT: Councilmembers:
_________________________
Laura M. Nieto, MMC
Chief Deputy City Clerk
10/30/2025 12:51:36 PM Page 1 of 18
State of California – Office of Traffic Safety
GRANT AGREEMENT
GRANT NUMBER
TR26035
1. GRANT TITLE
Traffic Records Improvement Project
2. NAME OF AGENCY 3. Grant Period
Irwindale From:
To:
10/01/2025
09/30/2026 4. AGENCY UNIT TO ADMINISTER GRANT
Irwindale Police Department
5. GRANT DESCRIPTION
State and local agencies need timely, accurate, complete, uniform, integrated, and accessible traffic records to identify and prioritize traffic safety issues, to choose appropriate safety countermeasures and evaluate their effectiveness. Traffic records improvement grants provide traffic safety stakeholders with the ability to improve the quality of the State's crash and citation data through various efforts such as: purchasing equipment or software for electronic reporting of crash data, citation data reporting and collection, improving the compatibility of crash and/or citation data with the state and national data systems, enhancing the ability to analyze trends in crashes, crash outcomes, and contributing factors, etc.
6. Federal Funds Allocated Under This Agreement Shall Not Exceed:
Allocation is contingent upon availability of federal funds. $135,000.00
7. TERMS AND CONDITIONS: The parties agree to comply with the terms and conditions of the following which are by this reference made a part of the Agreement:
• Schedule A – Problem Statement, Goals and Objectives and Method of Procedure • Schedule B – Detailed Budget Estimate and Sub-Budget Estimate (if applicable) • Schedule B-1 – Budget Narrative and Sub-Budget Narrative (if applicable) • Exhibit A – Certifications and Assurances
• Exhibit B* – OTS Grant Program Manual
• Exhibit C – Grant Electronic Management System (GEMS) Access *Items shown with an asterisk (*), are hereby incorporated by reference and made a part of this agreement as if attached hereto. These documents can be viewed at the OTS home web page under Grants: www.ots.ca.gov.
We, the officials named below, hereby swear under penalty of perjury under the laws of the State of California that we are duly authorized to legally bind the Grant recipient to the above described Grant terms and conditions.
IN WITNESS WHEREOF, this Agreement has been executed by the parties hereto.
8. Approval Signatures
A. GRANT DIRECTOR B. AUTHORIZING OFFICIAL
NAME:
TITLE:
EMAIL:
PHONE:
ADDRESS:
Manuel Campos
Sergeant
[email protected]
(626) 533-0718
5050 N. Irwindale Avenue
Irwindale, CA 91706
ADDRESS: Jose Vargas
Lieutenant
[email protected]
(626) 430-2242
5050 N. Irwindale Avenue
Irwindale, CA 91706
{{_es_signer2_signature}} {{_es_signer2_date}} {{_es_signer4_signature}} {{_es_signer4_date}} (Signature) (Date) (Signature) (Date)
C. FISCAL OFFICIAL D. AUTHORIZING OFFICIAL OF OFFICE OF TRAFFIC SAFETY ADDRESS: Jeanette Duran
Finance Manager
[email protected]
(626)430-2268
5050 N. Irwindale Avenue
Irwindale, CA 91706
ADDRESS: Stephanie Dougherty
Director
[email protected]
(916) 509-3030
2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
{{_es_signer3_signature}} {{_es_signer3_date}} {{_es_signer6_signature}} {{_es_signer6_date}} (Signature) (Date) (Signature) (Date)
Manuel Campos (Oct 30, 2025 16:56:23 PDT)
Manuel Campos Oct 30, 2025 Jeanette Duran (Oct 30, 2025 17:01:52 PDT) Jeanette Duran Oct 30, 2025 Jose Vargas (Oct 30, 2025 17:03:57 PDT) Jose Vargas Oct 30, 2025 Stephanie Dougherty (Oct 31, 2025 18:09:43 PDT) Stephanie Dougherty Oct 31, 2025 Page 217 of 383
10/30/2025 12:51:36 PM Page 2 of 18
10/30/2025 12:51:36 PM Page 3 of 18
E. ACCOUNTING OFFICER OF OFFICE OF TRAFFIC SAFETY 9. SAM INFORMATION NAME: Carolyn Vu SAM #:
REGISTERED
ADDRESS:
CITY:
ZIP+4:
E9J2S6RNLAC1
5050 N. Irwindale Avenue
Irwindale
91706-2133
ADDRESS: 2208 Kausen Drive, Suite 300
Elk Grove, CA 95758
10. PROJECTED EXPENDITURES
FUND CFDA ITEM/APPROPRIATION F.Y. CHAPTER STATUTE PROJECTED
EXPENDITURES
405c TR-26 20.616 0521-0890-101 2025 04/25 BA/25 $135,000.00
AGREEMENT
TOTAL $135,000.00
AMOUNT ENCUMBERED BY THIS DOCUMENT
I CERTIFY upon my own personal knowledge that the budgeted funds for the current budget year are available for the period and purpose of the expenditure stated above.
$135,000.00
PRIOR AMOUNT ENCUMBERED FOR THIS
AGREEMENT
$ 0.00
OTS ACCOUNTING OFFICER’S SIGNATURE DATE SIGNED TOTAL AMOUNT ENCUMBERED TO DATE {{_es_signer5_signature}} {{_es_signer5_date}} $135,000.00 Carolyn Vu (Oct 31, 2025 14:26:44 PDT) Oct 31, 2025 Page 219 of 383
10/30/2025 12:51:36 PM Page 4 of 18
State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule A
GRANT NUMBER
TR26035
1. PROBLEM STATEMENT
Describe the city, county, or jurisdiction this grant will impact.
The City of Irwindale is located in the heart of the San Gabriel Valley—approximately 20 miles east of downtown Los Angeles—and since its 1957 incorporation, has continued to regularly experience rapid and progressive growth, now serving headquarters to over 700 businesses. These include major satellite offices for some of the country’s most well-known companies (e.g., Southern California Edison, Huy Fong Foods/Sriracha Sauces, Ready Pac Produce, Home Depot, Charter Communications). Our small, thriving community is unique in the sense that its population count expands exponentially from 1,472 permanent residents to nearly 30,000 as daily public transit users commute in and out of the City during regular business hours. Irwindale has, in the past, been most frequently viewed as an industrial community due to its existing large-scale mining operations, along with mining related businesses and light/heavy manufacturing uses. Contributing to Irwindale’s perception as an industrial town is the large concentration of open-yard businesses found in the City. And indeed, while the sand and gravel industry do remain a moving force within the City's economy—United Rock, Hanson Aggregates, Robertson’s Ready Mix, and Vulcan just to name a few—there is little doubt that Irwindale is undergoing a renaissance: transitioning from a miningoriented community to a manufacturing and high-tech-based, modern suburban City. With the final completion of the Irwindale Business Center and timely arrival of companies such as Southern California Edison, Davis Wire, Nu-Way Industries, Sparkletts, Jacmar Food Service, and Irwindale Speedway and Brew Yard, the City has quite clearly demonstrated its keen ability to both attract and retain businesses/commercial activities of a very dynamic, diverse nature.
Describe the problem(s) to be addressed, supported by current and relevant crash data. (most recent calendar year data/stats).
An unanticipated finding was that most crashes occurred when the weather was clear, roadway surface dry, and no unusual roadways present. As well, seven of them occurred during nighttime hours when it was dark, with streetlights available for visibility. Three prevalent factors remained pervasive throughout these incidents: DUI, Unsafe Speed, and Unsafe Turns. All eight cases exhibited observable patterns along the north leg of Arrow Highway towards the intersection and involved a single driver so that factors generating vehicle-to-vehicle crashes (e.g., poor sight distance. signal operations) could therefore be conclusively ruled out. Instead, recurring characteristics the study analysis identified as having the most direct contribution to prevailing frequencies:
• Poor visibility, as nearly all crashes occurred at night. • Speeding on southbound Arrow Highway, as most reported crashes involved unsafe speed as either a primary or associated factor.
• A sharp curve on southbound Arrow Highway that was unexpected as drivers approached Live Oak Avenue, failing to make the right turn curve approach correctly to the signalized intersection.
