Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
prorated for a total of all the remaining months in the contract term. The City retains the right to use the Performance Bond to ensure all items in the contract are completed in accordance with contract provisions through the initial term of the contract or through the term for any mutually agreed upon contract extension.
8-1.05 TEMPORARY SUSPENSION OF WORK: The PWDD shall have the authority to suspend the work wholly or in part, for such period as he may deem necessary, due to unsuitable weather, or to such other conditions as are considered unfavorable for the suitable prosecution of the work, or for such time as he may deem necessary due to the failure on the part of the Contractor to carry out orders give, or to perform any provision of the contract. The Contractor shall immediately comply with the written order of the PWDD to suspend the work wholly or in part. The suspended work shall resume when the conditions are favorable and methods are corrected as ordered or approved in writing by the PWDD.
8-1.06 WORK SCHEDULE: Prior to commencing work under the contract the Contractor shall submit to the PWDD for review and approval a proposed schedule for work within each of the Maintenance Assessment Districts based upon the Level of Service required for each District. The requirements for each Level of Service are identiÞed in Section 10- Special Provisions. The schedule shall address the proposed schedule of work for all items required for each District on a weekly, monthly, and/or yearly schedule, as required by Section 10-Special Provisions.
8-1.07 TIME OF COMPLETION AND LIQUIDATED DAMAGES: The Contractor shall complete the work called for under the contract in all parts and requirements and at the speciÞed frequencies identiÞed in Section 10-Special Provisions for each speciÞc Level of Service.
It is agreed by all parties of the contract that in case all the work called for under the contract in all parts and requirements is not completed in the manner speciÞed and at the frequency required by these speciÞcations, damage will be sustained by the City of La Verne, and that it is and will be impracticable and extremely difÞcult to ascertain and determine the actual damage which the Owner will sustain in the event of and by reason of such non-performance and delay; and it is therefore agreed that the Contractor shall pay the City of La Verne the sum of Three Hundred and Fifty Dollars ($350.00) per day for each day said work remains incomplete beyond the time for completion per Level of Service, as and for liquidated damages and not as a penalty. The Contractor agrees to pay said liquidated damages as herein provided, and in case the same are not paid, agrees that the City of La Verne may deduct the amount thereof from any moneys due or that may become due to the Contractor under the contract.
It is further agreed that in case the work called for under the contract is not Þnished and completed in all parts and requirements within the frequency speciÞed, the Owner shall
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
have the right to increase the frequency or not, as may seem best to serve the interest of the Owner, and if it decides to increase the frequency, it shall further have the right to charge to the Contractor, his heirs, assigns or sureties and to deduct from the Þnal payment for the work, all, or any part, as it may deem proper, of the actual cost of PWDD, inspection, superintendent, and other overhead expenses which are directly chargeable to the contract, and which accrue during the period of extension, except costs of preparation of Þnal estimate.
The Contractor shall not be assessed with liquidated damages nor the cost of engineering and inspection during any delay beyond the time named for the completion of the work caused by acts of God or the public enemy, acts of the Owner, Þre, floods, epidemics, quarantine restrictions, strikes, and freight embargoes, or delays of subcontractor, due to such cases; provided, that the Contractor shall notify the PWDD in writing of the causes of delay within ten (10) days from the beginning of any such delay. The PWDD shall ascertain the facts and the extent of the delay and the PWDD's Þndings thereon shall be Þnal and conclusive.
8-1.08 TERMINATION OF CONTRACT: The contract based on these speciÞcations can only be terminated by the Contractor by the faithful performance of all the conditions hereof and the completion of all required work, or by the written consent of the Owner.
Should the Contractor be guilty of a breach of any of the conditions of the contract, or should the Contractor delay or neglect the work, the PWDD may serve written notice on the Contractor, stating the deÞciency and the required correction required, or the desired improvements in the character of work; and if at the end of three (3) days thereafter, the Contractor shall have failed to comply with the said requirements, such failure shall be considered a breach of this contract, and the Owner, at it's option may declare this contract as a whole, or any division or portion thereof speciÞed in such notice, abandoned, and in that event, the Contractor shall be entitled to receive from the Owner ·the reasonable value of the work done and materials furnished, less such damages as may be sustained by the Owner by reason of abandonment or breach of the contract; or, the Owner may at the Owner's option complete the work at the expense of the Contractor, and in doing so may re-let the whole or any portion of it to any other Contractors.
Should the Contractor, in writing, request it, the Owner may complete said work in like manner as though the work had been actually abandoned by the Contractor. In no event shall the sureties on the Contractor's bonds be entitled to complete said work without the consent of the Owner in writing. In any event, the Contractor and the Contractor's sureties on the required contract bonds shall be liable to the Owner for all actual damages herein provided for in case of non-performance and/or delay in the Þnal completion of the work.
8-1.09 OWNER'S RIGHT TO TAKE POSSESSION OF THE WORK IN WHOLE OR IN PART: It is agreed that the City of La Verne has the right, at any time, to enter upon the premises of the work and perform work not covered by this contract, either by day labor or by direct contract with other Contractors, or to occupy and use a portion of the
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
premises prior to the date of the Þnal acceptance of the work as a whole, without in any way relieving the Contractor of any obligations under this contract.
SECTION IX: MEASUREMENT AND PAYMENT
9-1.01 MEASUREMENT OF QUANTITIES: All work to be paid for at the contract price per unit or measurement or frequency of service shall be measured by the PWDD in accordance with these speciÞcations. Each District contains its own unique characteristics which cannot be compared to any other District for measurement or payment.
9-1.02 SCOPE OF PAYMENT: The Contractor shall accept the compensation, as herein provided, in full payment for providing all labor, materials, tools, equipment and incidentals necessary to the completed work and for performing all work contemplated and embraced under the contract; also for loss or damage arising from the nature of the work, or from the action of elements, except as hereinbefore provided, or from any unforeseen difÞculties which may be encountered during the prosecution of the work until the Þnal acceptance by the City of La Verne and for all risks of every description connected with the prosecution of the work, also for all expenses incurred in consequence of the suspension or discontinuance of the work as herein speciÞed; and for completing the work according to the plans and speciÞcations. Neither the payment of any estimate nor any retained percentage shall relieve the Contractor of any obligation to make good any defective work or material. No compensation will be made in any case for loss of anticipated proÞts.
9-1.0 _PAYMENT AND COMPENSATION FOR ALTERED QUANTITIES: When alterations in plans or quantities of work are ordered and performed, the Contractor shall accept payment in full at the contract unit price for the actual quantities of work done except as otherwise provided in these speciÞcations. No allowance will be made in any case for loss of anticipated proÞts. Increased or decreased work involving supplemental agreements will be paid for as stipulated in such agreements.
9-1.04 FORCE ACCOUNT WORK: Where payment is to be made on a force account basis, the Contractor shall receive the actual cost of all material, labor and rented equipment furnished by him as shown by his paid vouchers, plus Þfteen percent (15%); provided, however, that the Owner reserves the right to furnish such materials required as it deems expedient, and the Contractor shall have no claim for proÞt on the cost of such materials.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
For use of equipment owned by the Contractor, the Contractor shall be paid the current prices prevailing in the locality, which shall have been previously determined and agreed upon in writing by the PWDD and by the Contractor, plus Þfteen percent (15%).
All force account work shall be adjusted daily upon report sheets, furnished to the PWDD by the Contractor and signed by both parties, which daily records shall thereafter be considered the true record of force account work done.
9-1.05 DEDUCTION FROM PAYMENTS: The City of La Verne may, at its option, and at any time retain out of the amount due the Contractor, sums sufÞcient to cover any unpaid claims, provided that the appropriate stop notices or other appropriate legal claims have been Þled with the ofÞcer of the City of La Verne.
9-1.06 MONTHLY PAYMENTS: The City of La Verne shall pay the Contractor on a monthly basis for the value of work done in the previous month, within 30 (thirty) days after receipt and approval of the invoice.
The monthly progress payment invoice shall be submitted in duplicate and shall include the contract unit price for the actual work performed and any approved and properly documented extra work for each District. The top of the monthly process payment invoice shall clearly identify the Contractor, mailing address, California Contractor's license number, business phone number, fax number, invoice number, and billing date. The monthly progress payment invoices shall clearly list the individual Districts, double- spaced, with the appropriate monthly maintenance cost for each District clearly identiÞed based upon prices in the bid package. Additionally, a Monthly District Checklist (Section 9-1.07) with dates must be submitted each month for each District, and may either accompany the progress payment invoice or be submitted to the Maintenance Manager before submission of the invoice.
The invoice may not be submitted until after the Þrst day of the subsequent month. The invoice may not be submitted until all items for the appropriate Level of Service for the District have been completed for the preceding month. The Contractor's representative and the PWDD may negotiate a change in the monthly schedule. This negotiated change must be agreed to prior to billing. A copy of the latest Los Angeles County Agricultural Commissioner's report must accompany the invoice. If the landscape maintenance, monthly progress payment invoice, or the accompanying pest report does not meet City of La Verne SpeciÞcations, and is deemed unsatisfactory, the Contractor's invoice will be returned. No further payments will be authorized until the invoice, pest report, and/or required contract work is brought to City SpeciÞcations. If two consecutive monthly invoices are returned for non-performance of required contract work, the City may implement default procedures.
The value of any work not completed, as determined by the City, shall be deducted from the payment for that month's work. Partial months shall be paid on a pro-rated basis for
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
each day of work. The monthly unit price shall be full compensation for all work herein speciÞed, except in the case of supplemental, altered or extra work, which will be paid as provided for elsewhere in these speciÞcations.
The City shall indicate in writing the acceptance or rejection of work and notify the Contractor immediately of any unsatisfactory work. Unsatisfactory work shall be corrected within forty-eight (48) hours and a report resubmitted indicating completion. Payments will be made on work completion reports submitted by the Contractor, and approved and signed by the PWDD. A re inspection fee of $100.00 shall be charged to the Contractor for all rejected work to compensate the City for the cost of re-inspection.
Payments may be withheld for: (1) defective work not remedied, (2) claims Þled, (3) failure of the Contractor to make payments properly to subcontractors for labor, materials, or equipment, (4) damage to the City or another Contractor, (5) failure to carry out the work in accordance with the contract documents, and (6) failure to complete and submit the Monthly District Checklist (Section 9-1.07). Payment shall not be due until the Contractor has delivered to the City a complete release of all liens, or receipts in full covering all labor, materials and equipment for which a lien could be Þled, or bond satisfactory to the City indemnifying the City against any lien. If any lien remains unsatisÞed after all payments are made, the Contractor shall refund to the City all monies the City may be compelled to pay in discharging such lien, including all costs and reasonable attorneys fees.
9-1.07 Monthly District Checklist Submission: The Contractor shall submit a completed monthly checklist per District prior to or with submission of the monthly progress payment invoice. No monthly progress payment invoice(s) will be accepted without a Contractor's signed and certiÞed checklist. Refer to Section 9-1.06: Monthly Payments, for appropriate completion and submission information pertaining to the monthly progress payment invoices.
The City will provide the successful Contractor with an electronic copy of the Monthly Checklists for each of the three (3) frequency schedules. The Contractor will be responsible for ensuring that additional copies of each checklist are available for completion and submission each month. The Checklist will include the Contractor's name, mailing address, California Contractor's license
number, business phone number, fax number, the District name, the monthly progress payment invoice number, billing date, and shall be completed by the Contractor on a weekly basis and submitted monthly in the manner referenced in Section 9-1.06.
9-1.08 EXTRA WORK PAYMENT: The Contractor shall Þle claims for payment of extra work that has been approved by the PWDD concurrently with regular monthly invoices.
Claims Þled for extra work shall comply with Section 4-1.05 of these speciÞcations and any section of the Special Provisions that apply.
9-1.09 PROMPT PROGRESS PAYMENTS TO SUBCONTRACTORS: The Contractor shall pay each subcontractor under the contract for satisfactory performance of its contract no later than 10 days from receipt of each payment the Contractor receives from the City of La Verne. Any
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
delay or postponement of payment from the above referenced time frame may occur only for good cause following written approval of the City of La Verne. This clause applies to all subcontractors.
9-1.10 FINAL PAYMENT: The Þnal payment constitutes a waiver of all claims by the City except those arising from: (1) unsettled liens, (2) faulty or defective work appearing after completion, (3) failure of the work to comply with the requirements of the contract documents, and (4) terms of any special warranties required by the contract documents.
The acceptance of the Þnal payment shall constitute a waiver of all claims by the Contractor except those previously made in writing and identiÞed by the Contractor as unsettled at the time of the Þnal application for payment.
9-1.11 CLAIMS AND ARBITRATION: Payment of undisputed contract amounts shall be contingent upon the Contractor furnishing a release of all claims arising against the Owner by virtue of the contract relating to those amounts. Public Contract Code Sections 20104 to 20104.6 and the Standard SpeciÞcations and City Standards are hereby incorporated into this contract except that Section 9-1.10 ARBITRATION of the Standard SpeciÞcations shall be excluded and shall not apply to the contract.
9-1.12 CONTRACT CHANGE ORDER: Contract Change orders are ordered by the PWDD. The Contractor shall provide appropriate labor, materials, tools, equipment and incidentals as necessary to complete any contract change order as ordered by the PWDD.
All work will be done in a timely and correct fashion and shall not impact speciÞed contract work A contract change order number will be assigned to each contract change order for identiÞcation at invoicing time. All contract change orders will be invoiced with monthly invoices, but shall be shown separately from monthly progress payment charges.
The invoice information for contract change orders will show the contract change order number, and the location of the work including the nearest cross street and name of the District.
Change orders for force account work shall be invoiced separately. In addition to the above requirements the invoice will identify whether the work was ordered because of vandalism or natural disaster damage, i.e. damage by storm or decay, and if the work is irrigation, planting, erosion, or fencing work. List all materials used including their unit prices and the total cost. The total for labor shall also be shown if it is allowable. For labor to be allowable, it must originate within the City of La Verne. Transportation and/or travel time are not allowable charges. Attach all copies of all related purchases to the change order invoice.
9-1.13 VANDALISM AND NATURAL DISASTER REPAIRS: Vandalism caused by the public or vehicle related accidents are to be reported to the PWDD immediately. The City
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
may elect to repair the damage or may issue a contract change order number for the repairs. If the damage creates an immediate hazard for the public or to City property, the Contractor shall take immediate actions to safeguard the public and/or City property.
The Contractor shall contact the PWDD for a direction prior to starting repairs. The Contractor shall use personnel available to make the necessary repairs and make the area safe for the public. Vandalism and natural disaster repairs will be submitted on a separate invoice.
The City of La Verne Police Department will assign a trafÞc accident report number to any known vehicle related accident. The PWDD will provide the Contractor with this additional number which must be recorded on the contract change order invoice. TrafÞc accident related contract change orders will be high priority work. All invoices must be accurate and complete for insurance reimbursement.
9-1.14 OPTIONS TO RENEW: By mutual agreement and in accordance with Section 8-
1.03 of these speciÞcations, the City and the Contractor may enter into an agreement for extension of this contract for a period of an additional twelve (12) months upon the terms and conditions set forth herein up to a limit of three (3) extensions. In the event that signiÞcant changes occur in the "Consumer Price Index for Urban Wage Earners and Clerical Workers, Los Angeles Metro Area, California, All Items Series A" published by the Bureau of Labor and Statistics of the United States Department of Labor (the cost of living index), then the amount to be paid for the extension may be negotiated upward or downward on the basis of the difference in said index at the time of award and at the time of extension.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
SPECIAL PROVISIONS
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
SECTION X: TECHNICAL SPECIFICATIONS AND PLANS
10-1.01 GENERAL: The Contractor shall furnish all labor, tools, specialized chemicals and/or equipment, materials, supervision, and transportation to perform landscape services as outlined in these speciÞcations and other work incidental thereto.
The objective of the contract is to keep all areas to be maintained in excellent to outstanding condition within the Level of Service selected by the City for each District.
All work shall be performed by qualiÞed personnel and inspected by a licensed Contractor or certiÞed landscape technician. For the Þrst month, the Contractor's representative shall meet with the City's representative on site weekly to ensure the objectives of the speciÞcations are being met. If at any time during the contract there are concerns that the Contractor is not meeting the objectives, weekly meetings may again be required to help solve the situation. Only the City may change the weekly meeting schedule.
The Levels of Service are identiÞed in Section 10-2 and the Standards of Maintenance are identiÞed in Section 10-3.
If the Contractor becomes aware of any errors, omissions, or discrepancies in the speciÞcations, drawings, work instructions or work done by others, the Contractor shall immediately notify the City. The City will clarify any error, omission, or discrepancy. Any work performed by the Contractor, prior to clariÞcation by the City, which is affected by such error, omission or discrepancy shall be removed or corrected by the Contractor at no cost to the City.
10-1.02 WORK FORCE: The Contractor shall verify and document that all laborers used on this project are either U.S. citizens or legal residents.
The Contractor shall designate a person who shall be physically present at the job site at all times during the performance of the work to act as the Contractor's representative.
Contractor's representative must be able to understand and speak English. The Contractor's representative shall have the authority and responsibility to:
• Supervise the work.
• Maintain liaison with City Representative.
• Sign for and take delivery of Contractor's materials. • Negotiate and approve changes in compensation as a result of changes in the work authorized by the City.
Workers are to be personally presentable at all times. The City may refuse to accept any person, materials, and/or equipment furnished by the Contractor; in which event Contractor shall provide substitute qualiÞed personnel, materials, and/or equipment. If any person is so refused by the City, the Contractor shall not, thereafter, use his services for any work performed under this contract.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
Workers must have identiÞcation visible at all times to identify the worker as an employee of the Contractor. IdentiÞcation shall be a shirt or jacket with the Company name or logo that clearly identiÞes the Company and the Employee's name. Contractor shall be responsible for ensuring protective equipment and clothing is used where required, and that equipment and protective clothing is in good and safe condition in accordance with "CAL-OSHA" and all other applicable regulations.
10-1.03 MATERIALS: Contractor shall comply with bid speciÞcations concerning the veriÞcation of proper licensing for the application of certain specialized herbicides and pesticides. All materials used shall conform to these speciÞcations or have prior approval by the City. The County Agricultural Commissioner's OfÞce must, by law, be given a monthly record of all herbicides, insecticides, and disease control chemicals used. A copy of this record shall also be furnished to the City by the Contractor. All materials used in replacing broken irrigation or other equipment shall be to the City's Standards and is subject to the City's inspection and approval.
No flammables or hazardous materials may be stored at any of the work sites.
10-1.04 COMMENCING WORK: The Contractor shall not start any work until the City has scheduled and conducted a Pre-Construction Conference, a full and executed contract is in effect, and a Notice to Proceed has been issued. Contractor shall obtain approval from the City before:
A. Working on Contractor equipment in any work area.
B. Closing walkways, roads, or restricting trafÞc.
10-1.05 PRE-CONTRACT CONFERENCE: Prior to the commencement of any work on the contract, a Pre-Contract Conference will be held at the City of La Verne City Hall, 3660 D Street, La Verne, California 91750, for the purpose of discussing with the Contractor the scope of work, contract plans and speciÞcations, existing conditions, trafÞc control, materials, equipment to b used, and all essential matters pertaining to the prosecution of and the satisfactory completion of the maintenance work as required by the contract. The Contractor's representatives at this conference shall include all major superintendents for the work and may include major subcontractors.
10-1.06 WATERING SCHEDULE: Prior to the commencement of any work, the Contractor shall submit for City review and approval a proposed seasonal watering schedule for all areas to be maintained. The approved watering schedule shall be used by the Contractor to program the controllers as required by the Level of Service. Seasonal watering schedules are to be submitted for each of the four seasons by the end of each month as outlined: February (spring), May (summer), August (fall) and November (winter). Any changes outside of seasonal changes must to be submitted for City approval prior to commencing with the new watering schedule.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
Damage from over or under watering will be the direct responsibility of the Contractor.
The Contractor will replace any and all plants or trees damaged by these conditions at no cost to the City. Replacement plants shall be of like size, quantity and quality to those damaged and shall be planted with in twenty four (24) hours of identiÞcation of damaged plants.
10-1.07 RECORDS: Written records of watering schedules, fertilization, pest control spraying, and other maintenance work shall be maintained by the Contractor. Written records describing all products and materials used during maintenance shall also be kept by the Contractor. A copy of these records shall be provided to the City on a thirty (30) day basis.
10-1.08 DRAINAGE SYSTEM MAINTENANCE: All drainage systems within the boundaries of the Landscape Maintenance District for purposes of irrigation water collection shall be maintained open and free of debris. When a drainage system is found to be blocked by debris from off-site, by erosion from off-site, or by major storm damage, the Contractor shall notify the City immediately with the location of the blockage.
10-1.09 DEBRIS CONTROL: The Contractor shall promptly remove all debris generated from contract operations (e.g. grass clippings, shrubbery clippings, dead plants, tree limbs, etc.) for each work area. All debris shall be removed when the work item is complete, but no later than the end of each workday. The debris shall be removed from the work site and disposed of by the Contractor outside the City boundaries at a site approved by the City. The cost of disposal shall be included in the contract price and no additional compensation shall be allowed.
10-1.10 WORK NOT INCLUDED: Maintenance of playground equipment, lighting, grafÞti removal, and street and gutter cleaning, except for landscape debris and other materials resulting from Contractor's work is considered work not included in this contract.
10-2 LEVEL OF SERVICE
10-2.01 GENERAL: The Level of Service determines the frequency for maintenance of the work items included on this contract. Level of Service A is the most intense with the frequency of work occurring more often than Level of Service B. Level of Service B is more intense than Level of Service C. All work shall be completed employing standard industry practices speciÞcally relating to the work item and shall be completed in a professional and workmanlike manner.
10-2.02 FREQUENCY SCHEDULE KEY: The following key indicates the frequency of work for speciÞc work items required by the contract.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
Legend:
W Weekly (52 times/year)
TM Twice Monthly (24 times/year)
M Monthly (12 times/year)
EOM
Every Other Month (6
times/year)
Q Quarterly (4 times/year)
1/3 Y
Three Times Yearly (3
times/year)
TY Twice Yearly (2 times/year)
Y Yearly (1 time/year)
N/A
Not Applicable/No Service
Period
10-2.03 Level of Service Frequency Charts: On the following pages, the Service Frequency Charts for Level of Service A, B, and C are listed. Each chart describes the work item and the scheduled frequency of each task to be completed.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
10-2.03A LEVEL OF SERVICE A:
Turf Areas
Work Item
Litter, Trash and Leaf Removal
Irrigation System Checks & Operation
Weed Control
Fertilizing
Mowing
Edging
Aerate, Dethatch & Rake
Ground CoverNines/Planters
Litter, Trash and Leaf Removal
Irrigation System Checks & Operation
Weed Control
Fertilizing
Edging
Pruning
Trees and Shrubs
Litter, Trash and Leaf Removal
Irrigation System Checks & Operation
Weed Control
Fertilizing
Pruning
Staking
Non-Vegetated Areas
Litter, Trash and Leaf Removal
Weed Control
Pathways and Walkways
Litter, Trash and Leaf Removal
Weed Control
Edging
Frequency A
w
M
M
Q Feb/Mav/Aua/Nov
w
w
TY Mar/Seo
w
M
M
TY Mar/Seot
Q Feb/Mav/Aua/Nov
Q i=eb/Maw'Aua/Nov
w
M
M
TY Mar/Seot
Q Feb/Mav/Aua/Nov
M
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
10-2.03B LEVEL OF SERVICE B:
Turf Areas
Work Item
Litter, Trash and Leaf Removal
Irrigation System Checks & Operation
Weed Control
Fertilizing
Mowing
Edging
Aerate, Dethatch & Rake
Ground CoverNines/Planters
Litter, Trash and Leaf Removal
Irrigation System Checks & Operation
Weed Control
Fertilizing
Edging
Pruning
Trees and Shrubs
Litter, Trash and Leaf Removal
Irrigation System Checks & Operation
Weed Control
Fertilizing
Pruning
Staking
Non-Vegetated Areas
Utter, Trash and Leaf Removal
Weed Control
Pathways and Walkways
Litter, Trash and Leaf Removal
Weed Control
Edging
Frequency B
w
Q Feb/Mar/Apr/Nov
TY Mar/Auo
TY Mar/Seo
w
TM
y March
w
Q Feb/Mar/Apr/Nov
Q Feb/Mar/Aor/Nov
y April
113 Y ApriVJuMNov
1/3 Y APriVJuMNov
w
Q Feb/Mar/Apr/Nov
Q Feb/Mar/Apr/Nov
y April
1/3 Y Aor/Julv/Nov
TY Mar/Nov
I Mar/Sep
w
1/3 Y ADrlJuMNov
TM
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
10-2.03C LEVEL OF SERVICE C:
Turf Areas
Work Item
Litter, Trash and Leaf Removal
Irrigation System Checks & Operation
Weed Control
Fertilizing
Mowing
Edging
Aerate, Dethatch & Rake
Ground CoverNines/Planters
Litter, Trash and Leaf Removal
Irrigation System Checks & Operation
Weed Control
Fertilizing
Edging
Pruning
Trees and Shrubs
Litter, Trash and Leaf Removal
Irrigation System Checks & Operation
Weed Control
Fertilizing
Pruning
Staking
Non-Vegetated Areas
Litter, Trash and Leaf Removal
Weed Control
Pathways and Walkways
Litter, Trash and Leaf Removal
Weed Control
Edging
TM
TY
y
y
TM
M
y
TM
TY
y
y
TY
TY
TM
TY
y
y
TY
TY
Frequency C
Mar/Seo
Aoril
Aoril
March
Mar/Seo
Mav
Aoril
Mar/Seo
Mar/Seo
Mar/Seo
Mav
Aoril
Mar/Seo
Mar/Nov
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
10-3 STANDARDS OF MAINTENANCE
10-3.01 GENERAL: The Standards of Maintenance establish the minimum acceptable standards for satisfactory completion of the various work items required by the contract.