Consequently, over 84% of crashes involved hitting the center medians, which is consistent with the design of the intersection approach.It is also worth noting that whilst drafting the City’s Safety Element as part of its updated General Plan in 2023, an overwhelming majority of Irwindale residents and those employed full-time by the City (comprising nearly 80% of survey participants) reported not feeling safe and increasingly fearful of potential injury/fatalities from occurring when walking or biking—in particular, along Arrow Highway. Additionally, this data provides some context as to why (between 2017 and 2022), Irwindale experienced a combination of 1,884 pedestrian/bicycle crashes well within its own individual jurisdictional boundaries. A five-year query/map analysis conducted by California’s Statewide Integrated Traffic Records System (SWITRS) also revealed that in total, an alarming 1,318 victims in Irwindale were in some way affected, with 22 deaths and 771 hospitalizations resulting from serious injuries caused by auto crashes. In 2023, the Irwindale Police Department wrote 234 crash reports and issued 998 moving citations.
An evaluative summary of these crashes was thus developed, considering important factors including lighting, crash types, crash-preceding movement, sobriety, etc. An unanticipated finding was that most crashes occurred when the weather was clear, roadway surface dry, and no unusual roadways present. As well, many of them occurred during nighttime hours when it was dark, with streetlights available for visibility.
10/30/2025 12:51:36 PM Page 5 of 18
Three prevalent factors remained pervasive throughout these incidents: DUI, Unsafe Speed & Lane Change, and Improper Turning Movements.
Define the target population the grant intends to serve and how they are affected by the problem(s).
Protecting the City and its residents, IPD is a progressive law enforcement agency with a full-time staff consisting of 26 individuals and 1 part-time officer, totaling 27 officer positions that’s funded by the City of Irwindale annual fiscal budget. As a result, IPD finds itself deeply committed to regularly providing the highquality services its citizens need, not to mention the City’s thriving commercial merchants, community-based organizations/nonprofits, district-area schools/learning centers. IPD’s current RMS was first put into place a quarter century ago with full installment completed in 1997. Since then, repeated dysfunctions have made it unable to serve the modern-day reporting needs of our law enforcement agency. This is due to several factors, including but not limited to a system that is:
• Outdated and inefficient;
• Suffering from numerous reliability issues; and
• No longer in possession of a service warranty, which in turn puts massive strain on IPD’s IT existing resources.City traffic dispatching and issuing of citations or tickets are facilitated by the RMS system and other police-related computer software to provide a Public Safety Answering Point for all police and fire emergency service via the NextGen 9-1-1 System. Supporting this need is key to fulfilling important public safety objectives listed in the City’s most recent strategic plan and defined as “possessing the wherewithal to develop a traffic analysis system to strategically deploy resources and provide the public with increased transparency and clarity around crime and traffic statistics.”
2. PERFORMANCE MEASURES
A. Goals:
1. Reduce the number of persons killed in traffic crashes.
2. Reduce the number of persons injured in traffic crashes.
3. To improve the timeliness, accuracy, completeness, uniformity, accessibility, and integration of the California Traffic Records System.
B. Objectives: Target Number
1. Purchase and implement a new electronic crash reporting solution or upgrade an existing electronic crash reporting system to allow for submission of complete crash reports to the California Highway Patrol’s Statewide Integrated Traffic Records System (SWITRS), and/or to a departmental records management system (RMS) as applicable.
1 2. Purchase and implement a new complete electronic citation reporting solution or upgrade an existing electronic citation reporting system that includes the capability of exporting data to both a departmental records management system (RMS) as well as to the local court records system, if and when the local court can receive electronic citation data.
1 3. To complete security requirement with the California Highway Patrol (CHP) for access to CHP data.
1 4. Begin electronic submission of crash reports to California Highway Patrol (CHP). 1
3. METHOD OF PROCEDURE
A. Phase 1 – Program Preparation (1st Quarter of Grant Year) • Determine specific system traffic records (i.e., crash or citation) data system requirements. • Determine specific equipment requirements.
• Request vendor price quotation per host agency requirements. • Procure an electronic crash reporting system with the following functionalities:
• System licensing with installation and training vendor. • GIS based mapping.
• Segment crash diagraming tool.
• Ability to create or import crash reports.
• Ability to import and export agency RMS files.
• Ability to perform complete analysis of crash reports. • Secure database accessibility by appropriate agency personnel.
10/30/2025 12:51:36 PM Page 6 of 18
• Ability to electronically transfer complete crash report to the California Highway Patrol’s Statewide Integrated Traffic Records System.
• Procure an electronic citation system with the following functionalities:
• System licensing with installation and training.
• Ability to electronically transfer and maintain the agency's citation data. • Ability to analyze of agency's citation reports.
• Secure database accessibility by appropriate agency personnel. • Ability to export complete citation reports to the local county court.
B. Phase 2 – Program Operations (Throughout Grant Year) • Select vendor for system development, implementation, and installation. • Monitor and oversee progress of system/software development.
C. Phase 3 – Data Collection & Reporting (Throughout Grant Year) • Prepare and submit grant claims invoice (due January 30, April 30, July 30, and October 30). • Successful project completion and confirmation of successful electronic transmission of crash reports by the California Highway Patrol is required before submission of invoice claims seeking reimbursement from OTS.
• Prepare and submit quarterly performance reports (due January 30, April 30, July 30, and October 30).
• Collect and report quarterly appropriate data that supports the progress of goals and objectives.
• Provide a summary of quarterly accomplishments and explanations for objectives not completed.
• Collect, analyze, and report statistical data relating to the grant goals and objectives.
4. METHOD OF EVALUATION
Using the data compiled during the grant, the Grant Director will complete the “Final Evaluation” section in the fourth/final Quarterly Performance Report (QPR). The Final Evaluation should provide a brief summary of the grant’s accomplishments, challenges and significant activities. This narrative should also include whether goals and objectives were met, exceeded, or an explanation of why objectives were not completed.
5. ADMINISTRATIVE SUPPORT
This program has full administrative support, and every effort will be made to continue the grant activities after grant conclusion.
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule B
GRANT NUMBER
TR26035
FUND NUMBER CATALOG
NUMBER (CFDA)
FUND DESCRIPTION TOTAL AMOUNT
405c TR-26 20.616 State Traffic Safety Information
System Improvements
$135,000.00
COST CATEGORY FUND
NUMBER
UNIT COST OR
RATE
UNITS TOTAL COST TO
GRANT
A. PERSONNEL COSTS
Straight Time
$0.00
Overtime
$0.00
Category Sub-Total $0.00
B. TRAVEL EXPENSES
$0.00
$0.00
Category Sub-Total $0.00
C. CONTRACTUAL SERVICES
$0.00
Category Sub-Total $0.00
D. EQUIPMENT
Complete Traffic Crash and Electronic
Citation Data Collection System
405c TR26$135,000.00 1 $135,000.00
Category Sub-Total $135,000.00
E. OTHER DIRECT COSTS
$0.00
Category Sub-Total $0.00
F. INDIRECT COSTS
$0.00
Category Sub-Total $0.00
GRANT TOTAL $135,000.00
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Schedule B-1
GRANT NUMBER
TR26035
BUDGET NARRATIVE
PERSONNEL COSTS
-
TRAVEL EXPENSES
-
CONTRACTUAL SERVICES
-
EQUIPMENT
Complete Traffic Crash and Electronic Citation Data Collection System-A combination traffic crash and electronic citation data collection system will handle both traffic crash and traffic citation data collection and processing. The traffic crash database system will collect, analyze, and display crash and enforcement data, including a full featured module for analysis, allowing queries for top ranking lists of locations, breakdowns by cause, type, injury, conditions, and many other attributes. Queries and Reports will be provided in a variety of formats including pie charts, bar charts, and summaries. The system provides for crash mapping on Google Earth, ESRI GIS, or similar mapping products. Costs may include laptop/desktop computers, software and licenses, printers, accessories, training, and associated shipping and taxes. The traffic citation system will collect citation data electronically in the field, print a violator copy of the citation, and transfer the information electronically to the agency RMS system and the courts for prosecution. The system will be used by traffic officers to improve the efficiency and accuracy of writing traffic citations. Costs may include the purchase of electronic citation devices, mag-strip readers, fingerprint readers, audio recorders, cameras, docking/charging stations, laptop/desktop computers, software, licenses, printers, accessories, training, and associated shipping and taxes.
OTHER DIRECT COSTS
-
INDIRECT COSTS
-
STATEMENTS/DISCLAIMERS
There will be no program income generated from this grant.
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State of California – Office of Traffic Safety
GRANT AGREEMENT
Exhibit A
GRANT NUMBER
TR26035
Appendix A to Part 1300—Certifications and Assurances for Highway Safety Grants (23 U.S.C. Chapter 4 or Section 1906, Public Law 109-59, as amended by Section 25024, Public Law 117- 58)
The officials named on the grant agreement, certify by way of signature on the grant agreement signature page, that the Grantee Agency complies with all applicable Federal statutes, regulations, and directives and State rules, guidelines, policies, and laws in effect with respect to the periods for which it receives grant funding.
Applicable provisions include, but are not limited to, the following:
GENERAL REQUIREMENTS
The State will comply with applicable statutes and regulations, including but not limited to:
• 23 U.S.C. Chapter 4—Highway Safety Act of 1966, as amended; • Sec. 1906, Public Law 109-59, as amended by Sec. 25024, Public Law 117-58; • 23 CFR part 1300—Uniform Procedures for State Highway Safety Grant Programs; • 2 CFR part 200—Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards;
• 2 CFR part 1201—Department of Transportation, Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards.
NONDISCRIMINATION
(applies to subrecipients as well as States)
The State highway safety agency [and its subrecipients] will comply with all Federal statutes and implementing regulations relating to nondiscrimination (“Federal Nondiscrimination Authorities”). These include but are not limited to:
• Title VI of the Civil Rights Act of 1964 (42 U.S.C. 2000d et seq., 78 stat. 252), (prohibits discrimination on the basis of race, color, national origin);
• 49 CFR part 21 (entitled Non-discrimination in Federally-Assisted Programs of the Department of Transportation—Effectuation of Title VI of the Civil Rights Act of 1964); • 28 CFR 50.3 (U.S. Department of Justice Guidelines for Enforcement of Title VI of the Civil Rights Act of 1964);
• The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970, (42 U.S.C. 4601), (prohibits unfair treatment of persons displaced or whose property has been acquired because of Federal or Federal-aid programs and projects);
• Federal-Aid Highway Act of 1973, (23 U.S.C. 324 et seq.), and Title IX of the Education Amendments of 1972, as amended (20 U.S.C. 1681-1683 and 1685-1686) (prohibit discrimination on the basis of sex);
• Section 504 of the Rehabilitation Act of 1973, (29 U.S.C. 794 et seq.), as amended, (prohibits discrimination on the basis of disability) and 49 CFR part 27; • The Age Discrimination Act of 1975, as amended, (42 U.S.C. 6101 et seq.), (prohibits discrimination on the basis of age);
• The Civil Rights Restoration Act of 1987, (Pub. L. 100-209), (broadens scope, coverage, and applicability of Title VI of the Civil Rights Act of 1964, The Age Discrimination Act of 1975 and Section 504 of the Rehabilitation Act of 1973, by expanding the definition of the terms “programs or activities” to include all of the programs or activities of the
Federal aid recipients, subrecipients and contractors, whether such programs or activities are Federallyfunded or not); • Titles II and III of the Americans with Disabilities Act (42 U.S.C. 12131-12189) (prohibits discrimination on the basis of disability in the operation of public entities, public and private transportation systems, places of public accommodation, and certain testing) and 49 CFR parts 37 and 38
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The preceding statutory and regulatory cites hereinafter are referred to as the “Acts” and “Regulations,” respectively.
GENERAL ASSURANCES
In accordance with the Acts, the Regulations, and other pertinent directives, circulars, policy, memoranda, and/or guidance, the Recipient hereby gives assurance that it will promptly take any measures necessary to ensure that:
“No person in the United States shall, on the grounds of race, color, or national origin, be excluded from participation in, be denied the benefits of, or be otherwise subjected to discrimination under any program or activity, for which the Recipient receives Federal financial assistance from DOT, including NHTSA.”
The Civil Rights Restoration Act of 1987 clarified the original intent of Congress, with respect to Title VI of the Civil Rights Act of 1964 and other non-discrimination requirements (the Age Discrimination Act of 1975, and Section 504 of the Rehabilitation Act of 1973), by restoring the broad, institutional-wide scope and coverage of these nondiscrimination statutes and requirements to include all programs and activities of the Recipient, so long as any portion of the program is Federally assisted.
SPECIFIC ASSURANCES
More specifically, and without limiting the above general Assurance, the Recipient agrees with and gives the following Assurances with respect to its Federally assisted Highway Safety Grant Program:
1. The Recipient agrees that each “activity,” “facility,” or “program,” as defined in 49 CFR part 21 will be (with regard to an “activity”) facilitated, or will be (with regard to a “facility”) operated, or will be (with regard to a “program”) conducted in compliance with all requirements imposed by, or pursuant to the Acts and the Regulations.
2. The Recipient will insert the following notification in all solicitations for bids, Requests For Proposals for work, or material subject to the Acts and the Regulations made in connection with all Highway Safety Grant Programs and, in adapted form, in all proposals for negotiated agreements regardless of funding source:
“The [name of Recipient], in accordance with the provisions of Title VI of the Civil Rights Act of 1964 (78 Stat. 252, 42 U.S.C 2000d to 2000d-4) and the Regulations, hereby notifies all bidders that it will affirmatively ensure that in any contract entered into pursuant to this advertisement, disadvantaged business enterprises will be afforded full and fair opportunity to submit bids in response to this invitation and will not be discriminated against on the grounds of race, color, or national origin in consideration for an award.”
3. The Recipient will insert the clauses of appendix A and E of this Assurance (also referred to as DOT order 1050.2A) [1]in every contract or agreement subject to the Acts and the Regulations.
4. The Recipient will insert the clauses of appendix B of DOT Order 1050.2A, as a covenant running with the land, in any deed from the United States effecting or recording a transfer of real property, structures, use, or improvements thereon or interest therein to a Recipient.
5. That where the Recipient receives Federal financial assistance to construct a facility, or part of a facility, the Assurance will extend to the entire facility and facilities operated in connection therewith.
6. That where the Recipient receives Federal financial assistance in the form of, or for the acquisition of, real property or an interest in real property, the Assurance will extend to rights to space on, over, or under such property.
7. That the Recipient will include the clauses set forth in appendix C and appendix D of this DOT Order 1050.2A, as a covenant running with the land, in any future deeds, leases, licenses, permits, or similar instruments entered into by the Recipient with other parties:
a. for the subsequent transfer of real property acquired or improved under the applicable activity, project, or program; and
b. for the construction or use of, or access to, space on, over, or under real property acquired or improved under the applicable activity, project, or program.
8. That this Assurance obligates the Recipient for the period during which Federal financial assistance is extended to the program, except where the Federal financial assistance is to provide, or is in the
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form of, personal property, or real property, or interest therein, or structures or improvements thereon, in which case the Assurance obligates the Recipient, or any transferee for the longer of the following periods:
a. the period during which the property is used for a purpose for which the Federal financial assistance is extended, or for another purpose involving the provision of similar services or benefits; or
b. the period during which the Recipient retains ownership or possession of the property.
9. The Recipient will provide for such methods of administration for the program as are found by the Secretary of Transportation or the official to whom he/she delegates specific authority to give reasonable guarantee that it, other recipients, sub-recipients, sub- grantees, contractors, subcontractors, consultants, transferees, successors in interest, and other participants of Federal financial assistance under such program will comply with all requirements imposed or pursuant to the Acts, the Regulations, and this Assurance.
10. The Recipient agrees that the United States has a right to seek judicial enforcement with regard to any matter arising under the Acts, the Regulations, and this Assurance.
By signing this ASSURANCE, the State highway safety agency also agrees to comply (and require any subrecipients, sub-grantees, contractors, successors, transferees, and/or assignees to comply) with all applicable provisions governing NHTSA's access to records, accounts, documents, information, facilities, and staff. You also recognize that you must comply with any program or compliance reviews, and/or complaint investigations conducted by NHTSA. You must keep records, reports, and submit the material for review upon request to NHTSA, or its designee in a timely, complete, and accurate way. Additionally, you must comply with all other reporting, data collection, and evaluation requirements, as prescribed by law or detailed in program guidance.