The objective of the contract is to keep all areas to be maintained in excellent to outstanding condition within the Level of Service selected by the City for each District.
All work shall be completed on time in a professional and workmanlike manner employing standard industry practices applicable to each particular work item. 10-3.02 LITTER , TRASH AND LEAF REMOVAL: _The Contractor shall remove all litter and trash (e.g. bottles, cans, paper and similar items) from each work area in accordance with the frequency speciÞed for the Level of Service. Litter and trash removal shall also include the removal of feces in areas within this contract and in accordance with the frequency speciÞed for the Level of Service. All litter and trash shall be promptly removed from the work site and disposed of by the Contractor outside the City boundaries at a site approved by the City. The cost of disposal shall be included in the contract price and no additional compensation shall be allowed.
The Contractor shall report large items of trash, such as appliances or pieces of furniture that are abandoned on the site by others, to the City. Disposal of these extra items is not within the scope of the contract.
The Contractor shall remove all leaves and leaf matter from each work area in accordance with the frequency speciÞed for the Level of Service. Work areas include all areas within each District identiÞed as being in the contract and all areas with street trees. All leaves and leaf matter shall be promptly removed from the work site and disposed of by the Contractor outside the City boundaries at a site approved by the City. The cost of disposal shall be included in the contract price and no additional compensation shall be allowed. 10-3.03 APPEARANCE: The Contractor shall maintain each work area in a manner such that the area presents a neat and professional appearance that is aesthetically pleasing to the residents of the District and the PWDD. Industry standards for each work item shall be used by the City to evaluate the appearance of the work area.
The Contractor shall immediately report to the City any grafÞti on any sidewalk, curbs, walls, mow strips, playground equipment, benches, picnic tables and any other surface the Contractor comes in contact with during their maintenance. GrafÞti removal is not within the scope of the contract.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
10-3.04 IRRIGATION SYSTEM CHECKS AND OPERATION: The Contractor shall inspect, check and adjust all irrigation systems within landscape areas on this contract as scheduled for proper operation and to identify any damaged components. The Contractor shall identify areas of inadequate coverage, over watering, system malfunctions, and will make proper adjustments. All sprinkler heads and drip outlets shall be checked to ensure good working order. The Contractor shall clean, as required, drip systems as part of the irrigation checks. All valves shall be maintained in such condition that they can be manually operated at the box by the air bleed pet-cock or valve stem and handle. Valve boxes shall be kept clean of debris and dirt to a depth of sixteen (16) inches and shall be maintained at grade with proper Þtting lids. The Contractor shall set and program automatic controllers for seasonal water requirements in accordance with the approved watering schedule. The Contractor shall check the moisture content of the soil with a soil probe to determine and evaluate the moisture requirements for all landscape areas. When an issue arises, the City shall be notiÞed immediately. With the approval of the City, the watering schedule shall be adjusted by the Contractor to provide moisture levels for optimum plant growth and optimum usability of the area by the Public where applicable.
Prior to initial operation of the sprinkler system for the watering season (March to November), the Contractor shall check all systems for proper operation and flush all lateral lines by removing the last sprinkler head at each end of the lateral. All heads shall be adjusted as necessary for proper coverage. The Contractor shall check all main lines and drip system for proper operation.
In the event an irrigation system is in need of repair and is out of service for more than twenty-four
(24) hours, the Contractor shall provide hand watering, as needed, for any plant material to keep the plant in an unstressed condition.
The Contractor shall provide to the PWDD a written quarterly report of the checks for all irrigation systems on the contract. The quarterly report shall include the location of the irrigation system, date of system check, and status of the system. The report is due to the PWDD no later than the 10th of January, April, July, and October for the previous quarter's activities.
All of the above items for irrigation system checks and operation are the responsibility of the Contractor and all items shall be included in the contract price and no additional compensation shall be allowed.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
Contractor shall be responsible for all irrigation repairs at the Contractor's expense to the complete in ground portion of the irrigation system from the outlet side of the backflow preventer to the point that irrigation water exits the irrigation system, with the exception of those items listed below. All repairs shall be completed using like materials of similar quality. Excluded items shall be considered as Extra Work in accordance with Section 4-
1.05 and shall require approval and inspection by the City.
1. Irrigation controllers
2. Valves, including manual, electric, and hydraulic
3. Controller and valve wiring
4. Controller enclosures
5. Line breaks in excess of one (1") inch diameter
Cases of vandalism shall be reported within twelve (12) hours of discovery to the City, together with an estimate of costs for repairs and the City shall have the option of repairing the damage or directing the Contractor to make repairs in accordance with Section 4-
1.05. Any damages to the system, plants, and/or other damage caused by the Contractor's operations shall be repaired without charge to the City. Repairs shall be made within one watering period, immediately upon discovery, or upon notiÞcation to the Contractor of the damage. Contractor shall report such damage to the City immediately.
Damage from over or under watering will be the direct responsibility of the Contractor.
The Contractor will replace any and all plants or trees damaged by these conditions at no cost to the City.
Replacement plants shall be of like size, quantity and quality to those damaged and shall be planted with in twenty four (24) hours of identiÞcation of damaged plants. 10-3.05 TURF AREAS: The Contractor shall maintain all turf areas included in the contract in a healthy, growing condition. The Contractor shall set automatic irrigation controllers for turf areas such that watering occurs between the hours of 10:00 P.M. and 5:00 AM.
The Contractor shall monitor watering to avoid excessive run-off and over-saturated turf.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
Turf shall be kept trimmed or removed around the sprinkler heads to allow proper functioning of the sprinkler head.
10-3.05 A WEED CONTROL: The Contractor shall keep turf areas free of weeds and weed grasses. Turf areas shall be carefully spot-treated with translocated chemicals to control broadleaf weeds as weather and turf conditions dictate. Weed grasses such as nut grass, Bermuda grass, crab grass, etc., shall be chemically controlled, or removed by hand. In areas where crab grass or other weed grasses have infested the lawn, pre- emergent herbicides shall be applied for control before the weed grass germinates. 10-3.05 B FERTILIZING: The Contractor shall fertilize turf areas in accordance with the speciÞc needs of the particular grass variety involved to maintain a healthy and vigorous growing condition. A soil analysis shall be performed every year by a qualiÞed lab and shall be submitted to the City for review and the fertilizer shall be adjusted accordingly.
SpeciÞcally formulated, complete fertilizers with trace elements will be applied at the frequency identiÞed for the speciÞc Level of Service. The fertilizer formula recommended in the soils analysis shall be approved by the City prior to application. The City shall be notiÞed two (2) weeks in advance of the application.
10-3.05 C MOWING: The Contractor shall mow turf areas such that upright grasses shall be a uniform height of 3 inches. Contractor shall request approval to change the mowing frequency within any District's Level of Service due to seasonal changes. Request for approval shall be submitted to PWDD. Mower blades shall be maintained to keep a sharp edge that does not damage the turf.
Riding mowers shall not be used on sloped surfaces unless the mower is of a type speciÞcally made for mowing slopes. All grass litter and grass clippings shall be bagged and removed from the site on the same day, and disposed of in accordance with Section 10- 1.09.
10-3.05 D EDGING: The Contractor shall edge turf along borders, walls, fences, paths, etc., to maintain a neat, vertical appearance. Edging shall follow the frequency for the Level of Service. Turf shall be edged back ten (10) inches from structures such as fences and walls. Clippings shall be caught or collected and removed from the site. Nylon line whip edgers shall not be used to edge ground cover areas or within two (2) feet of any trees or shrubs.
10-3.05 E AERATE, DETHATCH AND RAKE: The Contractor shall aerate the turf using a mechanical process that provides penetration to a minimum of three (3) inches with the distance between penetrations not exceeding six (6) inches. Thatch that has not been
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
absorbed shall be removed by a mechanical process (verticut) to stimulate the absorption of nutrients and water into the soil. All areas that are aerated and dethatched shall be raked to remove all debris. Debris shall be removed and disposed of per Section 10-1.09. 10-3.05 F INSECT, DISEASE AND PEST CONTROL: Insect, Disease and Pest control are not included in the contract and, if required, shall be completed in accordance with Section 4-1.05 EXTRA WORK.
10-3.06 GROUND COVER/VINES/PLANTERS : The Contractor shall maintain all ground cover included in this contract, including but not limited to, vines, flowers, and other ornamental plant material, in a healthy, growing condition. The Contractor shall ensure that water is applied so that moisture penetrates the root zone as often as necessary to maintain healthy growth.
10-3.06A WEED CONTROL: The Contractor shall eliminate all weeds, preferably with pre emergent herbicides although selective systematic herbicides may also be used. Weeds greater than eight (8) inches in height shall be hand pulled.
All planting beds and adjacent pavement areas, curbs and gutters, sidewalks, and graveled areas shall be kept free of weeds with pre-emergent and post-emergent control applications as required.
All debris from weeding operations shall be removed from the area on the same day that the weeding operations occur in accordance with Section 10-1.09.
The Contractor shall submit the Contractor's chemical weed control program to the City for review and approval. The City shall be notified at least seven (7) business days prior to the application of any herbicide.
10-3.06B FERTILIZING: The Contractor shall fertilize all ground cover areas in accordance with the frequency required by the Level of Service. The Contractor shall apply a complete fertilizer that furnishes nitrogen, phosphorus, potassium, and minor elements in the proper proportion to maintain a healthy and vigorous growing condition and notify the City two (2) weeks prior to application. A one time soils analysis shall be done by a qualified lab, and fertilization materials, amounts and frequency shall be adjusted according to the lab results, as reviewed and approved by the City. The soils analysis shall be provided by the Contractor at no additional cost to the City.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
10-3.06C EDGING: The Contractor shall edge ground cover areas to maintain vegetation twelve (12) inches away from structures (which include walls) and six (6) inches away from sidewalks, curbs and pavement. Edging shall be completed so that ground cover "feathers back" from the border of the ground cover, forming a natural appearance.
Edging shall not be done so as to create shear or vertical edges. 10-3.06D INSECT, DISEASE AND PEST CONTROL: Insect, Disease and Pest control are not included in the contract and, if required, shall be completed in accordance with Section 4-1.05 EXTRA WORK.
10-3.06E PRUNING: The Contractor shall prune all ground cover areas to maintain the natural structure of the plants at the frequency established by the Level of Service. Ivy shall be pruned to a distance of no greater than twelve (12) inches away from the base of trees and the base of walls. Ivy shall not be allowed on trees. Existing ivy on walls shall be kept pruned down three (3) feet from top of walls. 10-3.06F REPLACEMENT OF PLANTS: The Contractor shall remove dead or damaged plants and replace them with plants of equivalent size, condition and variety, after approval by the City. The City will provide or pay for replacement plants in properly documented cases of freezing weather, vandalism or normal attrition. The Contractor will provide labor and equipment to place the plants in accordance with Section 4-1.05 Extra Work. Dead plant material shall be removed immediately. Dead plants shall be replaced within 72 hours of removal when the Contractor is at fault.
Plants dying through disease by insect infestation or the Contractor's negligence shall be replaced at the Contractor's expense.
10-3.07 TREES AND SHRUBS: The Contractor shall maintain trees and shrubs in a healthy, growing condition. The Contractor shall provide watering as appropriate for the type and variety of tree or shrub.
10-3.07A WEED CONTROL: The Contractor shall keep all tree basins and areas between shrubs free from weeds. Cultivation that may destroy shallow roots shall not be used for weed control.
10-3.07B FERTILIZING: The Contractor shall fertilize recently established trees with a soluble nitrate fertilizer in late spring. The fertilizer shall be spread evenly under the plants to the drip line. The Contractor shall notify the City two weeks (2) prior to the application of fertilizer. The Contractor shall avoid applying fertilizer to the root ball and base of the
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
main stem. The rate of application shall be in accordance with the manufacturer's specifications (a copy of which will be provided to the PWDD).
The Contractor shall fertilize shrubs in accordance with the specific needs for the variety of shrub in order to maintain healthy and vigorous plants. 10-3.07C INSECT, DISEASE AND PEST CONTROL: Insect, Disease and Pest control are not included in the contract and, if required, shall be completed in accordance with Section 4-1.05 EXTRA WORK.
10-3.07D PRUNING: The Contractor shall prune trees to a height of no higher than fifteen (15) feet to eliminate disease or damaged growth, maintain a natural appearance, thin crowns to reduce potential wind damage, and balance the crown with the root structure.
The Contractor is responsible for pruning to a height of no higher than fifteen (15) feet with branches five (5) inches or less in diameter. Pruning shall be done in strict accordance with industry standards to prevent damage to trees and shrubs. When pruning is required that is not included in the contract, the Contractor shall notify the City of the requirement.
The Contractor shall prune branches fifteen (15) feet high or less that are rubbing on walls, fences, and buildings, and remove suckers, water sprouting, and other undesirable growth on trees. Under no circumstances will stripping of lower branches, or "raising up" of young trees be permitted unless requested by the City. Lower branches shall be retained with as much foliage as possible to promote earlier trunk growth. Lower branches can be cut flush with the branch collar only after the tree is able to stand erect without staking or other support.
In general, regular pruning of conifer trees may not be necessary. Pruning of conifers shall be done as needed, primarily to correct growth abnormalities in young trees, to control plant density and size, and to remove dead, diseased, structurally unsound, or broken branches. The Contractor shall monitor all conifers yearly as per Level of Service to match pruning schedule. If a double leader develops, prune out the weaker and less shapely leader. If a top breaks, thin out the whorl of branches until a new central leader develops.
The Contractor shall thin out and shape evergreen and deciduous trees when necessary to prevent wind and storm damage. The primary pruning of deciduous trees shall be done during the dormant season. However, pruning is not limited to the dormant season.
Damaged trees, or those that constitute health or safety hazards, shall be pruned at any time as requested by the City.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
Excessive pruning or stubbing back will not be permitted. All pruning cuts shall be made flush and cleanly cut with no tearing of the bark. Any trees that are stubbed back or pruned improperly or in a manner to distort the shape, shall be replaced by the Contractor with a twenty-four (24) inch box size of a type determined by the City.
Clearance for trees is as follows: clearance from street surfaces to the bottom of the skirt shall be fourteen (14) feet; clearance from sidewalks to the bottom of the skirt shall be eight (8) feet.
The objectives of shrub pruning are the same as for trees. The Contractor shall not prune shrubs into balled or boxed forms unless required by the City. All pruning cuts shall be made to branch collar lateral branches or buds, or flush with the trunk.
The Contractor shall monitor trees for the presence of ivy or mistletoe and immediately remove if discovered.
10-3.07E STAKING: The Contractor shall be responsible that all staking and tree support systems are maintained and in good order. The Contractor shall inspect staking at the frequency required by the Level of Service. The Contractor shall adjust staking to prevent girdling of trunks and branches, and to prevent rubbing that causes bark wounds and cambium damage. The Contractor shall install missing or broken stakes, as required. The City shall provide the stakes and the Contractor shall provide the labor and equipment required for the proper installation of the stakes. The Contractor shall remove tree stakes that are no longer needed and return the removed stakes to the City. 10-3.07F REPLACEMENT OF TREES AND SHRUBS: The Contractor shall remove dead or damaged trees and shrubs and replace them after approval by the City. The City will provide or pay for replacement trees and shrubs in properly documented cases of freezing weather, vandalism or normal attrition. The Contractor will provide labor and equipment to place the trees and shrubs in accordance with Section 4-1.05 Extra Work.
Dead plant material shall be removed immediately. Dead plant material shall be replaced within one (1) week of removal when Contractor is at fault. 10-3.08 NON-VEGETATED AREAS: The Contractor shall maintain non-vegetated areas within the Districts in a neat, weed-free condition. Non-vegetated areas are areas with soil, bark and/or decomposed aggregate that may or may not have plants, trees and shrubs within the confines of the area.
10-3.0SA WEED CONTROL: The Contractor shall keep non-vegetated areas free of weeds, weed grasses, or other unwanted plants. These areas shall be carefully spot
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
treated with herbicide and/or a pre-emergent herbicide may be used. Weeds greater than eight (8) inches shall be hand-pulled.
All debris from weeding operations shall be removed from the area the same day that the weeding operation occurs in accordance with Section 10-1.09. 10-3.09 PATHWAYS AND WALKWAYS: The Contractor shall maintain pathways and walkways adjacent to landscaped and turf areas in a neat, weed-free condition. Pathways and walkways include both hard surface (concrete, asphalt) and soft surface (soil, bark, decomposed granite) areas.
10-3.09A WEED CONTROL: The Contractor shall keep pathways and walkways free of weeds, weed grasses, or other vegetation as per Level of Service.
The Contractor shall keep all joints and cracks in sidewalks, gutters and driveways adjacent to landscaped and turf areas free of weeds, weed grasses and all other vegetation as per Level of Service.
All debris from weeding operations shall be removed from the area the same day that the weeding operation occurs in accordance with Section 10-1.09. 10-3.09 B EDGING: The Contractor shall edge along pathways, walkways, and borders, to maintain a neat, vertical appearance. Edging shall follow the frequency for the Level of Service determined by the City for each District. Nylon line whip edgers shall not be used to edge ground cover areas or within two (2) feet of any trees or shrubs as per Level of Service.
All debris from edging operations shall be removed from the area the same day that the edging operation occurs in accordance with Section 10-1.09.
Further information on each site location will be provided at the Mandatory Pre-Bid Meeting scheduled for this project on Wednesday March 20th at 10:00 a.m. in the La Verne City Hall Council Chambers.
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
MAINTENANCE ASSESSMENT
DISTRICT MAPS AND
DIAGRAMS
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
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Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
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Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
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EXHIBIT3
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
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[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
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City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
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EXHIBIT6
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
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EXU-IBIT7
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreement] –RFP March 2024
Marshall Canyon Landscape Maintenace District
Exhibit 8
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LA VERNE, CA
Council Agenda Packet, June 17, 2024
CITY OF LA VERNE
3660 "D" STREET
La Verne, CA 91750
DATE: 3/25/24
ADDENDUM NO: 1
Landscape Maintenance Districts/ Zones Service Agreement The plans and specifications for the above referenced project are hereby amended as follows:
PLA-NS: addition of Marshall Canyon and La Verne Heights HOA Fuel Mod area for service SPECIFICATIONS: Modifications throughout the project documents are hereby integrated into the project specification. Below is a summary of those modifications. f
RFP update 3.25.24
Corrections made on RFP such as due dates, submission format, Base Bid, and Marshall Canyon Exhibit 8
Bidder's Book
Bid Book Summary Sheet (1 pg), La Verne Heights Fuel Mod Map and frequency Chart (3 pgs.)
ADDENDUM ACKNOWLEDGE:MENT
I hereby acknowledge receipt of Addendum No. 1 and my bid reflects the requirements of the addendum.
Name Contractor
Title
Council Agenda Packet, June 17, 2024
~!io~"r:=
La Verne, CA 91750
DATE: 3/27/24
ADDENDUM NO: 2
Landscape Maintenance Districts/ Zones Service Agreement The plans and specifications for the above referenced proJct are hereby amended as follows:
I
PLANS:
SPECIFICATIONS: Modifications throughout the project documents are hereby integrated into the project specification. Belo! is a summary of those modifications.
Base Bid Line Item/ Bidders Book Upload
Please Submit a Base Bid under the "Line item" tab, section 1 " RFP Base Bid" in addition to the upload of the completed "Bidder's Book" under general attachments I
LMD Contract documents
The awarded Bidder will have IO calendar 9-3-ys to complete and submit to the city clerk's office at the City of La Verne City Hall, 3660 D St La Verne, CA 91750.
Colin Purdy
Maintenance Supervisor
ADDENDUM ACKNOWLEDGEMENT l
I hereby acknowledge receipt of Addendum No. 1 and my id reflects the requirements of the addendum.
Name Contractor
I
Title
Council Agenda Packet, June 17, 2024
Landscape Maintenance Districts/ Zones
Service Agreement-RFP
Landscape
Maintenance First/ Fulton Tabor
Districts/ Zones Exhibit 1 Exhibit 2
Level of Service
J S-J {:, 1s:;t:, Frequency A
Level of Service )1/-/)CJ /~t:J1 Frequency B
Level of Service /c5).1 I /dC// Frequency C
Rancho
Laverne
Exhibit 3
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Bid Book Summary
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Channel Live Oak Amherst San Polo
Exhibit 3-A Exhibit 4 Exhibit 5 Exhibit 6
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2-Add Alt 2 = o<Pc:J,l;l. 7
3-Add Alt 3 = l'-17, CJ 'l ~
4-Add Alt 4 = 77 ~S.5" .I
*Madatory to be submitted with Bid
La Verne La Verne Marshal
Heights Heights Canyon
Exhibit 7 Exhibit 7-A Exhibit 8
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Council Agenda Packet, June 17, 2024
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First and Fulton Landscape Maintenance District
frfilluencyA -tlfill!fiillkYJ1 -Erfilllliillcy_..C ■
Worf< Item
Ground
Cover /Vines/Planters
litter, Trash and Lead
Removal I w I I w I I™ Irrigation System Checl<s &
Operation M Q Feb/May/ Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
Edging Q Feb/May/Aug/Nov 1/3Y April/ July/Nov TY April/Sept Pruning Q Feb/May/Aug/Nov 1/3 Y April/July/Nov TY April/Sept Trees and Shrubs
litter, Trash and Lead
Removal I w I I w I I™ Irrigation System Checl<s &
Operation M Q Feb/May/ Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
Pruning Q Feb/May/Aug/Nov . 1/3 Y April/ July/Nov TY Mar/Sept Staking M TY Mar/Nov TY Mar/Nov
Total Price for Level of
1$ ;,;.7 I 1$ I I $ 10.f I Service Per MONTH // 7
Total Price for Level of
1$ /;~?, I 1$ I 3/tJ CJ I I$/ol 911 Service Per YEAR
Council Agenda Packet, June 17, 2024
Council Agenda Packet, June 17, 2024
) ) )
Tabor Landscape Maintenance District
fr.e._~y_A
-
Frequency B
-
FrequencyC
- Worl< Item
Ground
Cover/Vines/Planters
Litter, Trash and Lead
Removal w w
Irrigation System Checl<s &
Operation M Q Feb/May/Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
1/3
Edging I Q I Feb/May/Aug/Nov -y I April/July/Nov --TY I April/Sept 1/3
Pruning I Q I Feb/May/Aug/Nov 11111111 y I April/July/Nov -TY I April/Sept Trees and Shrubs
Litter, Trash and Lead
Removal w I TM
Irrigation System Checl<s &
Operation M Q Feb/May/Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
1/3
Pruning Q Feb/May/ Aug/Nov y April/July/Nov TY Mar/Sept Staking M TY Mar/Nov TY Mar/Nov
Turf Areas
Litter, Trash and Lead
GJ Removal w I w
Council Agenda Packet, June 17, 2024
) )
Tabor Landscape Maintenance District
Irrigation System Checl<s &
Operation M Q Feb/May/ Aug/Nov Mar/Sept
Weed Control M Q Feb/May/ Aug/Nov May
Fertilizing Q Feb/May/ Aug/Nov TY Mar/Sept April
Mowing w w
Edging w TM
Aerate, Dethatch, & Ral<e TY Mar/Sept y March Mar
Total Price for Level of
I$ /;l 1 I 1$ 117
I Service Per MONTH $ I cJ?