The State highway safety agency gives this ASSURANCE in consideration of and for obtaining any Federal grants, loans, contracts, agreements, property, and/or discounts, or other Federal-aid and Federal financial assistance extended after the date hereof to the recipients by the U.S. Department of Transportation under the Highway Safety Grant Program. This ASSURANCE is binding on the State highway safety agency, other recipients, sub-recipients, sub-grantees, contractors, subcontractors and their subcontractors', transferees, successors in interest, and any other participants in the Highway Safety Grant Program. The person(s) signing below is/are authorized to sign this ASSURANCE on behalf of the Recipient.
THE DRUG-FREE WORKPLACE ACT OF 1988 (41 U.S.C. 8103)
The Subgrantee will provide a drug-free workplace by:
a. Publishing a statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the grantee's workplace, and specifying the actions that will be taken against employees for violation of such prohibition; b. Establishing a drug-free awareness program to inform employees about:
1. The dangers of drug abuse in the workplace;
2. The grantee's policy of maintaining a drug-free workplace;
3. Any available drug counseling, rehabilitation, and employee assistance programs;
4. The penalties that may be imposed upon employees for drug violations occurring in the workplace;
5. Making it a requirement that each employee engaged in the performance of the grant be given a copy of the statement required by paragraph (a); c. Notifying the employee in the statement required by paragraph (a) that, as a condition of employment under the grant, the employee will—
1. Abide by the terms of the statement;
2. Notify the employer of any criminal drug statute conviction for a violation occurring in the workplace no later than five days after such conviction; d. Notifying the agency within ten days after receiving notice under subparagraph (c)(2) from an employee or otherwise receiving actual notice of such conviction; e. Taking one of the following actions, within 30 days of receiving notice under subparagraph (c)(2), with respect to any employee who is so convicted—
1. Taking appropriate personnel action against such an employee, up to and including termination;
2. Requiring such employee to participate satisfactorily in a drug abuse assistance or
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rehabilitation program approved for such purposes by a Federal, State, or local health, law enforcement, or other appropriate agency;
f. Making a good faith effort to continue to maintain a drug-free workplace through implementation of all of the paragraphs above.
POLITICAL ACTIVITY (HATCH ACT)
(applies to subrecipients as well as States)
The State will comply with provisions of the Hatch Act (5 U.S.C. 1501-1508), which limits the political activities of employees whose principal employment activities are funded in whole or in part with Federal funds.
CERTIFICATION REGARDING FEDERAL LOBBYING
(applies to subrecipients as well as States)
CERTIFICATION FOR CONTRACTS, GRANTS, LOANS, AND COOPERATIVE AGREEMENTS The undersigned certifies, to the best of his or her knowledge and belief, that:
1. No Federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any Federal contract, the making of any Federal grant, the making of any Federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any Federal contract, grant, loan, or cooperative agreement;
2. If any funds other than Federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with this Federal contract, grant, loan, or cooperative agreement, the undersigned shall complete and submit Standard Form-LLL, “Disclosure Form to Report Lobbying,” in accordance with its instructions;
3. The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including subcontracts, subgrants, and contracts under grant, loans, and cooperative agreements) and that all subrecipients shall certify and disclose accordingly.
This certification is a material representation of fact upon which reliance was placed when this transaction was made or entered into. Submission of this certification is a prerequisite for making or entering into this transaction imposed by section 1352, title 31, U.S. Code. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000 and not more than $100,000 for each such failure.
RESTRICTION ON STATE LOBBYING
(applies to subrecipients as well as States)
None of the funds under this program will be used for any activity specifically designed to urge or influence a State or local legislator to favor or oppose the adoption of any specific legislative proposal pending before any State or local legislative body. Such activities include both direct and indirect (e.g., “grassroots”) lobbying activities, with one exception. This does not preclude a State official whose salary is supported with NHTSA funds from engaging in direct communications with State or local legislative officials, in accordance with customary State practice, even if such communications urge legislative officials to favor or oppose the adoption of a specific pending legislative proposal.
CERTIFICATION REGARDING DEBARMENT AND SUSPENSION
(applies to subrecipients as well as States)
INSTRUCTIONS FOR PRIMARY TIER PARTICIPANT CERTIFICATION (STATES)
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1. By signing and submitting this proposal, the prospective primary tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.
2. The inability of a person to provide the certification required below will not necessarily result in denial of participation in this covered transaction. The prospective primary tier participant shall submit an explanation of why it cannot provide the certification set out below. The certification or explanation will be considered in connection with the department or agency's determination whether to enter into this transaction. However, failure of the prospective primary tier participant to furnish a certification or an explanation shall disqualify such person from participation in this transaction.
3. The certification in this clause is a material representation of fact upon which reliance was placed when the department or agency determined to enter into this transaction. If it is later determined that the prospective primary tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency may terminate this transaction for cause or default or may pursue suspension or debarment.
4. The prospective primary tier participant shall provide immediate written notice to the department or agency to which this proposal is submitted if at any time the prospective primary tier participant learns its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
5. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the department or agency to which this proposal is being submitted for assistance in obtaining a copy of those regulations.
6. The prospective primary tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency entering into this transaction.
7. The prospective primary tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” provided by the department or agency entering into this covered transaction, without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.
8. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart
9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
( https://www.sam.gov/).
9. Nothing contained in the foregoing shall be construed to require establishment of a system of records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
10. Except for transactions authorized under paragraph 6 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency may terminate the transaction for cause or default.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, AND OTHER RESPONSIBILITY MATTERS—PRIMARY TIER
COVERED TRANSACTIONS
1. The prospective primary tier participant certifies to the best of its knowledge and belief, that it and
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its principals:
a. Are not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency;
b. Have not within a three-year period preceding this proposal been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State, or local) transaction or contract under a public transaction; violation of Federal or State antitrust statutes or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements, or receiving stolen property; c. Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity (Federal, State, or local) with commission of any of the offenses enumerated in paragraph (1)(b) of this certification; and d. Have not within a three-year period preceding this application/proposal had one or more public transactions (Federal, State, or local) terminated for cause or default.
2. Where the prospective primary tier participant is unable to certify to any of the Statements in this certification, such prospective participant shall attach an explanation to this proposal.
INSTRUCTIONS FOR LOWER TIER PARTICIPANT CERTIFICATION
1. By signing and submitting this proposal, the prospective lower tier participant is providing the certification set out below and agrees to comply with the requirements of 2 CFR parts 180 and 1200.
2. The certification in this clause is a material representation of fact upon which reliance was placed when this transaction was entered into. If it is later determined that the prospective lower tier participant knowingly rendered an erroneous certification, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.
3. The prospective lower tier participant shall provide immediate written notice to the person to which this proposal is submitted if at any time the prospective lower tier participant learns that its certification was erroneous when submitted or has become erroneous by reason of changed circumstances.
4. The terms covered transaction, civil judgment, debarment, suspension, ineligible, participant, person, principal, and voluntarily excluded, as used in this clause, are defined in 2 CFR parts 180 and 1200. You may contact the person to whom this proposal is submitted for assistance in obtaining a copy of those regulations.
5. The prospective lower tier participant agrees by submitting this proposal that, should the proposed covered transaction be entered into, it shall not knowingly enter into any lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, debarred, suspended, declared ineligible, or voluntarily excluded from participation in this covered transaction, unless authorized by the department or agency with which this transaction originated.
6. The prospective lower tier participant further agrees by submitting this proposal that it will include the clause titled “Instructions for Lower Tier Participant Certification” including the “Certification Regarding Debarment, Suspension, Ineligibility and Voluntary Exclusion—Lower Tier Covered Transaction,” without modification, in all lower tier covered transactions and in all solicitations for lower tier covered transactions and will require lower tier participants to comply with 2 CFR parts 180 and 1200.
7. A participant in a covered transaction may rely upon a certification of a prospective participant in a lower tier covered transaction that it is not proposed for debarment under 48 CFR part 9, subpart
9.4, debarred, suspended, ineligible, or voluntarily excluded from the covered transaction, unless it knows that the certification is erroneous. A participant is responsible for ensuring that its principals are not suspended, debarred, or otherwise ineligible to participate in covered transactions. To verify the eligibility of its principals, as well as the eligibility of any prospective lower tier participants, each participant may, but is not required to, check the System for Award Management Exclusions website
( https://www.sam.gov/).
8. Nothing contained in the foregoing shall be construed to require establishment of a system of
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records in order to render in good faith the certification required by this clause. The knowledge and information of a participant is not required to exceed that which is normally possessed by a prudent person in the ordinary course of business dealings.
9. Except for transactions authorized under paragraph 5 of these instructions, if a participant in a covered transaction knowingly enters into a lower tier covered transaction with a person who is proposed for debarment under 48 CFR part 9, subpart 9.4, suspended, debarred, ineligible, or voluntarily excluded from participation in this transaction, in addition to other remedies available to the Federal Government, the department or agency with which this transaction originated may pursue available remedies, including suspension or debarment.
CERTIFICATION REGARDING DEBARMENT, SUSPENSION, INELIGIBILITY AND VOLUNTARY EXCLUSION—LOWER TIER
COVERED TRANSACTIONS
1. The prospective lower tier participant certifies, by submission of this proposal, that neither it nor its principals is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participating in covered transactions by any Federal department or agency.
2. Where the prospective lower tier participant is unable to certify to any of the statements in this certification, such prospective participant shall attach an explanation to this proposal.
BUY AMERICA
(applies to subrecipients as well as States)
The State and each subrecipient will comply with the Buy America requirement (23 U.S.C. 313) when purchasing items using Federal funds. Buy America requires a State, or subrecipient, to purchase with Federal funds only steel, iron and manufactured products produced in the United States, unless the Secretary of Transportation determines that such domestically produced items would be inconsistent with the public interest, that such materials are not reasonably available and of a satisfactory quality, or that inclusion of domestic materials will increase the cost of the overall project contract by more than 25 percent. In order to use Federal funds to purchase foreign produced items, the State must submit a waiver request that provides an adequate basis and justification for approval by the Secretary of Transportation.
CERTIFICATION ON CONFLICT OF INTEREST
(applies to subrecipients as well as States)
GENERAL REQUIREMENTS
No employee, officer, or agent of a State or its subrecipient who is authorized in an official capacity to negotiate, make, accept, or approve, or to take part in negotiating, making, accepting, or approving any subaward, including contracts or subcontracts, in connection with this grant shall have, directly or indirectly, any financial or personal interest in any such subaward. Such a financial or personal interest would arise when the employee, officer, or agent, any member of his or her immediate family, his or her partner, or an organization which employs or is about to employ any of the parties indicated herein, has a financial or personal interest in or a tangible personal benefit from an entity considered for a subaward. Based on this policy:
1. The recipient shall maintain a written code or standards of conduct that provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents. a. The code or standards shall provide that the recipient's officers, employees, or agents may neither solicit nor accept gratuities, favors, or anything of monetary value from present or potential subawardees, including contractors or parties to subcontracts. b. The code or standards shall establish penalties, sanctions, or other disciplinary actions for violations, as permitted by State or local law or regulations.
2. The recipient shall maintain responsibility to enforce the requirements of the written code or standards of conduct.
DISCLOSURE REQUIREMENTS
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No State or its subrecipient, including its officers, employees, or agents, shall perform or continue to perform under a grant or cooperative agreement, whose objectivity may be impaired because of any related past, present, or currently planned interest, financial or otherwise, in organizations regulated by NHTSA or in organizations whose interests may be substantially affected by NHTSA activities. Based on this policy:
1. The recipient shall disclose any conflict of interest identified as soon as reasonably possible, making an immediate and full disclosure in writing to NHTSA. The disclosure shall include a description of the action which the recipient has taken or proposes to take to avoid or mitigate such conflict.
2. NHTSA will review the disclosure and may require additional relevant information from the recipient.
If a conflict of interest is found to exist, NHTSA may (a) terminate the award, or (b) determine that it is otherwise in the best interest of NHTSA to continue the award and include appropriate provisions to mitigate or avoid such conflict.
3. Conflicts of interest that require disclosure include all past, present, or currently planned organizational, financial, contractual, or other interest(s) with an organization regulated by NHTSA or with an organization whose interests may be substantially affected by NHTSA activities, and which are related to this award. The interest(s) that require disclosure include those of any recipient, affiliate, proposed consultant, proposed subcontractor, and key personnel of any of the above. Past interest shall be limited to within one year of the date of award. Key personnel shall include any person owning more than a 20 percent interest in a recipient, and the officers, employees or agents of a recipient who are responsible for making a decision or taking an action under an award where the decision or action can have an economic or other impact on the interests of a regulated or affected organization.
PROHIBITION ON USING GRANT FUNDS TO CHECK FOR HELMET USAGE (applies to subrecipients as well as States)
The State and each subrecipient will not use 23 U.S.C. Chapter 4 grant funds for programs to check helmet usage or to create checkpoints that specifically target motorcyclists.
POLICY ON SEAT BELT USE
In accordance with Executive Order 13043, Increasing Seat Belt Use in the United States, dated April 16, 1997, the Grantee is encouraged to adopt and enforce on-the-job seat belt use policies and programs for its employees when operating company-owned, rented, or personally-owned vehicles. The National Highway Traffic Safety Administration (NHTSA) is responsible for providing leadership and guidance in support of this Presidential initiative. For information and resources on traffic safety programs and policies for employers, please contact the Network of Employers for Traffic Safety (NETS), a public-private partnership dedicated to improving the traffic safety practices of employers and employees. You can download information on seat belt programs, costs of motor vehicle crashes to employers, and other traffic safety initiatives at www.trafficsafety.org. The NHTSA website ( www.nhtsa.gov) also provides information on statistics, campaigns, and program evaluations and references.
POLICY ON BANNING TEXT MESSAGING WHILE DRIVING
In accordance with Executive Order 13513, Federal Leadership On Reducing Text Messaging While Driving, and DOT Order 3902.10, Text Messaging While Driving, States are encouraged to adopt and enforce workplace safety policies to decrease crashes caused by distracted driving, including policies to ban text messaging while driving company-owned or rented vehicles, Government-owned, leased or rented vehicles, or privately-owned vehicles when on official Government business or when performing any work on or behalf of the Government. States are also encouraged to conduct workplace safety initiatives in a manner commensurate with the size of the business, such as establishment of new rules and programs or reevaluation of existing programs to prohibit text messaging while driving, and education, awareness, and other outreach to employees about the safety risks associated with texting while driving.
10/30/2025 12:51:36 PM Page 17 of 18
INSTRUCTIONS FOR ADDING OR UPDATING GEMS USERS
1. Each agency is allowed a total of FIVE (5) GEMS Users.
2. GEMS Users listed on this form will be authorized to login to GEMS to complete and submit Quarterly Performance Reports (QPRs) and reimbursement claims.
3. Complete the form if adding, removing or editing a GEMS user(s).
4. The Grant Director must sign this form and return it with the Grant Agreement.
CURRENT GEMS USER(S)
1. Manuel Campos
Title: Sergeant Media Contact: Yes
Phone: (626) 533-0718
Email: [email protected]
2. John Fraijo
Title: Captain Media Contact: No
Phone: 6268484344
Email: [email protected]
State of California – Office of Traffic Safety
OTS-55 Grant Electronic Management System (GEMS) Access Exhibit C
GRANT NUMBER
TR26035
GRANT DETAILS
Grant Number: TR26035
Agency Name: Irwindale Police Department
Grant Title: Traffic Records Improvement Project
Agreement Total: $135,000.00
Authorizing Official: Jose Vargas
Fiscal Official: Jeanette Duran
Grant Director: Manuel Campos
10/30/2025 12:51:36 PM Page 18 of 18
Complete the below information if adding, removing or editing a GEMS user(s) GEMS User 1
Add/Change {{[]c11_es_:signer1}} Remove Access {{[] c12_es_:signer1}} Add as a media contact? Yes {{[]c1_es_:signer1}} No{{[]c2_es_:signer1}} {{UserName1_es_:signer1 }} {{UserTitle1_es_:signer1 }}
Name Job Title
{{UserEmail1_es_:signer1 }} {{UserPhone1_es_:signer1 }} Email address Phone number
GEMS User 2
Add/Change {{[]c13_es_:signer1}} Remove Access {{[]c14_es_:signer1}} Add as a media contact? Yes {{[]c3_es_:signer1}}No {{[]c4_es_:signer1}} {{UserName2_es_:signer1 }} {{UserTitle2_es_:signer1 }}
Name Job Title
{{UserEmail2_es_:signer1 }} {{UserPhone2_es_:signer1 }} Email address Phone number
GEMS User 3
Add/Change {{[]c15_es_:signer1}} Remove Access {{[]c16_es_:signer1}} Add as a media contact? Yes {{[]c5_es_:signer1}}No {{[]c6_es_:signer1}} {{UserName3_es_:signer1 }} {{UserTitle3_es_:signer1 }}
Name Job Title
{{UserEmail3_es_:signer1 }} {{UserPhone3_es_:signer1 }} Email address Phone number
GEMS User 4
Add/Change {{[]c17_es_:signer1}} Remove Access {{[]c18_es_:signer1}} Add as a media contact? Yes {{[]c8_es_:signer1}}No {{[]c7_es_:signer1}} {{UserName4_es_:signer1 }} {{UserTitle4_es_:signer1 }}
Name Job Title
{{UserEmail4_es_:signer1 }} {{UserPhone4_es_:signer1 }} Email address Phone number
GEMS User 5
Add/Change {{[]c19_es_:signer1}} Remove Access {{[]c20_es_:signer1}} Add as a media contact? Yes {{[] c9_es_:signer1}}No {{[]c10_es_:signer1}} {{UserName5_es_:signer1 }} {{UserTitle5_es_:signer1 }}
Name Job Title
{{UserEmail5_es_:signer1 }} {{UserPhone5_es_:signer1 }} Email address Phone number
Form completed by: {{Sig_es_:signer1:signature}} Date: {{Dte1_es_:signer1:date}} As a signatory I hereby authorize the listed individual(s) to represent and have GEMS user access. {{Sig_es_:signer2:signature}} {{Name1_es_:signer2:fullname }} Signature Name
{{Dte2_es_:signer2:date}} Grant Director
Date Title
Manuel Campos (Oct 30, 2025 16:54:30 PDT)
Manuel Campos Oct 30, 2025 Manuel Campos (Oct 30, 2025 16:56:23 PDT) Manuel Campos Manuel Campos Oct 30, 2025 Page 234 of 383 Item #13.M.