Total Price for Level of
1$ JS-J? I 1$ ).t/ t) 9 I 1$Pt/l Service Per YEAR
Council Agenda Packet, June 17, 2024
Council Agenda Packet, June 17, 2024
) )
Rancho La Verne Landscape Maintenance District
~
-
ErutllfflC.Y...B
-
flfillYfille.Y...C
- Worlc Item
Ground
Cover/Vines/Planters
Litter, Trash and Lead
Removal w I w
Irrigation System Checks &
Operation M Q Feb/May/Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
1/3
Edging I Q I Feb/May/Aug/Nov y April/July/Nov TY April/Sept 1/3
Pruning Q Feb/May/Aug/Nov y April/July/Nov TY April/Sept Trees and Shrubs
Litter, Trash and Lead
Removal w w
Irrigation System Checks &
Operation M Q Feb/May/Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
1/3
Pruning Q Feb/May/ Aug/Nov y April/July/Nov TY Mar/Sept Stal<ing M TY Mar/Nov TY Mar/Nov
Turf Areas
Litter, Trash and Lead
GJ Removal WI TM
Council Agenda Packet, June 17, 2024
) ) )
Rancho La Verne Landscape Maintenance District
Irrigation System Checl<s &
Operation M Q Feb/May/ Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/Aug/Nov y April
Fertilizing Q Feb/May/Aug/Nov TY Mar/Sept April
Mowing w w
Edging w TM
Aerate, Dethatch, & Rake TY Mar/Sept y March I Mar
Non-Vegetated Areas
Litter, Trash and Leaf
Removal w w TM
Weed Control M TY y May
Pathways and Walkways
Litter, Trash, and Leaf
Removal I w I w
1/3
Weed Control
I: I -~M
I April/July/Nov
-~
1M~
I Edging
Total Price for Level of
1$ :I.I'-// I 1$ /9 7~ I 1$/?/~1 Service Per MONTH
Total Price for Level of
I $o?J6 91/1 1$~3717 I 1$5211~11 Service Per YEAR
Page J 2
Council Agenda Packet, June 17, 2024
:).OfJ:).S!O aoueua:a,U!BW adeospue1 8UJ8A e1 OlfOUBH
Council Agenda Packet, June 17, 2024
) ) )
Riparian Channel Landscape Maintenance District
l:.re{Ju..e.nc.y_A
-
.Er..e.q.u.e.ncy-6
-
~
- Work Item
Ground
Cover/Vines/Planters
Litter, Trash and Lead
Removal w I TM
Irrigation System Checl<s &
Operation M Q Feb/May/ Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/ Aug/Nov ' y May
Fertilizing TY Mar/Sept y April y April
1/3
Edging I o y I April/July/Nov TY I April/Sept
1/3
Pruning Q Feb/May/Aug/Nov y April/ July/Nov TY I April/Sept Trees and Shrubs
Litter, Trash and Lead
Removal w w
Irrigation System Checl<s &
Operation M Q Feb/May/ Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
1/3
Pruning Q Feb/May/Aug/Nov y April/July/Nov TY Mar/Sept
Stal<ing M TY Mar/Nov TY Mar/Nov
Turf Areas
Litter, Trash and Lead
GJ Removal WI TM
Council Agenda Packet, June 17, 2024
) ) )
Riparian Channel Landscape Maintenance District
Irrigation System Checks &
Operation M Q Feb/May/ Aug/Nov Mar/Sept
Weed Control M Q Feb/May/ Aug/Nov April
Fertilizing Q Feb/May/Aug/Nov TY Mar/Sept April
Mowing w w
Edging w TM
Aerate, Dethatch, & Rake TY Mar/Sept y March I Mar
Non-Vegetated Areas
Litter, Trash and Leaf
Removal w w
Weed Control M TY Mar/Sept y May
Pathways and Wallcways
Litter, Trash, and Leaf
Removal I w I w
1/3
Weed Control M y April/July/Nov I May
Edging w TM
Total Price for Level of
I$ 11'-i~ I 1$ / t> s-J I 1$ ~70 Service Per MONTH
Total Price for Level of
I$ 13 7 .,3 I I$/«'~ 9 s-1 1$//~.37 I Service Per YEAR
Council Agenda Packet, June 17, 2024
Council Agenda Packet, June 17, 2024
) ) )
Live Oal< Landscape Maintenance District
ErnQuency 8
-
~
-
mq~_c
- Worl<ltem
Ground
Cover/Vines/Planters
Litter, Trash and Lead
Removal w w
Irrigation System Checks &
Operation M Q Feb/May/ Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/ Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
1/3
Edging I Q I Feb/May/ Aug/Nov y April/ July/Nov -TY I April/Sept 1/3
Pruning Q Feb/May/ Aug/Nov y April/ July/Nov -TY I April/Sept Trees and Shrubs
Litter, Trash and Lead
Removal w w
Irrigation System Checl<s &
Operation M Q Feb/May/Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/ Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
1/3
Pruning Q Feb/May/ Aug/Nov y April/July/Nov TY Mar/Sept Staking M TY Mar/Nov TY Mar/Nov
Turf Areas
Litter, Trash and Lead
GJ Removal WI TM
Council Agenda Packet, June 17, 2024
) ) )
Live Oal< Landscape Maintenance District
Irrigation System Checks &
Operation M Q Feb/May/Aug/Nov Mar/Sept
Weed Control M Q Feb/May/Aug/Nov April
Fertilizing Q Feb/May/Aug/Nov TY Mar/Sept April
Mowing w w
Edging w TM
Aerate, Dethatch, & Rake TY Mar/Sept y March I Mar
Non-Vegetated Areas
Litter, Trash and Leaf
Removal w w
Weed Control M TY Mar/Sept May
Pathways and Wall<ways
Litter, Trash, and Leaf
Removal I w I w
1/3
Weed Control
I~ I -~M
I April/July/Nov
•: I Mai
I Edging
Total Price for Level of
1$ Ji'7t! I 1$ 17~0 I 1$/S-?3 I Service Per MONTH
Total Price for Level Service
1$,N-'1'1/7'1 1$ot07IR
I l$1n91 I PerYEAR
Council Agenda Packet, June 17, 2024
Council Agenda Packet, June 17, 2024
) ) )
Amherst and Fruit Landscape and Maintenance District
Erul.YfilKY_.A -fre_que.ncy_B_ -Erngugac~C I
Worl< Item
Ground
Cover/Vines/Planters
Litter, Trash and Lead
Removal
I w1 I w I I™
Irrigation System Checl<s &
Operation M Q Feb/May/Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/ Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
1/3
Edging I Q I Feb/May/Aug/Nov y April/July/Nov TY April/Sept 1/3
Pruning Q Feb/May/Aug/Nov y April/July/Nov TY April/Sept Trees and Shrubs
Litter, Trash and Lead
Removal I w I I w I I™
Irrigation System Checks &
Operation M Q Feb/May/ Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/ Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
1/3
Pruning Q Feb/May/ Aug/Nov y April/July/Nov • TY Mar/Sept Staking M TY Mar/Nov TY Mar/Nov
Total Price for Level of
1$ 39? I 1$ 3~7 I Service Per MONTH $337
Council Agenda Packet, June 17, 2024
)
Total Price for Level of
Service Per YEAR
) )
Amherst and Fruit Landscape and Maintenance District
I$ -'/77 s-1 1$ -'f,V,iP[ G,,'-11
Council Agenda Packet, June 17, 2024
Council Agenda Packet, June 17, 2024
) ) )
San Polo Landscape Maintenance District
Erequeocy8 -fre_q.u.e.ncy.J3
-~equencyl
Worlcltem
Trees and Shrubs
Litter, Trash and Lead
Removal I w I I w I I TM
frrigation System Checl<s &
Operation M Q Feb/May/Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/Aug/Nov y May
Fertilizing TY Mar/Sept y April y April
Pruning Q Feb/May/Aug/Nov 1/3 Y April/July/Nov TY Mar/Sept Staking M TY Mar/Nov TY Mar/Nov
Turf Areas
Litter, Trash and Lead
Removal I w I I w
I I TM
Irrigation System Checks &
Operation M Q Feb/May/ Aug/Nov TY Mar/Sept
Weed Control M Q Feb/May/Aug/Nov y April
Fertilizing Q Feb/May/ Aug/Nov TY Mar/Sept y April
Mowing w w TM
1-----
Edging w TM M ,______
Aerate, Dethatch, & Rake TY Mar/Sept y March y I Mar
Total Price for Level of
1$ /[)3t./ I 1$ 9S-L/ I ~ Service Per MONTH
I $/O'i9J>I
Total Price for Level of
1$/«'11/071 1$//-¥5"'3 I Service Per YEAR
Council Agenda Packet, June 17, 2024
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Council Agenda Packet, June 17, 2024
)
Worl<ltem
Ground Cover/Vines/Planters
Litter, Trash and Lead Removal
Irrigation System Checks &
Operation
Weed Control
Fertilizing
Edging
Pruning
Trees and Shrubs
Litter, Trash and Lead Removal
Irrigation System Checl<s &
Operation
Weed Control
Fertilizing
Pruning
Staking
Non-Vegetated Areas
Litter, Trash and Leaf Removal
Weed Control
Pathways and Wall<ways
Litter, Trash, and Leaf Removal
Weed Control
Edging
)
La Verne Heights Landscape Maintenance District
.Ere.quency A
w
M
M
TY I Mar/Sept
Q Feb/May/Aug/Nov
Q Feb/May/Aug/Nov
w
M
M
TY I Mar/Sept
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M
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Q Feb/May/Aug/Nov
Y I April
1/3 Y I April/July/Nov
TY Mar/Nov
•~ I Mar/Sept
IQ April/July/Nov
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TY Mar/Sept
y May
y April
TY April/Sept
TY April/Sept
TM
TY Mar/Sept
y May
y April
TY Mar/Sept
TY Mar/Nov
EM I May
E
May
)
Council Agenda Packet, June 17, 2024
) ) )
La Verne Heights Landscape Maintenance District
Total Price for Level of Service Per
l$/9S-O I 1$ I I $/6,.5",0 I MONTH / tf'~O
Total Price for Level of Service Per
I $"' 3 'Io ea I 1$d/ho~I I $/9 j'~JJ VEAR
Council Agenda Packet, June 17, 2024
Council Agenda Packet, June 17, 2024
La Verne Heights Fire Mod
Erfillu.em_y_A
-
Erfil!llfill.C.YJl
-
Erfill.u.e..nt_y__C
- Worl< Item
Ground
Cover/Vines/Planters
Litter, Trash and Lead
Removal I 1/3Y I Jan/May/Sept
-
TY I May/Nov
-
y I May
Irrigation System Checks &
Operation
Weed Control I 1/3Y I Jan/May/Sept
--
TY I May/Nov y I May
Fertilizing
Edging 1/3Y Jan/May/Sept TY May/Nov y May
Pruning 1/3Y Jan/May/Sept TY May/Nov y May
Trees and Shrubs
Litter, Trash and Lead
Removal j 1/3Y I Jan/May/Sept
-
TY I May/Nov y I May
Irrigation System Checks &
Operation
Weed Control j 113Y I Jan/May/Sept
-
TY I May/Nov
-
y I May
Fertilizing
Pruning 1/3Y Jan/May/Sept TY May/Nov y May
Staking 1/3Y Jan/May/Sept TY Mar/Nov y May
Non-Vegetated Areas
Litter, Trash and Leaf
Removal 1/3Y Jan/May/Sept TY May/Nov y May
Weed Control 1/3Y Jan/May/Sept TY May/Nov y May
Council Agenda Packet, June 17, 2024
La Verne Heights Fire Mod
Pathways and Walkways
Litter, Trash, and Leaf
Removal 1/3Y Jan/May/Sept TY May/Nov y May
Weed Control 1/3Y Jan/May/Sept TY May/Nov y May
Edging 1/3Y Jan/May/Sept TY May/Nov y May
Total Price for Level of
1$ I 1$ Service Per MONTH -1$
Total Price for Level of
I$ 95at)0 I ~t?~cJC) Service Per YEAR I$ ?IJCJt)t') I
Council Agenda Packet, June 17, 2024
Council Agenda Packet, June 17, 2024
') ) )
Marshall Canyon Landscape Maintenance District
fre{J~y_A
-
Erui.filIB.CYJl
-
Ite.quern:;y C
- Worl< Item
Ground
Cover/Vines/Planters
Litter, Trash and Lead
Removal I 1/3Y I Jan/May/Sept
-
TY I May/Nov
-
y I May
Irrigation System Checks &
Operation
Weed Control j 113y j Jan/May/Sept
-
TY j May/Nov ~
y j May
Fertilizing
Edging 1/3Y Jan/May/Sept TY May/Nov y May
Pruning 1/3Y Jan/May/Sept TY May/Nov y May
Trees and Shrubs
Litter, Trash and Lead
Removal I 1/3Y J Jan/May/Sept
-
TY J May/Nov y I Nay
Irrigation System Checl<s &
Operation
Weed Control j 113Y j Jan/May/Sept 111111' TY I May/Nov -
y j Nay
Fertilizing
Pruning 1/3Y Jan/May/Sept TY May/Nov y May
Staking 1/3Y Jan/May/Sept TY Mar/Nov y May
Non-Vegetated Areas
Litter, Trasl1 and Leaf
Removal 1/3Y Jan/May/Sept TY May/Nov y May
Weed Control 1/3Y Jan/May/Sept TY May/Nov y May
Council Agenda Packet, June 17, 2024
) )
Marshall Canyon Landscape Maintenance District
Pathways and Wallcways
Litter, Trash, and Leaf
Removal 1/3Y Jan/May/Sept TY May/Nov y May
Weed Control 1/3Y Jan/May/Sept TY May/Nov y May
Edging 113y Jan/May/Sept TY May/Nov y May
Total Price for Level of
1$ I 1$ I 1$ Service Per MONTH --
Total Price for Level of
1$ ?/~CJCJ I 1$ 5~L/001 I$;} 7 Jool Service Per YEAR
Council Agenda Packet, June 17, 2024
:a.01J:a.s,a aoueua:a.u,ew ade:>spue1 uo~ueo 11e4sJew
Council Agenda Packet, June 17, 2024
City of La Verne
[Landscape Maintenance Districts/ Zones Service Agreemenq -RFP March2024
payment for such work. For extra work authorized by the PWDD, the Contractor shall receive compensation at the prices previously agreed upon in writing, or upon a failure to agree upon prices, he shall be paid on force account, as provided in these specifications.
All extra work shall be adjusted weekly upon reports sheets furnished to the PWDD by the Contractor and signed by both parties, which weekly reports shall thereafter be considered the true record of extra work done.
4-6 Emergency Numbers The Contractor shall be readily available by telephone during working hours. This shall not be an answering machine. The Contractor shall also provide the City with an emergency call out number where the Contractor may be contacted outside of normal working hours, on weekends and holidays. This number shall be updated every 60 days.
Name: Mobile# (s): Home# (s):
~13 ¼A-/1/l<LZN C)o '7- 3c{)t2-()5""t/f
P1tuL LoG-14-/J 7S-/-53?-J ooo
SECTION V: CONTROL OF WORK
5-1 Authority of Public Works Director The Public Works Director or their Designee (PWDD) shall decide all questions which may arise as to the quality or acceptability of materials furnished or work performed and as to the manner or performance and rate of progress of the work; all questions that may arise as to the acceptable fulfillment of the contract on the part ofth~ Contractor; and all questions as to compensation. The PWDD's decision shall be final and he shall have authority to enforce and make effective such decisions and orders which the Contractor fails to carry out promptly.
Council Agenda Packet, June 17, 2024
PROPOSAL
The undersigned bidder hereby proposes to furnish all labor, material, equipment, tools and services necessary to perform all work required under the Agency's Specifications entitled:
Landscape Maintenance Districts/ Zones Service Agreement in accordance with the intent of said Specifications, Drawings and all Addenda issued by said City prior to opening of the proposals.
Said bidder agrees that, within 10 calendar days after date of written Notice of Award of the Contract by said Agency, he will execute a contract in the required form, of which the Notice Inviting Bids, Instructions to Bidders, Proposal, Specifications, Drawings and all Addenda issued by said City prior to the opening of proposals, are part, and will secure the required insurance and bonds; and that upon failure to do so within said time, then the proposal guarantee furnished by said bidder shall be forfeited to said Agency as liquidated damages for such failure; provided, that if said bidder shall execute the contract and secure the required insurance within said time, his check, if furnished shall be returned to him within five (5) days thereafter, and the Bid Bond, if furnished, shall become Jvoid.
Said bidder further agrees to complete all work required under the contract within the time stipulated in said Specifications, and it accept in full payment therefore the price named in the Bidding Schedule.
I am aware of the provisions of Section 3700 of the Labor Code which requires every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with such provisions before commencing the performance of the work of this contract.
Signature
Title
Council Agenda Packet, June 17, 2024
PROPOSAL FORM {continued)
TO THE CITY COUNCIL OF THE CITY OF LA VERNE, CALIFORNIA:
The undersigned as bidder declares that he has carefully examined the location of the proposed work, that he has examined the Special Provisions and read the accompanying instructions to bidders, and hereby proposes and agrees, if the proposal is accepted, to furnish all, materials and do all work required to complete the said work in accordance with the said Standard Specifications, Special Provisions, and Plans in the time and manner therein prescribed for the unit price set forth in the following schedule:
Council Agenda Packet, June 17, 2024
PROPOSAL FORM (continued)
That the Contractor specifically agrees to comply with the applicable parts of Section 1777.5 of the Labor Code relating to employment by contractor and subcontractor under him, of jowneymen or apprentices or workers, in any apprentice and craft or trade.
Section 1-6.2, "Subcontract Listing" of the Standard Specifications for Public Works Construction shall be applicable.
Accompanying this propl sal is tJ1ddt'l'S o~o~sert "$ _ ____ _ _ __ cash," "cashier's check," "certified check," or ''bidder's bond," as the case may be) in the amount equal to at least ten percent (10%) of the total BASE bid.
The undersigned further agrees that in case of default in executing the required contract, with necessary bonds, within ten (10) days, not including Sundays and legal holidays, after having received notice that the contract has been awarded and is ready for signature, the proceeds of the security accompanying his bid shall become the property of the City of La Verne, and this proposal and the acceptance thereof may be considered null and void. (If an individual, so state. If a firm or co-partnership, state the firm name and give the names of all individual co-partners composing the firm. If a corporation, state legal name of corporation, also names of president, secretary, treasurer and manager thereof.) ~s-c.M G- 1-1 A-~~/V' A-/\J c-c=- 9,1e JLI~ ..z;.vc.
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f? tJ, r:3~ /6a P
BUSINESS ADDRESS 7
9 {) 9 3 d;;. -o 51/-f 0 t3Gl?-T Hc.f+Nl~L:l::'N
TELEPHONE NUMBER
DATED: __ 3-=---+-h_-2_--Y_,,/~ ----~'2024 / I
Council Agenda Packet, June 17, 2024
\ ..... ,) TOKIOMARINE
'4 HCC
·~X:,
:
KNOW ALL PERSONS BY THESE PRESENTS:
That we, Greenscape Maintenance Services, Inc.
BID BOND
Surety Group
B01 s Figueroa Street, Suite 100
Los Angeles, CA 90017 USA
Tel: 310-649-0990
Bond Number: _B_B_20_2_30_5_7 ___ _
---------- - - - - - ----- - -------- - ---- (hereinafter called Principal), as Principal , and _Am_ e_rica_n_Co_n_tra_ ct_ors_ ln_d_e_m_n __ ity_C_o_m_p_an __ y ___ _ _ _ __________ _ _ _ _ ___ _ _ _ ___ ____ _ , a corporation organized and existing under the laws of _Ca_ ui_om_ ia ___ _ (hereinafter called Surety) as Surety , are held and firmly bound unto _c_it_y o_r_L..a_v_e_m_e _ _ _ _ _______ _ _ ___ _______ (hereinafter called Obligee) as Obligee, in the penal sum of _T_en ________ _ ___ _____________ _ _ _ _ ___ __ percent~%) of amount bid not to exceed Twenty-Five Thousand & 00/100 Dollars ($ 2s,ooo.oo ) for the payment of which the Principal and the Surety bind themselve s, their heirs, executors, administrators , successors and assigns, jointly and severally, firmly by these presents.
THE CONDITION OF THIS OBLIGATION IS SUCH, That, whereas the Principal has subm itted or is about to submit a proposal to the Obligee on a contract for Landscape Maintenance Districts/Zones Service Agreement NOW, THEREFORE, if the said contract be awarded to the Principal and the Principal shall, within such time as may be specified, enter into the contract in writing, then this obligation shall be void. If the Principal shall fail to do so, then the undersigned shall pay the obligee the damages which the obligee may suffer by reason of such failure up to and not exceeding the penal sum of the bond.
Signed and sealed this _2_1_th _ _ day of_M_a_rch ___ _ _ _ _, _2_02_4 __ Principal: Greenscape Maintenance Services, Inc.
By:
Surety:
Any claims under this bond may be addressed to the Surety at the following address:
American Contractors Indemnity Company
801 South Figueroa Street, Suite 700
Los Angeles, CA 90017
Attention : E ric J. i=ooors
Tel: (310) 649-0990
E-mail: [email protected]
Attorney -In-Fact
HCCSZZA_BIDB0ND 7/2017
Council Agenda Packet, June 17, 2024
~w:-- ~
i
I
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness , accuracy, or validity of that document
I
! STATE OF CALIFORNIA
COUNTY OF SACRAMENTO }
before me , ----'-'KA'-'TY..:.....:.....,T...:..A.:...;Y-=L=0..:..R=--_________ Notary Public, (here insert name)
personally appeared ______ E..,R,_,!C_J..__, .,_F,_E-"D.,,.O""'R""'S _______________ _ ' who proved to me on the basis of satisfactory evidence to be the person(-s-) whose name(s-) is/a-re ' subscribed to the within instrument and acknowledged to me that he/she/tl:iay executed the same in his/t:ler/tl=leir authorized capacity(ies1, and that by his/heF/their signature(~ on the instrument the person(~). or the entity upon behalf of which the person(51 acted, executed 1he instrument.
I certify under PENAL TY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct.
WITNESS my hand and official seal.
,\
'· I
. J r\
Signature: --=-<-----=-- - .:..._____,,_) _~ __
\
J _,
(Seal)
______ ____ OPTIONAL INFORMATION _ _ _ _ _ _ ___ _
Description of Attached Document
' Trtle or Type of Document: _____________ Number of Pages: __ _ Document Date: _ ____ _ __ Other: _ ___________ ___ ___ _ _ I
f
I
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Council Agenda Packet, June 17, 2024
TOKIO MARINE.