Date: December 10, 2025
To: Honorable Mayor and Members of the City Council
From: Julian A. Miranda, City Manager
Issue: Award of Contract for As-Needed Structural Engineering and Plan Check Services City Manager's Recommendation:
That the City Council to authorize the City Manager to execute an agreement with Labib Funk + Associates for As-Needed Structural Engineering and Plan Check Services in the amount not-to-exceed $200,000.
Administrative Action:
Submitted / Prepared by:
Eddie Chan, Director of Engineer/Building Official
Reviewed by:
Adrian R. Guerra, City Attorney
Kambiz Borhani, Finance Director / City Treasurer
Approved by:
Julian A. Miranda, City Manager
Background and Analysis:
In August 2025, the City issued a Request for Proposals (RFP) for As-Needed Structural
Engineering and Plan Check Services looking for a qualified consultant to perform structural reviews and engineering services for pending and future land development project-based applications and submittals. The Public Works Engineering Department collects deposits and fees to perform the necessary engineering services in response to project applications received. The consultant will be working on project specifics and compensated from the deposits and fees collected from the respective project applicant(s).
The scope of services for this as-needed consulting services includes but is not limited to the following:
1. Provide Structural Engineering plan check, and technical documents review for land development projects and other Public Works Engineering Capital Improvement Program ("CIP") projects.
2. Provide full-service engineering and technical assistance to the City in its review of land development projects relating to sites that were once a mining or landfill site.
3. Perform structural inspections for land development and CIP projects.
4. Prepare and/or review structural calculations, plans, specifications, and estimates.
5. Perform structural engineering feasibility analysis, selection of structural system and materials.
6. Analysis of structural elements (bridge, girder, truss, brace, column, sign, wall, foundation, etc.)
7. Perform an independent check of structural engineering calculations, plans, and quantities.
8. Review and provide consultation on structure alternatives and constructability.
9. Perform seismic retrofit analysis for existing buildings and provide seismic strengthening design.
10. Provide structural inspections for post-earthquake reconnaissance.
11. Provide structural engineering support during construction.
12. Perform structural inspections and material testing of existing structures, including non-destructive and destructive testing, structure scanning, sampling and coring.
13. Provide thorough, timely responses to bid inquiries or requests for information during construction.
On August 28, 2025, a Request for Proposals was sent with a final submission date for proposals of November 26, 2025, at 5:00pm. The City received (3) proposals with the following results:
Consultant Ranking
Labib Funk + Associates 1
GSCH Engineering 2
ATC Consulting Engineers, Inc. 3
Irwindale Municipal Code (IMC) 3.44.020 Definition of “Services” exempts professional or other contractual services for which the procedure for procurement is specifically provided by law or approved city procedures or are in their nature unique and not subject to competition. The City has adopted a Purchasing Policy, which sets forth the procurement process for Professional Services. City staff have complied with Irwindale Purchasing Policy Section 5 Professional
Consultant Selection requirements such that the contract is exempt from the centralized purchasing requirements of IMC Chapter 3.44, per IMC sections 3.44.060 and 3.44.080(D).
Staff evaluated each proposal received by ranking each consultant based on technical competency, project understanding, staff qualifications, and experience, especially contracts for similar services performed for other government agencies. Labib Funk + Associates was determined to be the most qualified firm with extensive experience in Structural Engineering services provided to public agencies. Labib Funk + Associates’ qualification is based on their ability to consistently meet project deadlines and budgets all while providing technically credible and defensible services.
Staff recommends the City Council award the contract to Labib Funk + Associates and authorize the City Manager to execute an agreement with them for As-Needed Structural Engineering and Plan Check Services. The contract will have a not-to-exceed amount of $200,000 per year and its term shall be for two (2) years with an option to extend the contract for one (1) additional year. The total maximum contract term will be for three (3) years.
The attached contract agreement has been reviewed and approved as to form by the City Attorney’s office.
Fiscal Impact:
None. Funding for this Agreement will be covered by deposits provided from the respective current and/or future applicant(s) of private development projects and encroachment permits. For CIP projects, funds will be budgeted for these services in the CIP programs.
Attachments:
1. Contract Services Agreement for As-Needed Structural Engineering and Plan Check Services (LFA)
01005.0006/1042604.1 1
AGREEMENT FOR CONTRACT SERVICES BY AND
BETWEEN THE CITY OF IRWINDALE AND LABIB FUNK + ASSOCIATES This AGREEMENT FOR CONTRACT SERVICES BY AND BETWEEN THE CITY OF IRWINDALE AND LABIB FUNK + ASSOCIATES (herein “Agreement”) is made and entered into this 10rd day of December, 2025 by and between the CITY OF IRWINDALE, a California charter city and municipal corporation (“City”) and Labib Funk + Associates, 319 Main Street, El Segundo, CA 90245, (herein “Consultant”). City and Consultant are sometimes hereinafter individually referred to as “Party” and hereinafter collectively referred to as the “Parties.” NOW, THEREFORE, the Parties hereto agree as follows:
1. SERVICES OF CONSULTANT
1.1 Scope of Services. In compliance with all of the terms and conditions of this Agreement, Consultant shall perform the work or services set forth in the “Scope of Services” attached hereto as Exhibit “A” and incorporated herein by reference. Consultant warrants that it has the experience and ability to perform all work and services required hereunder and that it shall diligently perform such work and services in a professional and satisfactory manner.
1.2 Compliance With Law. All work and services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State or local governmental agency of competent jurisdiction.
1.3 Licenses, Permits, Fees and Assessments. Consultant shall obtain at its sole cost and expense such licenses, permits, and approvals as may be required by law for the performance of the services required by the Agreement.
1.4 Special Requirements. Additional terms and conditions of this Agreement, if any, which are made a part hereof are set forth in the “Special Requirements” attached hereto as Exhibit “B” and incorporated herein by this reference. In the event of a conflict between the provisions of Exhibit “B” and any other provisions of this Agreement, the provisions of Exhibit “B” shall govern.
2. COMPENSATION
2.1 Contract Sum. For the services rendered pursuant to this Agreement, Consultant shall be compensated in accordance with the “Schedule of Compensation” attached hereto as Exhibit “C” and incorporated herein by this reference, but not exceeding the maximum contract amount of Two Hundred Thousand and 00/100 Dollars ($200,000.00) (“Contract Sum”).