HCC
KNOW ALL MEN BY THESE PRESENTS:
POWER OF ATTORNEY
That American Contractors Indemnity Company of the State of California, a California corporation, does hereby appoint,
ERIC J FEDORS
its true and lawful Attorney-in-Fact, with full authority to execute on its behalf bond number _____ 8_8_2_0_2_3_0_5_7 _ ___ _ issued in the course of its business and to bind the Company thereby, in an amount not to exceed ____ ______ T_h_re_e_m_il_lio_n_a_nd_0_0_/1_0_0 _________ _ (.__~$3_,,__0_0_0,__,0_0_0_.0_0 _ __,).
This Power of Attorney is granted and is signed and sealed by facsimile under and by the authority of the following resolutions adopted by the Board of Directors of AMERICAN CONTRAC TORS INDEMNITY COMPANY at a meeting duly called and held on the 1st day of September, 2011.
·ae it Resclved. that the President, any Vice-President, any Assistant Vice-President. any Secretary or any Assistant Secretary shall be and is hereby vested with full power and authority to appoint any one or more suitable persons as Attorney(s)-in-Fact to represent and act for and on behalf of the Company subject to the following provisions:
Attorney-in-Fact may be given full power and authority for and in the name of and on behalf of the Company, to execute. acknowledge and deliver. any and all bonds, recognizances. contracts , agreements or indemnity and other conditional or obligatory undertakings. including any and all consents for the release of retained percentages and/or final estimates on engineering and construction contracts. and any and all notices and documents canceling or terminating the Company's liability thereunder, and any such instruments so executed by any such Attorney-in-Fact shall be binding upon the Company as if signed by the President and sealed and effected by the Corporate Secretary.
Be it Resolved, that the signature of any authorized officer and seal of the Company heretofore or hereafter affixed to any power of attorney or any certificate relating thereto by facsimile , and any power of attorney or certificate bearing facsimile signature or facsimile seal shall be valid and binding upon the Company with respect to any bond or undertaking to which it is attached." The Attorney-in-Fact named above may be an agent or a broker of the Company. The granting of this Power of Attorney is specific to this bond and does not indicate whether the Attorney-in -Fact is or is not an appointed agent of the Company.
IN WITNESS WHEREOF, American Contractors lndem~JY .. ,S~mpany has caused its seal to be affixed hereto and executed by its President on this 18th day of April, 2022. ,,,,,"~;,_,,.c,0-9,i'·,.,, /}:-~_ .......... ·-·<t~\ AMERICAN CONTi_CTORS INDEMNITY COMPANY = ~ , ,.'COR?OAATED , =i ,, By: , r b ~ ._ A
~ a: ;_ SCPr. 25 1990 J-..: -~ ~' \l;I
f t ·. ::!N Adam S. Pessin, President
¾(,~~:~~t~·-····;~;:-::,!l
A Notary Public or other officer completing this certificatei"vefines only the identity of the individual who signed the document to which this certificate is attached. and not the tru1hfulness. accurac . or validit of that document.
State of California
County of Los Angeles
On this 18th day of April. 2022. before me, Sonia 0. Carrejo, a notary public, personally appeared Adam S. Pessin, President of American Contractors Indemnity Company, who proved to me on the basis of satisfactory evidence to be the person whose name is subscribed to the within instrument and acknowledged to me that he executed the same in his authorized capacity. and that by his signature on the instrument the person, or the entity upon behalf of which the person acted, executed the instrument I certify under PENAL TY OF PERJURY under the laws of the State of CALIFORNIA that the foregoing paragraph is true and correct.
WITNESS my hand and official seal. i-~~~ • • ~N:a~c..~Zxi O O
f n • - ~-~ Hobry?ub!ic •C•ttfomia ~
I I J n ~ :~~~ . Loi AAg«es Couftty ~
Signature ( l.j) {seal) ] . Commfl,;on N ms11c l ~ l •· :.-,-·- M~Co.'Ml. tx;i,os~ 2l, 2026 [ I, Kio Lo, Assistant Secretary of American Contractors Indemnity Company, do hereby certify that the Power of Attorney and the resolution adopted by the Board of Directors of said Company as set forth above, are true and correct transcripts thereof and that neither the said Power of Attorney nor the resolution have been revoked and they are now in full force and effect.
IN WITNESS WHEREOF, I have hereunto set my hand and affixed the seals of said Companies at Los Angeles, California this 27th M h 2024 "''·'"'""'•·.·, ---~--day of arc • -~-=-'--· ~---~~'½~S!~:1.;:~,.
Bond No. B62023057 (t?::···=- -~:··.~y1 . •. ~
Agency No. 14140 ~,.~S.'m ;;-;,,~ ::~~:J~ !<10 Lo, AssJStecretary Visit tmhcc.com/surety for more iniormat :~;:.< :i,~~(~.~~~~ ·.,,/ HCCSOZZPOAAc1co112023 Council Agenda Packet, June 17, 2024
SUBCONTRACTOR LIST
In compliance with the provisions of the Public Contract Code Section 4104, the undersigned bidder herewith sets forth the name, location of the place of business, and California contractor license of each Subcontractor who will perform work or labor or render service to the Prime Contractor, specially fabricates and installs a portion of the work or improvement according to detailed drawings contained in the plans and specifications, in an amount in excess of one-half (1/2) of one percent (1 %) of the General Contractor's total bid amount or, in the case of bids or offers for the construction of streets or highways, including bridges in excess of one-half of 1 percent (0.5%) of the Prime Contractor's total bid or ten thousand dollars ($10,000), whichever is greater, and the portion of the work which will be done by each Subcontractor.
Name Under Which Sub- License Location of Specific Description of Contractor is Licensed : Number DIR No. Business Sub-Contract Work% of the Work
Council Agenda Packet, June 17, 2024
If the bidder fails to specify a Subcontractor for any portion of the work, the bidder agrees to perform the work with his own crews. (Alternative Subcontractors for the same work are prohibited by provisions of the California Government Code.) An inadvertent error in listing the California contractor license number provided pursuant to paragraph ( 1) shall not be grounds for filing a bid protest or grounds for considering the bid nonresponsive if the corrected contractor's license number is submitted to the public entity by the prime contractor within 24 hours after the bid opening and provided the corrected contractor's license number corresponds to the submitted name and location for that subcontractor. ~cn/S~c- /d.4-..rA/T@V'tf-11/e& ~vreq
~~ Q
Dated 7 7
Signature \
Signature
Council Agenda Packet, June 17, 2024
INFORMATION REQUIRED OF BIDDER
The bidder is required to supply the following information. Failure to provide this information under penalty of perjwy renders the bid non-responsive and the bid will be rejected. Additional sheets may be attached if necessary. If requested by the Owner, the bidder shall furnish a notarized financial statement, references, and other information, sufficiently comprehensive to permit an appraisal of his current financial condition.
I. Address /?tJ, /3'5,X: /tf?cJ~ lij?IA-Nb, C4- CZIY,£
2. Telephone '7() C} r ,f- ~ -& 73 _3 CJ CJ9 ._3c2,;2 -cJ . .:51/~
3. Type of Firm: Individual ( ) Partnership ( ) Corporation~
4. Corporation organized under the laws ofthe State of CA-t....:7::-Ft:?.R-/V...Z- A
5. Contractor's License: State CA- License No. .f"S"J ~ Y 3/ DIR No. _ _ __ _ Expiration Date: /..:>Mo) if .
6. Names and Titles of all officers of the firm:
/2tJ12cfZ-C F,eZ.A-Nk.L:c/\1
7. Number of years experience in projects of this type _--=~:..::....:;_P-~~c......=------=--==c-
8. Three projects of this type recently completed:
Contract
Amount
Type of
Project
LHI)
Date
Completed
/ rTJ/.u m [--_ _ _
~<----
Name, Address & Telephone
of Owner
0:qy ~ FLAVc-g/V c--
9. Person who inspected site of the proposed work for your firm:
___________ _____ Date Inspected _ _ ______ _
If the bidder fails to specify a subcontractor for any portion of the work, the bidder agrees to perform the work with his own crews. (Alternative subcontractors for the same work are prohibited by provisions of the California Public Contract).
I swear under penalty of perjury that the information provided is true and correct. ~ ~
Signature Title
Council Agenda Packet, June 17, 2024
QUESTIONNAIRE TO GENERAL CONTRACTORS
The Contractor shall be required to complete this form entitled, "Questionnaire to General Contractors." The Owner will forward this form to the District Attorney for review.
1. Were bid depository or registry services used in obtaining subcontractor bid figures in order to compute your bid?
( )YES
2. If the answer to No. 1 is "yes,'' please attach a copy of rules of each bid depository you used.
3. Did you have any source of subcontractors' bids other than bid depositories? ( )YES
4. Has any person or group threatened you with subcontractor boycotts, union boycotts, or other sanctions to attempt to convince you to use the services or abide by the rules of one or more bid depositories?
( )YES 94'No
5. If the answer to No. 4 is "Yes," please explain the following details:
(a) Date:
(b) Name of person or group:
( c) Job involved (if applicable)
(d) Nature of the threats: (use additional paper if needed) Council Agenda Packet, June 17, 2024
NON-COLLUSION DECLARATION
(TO BE EXECUTED BY BIDDER AND SUBMITTED WITH BID)
The undersigned declares:
I am the ,0 /v /'I( o-K_
foregoing bid.
of ~S:.14-/JG, the party making the
The bid is not made in the interest of, or on behalf of, any undisclosed person, partnership, company, association, organization, or corporation. The bid is genuine and not collusive or sham. The bidder has not directly or indirectly induced or solicited any other bidder to put in a false or sham bid. The bidder has not directly or indirectly colluded, conspired, connived, or agreed with any bidder or anyone else to put in a sham bid, or to refrain from bidding. The bidder has not in any manner, directly or indirectly, sought by agreement, communication, or conference with anyone to fix the bid price of the bidder or any other bidder, or to fix any overhead, profit, or cost element of the bid price, or of that of any other bidder. All statements contained in the bid are true. The bidder has not, directly or indirectly, submitted his or her bid price or any break.down thereof, or the contents thereof, or divulged information or data relative thereto, to any corporation, partnership, company, association, organization, bid depository, or to any member or agent thereof, to effectuate a collusive or sham bid, and has not paid, and will not pay, any person or entity for such purpose.
Any person executing this declaration on behalf of a bidder that is a corporation, partnership, joint venture, limited liability company, limited liability partnership, or any other entity, hereby represents that he or she has full power to execute, and does execute, this declaration on behalf of the bidder.
I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct and that this declaration is executed on ~/..2 Y /oli [date], at W l-/4-/V _6 [city], L7 '4-LrF'o(?.N...T A--f state]. 7 Council Agenda Packet, June 17, 2024
BIDDER'S VIOLATION OF LAW/SAFETY QUESTIONNAIRE
In accordance with Public Contract Code Section 10161, the Bidder shall complete, under penalty of perjury, the following questionnaire:
QUESTIONNAIRE
Has the bidder, any officer of the bidder, or any employee of the bidder who has a proprietary interest in the bidder, ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal, state, or local government project because of violation of law or a safety regulation.
YES __ NO X
If the answer is yes, explain the circumstances in the following space.
NOTE: This questionnaire constitutes a part of the Proposal, and signature on the signature portion of this Proposal shall constitute signature of this questionnaire. 22 (Addendum No. 2)
Council Agenda Packet, June 17, 2024
BIDDER'S VIOLATION OF LAW/SAFETY QUESTIONNAIRE
1 (Addendum No. 2)
Council Agenda Packet, June 17, 2024
City of La Verne,City Council
Agenda Report
DATE: June 17, 2024
TO: Honorable Mayor and City Council
FROM: Sam Gonzalez, Police Chief
SUBJECT: AWARD OF CONTRACT FOR PARKING ENFORCEMENT SERVICES
SUMMARY
A request for proposals (RFP) for Parking Enforcement Services for the City was sent out to area vendors who provide parking enforcement services. The Department received two proposals in response with Inter- Con Security being the least expensive and responsible bid. Staff is recommending approval of the five-year contract submitted by Inter-Con Security to provide Parking Enforcement Services to the City for a term of five years.
RECOMMENDATION
That the City Council approve an Agreement for parking enforcement services with Inter-Con Security at the bid prices, for a term of five years and authorize the City Manager to execute the agreement with Inter-Con Security in the amount not to exceed $1,087,623.84 for the total term of the contract.
DISCUSSION
The City currently has an agreement with Inter-Con Security Inc., which has been providing parking enforcement services to the Department for the last several years. During the June 2023 Council meeting, the City Council directed the Department to issue a request for proposals (RFP) to ensure the Department reviews competitive and comparable rates for these services. This directive aimed to secure the best value for the City while maintaining high standards of service. In response to the Council's direction, the Department recently published an RFP for a Parking Enforcement Services contract, covering a five-year period. The City received two proposals from qualified vendors. After a thorough evaluation of both proposals, the Department is recommending the contract be awarded to Inter-Con Security Inc.Reasons for Selecting Inter-Con Security Inc.:
•
Cost Efficiency: Inter-Con Security presented a lower proposal cost compared to the other bidder.
The five-year contract cost with Inter-Con Security is $1,087,623.84, with year-one of the agreement at the current rate of $203,211.60 providing the City with a 2.9% discount. This rate reduces the initial year and offers financial stability and predictability over the life of the contract with a roughly 3% increase for each of the future years 2-5. A breakdown of the costs for all years can be found in the price narrative.
• Established Relationship and Trusted Service: As the City’s current vendor, Inter-Con Security has developed an established and trusted working relationship with the Department. Their familiarity with the City’s specific needs and operational protocols ensures a seamless continuation of services. Awarding the contract to Inter-Con Security will prevent any potential disruption in service that might arise from transitioning to a new vendor. This continuity is crucial for maintaining the effectiveness and reliability of the City’s parking enforcement operations.
• Proven Performance: Inter-Con Security has demonstrated reliable performance and adaptability in meeting the City’s parking enforcement needs. Their consistent delivery of quality service under previous contracts underscores their capability and commitment to maintaining public safety and
Council Agenda Packet, June 17, 2024
Award of Contract for Parking Enforcement Services, Page 2
order through effective parking enforcement.
•
Operational Stability: The transition to a new vendor often entails a learning curve and adjustment period, which could impact service efficiency. By continuing with Inter-Con Security, the City ensures operational stability and maintains the momentum of ongoing projects and initiatives without interruption.In conclusion, based on the cost advantages, established relationship, proven performance, and the need for operational stability, the Department recommends awarding the five- year Parking Enforcement Services contract to Inter-Con Security Inc. This decision aligns with the City Council’s goal of securing competitive rates while maintaining high standards of service for the residents of La Verne.
FISCAL ANALYSIS
Appropriations for year one of $203,211.60 for the parking enforcement services have been included in the proposed Fiscal Year 2024-25 Budget. Contract years 2-5 will be included as part of the regular budget process in future years.
ENVIRONMENTAL ANALYSIS
Not applicable.
LEGAL REVIEW
This report and agreement has been reviewed and approved by the City Attorney.
ATTACHMENTS
1. Inter-Con_Proposal La Verne_05.10.24
2. City of La Verne Price
Narrative - updated 5.23.24
Report Prepared By:
Jason Prows, Police Captain
Council Agenda Packet, June 17, 2024
Request for Proposal
CONTR ACT PAR K ING ENFORCEMEN T SERVICES
Proposed By
INTER-CO N SECURIT Y
PROPOSAL
CITY OF LA VERNE
Address
210 S De Lacey Avenue
Pasadena, CA 91105
Contact
Neil Martau
Chief Administrative Officer
T
: (626) 535 – 2234
E: [email protected]
Due
May 10, 2024
OLD TOWN
LJ\ VEll~E
May 1
0, 2024
Lieutenant Chris Dransfeldt
City of La Verne Police Department
Parking Enforcement Services
2061 Third Street
La Verne, CA 91750
Subject: Contract Parking Enforcement Services
Dear Lieutenant Dransfeldt,
As the City of La Verne’s parking enforcement partner since 200 7, Inter-Con Security is pleased to submit the following proposal for your consideration. For decades, we have had the honor and privilege of providing premium Parking Enforcement and security services to many similar municipal and local government entities across the country. Inter -Con’s portfolio of relevant clients includes municipalities such as the Cities of Pasadena, Azusa, Arcadia, Colton, Sierra Madre, Covina, and Glendora, to name a few. It is this distinguished experience, combined with our world -class technology, recruiting, training, and account management capabilities, that allow us to provide high quality services for distinguished clientele.
Through our service on these programs, we have developed a detailed understanding of the unique operational needs and nuances that are associated with parking enforcement programs like yours. We continue draw from this experience to deliver a custom-tailored parking enforcement solution that is cost-effective, operationally efficient, and technologically innovative.
As detailed in our proposal, Inter-Con is proud to continue offering the City:
1. An established City partner with a distinguished history of providing premium quality parking enforcement services;
2. Proven, high-touch contract management;
3. Engaged, customer service-oriented, and expertly trained Parking Enforcement Force;
4. A stable, 100% minority-owned business (MBE) that emphasizes diversity at all levels.
ESTABLISHED LOCAL PROVIDER
Our Parking Enforcement Program for the City is directly supported by our Global Headquarters in nearby Pasadena, just 25 minutes from the City’s Police Department. Inter- Con’s local cadre of 3,000+ security personnel, combined with our numerous contracts in the region, also guarantees optimal staffing levels and oversight in both normal and surge conditions. Additionally, Inter-Con’s Global Headquarters is home to our world-class Training Academy, 24/7 Global Security Operations Center (GSOC), and houses our administrative support team. Only Inter-Con can provide this degree of support and unfettered access to such advanced and robust resources for the benefit of the City contract.
As veterans in parking enforcement services , we are also able to continue supporting the City with experienced leadership and expertly trained Parking Enforcement Officers for your program. Inter - Con’s ability to successfully tailor our services to the individual needs of every client, regardless of the scale or complexity of their mission, allows us to create long-term partnerships and maintain annual client retention rates above 97% - the seniority of our core client base is 17 years on average, with some clients contracting with Inter-Con for 25+ years.
CONFIDENTIAL INFORMATION
liilil INTER-CON
u;aJ SECURITY
210 South De Lacey Ave.
Pasadena, CA 91105
PPO License #: 6822
Phone: 626.535.2200
Fax: 626.685 .9120
[email protected]
Council Agenda Packet, June 17, 2024
HIGH-TOUCH CONTRACT MANAGEMENT
Inter-Con remains committed to providing the highest quality of tailored parking enforcement services for the City. We treat every contract as a standalone entity and operation. We do not share resources across contracts, and we ensure that the Parking Enforcement Officers who serve on the City contract are dedicated only to the City. This approach maximizes the return on investment for City, while at the same time facilitating agile contract management and value-driven solution design. This also means that our services are readily scalable should it be necessary to accommodate a surge or should the City simply wish to flex up or add additional personnel. Inter-Con’s embedded approach to contract management and solution design, as well as our commitment to continuous improvement ensures effective and efficient solutions throughout the lifetime of our partnership.
Our designated Supporting Executive, Mr. Brad Lauer and designated Contract Manager, Ms.
Mariana Alvarez, will continue to serve as true partner s to the City, maintaining open and constructive communications with City stakeholders 24/7 to design unique, incremental value-added and cost savings initiatives. As Contract Manager, Ms. Alvarez has access to Inter-Con’s full corporate resources ensuring total alignment between the program’s strategic and day-to-day objectives.
ENGAGED & PROFESSIONAL PARKING ENFORCEMENT FORCE
We understand that our success rests on the caliber of parking enforcement personnel we provide our clients. Furthermore, we recognize the City’s need for a parking enforcement program comprised of highly skilled and customer service -oriented Officers who are professional, courteous, and knowledgeable in the areas of parking enforcement, customer service, and public safety. That is why we recruit, screen, train, and staff personnel specifically for their ability to excel on the City contract.
Our personnel receive continuous operational support through daily check-ins and briefings with our Supervisory and Contract Management Teams.
Furthermore, our contract leadership teams conduct frequent and meaningful monthly reviews as well as evaluations with our Officers to ensure they are carrying out their duties at the highest levels. We find this approach results in a parking enforcement force comprised of Officers who will work harder and stay with the company longer because they take pride in their work and are committed to providing successful services , enabling a 99. 8% Post Coverage Rate across all of our U.S. contracts.
STABLE MINORITY BUSINESS ENTERPRISE
Since our founding in 1973, Inter-Con has operated under the same name, has had the same ownership, and has provided the same high-quality services. We sincerely believe our people are our greatest asset and that the diversity of perspectives and skills represented in our organization serve as primary contributors to our ability to innovate and succeed in supporting some of the most complex, high - requirement programs in the world. Through this total inclusion and team mindset, Inter-Con has grown organically while maintaining 100% family ownership and management.
In addition to being the 4
th largest security services provider in North America, we are also the largest and most capable Minority Business Enterprise in the security industry. We strongly believe that much of our success can be attributed to the diversity and inclusivity of our organization, and we take pride in our lasting partnerships with organizations that share our values. Our only focus continues to be meeting the City’s current and future needs, whatever they may be. Given this, we would remain flexible to continually customizing our services, now or at any point in the future.
CONFIDENTIAL INFORMATION
liilil INTER-CON
u;aJ SECURITY
210 South De Lacey Ave.
Pasadena, CA 91105
PPO License #: 6822
Phone: 626.535.2200
Fax: 626.685 .9120
[email protected]
Council Agenda Packet, June 17, 2024
It is with our utmost respect and enthusiasm that we request the opportunity to continue serving the City of La Verne as your trusted parking enforcement partner. We look forward to discussing the merits of our proposal and addressing your parking enforcement needs. Inter-Con’s proposal shall remain valid for a period of 90 calendar days from the submission due date of May 10, 2024.
Respectfully,
Enrique Hernandez III
President and Chief Executive Officer
CONFIDENTIAL INFORMATION
fiiiiii]INTER-CON
~ SECURITY
21 O South De Lacey Ave.
Pasadena, CA 911 05
PPO License #: 6822
Phone: 626.535.2200
Fax: 626.685.9120
[email protected]
Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services C. Table of Contents – iv C. Table of Contents
B. Cover Letter ........................................................................................................................ i C. Table of Contents ............................................................................................................ iv D. Cost Proposal/Price Narrative....................................................................................... 1 E. Uniforms ............................................................................................................................ 8 F. Training ............................................................................................................................. 10 G. Subcontracting ................................................................................................................ 13 H. Qualifications & Experience ........................................................................................ 14 I. References ......................................................................................................................... 31 J. Insurance Compliance ..................................................................................................... 33 K. Authorized Signature ..................................................................................................... 36 L. Authorized Individuals ................................................................................................... 37
lll~ffl
City of La Verne | RFP – Parking Enforcement Services C. Table of Contents – v
CALIFORNIA PUBLIC RECORDS ACT EXEMPTIONS & REASONS
• Executive Summary: Comprises a customer list which is exempt from disclosure. See e.g. Gov.
Code § 7920.520; Pub. Contract Code § § 10165, 10506.6, 10763, 20101, 20111.5, 20209.7, 20209.26, 20651.5. Also provides Inter -Con’s business model and trade secret information. See. Gov. Code § 6254 (k), California Evidence Code (i.e. Evidence Code § 1060 and Civil Code § 3246 et seq. • Client Lists; Customer lists are exempt from disclosure. See e.g. Gov. Code § 7920.520; Pub.
Contract Code § § 10165, 10506.6, 10763, 20101, 20111.5, 20209.7, 20209.26, 20651.5. • References and Contact Information for the same; Exempt from disclosure as they constitute customer list. See e.g. Gov. Code § 7920.520; Pub. Contract Code § § 10165, 10506.6, 10763, 20101, 20111.5, 20209.7, 20209.26, 20651.5 ; In addition, the right to privacy is protected by the California Constitution protects third party right to privacy and Cal Gov. Code § 7920.520. • Information about Security Programs we operate for other clients, including descriptions, sample forms/reports, etc.; Trade Secrets, staffing, internal operations and procedures are exempt from disclosure. See. Gov. Code § 6254 (k) which contains an exemption for trade secrets under the California Evidence Code (i.e. Evidence Code § 1060 and Civil Code § 3246 et seq., specifically (d) which provides (d) "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique, or process, that: (1) Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and (2) Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.”
• Staffing Plans (Numbers & Figures); Trade Secrets, staffing, internal operations and procedures are exempt from disclosure. See. Gov. Code § 6254 (k) which contains an exemption for trade secrets under the California Evidence Code (i.e. Evidence Code § 1060 and Civil Code § 3246 et seq., specifically (d) which provides (d) "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique, or process, that: (1) Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and (2) Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.”
• Proprietary Technological Platforms; Trade Secrets, staffing, internal operations and procedures are exempt from disclosure. See. Gov. Code § 6254 (k) which contains an exemption for trade secrets under the California Evidence Code (i.e. Evidence Code § 1060 and Civil Code § 3246 et seq., specifically (d) which provides (d) "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique, or process, that: (1) Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and (2) Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.”
• Corporate Governance Information; Trade Secrets, staffing, internal operations and procedures are exempt from disclosure. See. Gov. Code § 6254 (k) which contains an exemption for trade secrets under the California Evidence Code (i.e. Evidence Code § 1060 and Civil Code § 3246 et seq., specifically (d) which provides (d) "Trade secret" means information, including a formula, pattern, compilation, program, device, method, technique, or process, that: (1) Derives independent economic value, actual or potential, from not being generally known to the public or to other persons who can obtain economic value from its disclosure or use; and (2) Is the subject of efforts that are reasonable under the circumstances to maintain its secrecy.”
• Pricing Information; Trade secrets, confidential and proprietary exempt from disclosure. Civil Code § 3426.1(d)(1). See also Gov. Code, §§ 7927.500, 7928.705, 7927.705, 7927.605, and 7922.000 and 6254.15.
III
INtliR ·CO N SIH:ORitY
City of La Verne | RFP – Parking Enforcement Services D. Cost Proposal/Price Narrative – 1 D. Cost Proposal/Price Narrative
Inter-Con submits this offer in response to the City of La Verne’s Request for Proposal. Inter- Con’s proposal is valid for 90 calendar days after the bid submission deadline of May 9th, 2024.
PRICING ASSUMPTIONS
Please note that our pricing is based on various assumptions that we have outlined in the section below. To the extent that the assumptions we have outlined are incorrect or need to be modified, we will work with the City to refine our pricing to reflect the correct information.
These assumptions include:
EMBEDDED YEAR 1 DISCOUNT
Inter-Con is pleased to provide the following proposal for the City, which contains Year 1 rates that are exactly the same rates that we offer for services today. These rates include up to a 2.9% wage increase for our Parking Enforcement Representatives, which means that the City will receive improved quality of service at no additional cost from the rates we charge today. Our proposal represents a 5-year program with scheduled wage and rate increases across all five years, thus precluding the need for any annual rate negotiations throughout the life of the contract.
WAGE RATES
Inter-Con considers compensation to be the most important cost item that establishes program quality. Proper compensation relative to the market ensures the adequate recruitment and retention of personnel with the appropriate skills and qualifications requ ired to perform the work as desired. For this reason, we place considerable care in identifying the proper compensation to be paid to personnel and accomplish this task by reviewing publicly available job listings, utilizing our own experience in similar markets for similar programs, and consulting data supplied to us by our partnership with Salary.com, which possesses over 1 trillion data points across the U.S. labor market.
In the case of this program, we have priced wages just above the 50 th percentile at $21.00/hour. The wages proposed here are informed by similar wages we pay on parking enforcement programs that Inter -Con operates. Furthermore, we have taken into consideration the recent passage of AB 1228, which established a $20.00/hour minimum wage for fast-food workers across the State of California. This new law effectively introduces a floor for low-risk, low-skill labor. Meanwhile, parking enforcement is highly train ed, highly skilled labor that is public -facing and must possess skills and qualifications greater than a fast -food worker. For that reason, we strongly believe in paying a premium above the new fast -food wage of $20.00.
MODIFICATIONS
Our rates are good for the term of the program, which we understand to be five years.
Thereafter, Inter-Con will propose rate modifications to adjust for any changes to the local metropolitan area Consumer Price Index for Urban Consumers (CPI -U), as provided by the Bureau of Labor Statistics (BLS). Should any additional costs arise such as changes to Federal, state, or local taxes; Federal, state, or local minimum wage rates that exert severe compression against our wage rates; or Federal, state, or local c hanges to regulations that affect overtime,
CONFIDENTIAL INFORMATION
III
INtliR ·CO N SIH:ORitY
Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services D. Cost Proposal/Price Narrative – 2 paid time off, medical benefits, sick leave, etc., then Inter -Con will work with the City to develop an agreeable rate solution so that such unexpected and unknowable costs can be covered.
STANDARD SHIFTS
As the City did not provide actual shift hours during the bid process, our rates are priced on the assumption that all personnel work standard eight-hour shifts. Should non-standard shifts be required that incur unavoidable, scheduled overtime, then our ov ertime rate will apply at
1.5x our regular rate. Similarly, if short, non-standard shifts (such as but not limited to 2-hour or 4-hour shifts) are required, then a higher rate may apply to cover the extra cost of covering these shifts.
REST AND MEAL BREAKS
Please note that Inter-Con has not priced in the cost of an additional, dedicated breaker force to relieve personnel. Personnel will either be self-relieving (post goes unmanned), or they will be relieved by existing Inter-Con personnel who are part of the regular schedule provided by the City. Our assumption is that all personnel will be allowed to take paid rest breaks and unpaid meal breaks in accordance with local law. Paid rest breaks will be considered billable time whether or not the post is relieved . Unpaid meal breaks will be unbillable time unless relieved by another Parking Enforcement Representative.
PROPOSED RATES
Our proposed bill rates are provided in the section below. As described above, our Year 1 rates reflect an embedded 2.9% discount, as we are raising wages while not changing our bill rate from the rate we charge the City today.
RATE TABLES
Position Description Year 1
Bill Rate
Year 2
Bill Rate
Year 3
Bill Rate
Year 4
Bill Rate
Year 5
Bill Rate
Senior Parking Enforcement
Representative $36.24 $37.46 $38.68 $39.90 $41.12
Parking Enforcement
Representative $34.68 $35.92 $37.16 $38.40 $39.64
TRAINING
New Hire pre-assignment training will include the following hours shown in the table below and will be billed separately.
Pre-Assignment Training
Position Pre-Assign Supervisory Total
Senior Parking Enforcement
Representative 80 8 88
Parking Enforcement
Representative 80 - 80
Additional training such as On-the-Job Training, Position Specific Training, or other training specified by the City will also be billed at our regular hourly rate. Upon award and transition, we will work closely with the City to develop a billable training plan that works best for the City’s parking enforcement program.
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services D. Cost Proposal/Price Narrative – 3 Lastly, all personnel will receive 8 hours of refresher training annually to ensure their skills are kept current and new parking enforcement knowledge and procedures are transferred on a regular basis. This refresher cost will be billed separately.
MEDICAL INSURANCE
Inter-Con proposes that all medical insurance be a separately billable item. All non- management personnel will be offered an Affordable Care Act (ACA) compliant Bronze-style medical plan paying 100% of the direct pass -through costs for all employees working more than thirty hours per week who enroll in the plan.
Under a direct passthrough, the City would only pay for employees that actually choose to enroll. We provide this service to many of our current clients and have found that it both protects our clients from unnecessary cost and provides further transparency into our rates. For budgeting purposes, we anticipate 25% of eligible fulltime personnel will e nroll in the medical insurance program.
Position # FTE’s 25%
enrollment
# of FTE’s
enrolled
Monthly
Premium
Annual
Premium
Total
Medical
Cost
Senior Parking Enforcement
Representative 1 25% 0 $460.70 $0.00 $0.00
Parking Enforcement
Representative 2 25% 1 $460.70 $5,528.40 $5,528.40
Grand Total at 25% Enrollment $5,528.40
GROSS RECEIPTS TAX / SALES & USE TAX
Any Gross Receipts and/or Sales & Use Taxes that are applicable to the places of performance included in this contract have not been included in our rates. These costs, if applicable, will be billed as a separate line item on our invoice.
ESTIMATED BUDGET
The table below represents all pricing components for easy reference:
Year 1
Position Description Unit Type Weekly
Qty.
Annual
Qty. Bill Rate Annual Cost
Senior Parking Enforcement Representative Hours 40 2,080 $36.24 $75,379.20 Parking Enforcement Representative Hours 80 4,160 $34.68 $144,268.80 Total Labor Cost 120 $219,648.00
Medical Insurance* Enrolled
Employees 1 12 $460.70 $5,528.40
Total Cost $225,176.40
CONFIDENTIAL INFORMATION
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services D. Cost Proposal/Price Narrative – 4 Year 2
Position Description Unit Type Weekly
Qty.
Annual
Qty. Bill Rate Annual Cost
Senior Parking Enforcement Representative Hours 40 2,080 $37.46 $77,916.80 Parking Enforcement Representative Hours 80 4,160 $35.92 $149,427.20 Total Labor Cost 120 $227,344.00
Medical Insurance* Enrolled
Employees 1 12 $479.13 $5,749.56
Total Cost $233,093.56
Year 3
Position Description Unit Type Weekly
Qty.
Annual
Qty. Bill Rate Annual Cost
Senior Parking Enforcement Representative Hours 40 2,080 $38.68 $80,454.40 Parking Enforcement Representative Hours 80 4,160 $37.16 $154,585.60 Total Labor Cost 120 $235,040.00
Medical Insurance* Enrolled
Employees 1 12 $498.30 $5,979.60
Total Cost $241,019.60
Year 4
Position Description Unit Type Weekly
Qty.
Annual
Qty. Bill Rate Annual Cost
Senior Parking Enforcement Representative Hours 40 2,080 $39.90 $82,992.00 Parking Enforcement Representative Hours 80 4,160 $38.40 $159,744.00 Total Labor Cost 120 $242,736.00
Medical Insurance* Enrolled
Employees 1 12 $518.23 $6,218.76
Total Labor Cost $248,954.76
Year 5
Position Description Unit Type Weekly
Qty.
Annual
Qty. Bill Rate Annual Cost
Senior Parking Enforcement Representative Hours 40 2,080 $41.12 $85,529.60 Parking Enforcement Representative Hours 80 4,160 $39.64 $164,902.40 Total Labor Cost 120 $250,432.00
Medical Insurance* Enrolled
Employees 1 12 $538.96 $6,467.52
Total Labor Cost $256,899.52
Grand Total 5-Year Program Cost** $1,205,143.84
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services D. Cost Proposal/Price Narrative – 5 *For budgeted purposes we are anticipating 25% of eligible fulltime personnel will enroll in the medical insurance program, w hich is our historical enrollment. Total annual costs will vary depending on actual enrollment. Additionally, we have assumed a 4% increase year-over-year based on historical data. Actual medical insurance premiums will be billed to the City if and when they change on January 1 st of each year, which may be higher or lower than the 4% estimate.
**Inter-Con and the City currently have a contract arrangement whereby training for PERs and Senior PERs is billable. We assume that this provision will continue under any future award. As it is difficult to estimate this cost since attrition is sporadic a nd irregular, our budget above does not include this expense. Any future Not-To-Exceed cost included in a final contract should contemplate a marginal cushion for such ancillary expenses.
COMPONENTS OF INTER-CON’S BILL RATES
In the spirit of transparency, we have outlined the major components that comprise the rates presented above. Our pricing is customizable, and to the extent that the City desires an alternative approach to a specific cost item (such as Training, Vacation, Holiday, etc.), we are open to discuss and modify our rates accordingly.
COMPENSATION
As compensation is the largest factor in achieving sustainable recruitment, attracting quality personnel, and building employee veterancy through retention, Inter-Con has taken particular care in researching and determining the correct hourly wage point for personnel. Specifically, Inter-Con researches competitor job listings in the marketplace, conducts our own internal analysis of compensation on nearby programs, and reviews data supplied via our partnership with Salary.com. In addition to these data points, we review the labor market as a whole and consider trends in inflation and cost of living reported by the Bureau of Labor Statistics as well as minimum wages and local or state regulations.
Taking all of these data points into account, we have priced this program above the 50th percentile for the local labor market. We are confident that our proposed level of compensation will allow Inter-Con to attract and retain high-caliber individuals who will thrive on the City’s parking enforcement program. Though we believe these are the optimal wages for each market, we would be happy to discuss and modify our rates accordingly to the extent that the City would like to realign compensation.
Position Description Compensation
Year 1
Compensation
Year 2
Compensation
Year 3
Compensation
Year 4
Compensation
Year 5
Senior Parking Enforcement
Representative $23.00 $23.75 $24.50 $25.25 $26.00
Parking Enforcement
Representative $21.00 $21.75 $22.50 $23.25 $24.00
SICK LEAVE
All personnel will receive 40 hours of Sick Leave in accordance with state law.
HOLIDAYS
All employees receive a holiday benefit of eight (8) paid hours, included in the bill rate. Inter- Con recognizes six (6) holidays for City of La Verne Parking Enforcement employees. If worked, these holidays will be paid at 1.5x the regular pay and bill rate:
Recognized Holidays
New Year’s Day Labor Day
Memorial Day Thanksgiving Day
Independence Day Christmas Day
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services D. Cost Proposal/Price Narrative – 6
PAYROLL TAXES & INSURANCE
Inter-Con has included the cost of all applicable federal, state, and local taxes in our fully loaded rates. These taxes include the Federal Insurance Contributions Act (FICA), the Federal Unemployment Tax Act (FUTA), State Unemployment Insurance (SUI), Worker’s Compensation (WC), Liability Insurance, and Fidelity Bond.
UNIFORMS & EQUIPMENT
We have priced the following uniform, though we can work with the City to revise the uniform specification, if the City desires a different look.
UNARMED
Item Qty.
S/S Shirt 2
L/S Shirt 1
Pants 3
Garrison Belt, Black 1
Raincoat 1
Parking Jacket 1
Rechargeable LED Flashlight 1
Embroidery Parking Enf. Back 3
Embroidery Logo 3
Embroidery 3
COMMUNICATIONS & TIMEKEEPING
Inter-Con is pleased to utilize a proprietary mobile solution that was developed in partnership with Salesforce and enables unprecedented transparency and accountability for our parking enforcement programs. This solution includes biometric time and attendance recordkeeping, incident reporting, and Virtual Post Inspections, among many other solutions. Inter -Con provides this software via Parking Enforcement Representatives’ own phones, and Parking Enforcement Representatives are reimbursed for using their personal phones, which results in significant savings to the City as this means there are no hardware, software, or data charges in our rate.
Alternatively, if more advanced capabilities are required such as a Guard Tour, GPS Tracking, & NFC Tag System or if the City desires that employees not use their own phones, Inter-Con can provide our own communications hardware, which can be delivered as outlined below, at your preference:
• Inter-Con Provided Mobile Devices: Inter-Con recommends that clients elect for us to provide our own smartphones to be placed at each post. This Inter -Con provided device is locked down and can only be used for the security /parking enforcement purposes outlined above. If requested, Inter-Con provided smartphones are available at a per unit charge of $100/month.
• Inter-Con Provided Radios: Some clients prefer that personnel be equipped with radios instead of cellular phones. While we find that radios ultimately have fewer capabilities than a smartphone, there are instances when these devices are more suitable to the scope of work. If requested, Inter-Con provided radios are available at a per unit charge of $75/month. Base Stations, if required, will be billed at a passthrough with pricing estimated at time of request once specifications are fully known.
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services D. Cost Proposal/Price Narrative – 7 • Inter-Con Provided Kiosks: In the event that a client does not wish to deploy phones to each post, Inter -Con is able to provide a mobile kiosk that can be used by multiple Representatives for biometric clock -in and -out of posts, report writing, and other functions. These kiosks can be mounted in a convenient location at guardmount, carried by a Supervisor, or utilized in some other manner. These devices are available at a per unit charge of $150/month.
Inter-Con is pleased to be able to provide flexibly and seamlessly any of the above solutions outlined above for our clients. We are willing to provide any mix of the above solutions at your preference.
VEHICLES
Per the RFP vehicles will be provided by the City. Inter -Con has priced in the necessary insurance costs in the costs of our bill rates. For one vehicle it will be $314.34/month.
SCREENING
All Representatives will undergo the below screening and will receive a drug test prior to employment. Additionally, all Representatives will participate in a Live Scan Fingerprint check.
Background Screening
Federal Criminal
Social Security Trace
National Criminal Index Plus
Statewide Criminal
County Criminal
INDIRECT OVERHEAD
This cost component represents program -allocated resources related to our Security Operations Center located in Pasadena, CA, which provides 24/7 watch command & dispatch support as well as Virtual Post Inspection (VPI) of all personnel in the field. Additionally, this cost covers all of the allocated efforts of our recruiting, logistics, training, scheduling, administrative teams in support of the City’s parking enforcement program.
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services E. Uniforms – 8 E. Uniforms
Inter-Con personnel will have a welcoming demeanor and be properly attired to serve the City.
Our uniforms clearly identify our personnel as Parking Enforcement Representatives (PERs) and are neat and clean in appearance. Examples of Inter -Con’s proposed uniforms can be found in the images below. Inter-Con can offer the City a variety of uniform options, should the City desire a different look.
• Parking Enforcement Uniform: Polo shirt, long sleeve shirt, pants, raincoat, duty belt, LED flashlight, parking enforcement embroidery/logo.
• Hard Uniform: Black pants, blue shirt with Inter-Con patch (long or short sleeve), black shoes, black belt.
• Soft Uniform: Black slacks, black blazer, white long -sleeved collared shirt, black shoes, black socks, black belt. In the summer, personnel wear white polo shirts.
Figure 1: Parking Enforcement Uniform
UNIFORM INSPECTION PROGRAM
Inter-Con attaches great importance to the physical appearance of its parking enforcement personnel and recognizes that a well-groomed Parking Enforcement Force is fundamental to the City parking enforcement program and contributes to building pride and respect. Physical appearance and personal grooming are important categories in screening new applicants for the City , and these characteristics are stressed during training. Inter -Con’s Managers and Supervisors also strictly enforce the standards of appearance through frequent post inspections (both in-person and virtual).
Inter-Con’s policies on appearance and grooming standards will be submitted to the City during the transition for review and approval. Only the uniforms, insignia, and equipment prescribed by the City Parking Enforcement Program will be worn or used. No items will be altered or modified for wear or use in any way unless authorized by the City.
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City of La Verne | RFP – Parking Enforcement Services E. Uniforms – 9 Inter-Con’s PERs are highly recognizable, even from a distance, thanks to their impeccable bearing and professional appearance in uniform. Each PER is assigned high quality uniforms, weather gear, and equipment. Frequent quality inspections, combined with a diverse supply chain and immense local resources, ensures full and timely logistical back -up for our PERs.
PERs whose uniforms require repair or replacement will turn in the items to the Account Manager for proper maintenance or replacement. Our proposed uniforms and appearance standards are listed below.
Figure 2: Unform and Appearance Standards
Proposed Standards for Uniform Appearance and Fit
Appearance
All PERs will maintain a high standard of dress and appearance. Uniforms will be properly fitted, clean, pressed, and serviceable. Articles (combs, wallets, keys, etc.) carried in uniform pockets must not protrude or present a bulky appearance. All equipment will be carried in approved carriers.
Shoes will be always kept highly-polished and flashlights will be kept clean and functional. Inter - Con management will ensure that each PER wears a clean and pressed uniform.
Fit All uniforms should fit the PER well. Uniforms can be tailored but must allow for free movement and flexibility to perform physical functions and for bodily comfort.
Uniform
Preparation to
Perform Duty
PERs are expected to be prepared to perform assignments during inclement weather. They must keep appropriate inclement weather items, such as jackets and raincoats, readily available.
Eyeglasses,
Contact Lens,
and Sunglasses
Only conservative prescription eyeglasses and sunglasses that coordinate with the uniform are authorized for wear. Plain, black eyeglass cords are authorized for PERs performing desk or communications duties. PERs using glasses or contact lenses are encouraged to have a spare pair of authorized eyeglasses available for use in case their primary glasses or contact lenses are lost or damaged. PERs who wear contact lenses should alert their supervisor in advance in case they are injured. Sunglasses are to be worn on an “as needed” basis and are not to be worn indoors. Any exceptions to this directive require a doctor’s order. Mirrored sunglasses, initialed, designer lens, or other fashion trend designs for sunglasses or eyeglasses are not permitted.
Undergarments Appropriate undergarments will be worn with all uniforms. Only white undershirts will be worn with the short-sleeve uniform shirt.
EQUIPMENT MANAGEMENT
To ensure full accountability of all equipment, supplies, and property, Inter -Con uses a continuous receipt system to mark, inventory, monitor, and distribute every piece of equipment and other supplies as necessary. To assist our Account Management and Supervisory Teams with the proper control, maintenance, and reporting of inventory, Inter - Con’s Procurement and Logistics Manager, Mr. Luis Duran, will serve as the Property Accountability Officer for this contract. He will assist in the drafting and submiss ion of all required inventory reports and provide guidance on the proper storage and upkeep of the property. Mr. Duran will also monitor and support all reports of malfunctioning or deficient equipment and assist the Account Manager in arranging for replacement or maintenance.
Parking Enforcement personnel are instructed to report any malfunctioning equipment to the AM and Mr. Duran either immediately or by the end of the shift, depending on mission importance. Additionally, Mr. Duran will ensure that all necessary manuals, books, guides, and forms are provided and accessible to the Parking Enforcement Representatives (PERs).
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City of La Verne | RFP – Parking Enforcement Services F. Training – 10 F. Training
Inter-Con provides its parking enforcement personnel with customized training specific to each post. We know that our reputation depends on our success in continuously engaging our personnel with premium training experiences. Inter -Con’s approach to in-person and online training provides ample opportunity for our Parking Enforcement Representatives to improve their skills and capabilities before and during their service to the City. This includes pre - assignment, on-the-job, and refresher training to make su re our employees are comfortable and capable in their operating environment.
Inter-Con’s world -class Training Academy will be leveraged to fully support our training efforts. Our Training Academy utilizes a student-centric training method and real-life exercises that are fully -tailored to the specific requirements of this contract, ensuring all personnel assigned to this contract are well-informed and invested in their jobs and responsibilities.
TRAINING METHODOLOGY
Inter-Con creates training content specifically designed to teach and reinforce City -specific issues; invites the customer to review and refine the course modules, if desired; and tracks course performance to improve Parking Enforcement Representative (PER) results.
Fundamentally, Inter- Con’s approach to training embraces the following:
• Train Specific Tasks: Our instruction is focused on training and testing skill proficiency through repeated, practical drilling – not just delivering content through a classroom setting. Our students must perform at high levels to become PERs who will staff the posts for the City.
• Train to an Established Standard: We recognize how enforcing high standards assists management personnel in identifying and correcting training deficiencies. This deeper scrutiny provides the City with a more accurate assessment of the capabilities and quality of our PERs. Therefore, we developed an objectively measurable performance standard to ensure each lesson is properly understood. In doing so, each PER will have an exact understanding of what must be achieved by the end of each training period. • Train Realism: Our rigorous training program integrates realistic conditions in our courses by requiring our PERs to perform tasks under varying, sometimes hostile conditions. This training method allows us to instruct our PERs both as individuals and as team members in conditions modeled after the City’s environment. This repeated, realistic drilling ensures that our lessons are reinforced with our PER’s resultant success in the field.
• Dedicated Trainers: We maintain a full-time staff of 30 highly -qualified trainers in the United States —120 worldwide —to support our contracts. The City will receive full support from our Training Academy. The training team will support the Account Manager in developing, executing, and tracking the performance of all Inter-Con training modules. • Oversight: The City’s instructional staff will be carefully monitored by our Account Management Team to make sure the training provided is client -focused and effective, yielding positive results.