2.2 Invoices. Each month Consultant shall furnish to City an original invoice for all work performed and expenses incurred during the preceding month in a form approved by City’s Director of Finance. By submitting an invoice for payment under this Agreement, Consultant is certifying compliance with all provisions of the Agreement. The invoice shall detail charges for all necessary and actual expenses by the following categories: labor (by sub-category), travel, materials, equipment, supplies, and subcontractor contracts. Subcontractor charges shall
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also be detailed by such categories. Consultant shall not invoice City for any duplicate services performed by more than one person.
City shall independently review each invoice submitted by Consultant to determine whether the work performed and expenses incurred are in compliance with the provisions of this Agreement. Except as to any charges for work performed or expenses incurred by Consultant which are disputed by City, City will use its best efforts to cause Consultant to be paid within forty five (45) days of receipt of Consultant’s correct and undisputed invoice; however, Consultant acknowledges and agrees that due to City warrant run procedures, City cannot guarantee that payment will occur within this time period. In the event any charges or expenses are disputed by City, the original invoice shall be returned by City to Consultant for correction and resubmission.
Review and payment by City of any invoice provided by Consultant shall not constitute a waiver of any rights or remedies provided herein or any applicable law.
2.3 Additional Services. City shall have the right at any time during the performance of the services, without invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or make changes by altering, adding to or deducting from said work. No such extra work may be undertaken unless a written order is first given by the Contract Officer to Consultant, incorporating therein any adjustment in (i) the Contract Sum for the actual cost of the extra work, and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written approval of Consultant. Any increase in compensation of up to ten percent (10%) of the Contract Sum but not exceeding a total increase amount of Twenty Thousand Dollars ($20,000.00) or in the time to perform of up to ninety (90) days may be approved by the Contract Officer. Any greater increases, taken either separately or cumulatively, must be approved by the City Council. No claim for an increase in the Contract Sum or time for performance shall be valid unless the procedures established in this Section are followed.
3. PERFORMANCE SCHEDULE
3.1 Time of Essence. Time is of the essence in the performance of this Agreement.
3.2 Schedule of Performance. Consultant shall commence the services pursuant to this Agreement upon receipt of a written notice to proceed and shall perform all services within the time period(s) established in the “Schedule of Performance” attached hereto as Exhibit “D” and incorporated herein by this reference. When requested by Consultant, extensions to the time period(s) specified in the Schedule of Performance may be approved in writing by the Contract Officer but not exceeding thirty (30) days cumulatively.
3.3 Force Majeure. The time period(s) specified in the Schedule of Performance for performance of the services rendered pursuant to this Agreement shall be extended because of any delays due to unforeseeable causes beyond the control and without the fault or negligence of Consultant, including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires, earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars, litigation, and/or acts of any governmental agency, including City, if Consultant shall within ten (10) days of the commencement of such delay notify the Contract Officer in writing of the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and extend the time for performing the services for the period of the enforced delay when and if in the judgment of the Contract Officer such delay is justified. The Contract Officer’s
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determination shall be final and conclusive upon the parties to this Agreement. In no event shall Consultant be entitled to recover damages against City for any delay in the performance of this Agreement, however caused, Consultant’s sole remedy being extension of the Agreement pursuant to this Section.
3.4 Term. Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement shall continue in full force and effect until completion of the services but not exceeding two (2) years from the date hereof, except as otherwise provided in the Schedule of Performance (Exhibit “D”).
4. COORDINATION OF WORK
4.1 Representative of Consultant. Richard Chen, S.E. is hereby designated as being the representative of Consultant authorized to act on its behalf with respect to the work and services specified herein and make all decisions in connection therewith. All personnel of Consultant and any authorized agents shall be under the exclusive direction of the representative of Consultant. Consultant shall utilize only competent personnel to perform services pursuant to this Agreement. Consultant shall make every reasonable effort to maintain the stability and continuity of Consultant’s staff and subcontractors, and shall keep City informed of any changes.
4.2 Contract Officer. Julian Miranda, City Manager, or such person as may be designated by the City Manager is hereby designated as being the representative City authorized to act in its behalf with respect to the work and services specified herein and to make all decisions in connection therewith (“Contract Officer”).
4.3 Prohibition Against Subcontracting or Assignment. Consultant shall not contract with any entity to perform in whole or in part the work or services required hereunder without the express written approval of City. Neither this Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. Any such prohibited assignment or transfer shall be void.
4.4 Independent Consultant. Neither City nor any of its employees shall have any control over the manner, mode or means by which Consultant, its agents or employees, perform the services required herein, except as otherwise set forth. Consultant shall perform all services required herein as an independent contractor of City with only such obligations as are consistent with that role. Consultant shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City, or that it is a member of a joint enterprise with City.
5. INSURANCE AND INDEMNIFICATION
5.1 Insurance Coverages. Consultant shall procure and maintain, at its sole cost and expense, in a form and content satisfactory to City, during the entire term of this Agreement including any extension thereof, the following policies of insurance which shall cover all elected and appointed officers, employees and agents of City:
(a) Commercial General Liability Insurance (Occurrence Form CG0001 or equivalent). A policy of comprehensive general liability insurance written on a per occurrence basis for bodily injury, personal injury and property damage. The policy of insurance
01005.0006/1042604.1 -4-
shall be in an amount not less than $1,000,000.00 per occurrence or if a general aggregate limit is used, either the general aggregate limit shall apply separately to this contract/location, or the general aggregate limit shall be twice the occurrence limit. (b) Worker’s Compensation Insurance. A policy of worker’s compensation insurance in such amount as will fully comply with the laws of the State of California and which shall indemnify, insure and provide legal defense for Consultant against any loss, claim or damage arising from any injuries or occupational diseases occurring to any worker employed by or any persons retained by Consultant in the course of carrying out the work or services contemplated in this Agreement.
(c) Automotive Insurance (Form CA 0001 (Ed 1/87) including “any auto” and endorsement CA 0025 or equivalent). A policy of comprehensive automobile liability insurance written on a per occurrence for bodily injury and property damage in an amount not less than either (i) bodily injury liability limits of $100,000 per person and $300,000 per occurrence and property damage liability limits of $150,000 per occurrence or (ii) combined single limit liability of $1,000,000. Said policy shall include coverage for owned, non-owned, leased, hired cars, and any other automobile.
(d) Professional Liability. Professional liability insurance appropriate to Consultant’s profession. This coverage may be written on a “claims made” basis, and must include coverage for contractual liability. The professional liability insurance required by this Agreement must be endorsed to be applicable to claims based upon, arising out of or related to services performed under this Agreement. The insurance must be maintained for at least five (5) consecutive years following the completion of Consultant’s services or the termination of this Agreement. During this additional 5-year period, Consultant shall annually and upon request of City submit written evidence of this continuous coverage. (e) Additional Insurance. Policies of such other insurance, as may be required in the Special Requirements in Exhibit “B”.
(f) Subcontractors. Consultant shall include all subcontractors as insureds under its policies or shall furnish separate certificates and certified endorsements for each subcontractor. All coverages for subcontractors shall be subject to all of the requirements stated herein.
5.2 General Insurance Requirements.
All of the above policies of insurance shall be primary insurance and shall name City, its elected and appointed officers, employees and agents as additional insureds and any insurance maintained by City or its officers, employees or agents may apply in excess of, and not contribute with Consultant’s insurance. The insurer is deemed hereof to waive all rights of subrogation and contribution it may have against City, its officers, employees and agents and their respective insurers. The insurance policy must specify that where the primary insured does not satisfy the self-insured retention, any additional insured may satisfy the self-insured retention. All of said policies of insurance shall provide that said insurance may not be amended or cancelled by the insurer or any party hereto without providing thirty (30) days prior written notice by certified mail return receipt requested to City. In the event any of said policies of insurance are cancelled, Consultant shall, prior to the cancellation date, submit new evidence of insurance in conformance
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with this Section 5.2 to the Contract Officer. No work or services under this Agreement shall commence until Consultant has provided City with Certificates of Insurance, additional insured endorsement forms or appropriate insurance binders evidencing the above insurance coverages and said Certificates of Insurance or binders are approved by City. City reserves the right to inspect complete, certified copies of and endorsement to all required insurance policies at any time. Any failure to comply with the reporting or other provisions of the policies including breaches or warranties shall not affect coverage provided to City.
The insurance required by this Agreement shall be satisfactory only if issued by companies qualified to do business in California, rated “A” or better in the most recent edition of Best’s Rating Guide, The Key Rating Guide or in the Federal Register, and only if they are of a financial category Class VII or better, unless such requirements are waived by the City’s Risk Manager or other designee of City due to unique circumstances.