• Training Updates: Inter-Con will assess and implement updates to our training curriculum on both a regular and an as -needed basis. Per our standard protocol, all curricula will be reviewed and updated on an annual basis as part of a formal audit process
CONFIDENTIAL INFORMATION
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services F. Training – 11 conducted by our Training and Account Management Teams. We ensure our ability to quickly administer key updates in response to new industry, federal, state, and local regulations as well as the needs of our client. If the City’s parking enforcement or security needs evolve, we will be able to immediately deliver.
• Train Customer Service: Inter-Con parking enforcement personnel receive dedicated training on customer service -related areas such as professional behavior, cultural and diversity awareness, sensitivity training, and public relations. Access control is a fundamental function of the PER and Inter-Con prides itself in its ability to consistently deliver premium customer service at some of the most highly protected facilities around the world. As both the front line of defense and the first people many City patrons encounter, Inter-Con PERs will remain helpful wh ile ever mindful and vigilant of both real and potential threats.
TRAINING TOPICS
Inter-Con will tailor our training curriculum according to the City’s needs, ensuring it reflects realistic scenarios and specific contract requirements. Whether it is conducting comprehensive pre-assignment training or providing tailored skills courses an d on -the-job training, we embrace a student-centered training method to keep our personnel invested in their jobs and responsibilities. Beyond these training modules, Inter -Con will provide additional opportunities for personnel to enhance their skills and capabilities by using our online LMS, which facilitates a more efficient and effective test -taking process, storing all training certifications and deliverables for the City’s review.
TRAINING CURRICULUM
PRE-ASSIGNMENT TRAINING
Inter-Con will ensure each Parking Enforcement Representative receives training specific to the City contract. All newly hired personnel will receive a minimum of 80-hours of pre- assignment training. A Supervisor will evaluate the performance of each PER to certify their suitability for the assignment and comprehension of training materials prior to any regular scheduled work. See Figure 3 for the full Pre-assignment Training regimen.
Figure 3: Pre-assignment Training Regimen
Pre-Assignment / New Hire Training
Training Topic Delivery Method
New Hire Orientation (Policy, Procedure, PR, and Appearance) Online Learning Management System (LMS)
Duties & Responsibilities on Post Instructor Led
Emergency Procedures (Bombs, Terrorism, Fire Safety and Evacuation, Active Shooters, Natural Disaster Procedures, and Medical Emergencies) Instructor Led / LMS Communications Systems (Radio and Telephone use and etiquette) Instructor Led Inter-Con’s Chain of Command Instructor Led
PER Instruction as Mandated by the State of CA Instructor Led CA Vehicle Codes, Municipal Codes, Parking Enforcement Statutes, Ordinances, Regulations, and Resolutions Instructor Led / LMS Parking Enforcement and Patrol Procedures Instructor Led / LMS Observation and Incident Reporting Instructor Led / LMS
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services F. Training – 12 Pre-Assignment / New Hire Training
Training Topic Delivery Method
Workplace Violence / Harassment (sexual, bullying, etc.) / Discrimination Instructor Led / LMS Customer Service & Sensitivity Instructor Led / LMS
Conflict Resolution Awareness/ Dealing with Homeless and Mentally Ill Individuals Instructor Led / LMS
Crowd Management Instructor Led / LMS
Use of Force in Defense of Person Instructor Led / LMS
ANNUAL TRAINING
Inter-Con ensures that all our PERs stay up to date with necessary knowledge, requirements, ideas, programs, devices, and certifications associated with working parking enforcement for the City. Our annual training regimen will include eight-hours of refresher training , covering these industry updates and the subjects covered in New Hire Training. Every City PER will be required to complete this course to continue the contract.
MEASURING TRAINING PROGRAM SUCCESS
We measure the success of our Training Program against test scores, retention levels, and performance in the field. For example, our post -incident reports confirm whether a PER applied their training correctly during or in anticipation of an event. These answers will enable us to identify any issues in performance and flag them to be addressed in future training. As a result, we assess both the individual and our program, and evaluate our courses’ effectiveness training our PERs to proactively prevent incidents or at least limit their impact. All outcomes will be stored in our online Learning and Resource Management Systems (LMS and RMS) and reviewed during our Quarterly Business Reviews.
Additionally, we continuously monitor and assess more than just our students – we evaluate our Training Staff as well. The City will be actively involved in examining both course materials and instructors. While our dedicated Trainer would frequently evaluate our students, our AM assesses our staff. If any flaws or shortcomings are found in our Training Staff, our PM will immediately determine and implement the best corrective action.
TRAINING COMPLIANCE
Overseen by our AM, Inter -Con’s Training and Quality Assurance Teams will maintain a record of PERs’ compliance with all Pre -assignment, On -the-Job, and Refresher training requirements. All training performance and certification/license data will be archived and easily accessible on our LMS to facilitate timely reviews of all employee training data.
Additionally, this LMS will generate automatic notifications to this Team should any employees either fail or are at risk of failing to meet any training requir ements (i.e. minimum testing scores, achieving specific milestones by scheduled deadlines, class attendance, or allowing certifications/licenses to lapse). By utilizing our LMS, Inter -Con ensures optimal levels of PER training compliance as well as performance in the field.
Training records can be shared with the City upon request and all strategic Training KPIs can be accessed at any time by approved City stakeholders via Inter-Con’s online KPI Dashboards.
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services G. Subcontracting – 13 G. Subcontracting
Inter-Con has the capacity and capability to self-perform the services required by this RFP for the City and will not be subcontracting services for this project.
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City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 14 H. Qualifications & Experience
Inter-Con was founded in 1973 by retired Los Angeles Police Department Detective Hank Hernandez and his wife Bertha Hernandez. Prior to founding Inter -Con, Mr. Hernandez worked on loan at the Department of Justice to train security forces in Latin America. He brought the practices he learned to Inter -Con, investing his life savings into his vision of a security company that would distinguish itself by providing security services to clients whose threat profiles exceeded the capabilities of traditional “guar ding” companies. Since then, we have grown to become one of the largest security providers in the world, consistently delivering comprehensive, cost-effective solutions to an expansive client portfolio.
Now in its third generation of Hernandez -family leadership, Inter-Con employs over 35,000 employees globally, with over 15,000 security personnel operating across all 50 U.S. states and Canada. Starting with our first contract with NASA, we have expanded to provide security services to Fortune 500 companies, public utilities, ultra-high net-worth individuals, nonprofit organizations, and federal, state, and local governments. Inter -Con has achieved its position and size purely through growth, having never acquired another company domestically or internationally. Our stability and commitme nt to our clients allow us to retain contracts and partnerships for decades at a time.
Inter-Con is a privately held corporation. In comparison to our large national competitors, our unique ability to scale high-quality services has made us the preferred alternative to traditional guarding companies over the past several years. As a 100% His panic-owned and certified Minority Business Enterprise (MBE), we are the only MBE that can offer sophisticated security services across the country.
OFFICE LOCATION
Inter-Con will continue to support operations for the City from our Global Headquarters, located just 25 minutes from the City, providing the City with an unparalleled proximity to our Account Management Team as well as access to our Training Academy, Global Security Operations Center, and other key corporate resources.
Global Headquarters
Inter-Con Security Systems, Inc.
210 South De Lacey Avenue
Pasadena, CA 91105
CONFIDENTIAL INFORMATION
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 15
PARKING ENFORCEMENT EXPERIENCE
Inter-Con has 51 years of experience in the security industry and more than 27 years providing Parking Enforcement Services for both on -street and off -street parking conditions. Combined with numerous government contracts in California alone and 17 years supporting the City’s program, Inter-Con has the qualifications and experience to continue providing the City with service excellence.
As veterans in the parking enforcement industry, we are capable of supporting the City’s Parking Enforcement Program and are intimately familiar with all relevant parking engineering standards, various software and license plate reading (LPR) equipment, specifications, policies, practices, and processes. While several of our parking enforcement programs require handwritten citations, we also utilize a variety of LPR equipment and software across our client contracts to ensure efficiency and accuracy of citations. Throughout our years of service, Inter- Con has generated tens of millions in revenue for local clients, which, combined with our innovative cost savings and value -creation techniques, has helped municipalities realize net increases in revenue.
Figure 4: Summary of Inter-Con’s Parking Enforcement Services Experience Client Serviced
Since
Weekly
Hours Primary Services
City of Alhambra Since 1996 306 Parking Enforcement, Gtechna “Office Android” City of Arcadia Since 2007 214 Parking Enforcement, WinCite Mobile Phoenix City of Azusa Since 2018 315
Parking Enforcement, TicketPro Magic, Mobile Patrols
& Escort Services, Security Checks for City Parks,
Public Works, Light & Water Sites, Metro Parking
Structure, Library & Senior Center
City of Colton Since 2022 128 Parking Enforcement, Handwritten Citations City of Covina Since 2008 172 Parking Enforcement, Handwritten Citations City of Glendora Since 2008 136 Parking Enforcement, Handwritten Citations, City Lock-Ups for the Parks, State Parks & Hiking Locations
City of Montebello Since 2022 110 Parking Enforcement
City of Pasadena Since 2002 691 Parking Enforcement, Data Ticket City of San Gabriel Since 2005 145 Parking Enforcement, WinCite Mobile Phoenix City of Sierra Madre Since 2021 25 Parking Enforcement, WinCite Mobile Phoenix
PARKING ENFORCEMENT CONTRACT DESCRIPTIONS
CITY OF ALHAMBRA
Since 1996, Inter-Con has served as the City of Alhambra’s Parking Enforcement partner. We are proud of the long -standing partnership we have forged with the City and support their contract by providing all required security personnel, equipment, account management, and supervision. In addition, Inter -Con provides the City with all training materials and administrative support necessary for the Parking Enforcement contract. Supported by more than 11 Officers, Inter-Con averages 15,600 hours of support annually.
CONFIDENTIAL INFORMATION
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 16
CITY OF AZUSA
Inter-Con has been providing Parking Enforcement services to the City of Azusa since July 2018. Our Parking Enforcement Officers serve as ambassadors for the City and individually average more than 10,000 citations per year with an error rate below 1%. Upo n changing providers, the City of Azusa saw a significant increase in revenues as Inter -Con introduced new and innovative improvements to their parking enforcement program and its management.
In addition to parking enforcement services, Inter -Con provides 180 weekly man hours of unarmed security services to the City of Azusa. Our Officers are responsible for the City’s Civic Center campus (City Hall, Azusa Library, Senior Center, Veterans Freedom Park, Durrell House, Barnes House, Police Department, and the Azusa Light and Water office building) as well as additional off-site facilities (Memorial Park and Slauson Park). As part of their duties, Inter-Con Officers actively monitor the campus area by assisting patrons and visitors as well as addressing and reporting any suspicious behavior. Officers also regularly patrol City sidewalks and walkways, to include the Police Department and Light and Water Office Buildings. They work in coordinated fashion with existing city Departments (e.g. police, public works, code enforcement) to address issues such as persons experiencing homelessness that are encountered in and around the Civic Center campus as well as employ the use of technology (video surveillance, audio visual talk down, recorded messages, etc.) in a layered approach to enhance security efforts.
CITY OF COLTON
Inter-Con was awarded the City of Colton contract in 2022, providing all required personnel, management, supervision, training, equipment, and administrative support to perform Parking Enforcement services. The contract is supported by dedicated Parking Enforcement Officers who provide on average 6,700 hours of support annually.
CITY OF MONTEBELLO
Inter-Con was awarded the City of Montebello contract in 2022. The contract is supported by dedicated and well-trained Parking Enforcement Officers who provide on average 5,800 hours of parking enforcement services annually.
CITY OF PASADENA
Inter-Con has proudly served as the City of Pasadena’s Parking Enforcement partner for two decades. Inter -Con provides 100% of all required personnel, management, supervision, training, equipment, and administrative support for this contract. While Inter -Con's Parking Enforcement operations run City -wide, much of what we do for the City centers around Colorado Blvd. and the Rose Parade route, providing us and our personnel with an unmatched knowledge of the local operating environment and community. Additionally, our work on this contract often includes supporting the City’s special events through parking enforcement and enhancing public safety in coordination with the Pasadena Police. Inter -Con team of 29 Officers who actively support this contract and provide nearly 21,000 service hours annually.
Throughout the entirety of this project’s lifecycle, we have maintained full adherence to its schedule and budget. Inter -Con has never experienced an issue adhering to the schedule or budget for the City of Pasadena Parking Enforcement contract.
Our tenure as the City’s trusted Parking Enforcement partner has also resulted in the creation of long-standing, constructive relationships with City authorities and agencies responsible for the Rose Parade, such as the Pasadena Police Department and Department of Transportation.
In an endeavor as complex as the Rose Parade, the City requires a trusted partner who can
CONFIDENTIAL INFORMATION
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 17 communicate effectively and execute complex staffing, training, and operational tasks efficiently. As our performance on this contract demonstrates, only Inter -Con has the experience, expertise, and relationships to do this.
CITY OF SIERRA MADRE
Since 2021, Inter-Con has provided parking enforcement services to the City of Sierra Madre.
Our Parking Enforcement Officer provides approximately 1,300 annual service hours and is supported by our experienced and dedicated Parking Enforcement Management Team, ensuring that our Officer has the tools and resources required to support this contract.
PROJECT TIMELINE
As the incumbent provider, Inter-Con can ensure City that there are no transition risks.
Our Account Management Team will remain the same and all Parking Enforcement personnel will continue to provide exceptional service, causing no disruption in daily operations.
During this initial phase of the new contract, Inter-Con will work in conjunction with the City to perform a comprehensive assessment of our program. This detailed assessment will include the identification of any potential risks and vulnerabilities specific to the City , as well as incorporate a full review of the current Parking Enforcement Program. During this review we will assess:
• Previously established metrics to determine the success of the current program and level of client satisfaction
• Staffing and scheduling to ensure continuity of service • Additional areas of possible improvement
• Current industry best practices against proposed parking enforcement service programs to ensure strategic alignment
These findings would be used to inform any changes necessary to enhance the upcoming program, revising the Standard Operating Procedures, and/or the development of new training material and modules.
PERSONNEL EXPERIENCE
EVALUATION PROCESS
Inter-Con has 51 years of experience recruiting for local government and parking enforcement programs for similar clients. We understand that communicating directly with the City during this process ensures that all steps are completed in alignment with the City’s mission. Our designated Recruiting Team has established deep relationships with local employment sources, including military bases, law enforcement organizations, local colleges and universities, and community organizations, as well as maintain a fully embedded connection to local and regional job sources, such as job fairs. Our Recruiters are experts in using online resources, including social media, to ensure that we are drawing from the largest and most qualified labor pool of potential candidates.
We have invested heavily in developing best-in-class recruiting processes and infrastructure to ensure effective and efficient talent identification, attraction, and evaluation. Once implemented, our recruiting and screening methodology will provide:
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 18
1. A long-term, dependable parking enforcement force with limited turnover
2. Rapid personnel replacement capabilities
3. A large pool of qualified, trained, experienced Parking Enforcement Representative s prepared to accommodate any temporary or surge force needs Inter-Con follows its 7-step process for recruitment, evaluation, and selection of PERs for the City:
Step 1: Application Process – Candidates who respond to recruitment efforts will remotely complete their application online (and submit electronic resume). All applicants are screened to determine whether they possess the general qualifications for the City contract and the specific position requirements. If the applicant does not meet such requirements, the application process terminates. If the applicant meets such requirements, a time is scheduled for a personal interview. All potential PERs will also be readily available for interview by the City’s leadership prior to beginning service for the City.
Step 2: Information Verification – Inter-Con’s Recruiting Team will perform a preliminary verification check to confirm the status of applicants’ employment history, age, relevant licenses/permits, and education.
Step 3: Personal Interview – If it is determined that the applicant meets the required standards, they will be scheduled for an interview with a designated Manager and be evaluated on the following:
• Knowledge of specific job and job-related topics
• Experience
• Communication ability; specifically, command of the English language • Interest in the position and the Inter-Con organization • Overall motivation to succeed
• Appearance and habits
• Poise, insight, and alertness
• Interpersonal skills
• Ability to interact with the public
Step 4: Background Investigation & Drug and Alcohol Screening – Inter-Con will use Verified First or the City’s preferred provider to conduct a background investigation for each employee applying to work on the City contract. Before performing a background check, Inter-Con will make all disclosures and obtain all consents required by applicable laws, including the Fair Credit Reporting Act. In addition to the background investigation, Inter - Con will use eScreen to conduct drug and alcohol screenings in accordance with all local, state, and federal regulations as well as the requirements of this contract.
Step 5: Reference Verification – Inter-Con performs reference checks to confirm veracity of applicant’s resume and relevant professional claims.
Step 6: Complete City-Furnished Forms – If it is determined that the applicant meets the required standards and maintains a background consistent with City contract eligibility, the individual will be scheduled for a follow -up meeting with an Inter -Con Recruiter who will assist in the preparation of all required City and Inter-Con application/new hire forms. Each of the forms will be reviewed for completeness and accuracy prior to final inclusion in the hire
CONFIDENTIAL INFORMATION
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 19 package and final requests for approval. If approved, the applicant will be issued a “conditional” offer of employment. The offer is conditioned upon the successful completion of drug testing with acceptable results.
Step 7: Candidate Submitted to the City for Approval – Upon successful completion of the previous six steps, a candidate’s application package will be submitted to the City for final approval.
RECRUITING
Upon receiving notice to proceed, Inter -Con’s recruiting and operational teams immediately start recruiting the incumbent parking enforcement personnel that City wishes to retain. Once incumbent personnel are identified and agree to come on board, we can determine the number of positions that need to be filled and begin our external recruitment process.
Additionally, David Oken, Inter-Con’s EVP of Global Talent Strategy, will work with the City to revise our “Requirement Checklist” which provides solid guidance to the City Recruiter, defining the minimum qualifications necessary for employment. This check list becomes the basis for all job postings. We have created a sample Parking Enforcement Representative Checklist based upon Inter -Con’s minimum qualifications as well as the City’s requirements listed in your RFP.
New candidates for potential hire are recruited though a variety of sources inclusive of Indeed, our webpage (https://www.icsecurity.com/careers/apply-now/), local employment sources, including military bases, law enforcement organizations, local colleges and universities, and community organizations. Our refined recruitment processes combined with these sources, enable us to access a broader candidate pool ultimately resulting in higher -caliber Parking Enforcement Representatives.
Because our application is online, candidates can complete it at a time and place of their own convenience. All applicants who meet the minimum qualifications move on to the next step in the recruitment process which includes a screening interview and veri fication of the information they provided.
Figure 5: Sample Parking Enforcement Representative Requirement Checklist Minimum Requirements for Parking Enforcement Personnel
Baseline
Requirements
• Be a U.S. citizen or legally authorized to work in the U.S. • Be at least 18 years of age
• Possess a high-school diploma or equivalent
• Possess a valid State of CA issued unarmed Security Officer identification card. • If being assigned to a driving position, possess a valid CA Driver’s License • Possess a minimum of one -year prior experience as a Security Officer, police officer, military police officer or related experience
Additional Requirements
Screenings
Successfully pass:
• Pre-employment drug screening and medical exam
• Criminal background check, to include local, CA State, Federal criminal history, and military discharge records (if applicable), as well as driving record history • Five years previous employment reference check
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 20 Minimum Requirements for Parking Enforcement Personnel
Soft Skills
• Have the necessary public relations skills to interact with employees and customers in a courteous, businesslike manner
• An ability to maintain poise and self-control under stress • Understand written and oral rules and regulations and apply them in a tactful and non - confrontational manner
• Be able to understand and maintain confidentiality of information Office Skills
• Utilize computer and associated equipment to monitor environmental and electronic security systems
• Have basic knowledge of word processing, spreadsheet programs, data entry and operation of multiline telephone
Language
Proficiency
• Demonstrate the ability to read, understand, and apply rules, detailed orders, instructions, and training materials in the English language.
• Be able to construct and write clear, concise, accurate and detailed reports, as well as communicate effectively, clearly, and concisely in English Health &
Physical
Fitness
Be in good general health and capable of the following:
• Standing, sitting, walking for extended periods of time-up to eight-hours • Maneuver stairs and other physically demanding terrain at the site as regular duties • Lift boxes weighing up to 20 lbs.
• Have no medical condition which limits the effective performance of their assigned duties.
Temporary incapacitation due to illness, disease, or recent medical operation is permitted • No medical history or medical diagnosis of habitual alcoholism or drug addiction. If such a condition existed, medical evidence of recovery and ability to perform duties is required prior to assignment
STAFFING SOLUTION
Our staffing plan for the City strives to find a balance between ensuring the availability of an adequate number of qualified and trained personnel to fulfill City’s staffing needs without having excess personnel that incur training, uniform, and personal equipment costs. Our staffing models are designed to balance operational efficiencies and provide a stable workforce of knowledgeable, skilled, and local Parking Enforcement Representatives.
Figure 6: City Staffing Plan
City Staffing Plan
Position Full-Time Personnel Part-Time Personnel Total Personnel Senior Parking Enforcement Representative 1 - 1
Parking Enforcement Representative 2 - 2
Totals 3 - 3
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 21
MANAGEMENT EXPERIENCE
Inter-Con was founded to provide customized parking enforcement and security solutions at scale for discerning parking enforcement clientele whose needs go beyond the capabilities of traditional providers. Inter -Con ensures the provision of high -quality parking enforcement and security solutions for the City through our unique Emb edded Support Model, which provides experienced account management and dedicated resources for your program. Last year, Inter-Con retained 99% of our clients because we are the only company that can consistently provide them with:
• Results-Driven, Experienced Account Management & Parking Enforcement Personnel • Efficiency and Guarantee that 100% of Costs Support Your Program • Tailored & Rigorous Recruiting, Screening, and Training, Raising the Performance Bar with Every Hire and Promotion
• Consistent & Effective Quality Control and Insistence on the Highest Standards • Seamless Program Transitions with Hands-on Leadership • Long-Term Client Partnerships Earned Through Trust
KEY PERSONNEL
Inter-Con’s organizational structure centers on a streamlined, embedded Account Management Team that has autonomous decision-making authority and controls all personnel, logistical, and financial resources necessary to ensure that our parking enforcement services are effectively, efficiently, and consistently delivered to the City.
Inter-Con’s account management strategy is delivered by our Account Manager, Ms.
Mariana Alvarez, who maintains accountability and responsibility for the City’s parking enforcement program. Inter-Con’s Account Manager (AM) shall continue to serve as City’s main point of contact for contract-related issues and issues concerning performance, progress, review, scheduling, and service. Ms. Alvarez’s number one priority is to ensure the continuous delivery of high-quality parking enforcement services to protect City’s residents, staff, visitors, and property. As the City’s primary point of contact, Ms. Alvarez will continue to engage in regular communication with designated City representatives to communicate relevant program developments. In addition, regularly scheduled meetings with stakeholders foster comprehensive reviews of contract services.
Our AM is available to meet with City representatives for serious conditions and at regular intervals, but no less frequently than monthly. Qualification summaries for Inter-Con’s key operational personnel are included on the following page.
Ms. Mariana Alvarez | Director of Operations | City Account Manager: As the designated Account Manager for the City, Ms. Alvarez ensures strategic alignment between both the City and Inter-Con throughout the lifetime of the contract. She provides leadership and support for the Senior PE R and overall management of the PERs assigned to the City contract. She also holds responsibility for overseeing a successful alignment in accordance with any contract requirements, and for representing Inter -Con during Quarterly Business Reviews and expediting any request s the City may require. Ms. Alvarez is a former Police Officer for the City of El Monte, with over nine years of security and law enforcement experience. Ms. Alvarez’s experience both as an Officer and in her current position as Account Manager for several Parking Enforcement Pr ograms, has provided her the unique understanding of both the City’s and PER’s needs.
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 22 Mr. Brad Lauer | Senior Vice President of Operations | Contract Executive: As the Contract Executive for the City contract, Mr. Lauer will continue to work closely with the Account Manager in overseeing a successful Parking Enforcement Program for the City. Mr.
Lauer deploys and tasks Inter-Con resources for the City, oversee the procurement of any new equipment requirements during the program review, facilitate communications with the City, and provide confirmation of Inter-Con’s progress on strategic initiatives.
Mr. Brian Faulkner | Chief Information Officer | Technology Interfacing Officer: Mr.
Faulkner manages the implementation of Inter -Con’s tailored workforce management solutions for Inter-Con’s clients, ensuring the alignment of program results with program goals as well as the achievement of key delivery milestones. He oversees all maj or technology solutions Inter-Con implements and provides across the United States. He has an extensive background in varied mobile development programs from VISA Checkout to Data Collective funded start-ups. Mr. Faulkner most recently worked at Samsung, managing mobile commerce layers to support the company’s “all things open and connected” strategy. He develops corporate strategy and oversees client relationship management efforts for Inter -Con’s technology practice. Before joining Inter-Con in 2018, Mr. Faulkner served for 10 years in the U.S. Army and earned his B.S. at Weber State University as well as his M.B.A. from the Thunderbird School of Global Management.
Mr. David Oken | Executive Vice President of Talent Acquisition: Mr. Oken is a talent acquisition leader with an acumen for developing cohesive teams. With his experience and knowledge in recruiting, he works alongside our Account Management and On -Boarding Teams, interfacing with clients nationwide to provide solutions for their unique staffing needs.
Mr. Oken brings his award -winning talent acquisition expertise, leadership and training, personnel development, and project management skills to the Inter-Con team. He holds a B.A. from the University of San Diego, where he is currently a Graduate Researcher in industrial and organizational psychology.
MANAGEMENT TEAM ORGANIZATION
Our Account Management Team members for the City have robust backgrounds in law enforcement, military, and private security; possess advanced degrees; and maintain in-depth institutional knowledge of parking enforcement best practices refined over decades of performance on assignments like the City. Our proven experience allows us to design our service and management strategies specifically for the City, ens uring effective and efficient solutions. We have invested in high -quality management - like our Account Manager, Ms.
Mariana Alvarez - committed professionals who understand the City’s needs and culture.
CONFIDENTIAL INFORMATION
Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 23 Figure 7: Inter-Con’s Proposed City Account Management Team
KEY PERSONNEL RESUMES
Inter-Con’s organizational structure centers on a streamlined, embedded Account Management Team that has autonomous decision-making authority and controls all personnel, logistical, and financial resources necessary to ensure that our parking enforcement services are effectively, efficiently, and consistently delivered to the City. Inter-Con’s account management strategy is delivered by our proposed Account Manager, who will maintain accountability and responsibility for every aspect of the City’s parking enforcement program.
We have provided the resumes and qualifications of key team members on the following pages.
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 24
MARIANA ALVAREZ
REPRESENTATIVE EXPERIENCE
Director of Operations | Inter-Con Security Systems, Inc. | 2020 – Present • Manages client relationships and ensures service delivery meets and exceeds client expectations and service level agreements.
• Manages daily staffing requirements and administrative functions, meeting business goals and objectives for the contract.
• Manages employee training for new hires and offer continuous guidance and mentorship on best practices, while providing constructive feedback. • Oversees all managed business and client relationships. • Manage daily operation and administrative function driven by Key Performance Indicators (KPIs).
• Conducts security and risk assessment consulting, adapts customized post orders and procedures to protect/limit asset loss.
• Keep records and prepare accurate and timely feedback/reports, as required.
Contract Manager | Inter-Con Security Systems, Inc. | 2018 – 2020 • Adjudicated parking citations and coordinates Parking Enforcement Representative for special City events.
• Determined areas of opportunity for cost control and initiated changes. Resulting in the decline of uncontrollable loss percentage to decrease from 5.98% to 0% on a weekly basis. • Worked with Client to assess team’s performance and set realistic improvement and recognition goals.
• Increased Team’s performance by 87% by assessing team and employee tasks to develop the appropriate training for the team and each individual employee. • Defined employee functions and keep them on their assigned tasks. • Minimized errors in the field by ensuring employees understand expectations within the contract and awareness of policies, municipal and state codes. • Identified employees’ abilities and make recommendations for transfers to maximize and align parking enforcement contracts.
• Investigated and resolve Client inquiries and complaints in an empathetic and timely manner.
• Improved scheduling by matching the employee to the area that allows them to excel. • Accurately communicated the strengths and limitations of the Officers.
Administrative Assistant/Parking Enforcement Lead | Inter -Con Security Systems, Inc. | 2014 – 2018
• Audited approximately 13,000 hours of weekly service for 86 post locations. • Billed hours as needed by Director of Operations.
• Located vehicle violations of a Federal, state, or municipal violations and issued parking citations, red tag vehicles, conducted 72-hour follow-ups. • Scheduled employees and ensured policy follow -through. Reconciled employee time sheets and sent to Operations.
POSITION
Account Manager
YEARS IN SECURITY,
MILITARY AND/OR
LAW ENFORCEMENT
9 years
EDUCATION,
CERTIFICATIONS, AND
TRAINING
• General Education | Los
Angeles Trade Technical
College | Los Angeles,
CA
• Hearing Officer
Certification
• Nonviolent Crisis
Intervention Certification
• Firearms / Tactical Rifle
| Riverside County
Sheriff Department
• Los Angeles Sheriff’s
Department Basic Peace
Officer Academy
Certification
• DEA, Billy Youth
Excellence in Leadership
Award
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 25 • Maintained inventory of required paperwork, vehicles and equipment required by parking enforcement personnel.
Supervisor/Security Guard | Premier Executive Solutions | 2019 • Supervised employees and ensured required needs are met by California law. • Meet with Clients/Event Coordinator and assessed the establishments’ needs. • Assigned employees’ responsibilities and ensured they carried out throughout the event. • Maintained a high level of confidentiality for various high-profile events.
Police Officer/Police Officer (Reserve)/Police Officer Cadet | El Monte Police Department | 2013
• Conducted traffic stops, pedestrian checks and investigated crimes. • Completed Field Training Programs.
• Enforced parking violations and impound vehicles, performed front desk and Records Bureau duties.
• 736 Academy hours completed with the Los Angeles County Sheriff’s Department. • Adjusted effectively to frequently changing work assignments and priorities.
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 26
BRAD LAUER
REPRESENTATIVE EXPERIENCE
Senior Vice President of Operations | Inter -Con Security Systems, Inc. | 2020 – Present
• Plan, direct, coordinate, and oversee operations activities in the organization, ensuring development and implementation of efficient operations and cost -effective systems to meet current and future needs of the organization
• Manage operational security force programs with a focus on high risk and critical infrastructure clients
• Oversee large transitions to ensure continuity of security staffing, contractual requirements and/or changes to previous services, procedures and protocols, matters of compliance, recruiting, training, acquisition and issuance of uniforms and equipment, etc. • Ensure sound business practices are deployed to comply with financial performance projections. Maintains high standards of competence through such instruction and training for the Vice Presidents, Directors, and Managers Vice President of Operations | SOS Security, LLC | 2019 – 2020 • Held responsibility for all operational, sales and administrative requirements of the region • Provide oversight for multiple branch offices while providing needed support and direction for managers
• Coordinated with Business Development Managers to identify opportunities and prepare top level proposals
• Developed and maintained client relationships, providing open & ethical communication Vice President of Operations & Process Development | Able Services | 2018 – 2019 • Managed operational facility services programs for clients in the Northern California area, with a focus on high rise commercial buildings
• Liaised with client representatives to measure contract KPI’s and key long-term initiatives, mentored subordinate managers, and ensured compliance with financial performance projections
• Administered internal control programs to facilitate the operational and administrative requirements of assigned contracts
Area Vice President, Northwest | U.S. Security Associates, Inc. | 2015 – 2018 • Maintained responsibility for all business operations for the greater Northwest territory (NoCal, OR, WA, ID, MT, WY and UT)
• High volume of high -risk and critical infrastructure clients to include airport operations of an international parcel service
• Oversaw sales efforts and the growth of profitable business while retaining clients through best-in-class service delivery
General Manager | G4S Secure Solutions (USA), Inc. | 2014 – 2015 • Complete oversite of one of the fastest growing markets in the U .S. (Silicon Valley and Greater South Bay Area) with full profit and loss responsibility • Directed engagement in sales and growth while ensuring service quality and client retention
POSITION
SVP Operations
YEARS IN SECURITY,
MILITARY AND/ OR LAW
ENFORCEMENT
34 years
EDUCATION,
CERTIFICATIONS, AND
TRAINING
• Executive Master of
Business Administration |
Northern Illinois University
• Master of Science, Criminal
Justice | Illinois State
University
• Bachelor of Arts,
Administration of Justice |
Southern Illinois University,
Carbondale
• U.S. Marine Corps
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 27 • Provided strategic direction and leadership for assigned territory and managed both short and long-term revenue growth and profitability goals while controlling costs • Directed and coached a team of area operational and administrative personnel in business management philosophies
Area Vice President | Securitas Security Services USA, Inc. | 2011 – 2014 • Full profit and loss responsibility of a portfolio with multiple branch locations • Provided strategic direction and leadership for assigned Area • Ensured that the nine branch offices within my Area achieve d short and long -term revenue growth and profitability goals while controlling costs • Directed and coached Branch Managers in business management philosophies • Facilitated client retention, service expansion, and delivery of quality services • Ensured that the Area's operational and administrative management services are effective and efficient
Branch Manager | Securitas Security Services USA, Inc. | 2006 – 2011 Account Manager | Glenbrook Security | 2002 – 2006
Police Officer | Department of Veterans Affairs | 1998 – 2000 First Sergeant | United States Marine Corps | 1988 – 2010
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 28
BRIAN FAULKNER
REPRESENTATIVE EXPERIENCE
Chief Information Officer | Inter-Con Security Systems, Inc. | 2018 – Present • Manages all tailored workforce management solutions to ensure results align with program goals and delivery milestones are achieved.
• Oversees all major technology solutions Inter-Con implements with clients. • Develops strategy and overseeing client relationship management efforts for Inter-Con’s technology practice.
• Previous Role: Executive Vice President
Senior Manager | Samsung | 2017 – 2018
• The senior manager for business and product alignment for Samsung’s cutting -edge mobile commerce layer, spanning Bixby AI and Samsung’s mobile wallet program, Samsung Pay.
• Managed a budget of $42MM to drive strategic partnerships with Samsung Pay’s Head of Merchant Services.
• Led business and product alignment for merchant services to ensure Samsung commerce platform worked seamlessly across all consumer touchpoints.
Director of Product | Aisle Fire Labs, Inc. | 2015 – 2017 • One of the first three employees, reporting directly to the CTO, for an information and marketing services company that utilizes location-sensing and IoT technologies to enable innovative mobile marketing, shopper insights and operations solutions for brick & mortar retail.
• Defined and compiled business requirements into feature sets and managed program roadmap .
• Implemented and administered JIRA and Confluence to support agile framework and manage product releases, sprints, key program tasks, document processes and ensured key functionality was delivered within business deadlines.
• Led the product management, UI/UX design, development, and user testing of four distinct mobile applications and proprietary IoT hardware platform. • Managed large retail store deployments, including hardware installation, testing and ongoing maintenance of indoor location services.
• Managed contract mobile development and design team resources. • Key contributor in design and development of first -generation proprietary mapping and location services algorithms utilizing mobile phone sensors and Bluetooth technology.
Co-Founder | VKNOW| 2014 – 2015
• Head of Product and Co-Founder of a startup specializing in wine technology. vKnow is a mobile application and RESTful API services that allow developers in the wine industry unique access to a complete database of wine attributes (flavors, pairing, price, etc.). vKnow ensures the accuracy of the attributes by populating from the source (wineries and winemakers). In addition, vKnow allows consumers to rate, and remember wines they enjoy while providing valuable feedback to wineries.
POSITION
Chief Information Officer
YEARS IN SECURITY,
MILITARY AND/OR
LAW ENFORCEMENT
15 years
EDUCATION,
CERTIFICATIONS,
AND TRAINING
• MBA International
Management,
Marketing |
Thunderbird, School of
Global Management |
Phoenix, Arizona
• Bachelor of Science
Business
Administration,
Marketing | Weber
State University |
Ogden, Utah
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 29 • Managed agile development process from ideation to execution and created UI/UX design, wireframes, mockups, storyboards, initial database architecture and working product demos.
• Managed standups with consultants to track progress to development goal sand lead marketing research to define key features for product MVP. • Established, monitored, and managed corporate Business Plan including marketing research and detailed financial forecasts to encapsulate key operating metrics.
Director, Emerging Products | VISA Inc. | 2012 – 2014
• Business Operations Director reporting to Senior Vice President of Operations for VISA’s digital payments program, VISA Checkout.
• Developed internal standard operating procedures to harmonize interaction between legacy tools, traditional functions, and new agile development process. • Organized and lead multiple stakeholder support group to enhance agile management and developing best practices.
• Restructured program’s communication platform, to normalize templates; adopted as the program standard.
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Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services H. Qualifications & Experience – 30
DAVID OKEN
REPRESENTATIVE EXPERIENCE
Executive Vice President, Global Talent Strategy | Inter-Con Security Systems, Inc. | 2022 – Present
• Directs an international talent acquisition function responsible for the successful recruitment and onboarding of both corporate and field personnel alike • Key stakeholder involved in managing the recruiting and retention of incumbent Security Officers during new contract on -boarding phases with incumbent capture rates of over 96%
• Architected and led the creation of Inter -Con’s comprehensive talent acquisition professional training program
• Oversaw the organizational restructuring of the recruiting function, resulting in process optimization, higher recruiting yield, and improved Officer (candidate) experience Vice President of Corporate Talent | Inter-Con Security Systems, Inc. | 2021 – 2022 • Successfully achieved top to bottom business process redesign and optimization in the corporate talent acquisition space
• Built and deployed new policies, procedures, and SOPs for talent pipeline management • Spearhead all domestic vendor and talent partnership strategies affecting corporate recruiting
• Responsible for all personnel decisions relating to the corporate talent acquisition function, to include hiring, training, and international partnerships with Inter -Con subsidiaries
Director of Client Services | Vaco - Talent Solutions | 2018 – 2021 • Elevated to a key leadership role at a nationally accredited consulting firm specializing in talent acquisition
• President’s Club award winner, recognized as the number one overall producer in the company’s nationwide technical recruiting division
• Re-engineered and optimized key business processes, resulting in over 200% increased business YOY and hundreds of candidates recruited/placed in areas of client need • Identified gaps and created solutions to improve internal onboarding and training experience for new hires within the recruiting function • Selected as a national trainer/mentor and assigned to coach mentees on strategies for successful implementation of winning talent acquisition strategies
POSITION
EVP Global Talent Strategy
YEARS IN SECURITY,
MILITARY AND/OR
LAW ENFORCEMENT
2 years
EDUCATION,
CERTIFICATIONS,
AND TRAINING
• Bachelor of Arts in
Industrial and
Organizational
Psychology, University
of San Diego | Magna
Cum Laude
• Graduate researcher in
Industrial/Organization
al Psychology | McNair
Scholars Fellow,
University of San Diego
CONFIDENTIAL INFORMATION
II~
Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services I. References – 31 I. References
In addition to Inter -Con’s current Parking Enforcement contracts highlighted in the Experience Section, we have included below client references that accurately reflect the quality of Inter-Con’s paring enforcement programs, service offerings, and our commitment to clients who share similar parking enforcement and customer service requirements to the City. These clients all demand high‐quality service and trust Inter‐Con to ensure the safety and security of their people, property, and guests. Their experiences, as well our 99% client retention rate, testify to Inter‐Con’s standard of excellence.
City of Arcadia
240 Huntington Drive, Arcadia, CA 91007
Contact: Paul Foley, Captain
Phone & Email: (626) 574-5179 | [email protected]
Dates of Service: 2007 – present
Description of
Services:
Inter-Con has supported the City of Arcadia with official Parking Enforcement Services since 2007, with our contract being renewed nine times. Our Parking Enforcement Officers individually average more than 12,000 citations per year with an error rate of less than 1%, testifying to their effectiveness. Despite our long tenure and consistent success with this program, we are continually improving our program and, prior to the pandemic, increasing our ticket counts each month.
We are committed to supporting value creation and strive to find opportunities for continuous improvement for the program.
City of Covina
125 East College Street, Covina, CA 91723
Contact: John Curley, Chief of Police
Phone & Email: (626) 384-5602 | [email protected]
Dates of Service: 2008 – present
Description of
Services:
Inter-Con has proudly served as the City’s parking enforcement partner since 2008, providing all required personnel, management, supervision, training, equipment, and administrative support to perform Parking Enforcement services for the City of Covina. Th e contract is supported by four Parking Enforcement Officers who average about 80 citations weekly, and our Officers provide on average 7,000 hours of support annually.
CONFIDENTIAL INFORMATION
III
INTBR· CON Sl!tURlfY
Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services I. References – 32 City of Glendora
150 S. Glendora Avenue, Glendora, CA 91741
Contact: Matt Egan, Chief of Police
Phone & Email: (626) 914-8250 | [email protected]
Dates of Service: 2008 – present
Description of
Services:
Inter-Con has proudly served as the City’s parking enforcement partner since 2008, providing all required personnel, management, supervision, training, equipment, and administrative support to perform Parking Enforcement services for the City of Glendora. The contract is supported by four Parking Enforcement Officers, who provide o n average 7,100 hours of support annually. Our Officers provide both on and off -street parking enforcement, mobile patrol services and City lock-ups for the City Parks, State Parks, and hiking locations.
CONFIDENTIAL INFORMATION
111
11':T BR· CON
h !CU IU f Y
Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services J. Insurance Compliance – 33 J. Insurance Compliance
Inter-Con maintains a comprehensive insurance policy program that includes commercial general liability, automotive, worker’s compensation, and employer’s liability, as well as a range of additional coverages. Although Inter -Con maintains insurance that exceeds most client’s requirements, these vary from account to account and are typically identified in the written service agreement. Inter -Con will provide evidence of insurance in the form of certificates, endorsements, and policy declaration pages following contract award.
A sample Certificate of Insurance has been included on the following pages for the City’s review.
III
INtliR ·CO N SIH:ORitY
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
INSURER(S) AFFORDING COVERAGE
INSURER F :
INSURER E :
INSURER D :
INSURER C :
INSURER B :
INSURER A :
NAIC #
NAME:
CONTACT
(A/C, No):
FAX
E-MAIL
ADDRESS:
PRODUCER
(A/C, No, Ext):
PHONE
INSURED
REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
OTHER:
(Per accident)
(Ea accident)
$
$
N / A
SUBR
WVD
ADDL
INSD
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $
$
$PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person)
COMBINED SINGLE LIMIT
AUTOS ONLY
AUTOSAUTOS ONLY
NON-OWNED
SCHEDULEDOWNED
ANY AUTO
AUTOMOBILE LIABILITY
Y / N
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
DESCRIPTION OF OPERATIONS below
If yes, describe under
ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$
E.L. DISEASE - POLICY LIMIT
E.L. DISEASE - EA EMPLOYEE
E.L. EACH ACCIDENT
ER
OTH-
STATUTE
PER
LIMITS(MM/DD/YYYY)
POLICY EXP
(MM/DD/YYYY)
POLICY EFF
POLICY NUMBERTYPE OF INSURANCELTR
INSR
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
EXCESS LIAB
UMBRELLA LIAB $EACH OCCURRENCE
$AGGREGATE
$
OCCUR
CLAIMS-MADE
DED RETENTION $
$PRODUCTS - COMP/OP AGG
$GENERAL AGGREGATE
$PERSONAL & ADV INJURY
$MED EXP (Any one person)
$EACH OCCURRENCE
DAMAGE TO RENTED
$PREMISES (Ea occurrence)
COMMERCIAL GENERAL LIABILITY
CLAIMS-MADE OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICY PRO-
JECT LOC
CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)
CANCELLATION
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03)
© 1988-2015 ACORD CORPORATION. All rights reserved.
CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED
AUTOS ONLY
9/1/2023
Arthur J. Gallagher Risk Management Services, LLC
500 N. Brand Boulevard
Suite 100
Glendale CA 91203
Nicole Turbeville
310-566-0127
818-539-2301
[email protected]
License#: 0D69293
Lexington Insurance Company
19437
INTESEC-05
Hartford Fire Insurance Company
19682
Inter-Con Security Service, Inc.
210 South De Lacey Avenue
Pasadena, CA 91105
AXIS Surplus Insurance Company
26620
Property and Casualty Ins Co of Hartford
34690
Navigators Specialty Insurance Company
36056
Everest National Insurance Company
10120
3720933
A
X
1,000,000
X
100,000
X
SIR: $500,000
5,000
X
Errors&Omission
1,000,000
3,000,000
X
Y
Y
011170825
9/1/2023
9/1/2024
INCLUDED
Errors& Omission
1,000,000
B
1,000,000
X
X
X
X
AL Ded $100K
Y
Y
72 CSE S81601
9/1/2023
9/1/2024
Deductible (Comp/Col)
5,000
C
X
3,000,000
X
Y
P 001 000977772 02
9/1/2023
Y
9/1/2024
3,000,000
X
0 D
X
N
Y
72 WN S81600
9/1/2023
9/1/2024
Ded $500,000
1,000,000
1,000,000
1,000,000
A
E
F
4th -Excess Liability $4M xs $21M
3rd -Excess Liab $6M part of $12M
3rd -Excess Liab $6M part of $12M
Y
Y
Y
011170831
SF23EXCZ09SV4IC
XC1EX00790-231
9/1/2023
9/1/2023
9/1/2023
9/1/2024
9/1/2024
9/1/2024
$4M xs of $21M
$6M of $12M xs $9M
$6M of $12M xs $9M
Limit
Limit
Limit
2nd - Excess Liability Policy: $5M xs $4M - Policy #CSSE CEL 0000985 02 - Carrier: Champlain Specialty Insurance Company Policy Term: 9/1/2023 - 9/1/2024
5th Excess Liability - $5M xs $25M - Carrier: Underwriters at Lloyd's, London - Policy #XS1167023, Policy Term: 9/1/2023 - 9/1/2024 SEE REMARKS SECTION FOR DESCRIPTION OF OPERATIONS (D.O.O) LANGUAGE See Attached...
Proof of Insurance
CONFIDENTIAL INFORMATION
ACORD®
I ~
I
~
□ □
~
~
Fl
□ □
~
~ ~
~ ~
~ ~
~
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I I
I I I
□
I
Council Agenda Packet, June 17, 2024
ACORD 101 (2008/01)
The ACORD name and logo are registered marks of ACORD
© 2008 ACORD CORPORATION. All rights reserved.
THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: FORM TITLE:
ADDITIONAL REMARKS
ADDITIONAL REMARKS SCHEDULE Page of
AGENCY CUSTOMER ID:
LOC #:
AGENCY
CARRIER NAIC CODE
POLICY NUMBER
NAMED INSURED
EFFECTIVE DATE:
INTESEC-05
1 1
Arthur J. Gallagher Risk Management Services, LLC
Inter-Con Security Service, Inc.
210 South De Lacey Avenue
Pasadena, CA 91105
25 CERTIFICATE OF LIABILITY INSURANCE
Named Insureds:
Inter-Con Security Systems, Inc.
Sixty-Four West Valley, LLC
Inter-Con Security Academy, Inc.
US Diplomat Protect LLC
Ghana Security Services LLC
Systemes De Securite Inter-Con Canada Inc.
Inter-Con Security Systems Canada Inc.
I C Benin LLC
I C Canada LLC
I C Colombia LLC
I C Costa Rica LLC
I C France LLC
I C Guatemala LLC
I C Liberia LLC
I C Mexico LLC
I C Sierra Leone LLC
I C Togo LLC -
I C Tunisia LLC
I C South Africa LLC
I C Venezuela LLC
I CSS Holding Corp.
I C Rwanda LLC
Certificate Holder is an additional insured with Primary and Non-Contributory language per General Liability form LX4237 (08/13); per Auto Liability form CA 20 48 10 13 (AI) and form HA 99 16 12 21(PNC). Waiver of Subrogation applies per General Liability form LX4257 (08/13); Auto Liability form CA 04 44 10 13; Excess Liability form AXIS 1010402 0417 and Workers Compensation form WC 00 03 13. 30 Day Notice of Cancellation per General Liability form LX8960 (05/13), Auto Liability form IH 03 10 06 11, and Workers Compensation form WC 99 03 98. Excess Liability follows form.