5.3 Indemnification. To the full extent permitted by law, Consultant agrees to indemnify, defend and hold harmless City, its officers, employees and agents (“Indemnified Parties”) against, and will hold and save them and each of them harmless from, any and all actions, either judicial, administrative, arbitration or regulatory claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities whether actual or threatened (herein “claims or liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in connection with the negligent performance of the work, operations or activities provided herein of Consultant, its officers, employees, agents, subcontractors, invitees, or any individual or entity for which Consultant is legally liable (“indemnitors”), or arising from Consultant’s or indemnitors’ reckless or willful misconduct, or arising from Consultant’s or indemnitors’ negligent performance of or failure to perform any term, provision, covenant or condition of this Agreement, except claims or liabilities occurring as a result of City’s sole negligence or willful acts or omissions. The indemnity obligation shall be binding on successors and assigns of Consultant and shall survive termination of this Agreement.
6. RECORDS, REPORTS, AND RELEASE OF INFORMATION
6.1 Records. Consultant shall keep, and require subcontractors to keep, such ledgers, books of accounts, invoices, vouchers, canceled checks, reports, studies or other documents relating to the disbursements charged to City and services performed hereunder (the “books and records”), as shall be necessary to perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services and shall keep such records for a period of three (3) years following completion of the services hereunder. The Contract Officer shall have full and free access to such books and records at all times during normal business hours of City, including the right to inspect, copy, audit and make records and transcripts from such records.
6.2 Reports. Consultant shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement or as the Contract Officer shall require.
6.3 Confidentiality and Release of Information.
(a) All information gained or work product produced by Consultant in performance of this Agreement shall be considered confidential, unless such information is in the
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public domain or already known to Consultant. Consultant shall not release or disclose any such information or work product to persons or entities other than City without prior written authorization from the Contract Officer.
(b) Consultant shall not, without prior written authorization from the Contract Officer or unless requested by the City Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions, response to interrogatories or other information concerning the work performed under this Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided Consultant gives City notice of such court order or subpoena.
(c) If Consultant provides any information or work product in violation of this Agreement, then City shall have the right to reimbursement and indemnity from Consultant for any damages, costs and fees, including attorney’s fees, caused by or incurred as a result of Consultant’s conduct.
(d) Consultant shall promptly notify City should Consultant be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions or other discovery request, court order or subpoena from any party regarding this Agreement and the work performed thereunder. City retains the right, but has no obligation, to represent Consultant or be present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and to provide City with the opportunity to review any response to discovery requests provided by Consultant.
6.4 Ownership of Documents. All studies, surveys, data, notes, computer files, reports, records, drawings, specifications, maps, designs, photographs, documents and other materials (the “documents and materials”) prepared by Consultant in the performance of this Agreement shall be the property of City and shall be delivered to City upon request of the Contract Officer or upon the termination of this Agreement, and Consultant shall have no claim for further employment or additional compensation as a result of the exercise by City of its full rights of ownership use, reuse, or assignment of the documents and materials hereunder. Moreover, Consultant with respect to any documents and materials that may qualify as “works made for hire” as defined in 17 U.S.C. § 101, such documents and materials are hereby deemed “works made for hire” for City.
7. ENFORCEMENT OF AGREEMENT AND TERMINATION
7.1 California Law. This Agreement shall be interpreted, construed and governed both as to validity and to performance of the Parties in accordance with the laws of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Los Angeles, State of California. In the event of litigation in a U.S. District Court, venue shall lie exclusively in the Central District of California, in the County of Los Angeles, State of California.
7.2 Disputes; Default. In the event that Consultant is in default under the terms of this Agreement, City shall not have any obligation or duty to continue compensating Consultant for any work performed after the date of default. Instead, City may give notice to Consultant of the default and the reasons for the default. The notice shall include the timeframe in which Consultant may cure the default. This timeframe is presumptively thirty (30) days, but may be
01005.0006/1042604.1 -7-
extended, if circumstances warrant. During the period of time that Consultant is in default, City shall hold all invoices and shall, when the default is cured, proceed with payment on the invoices.
If Consultant does not cure the default, City may take necessary steps to terminate this Agreement under this Article.
7.3 Legal Action. In addition to any other rights or remedies, either Party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain declaratory or injunctive relief, or to obtain any other remedy consistent with the purposes of this Agreement.
Notwithstanding any contrary provision herein, Consultant shall file a statutory claim pursuant to Government Code Sections 905 et. seq. and 910 et. seq., in order to pursue any legal action under this Agreement.
Except with respect to rights and remedies expressly declared to be exclusive in this Agreement, the rights and remedies of the Parties are cumulative and the exercise by either Party of one or more of such rights or remedies shall not preclude the exercise by it, at the same or different times, of any other rights or remedies for the same default or any other default by the other Party.
7.4 Termination Prior to Expiration of Term. This Section shall govern any termination of this Contract except as specifically provided in the following Section for termination for cause. City reserves the right to terminate this Contract at any time, with or without cause, upon thirty (30) days’ written notice to Consultant, except that where termination is due to the fault of Consultant, the period of notice may be such shorter time as may be determined by the Contract Officer. In addition, Consultant reserves the right to terminate this Contract at any time, with or without cause, upon sixty (60) days’ written notice to City, except that where termination is due to the fault of the City, the period of notice may be such shorter time as Consultant may determine. Upon receipt of any notice of termination, Consultant shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Except where Consultant has initiated termination, Consultant shall be entitled to compensation for all services rendered prior to the effective date of the notice of termination and for any services authorized by the Contract Officer thereafter in accordance with the Schedule of Compensation or such as may be approved by the Contract Officer. In the event Consultant has initiated termination, Consultant shall be entitled to compensation only for the reasonable value of the work product actually produced hereunder, but not exceeding the compensation provided therefore in the Schedule of Compensation Exhibit “C”. In the event of termination without cause pursuant to this Section, the terminating Party need not provide the non-terminating Party with the opportunity to cure pursuant to Section 7.2.
7.5 Termination for Default of Consultant. If termination is due to the failure of Consultant to fulfill its obligations under this Agreement, City may, after compliance with the provisions of Section 7.2, take over the work and prosecute the same to completion by contract or otherwise, and Consultant shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated (provided that City shall use reasonable efforts to mitigate such damages), and City may withhold any payments to Consultant for the purpose of set-off or partial payment of the amounts owed to City as previously stated.
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8. MISCELLANEOUS
8.1 Covenant Against Discrimination. Consultant covenants that, by and for itself, its heirs, executors, assigns and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, gender, sexual orientation, marital status, national origin, ancestry, or other protected class in the performance of this Agreement.
8.2 Non-liability of City Officers and Employees. No officer or employee of City shall be personally liable to Consultant, or any successor in interest, in the event of any default or breach by City or for any amount, which may become due to Consultant or to its successor, or for breach of any obligation of the terms of this Agreement.
8.3 Notice. Any notice, demand, request, document, consent, approval, or communication either Party desires or is required to give to the other Party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of City, to the City Manager and to the attention of the Contract Officer (with her/his name and City title), City of Irwindale, 5050 N Irwindale Ave, Irwindale, CA 91706 and in the case of the Consultant, to the person(s) at the address designated on the execution page of this Agreement.
Either Party may change its address by notifying the other Party of the change of address in writing.
Notice shall be deemed communicated at the time personally delivered or in seventy-two (72) hours from the time of mailing if mailed as provided in this Section.
8.4 Integration; Amendment. It is understood that there are no oral agreements between the Parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the Parties, and none shall be used to interpret this Agreement. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing.
8.5 Severability. In the event that part of this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining portions of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the Parties hereunder unless the invalid provision is so material that its invalidity deprives either Party of the basic benefit of their bargain or renders this Agreement meaningless.
8.6 Waiver. No delay or omission in the exercise of any right or remedy by nondefaulting Party on any default shall impair such right or remedy or be construed as a waiver. A Party’s consent to or approval of any act by the other Party requiring the Party’s consent or approval shall not be deemed to waive or render unnecessary the other Party’s consent to or approval of any subsequent act. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement.
8.7 Attorneys’ Fees. If either Party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing Party in such action or proceeding, in addition to any other relief which any be granted, whether legal or equitable, shall be entitled to reasonable attorney’s fees, whether or not the matter proceeds to judgment.