Named Insureds:
Inter-Con Security Systems, Inc.
Sixty-Four West Valley, LLC
Inter-Con Security Academy, Inc.
US Diplomat Protect LLC
Ghana Security Services LLC
Systemes De Securite Inter-Con Canada Inc.
Inter-Con Security Systems Canada Inc.
I C Benin LLC
I C Canada LLC
I C Colombia LLC
I C Costa Rica LLC
I C France LLC
I C Guatemala LLC
I C Liberia LLC
I C Mexico LLC
I C Sierra Leone LLC
I C Togo LLC -
I C Tunisia LLC
I C South Africa LLC
I C Venezuela LLC
I CSS Holding Corp.
I C Rwanda LLC
CONFIDENTIAL INFORMATION
Council Agenda Packet, June 17, 2024
City of La Verne | RFP – Parking Enforcement Services K. Authorized Signature – 36 K. Authorized Signature
As President and CEO of Inter -Con, Mr. Enrique Hernandez, III is authorized to bind this offer for the City. Mr. Hernandez’s signature is included on the Cover Letter of this proposal along with a statement of validity for 90 days from the submission date of May 10th, 2024.
III
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City of La Verne | RFP – Parking Enforcement Services L. Authorized Individuals – 37 L. Authorized Individuals
The following individuals are duly authorized to negotiate and contractually bind the firm.
Mr. Neil Martau, Chief Administrative Officer - Primary Proposal Contact 210 S. De Lacey Avenue, Pasadena, CA 91105
(626) 535-2234 | [email protected]
Mr. Robert Ray, General Counsel
210 S. De Lacey Avenue, Pasadena, CA 91105
(626) 535-7645 | [email protected]
Mr. Richard Stack, Chief Operating Officer
210 S. De Lacey Avenue, Pasadena, CA 91105
(626) 535-2265 | [email protected]
CONFIDENTIAL INFORMATION
III
INtliR ·CO N SIH:ORitY
Council Agenda Packet, June 17, 2024
City of La Verne | Parking Enforcement Services RFP | Cost Proposal & Price Narrative – 1
Cost Proposal/Price Narrative -
Confidential
In response to the City of La Verne’s award to Inter-Con, we have provided the requested updated proposal to reflect the 36 hours per week workweek for the Parking Enforcement Representatives.
PRICING ASSUMPTIONS
Please note that our pricing is based on various assumptions that we have outlined in the section below. To the extent that the assumptions we have outlined are incorrect or need to be modified, we will work with the City to refine our pricing to reflect the correct information.
These assumptions include:
EMBEDDED YEAR 1 DISCOUNT
Inter-Con is pleased to provide the following proposal for the City, which contains Year 1 rates that are exactly the same rates that we offer for services today. These rates include up to a 2.9% wage increase for our Parking Enforcement Representatives, which means that the City will receive improved quality of service at no additional cost from the rates we charge today. Our proposal represents a 5-year program with scheduled wage and rate increases across all five years, thus precluding the need for any annual rate negotiations throughout the life of the contract.
WAGE RATES
Inter-Con considers compensation to be the most important cost item that establishes program quality. Proper compensation relative to the market ensures the adequate recruitment and retention of personnel with the appropriate skills and qualifications required to perform the work as desired. For this reason, we place considerable care in identifying the proper compensation to be paid to personnel and accomplish this task by reviewing publicly available job listings, utilizing our own experience in similar markets for similar programs, and consulting data supplied to us by our partnership with Salary.com, which possesses over 1 trillion data points across the U.S. labor market.
In the case of this program, we have priced wages just above the 50 th percentile at $21.00/hour. The wages proposed here are informed by similar wages we pay on parking enforcement programs that Inter-Con operates. Furthermore, we have taken into consideration the recent passage of AB 1228, which established a $20.00/hour minimum wage for fast-food workers across the State of California. This new law effectively introduces a floor for low-risk, low-skill labor. Meanwhile, parking enforcement is highly trained, highly skilled labor that is public-facing and must possess skills and qualifications greater than a fast-food worker. For that reason, we strongly believe in paying a premium above the new fast-food wage of $20.00.
MODIFICATIONS
Our rates are good for the term of the program, which we understand to be five years.
Thereafter, Inter-Con will propose rate modifications to adjust for any changes to the local metropolitan area Consumer Price Index for Urban Consumers (CPI-U), as provided by the Bureau of Labor Statistics (BLS). Should any additional costs arise such as changes to Federal,
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Council Agenda Packet, June 17, 2024
City of La Verne | Parking Enforcement Services RFP | Cost Proposal & Price Narrative – 2
state, or local taxes; Federal, state, or local minimum wage rates that exert severe compression against our wage rates; or Federal, state, or local changes to regulations that affect overtime, paid time off, medical benefits, sick leave, etc., then Inter-Con will work with the City to develop an agreeable rate solution so that such unexpected and unknowable costs can be covered.
STANDARD SHIFTS
As the City did not provide actual shift hours during the bid process, our rates are priced on the assumption that all personnel work standard eight-hour shifts. Should non-standard shifts be required that incur unavoidable, scheduled overtime, then our overtime rate will apply at
1.5x our regular rate. Similarly, if short, non-standard shifts (such as but not limited to 2-hour or 4-hour shifts) are required, then a higher rate may apply to cover the extra cost of covering these shifts.
REST AND MEAL BREAKS
Please note that Inter-Con has not priced in the cost of an additional, dedicated breaker force to relieve personnel. Personnel will either be self-relieving (post goes unmanned), or they will be relieved by existing Inter-Con personnel who are part of the regular schedule provided by the City. Our assumption is that all personnel will be allowed to take paid rest breaks and unpaid meal breaks in accordance with local law. Paid rest breaks will be considered billable time whether or not the post is relieved. Unpaid meal breaks will be unbillable time unless relieved by another Parking Enforcement Representative.
PROPOSED RATES
Our proposed bill rates are provided in the section below. As described above, our Year 1 rates reflect an embedded 2.9% discount, as we are raising wages while not changing our bill rate from the rate we charge the City today.
RATE TABLES
Position Description Year 1
Bill Rate
Year 2
Bill Rate
Year 3
Bill Rate
Year 4
Bill Rate
Year 5
Bill Rate
Senior Parking Enforcement Representative $36.24 $37.46 $38.68 $39.90 $41.12 Parking Enforcement Representative $34.68 $35.92 $37.16 $38.40 $39.64
TRAINING
New Hire pre-assignment training will include the following hours shown in the table below and will be billed separately.
Pre-Assignment Training
Position Pre-Assign Supervisory Total
Senior Parking Enforcement Representative 80 8 88
Parking Enforcement Representative 80 - 80
Additional training such as On-the-Job Training, Position Specific Training, or other training specified by the City will also be billed at our regular hourly rate. Upon award and transition, we will work closely with the City to develop a billable training plan that works best for the City’s security program.
Lastly, all personnel will receive 8 hours of refresher training annually to ensure their skills are kept current and new security knowledge and procedures are transferred on a regular basis.
This refresher cost will be billed separately.
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Council Agenda Packet, June 17, 2024
City of La Verne | Parking Enforcement Services RFP | Cost Proposal & Price Narrative – 3
MEDICAL INSURANCE
Inter-Con proposes that all medical insurance be a separately billable item. All non- management personnel will be offered an Affordable Care Act (ACA) compliant Bronze-style medical plan paying 100% of the direct pass-through costs for all employees working more than thirty hours per week who enroll in the plan.
Under a direct passthrough, the City would only pay for employees that actually choose to enroll. We provide this service to many of our current clients and have found that it both protects our clients from unnecessary cost and provides further transparency into our rates. For budgeting purposes, we anticipate 25% of eligible fulltime personnel will enroll in the medical insurance program.
Position #
FTE’s
25%
enrollment
# of
FTE’s
enrolled
Monthly
Premium
Annual
Premium
Total
Medical
Cost
Senior Parking Enforcement Representative 1 25% 0 $460.70 $0.00 $0.00 Parking Enforcement Representative 2 25% 1 $460.70 $5,528.40 $5,528.40 Grand Total at 25% Enrollment $5,528.40
GROSS RECEIPTS TAX / SALES & USE TAX
Any Gross Receipts and/or Sales & Use Taxes that are applicable to the places of performance included in this contract have not been included in our rates. These costs, if applicable, will be billed as a separate line item on our invoice.
ESTIMATED BUDGET
The table below represents all pricing components for easy reference:
Year 1
Position Description Unit Type Weekly
Qty.
Annual
Qty. Bill Rate Annual Cost
Senior Parking Enforcement Rep Hours 36 1,872 $36.24 $67,841.28 Parking Enforcement Rep Hours 72 3,744 $34.68 $129,841.92 Total Labor Cost 108 $197,683.20
Medical Insurance* Enrolled
Employees 1 12 $460.70 $5,528.40
Total Labor Cost $203,211.60
Year 2
Position Description Weekly
Qty.
Annual
Qty. Bill Rate Annual Cost
Senior Parking Enforcement Rep Hours 36 1,872 $37.46 $70,125.12 Parking Enforcement Rep Hours 72 3,744 $35.92 $134,484.48 Total Labor Cost 108 $204,609.60
Medical Insurance* Enrolled
Employees 1 12 $479.13 $5,749.56
Total Labor Cost $210,359.16
Year 3
Position Description Weekly
Qty.
Annual
Qty. Bill Rate Annual Cost
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Council Agenda Packet, June 17, 2024
City of La Verne | Parking Enforcement Services RFP | Cost Proposal & Price Narrative – 4
Senior Parking Enforcement Rep Hours 36 1,872 $38.68 $72,408.96 Parking Enforcement Rep Hours 72 3,744 $37.16 $139,127.04 Total Labor Cost 108 $211,536.00
Medical Insurance* Enrolled
Employees 1 12 $498.30 $5,979.60
Total Labor Cost $217,515.60
Year 4
Position Description Weekly
Qty.
Annual
Qty. Bill Rate Annual Cost
Senior Parking Enforcement Rep Hours 36 1,872 $39.90 $74,692.80 Parking Enforcement Rep Hours 72 3,744 $38.40 $143,769.60 Total Labor Cost 108 $218,462.40
Medical Insurance* Enrolled
Employees 1 12 $518.23 $6,218.76
Total Labor Cost $224,681.16
Year 5
Position Description Weekly
Qty.
Annual
Qty. Bill Rate Annual Cost
Senior Parking Enforcement Rep Hours 36 1,872 $41.12 $76,976.64 Parking Enforcement Rep Hours 72 3,744 $39.64 $148,412.16 Total Labor Cost 108 $225,388.80
Medical Insurance* Enrolled
Employees 1 12 $538.96 $6,467.52
Total Labor Cost $231,856.32
Grand Total Estimated
Annual Cost $1,087,623.84
*For budgeted purposes we are anticipating 25% of eligible fulltime personnel will enroll in the medical insurance program, w hich is our historical enrollment. Total annual costs will vary depending on actual enrollment. Additionally, we have assumed a 4% increase year-over-year based on historical data. Actual medical insurance premiums will be billed to the City if and when they change on January 1st of each year, which may be higher or lower than the 4% estimate.
**Inter-Con and the City currently have a contract arrangement whereby training for PERs and Senior PERs is billable. We assume that this provision will continue under any future award. As it is difficult to estimate this cost since attrition is sporadic and irregular, our budget above does not include this expense. Any future Not-To-Exceed cost included in a final contract should contemplate a marginal cushion for such ancillary expenses.
COMPONENTS OF INTER-CON’S BILL RATES
In the spirit of transparency, we have outlined the major components that comprise the rates presented above. Our pricing is customizable, and to the extent that the City desires an alternative approach to a specific cost item (such as Training, Vacation, Holiday, etc.), we are open to discuss and modify our rates accordingly.
COMPENSATION
As compensation is the largest factor in achieving sustainable recruitment, attracting quality personnel, and building employee veterancy through retention, Inter-Con has taken particular care in researching and determining the correct hourly wage point for personnel. Specifically, Inter-Con researches competitor job listings in the marketplace, conducts our own internal analysis of compensation on nearby programs, and reviews data supplied via our partnership with Salary.com. In addition to these data points, we review the labor market as a whole and
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Council Agenda Packet, June 17, 2024
City of La Verne | Parking Enforcement Services RFP | Cost Proposal & Price Narrative – 5
consider trends in inflation and cost of living reported by the Bureau of Labor Statistics as well as minimum wages and local or state regulations.
Taking all of these data points into account, we have priced this program above the 50th percentile for the local labor market. We are confident that our proposed level of compensation will allow Inter-Con to attract and retain high-caliber individuals who will thrive on the City’s security program. Though we believe these are the optimal wages for each market, we would be happy to discuss and modify our rates accordingly to the extent that the City would like to realign compensation.
Position Description Compensation
Year 1
Compensation
Year 2
Compensation
Year 3
Compensation
Year 4
Compensation
Year 5
Senior Parking Enforcement Representative $23.00 $23.75 $24.50 $25.25 $26.00 Parking Enforcement Representative $21.00 $21.75 $22.50 $23.25 $24.00
SICK LEAVE
All personnel will receive 40 hours of Sick Leave in accordance with state law.
HOLIDAYS
All employees receive a holiday benefit of eight (8) paid hours, included in the bill rate. Inter- Con recognizes six (6) holidays for City of La Verne Parking Enforcement employees. If worked, these holidays will be paid at 1.5x the regular pay and bill rate:
Recognized Holidays
New Year’s Day Labor Day
Memorial Day Thanksgiving Day
Independence Day Christmas Day
PAYROLL TAXES & INSURANCE
Inter-Con has included the cost of all applicable federal, state, and local taxes in our fully loaded rates. These taxes include the Federal Insurance Contributions Act (FICA), the Federal Unemployment Tax Act (FUTA), State Unemployment Insurance (SUI), Worker’s Compensation (WC), Liability Insurance, and Fidelity Bond.
UNIFORMS & EQUIPMENT
We have priced the following uniform, though we can work with the City to revise the uniform specification, if the City desires a different look.
UNARMED
Item Qty.
S/S Shirt 2
L/S Shirt 1
Pants 3
Garrison Belt, Black 1
Raincoat 1
Parking Jacket 1
Rechargeable LED Flashlight 1
Embroidery Parking Enf. Back 3
Embroidery Logo 3
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Council Agenda Packet, June 17, 2024
City of La Verne | Parking Enforcement Services RFP | Cost Proposal & Price Narrative – 6
Embroidery 3
COMMUNICATIONS & TIMEKEEPING
Inter-Con is pleased to utilize a proprietary mobile solution that was developed in partnership with Salesforce and enables unprecedented transparency and accountability for our security programs. This solution includes biometric time and attendance recordkeeping, incident reporting, and Virtual Post Inspections, among many other solutions. Inter-Con provides this software via officers’ own phones, and officers are reimbursed for using their personal phones, which results in significant savings to the City as this means there are no hardware, software, or data charges in our rate.
Alternatively, if more advanced capabilities are required such as a Guard Tour, GPS Tracking, & NFC Tag System or if the City desires that employees not use their own phones, Inter-Con can provide our own communications hardware, which can be delivered as outlined below, at your preference:
Inter-Con Provided Mobile Devices: Inter-Con recommends that clients elect for us to provide our own smartphones to be placed at each post. This Inter-Con provided device is locked down and can only be used for the security purposes outlined above. If requested, Inter-Con provided smartphones are available at a per unit charge of $100/month.
Inter-Con Provided Radios: Some clients prefer that personnel be equipped with radios instead of cellular phones. While we find that radios ultimately have fewer capabilities than a smartphone, there are instances when these devices are more suitable to the scope of work. If requested, Inter-Con provided radios are available at a per unit charge of $75/month. Base Stations, if required, will be billed at a passthrough with pricing estimated at time of request once specifications are fully known. Inter-Con Provided Kiosks: In the event that a client does not wish to deploy phones to each post, Inter-Con is able to provide a mobile kiosk that can be used by multiple Representatives for biometric clock-in and -out of posts, report writing, and other functions. These kiosks can be mounted in a convenient location at guardmount, carried by a Supervisor, or utilized in some other manner. These devices are available at a per unit charge of $150/month.
Inter-Con is pleased to be able to provide flexibly and seamlessly any of the above solutions outlined above for our clients. We are willing to provide any mix of the above solutions at your preference.
VEHICLES
Per the RFP vehicles will be provided by the City. Inter-Con has priced in the necessary insurance costs in the costs of our bill rates. For one vehicle it will be $314.34/month.
SCREENING
All Representatives will undergo the below screening and will receive a drug test prior to employment. Additionally, all Representatives will participate in a Live Scan Fingerprint check.
Background Screening
Federal Criminal
Social Security Trace
National Criminal Index Plus
Statewide Criminal
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l!!l!IJSECURITY
Council Agenda Packet, June 17, 2024
City of La Verne | Parking Enforcement Services RFP | Cost Proposal & Price Narrative – 7
County Criminal
INDIRECT OVERHEAD
This cost component represents program-allocated resources related to our Security Operations Center located in Pasadena, CA, which provides 24/7 watch command & dispatch support as well as Virtual Post Inspection (VPI) of all personnel in the field. Additionally, this cost covers all of the allocated efforts of our recruiting, logistics, training, scheduling, administrative teams in support of the City’s security program.
lffliil! NTER-CON
l!!l!IJSECURITY
Council Agenda Packet, June 17, 2024
City of La Verne,City Council
Agenda Report
DATE: June 17, 2024
TO: Honorable Mayor and City Council
FROM: Chris Nigg, Fire Chief
SUBJECT: REQUEST TO APPROVE AMENDMENT TO FIRE DEPARTMENT CONTRACT
WITH UCLA CENTER FOR PREHOSPITAL CARE
SUMMARY
In June 2022, the City Council approved the existing contract with the UCLA Center for Prehospital Care to provide continuing education in prehospital and emergency medicine and provide quality improvement services for Fire personnel to maintain licensure as an EMT-Basic and Paramedic. This amended agreement increases the fee payable to the City by $5,800 annually, for a total amount of $110,000 for the two-year term.
RECOMMENDATION
That the City Council approve an amended agreement with the UCLA Center for Prehospital Care to provide continuing education and quality improvement services for Fire personnel and authorize the City Manager to execute the necessary documents.
DISCUSSION
In 2022, the implementation of California AB-5 rendered the contract with our Nurse Educator invalid. Since joining the nationally recognized and well-respected UCLA Prehospital EMS Educator Program, LVFD has gained a tremendous advantage in the delivery of our EMS Services to better meet the needs of our employees’ educational requirements. The benefits of this affiliation with UCLA include:
• A proven model that has been in place for over 20 years that has offered cutting-edge and reliable partnerships with nearly 60 area fire departments, law enforcement agencies and ambulance companies, encompassing over 1000 first responders • The delivery of high-quality education programs including basic, advanced, and pediatric life support with 200 customized educational courses delivered throughout the region each year
• The ability to access a vast library of UCLA medical research • A renowned and effective quality improvement program aligned with the LA County Department of Health Services Emergency Medical Services Agency • The nurse educator attends all mandatory DHS, EMSA, or other required meetings/conferences that will allow our current staff to focus on their other assigned tasks.
• Access to both remedial and advanced training at UCLA’s Paramedic and EMT Schools • A Dedicated Infection Control Officer (DICO)
Council Agenda Packet, June 17, 2024
Request to Approve Amendment to Fire Department Contract with UCLA Center for Prehospital Care, Page 2
Partnering with UCLA not only enhances the quality of our EMS services but also ensures that we are always at the cutting edge of emergency medical care. The Fire Department looks forward to continuing our relationship with the UCLA Center for Prehospital Care, leveraging their expertise to further our mission of providing exemplary service to our community.
FISCAL ANALYSIS
Appropriations for year one of $55,000 for this extended agreement have been requested in the Fiscal Year 2024-25 proposed budget funded within the General Fund. Year two of this agreement will be included in future years as part of the normal budget process.
ENVIRONMENTAL ANALYSIS
Not applicable.
LEGAL REVIEW
This report and amended agreement have been reviewed and approved by the City Attorney.
ATTACHMENTS
1. UCLA Prehospital Care First Amendment
2. UCLA La Verne Services Agreement Executed 071422
Report Prepared By:
Jennifer Brown, Sr. Management Analyst
Council Agenda Packet, June 17, 2024
FIRST AMENDMENT TO SERVICES AGREEMENT
THIS FIRST AMENDMENT TO SERVICES AGREEMENT (“Amendment”) is made and entered into by and between The Regents of the University of California, on behalf of the UCLA Center for Prehospital Care (“UCLA”) and La Verne Fire Department (“Department”) with reference to the following:
A. On July 1, 2022, the parties previously entered into a Services Agreement (“Agreement”) under which UCLA is to provide Continuing Education programs and Quality Improvement services as described in the Agreement.
B. The parties desire to extend the term of the Agreement and provide for certain other changes by this Amendment.
NOW, THEREFORE, it is mutually agreed to by and between the parties, as follows:
1. Section 4.1 of the Agreement is hereby deleted in its entirety and replaced with the following:
“The term of this Agreement shall commence on July 1, 2022, and be in effect through July 1, 2026. This Agreement shall automatically renew for two additional one-year terms unless terminated earlier as set forth in this Agreement.”
2. Section 6.1 of the Agreement is hereby deleted in its entirety and replaced with the following:
“6.1 Compensation for Services. Department agrees to compensate UCLA for the services provided by the Educator(s) under this Agreement. Department agrees to pay UCLA $55,000.00 per year for the services covered under this Agreement.
UCLA shall bill the Department $4,583.33 monthly. Following the first year of the initial term of the Agreement, on the anniversary of the Effective Date each year that this Agreement is in effect, UCLA may increase the cost of services by no more than 5% per year to cover increases in the cost of service s. Department shall pay the amount due within thirty (30) days of receipt of the invoice from UCLA.”
3. The first sentence of Exhibit A, Section II.1. is revised to read:
“General Liability Self-Insurance Program with a limit of one million dollars ($1,000,000) per occurrence and a general aggregate of five million dollars ($5,000,000).”
4. The first sentence of the third paragraph under Exhibit A, Section I is revised to read:
“The coverage referred to under paragraph one of this section shall include AFFILIATE as an additional covered party.”
8. Under Section 9.1, regarding UCLA’s addresses for notifications, the addresses for UCLA are deleted and replaced with the following:
UCLA:
Contract Manager
Executive Director
1100 Glendon Ave, Suite 1200
Los Angeles, CA 90024
9. All other terms and conditions of the Agreement shall remain unchanged, and except as expressly modified by this Amendment, the Agreement shall remain in full force and effect.
10. This Amendment may be executed by the parties in any number of separate counterparts, taken together which shall constitute one and the same instrument.
IN WITNESS WHEREOF, the parties have executed this Amendment effective as of July 1, 2024.
By: The REGENTS OF THE UNIVERSITY OF CALIFORNIA,
on behalf of the UCLA Center for Prehospital Care
By: ________________________________
Charles Hajek
Executive Director, Finance & Associate CFO
Date: ________________________
By: CITY OF LA VERNE
By: _____________________________
Name: Ken Domer
Title: City Manager
Date: ___________________________
UCLA Center for
And
Care
La Verne Fire Department
Services Agreement
This Agreement ("Agreement") is made and entered as of July 1, 2022 ("Effective Date") by and between The Regents of the University of California on behalf of the UCLA Center for Prehospital Care ("UCLA") and La Verne Fire Department ("Department").
RECITALS
A. The UCLA Center for Prehospital Care conducts continuing education in prehospital and emergency medicine for students to maintain licensure as an EMT-Basic and Paramedic (referred to as "CE Programs") and provides quality improvement services to maintain or enhance the quality of patient care (referred to as "QI Services").
B. Department desires to utilize the CE and related services to maintain the certifications of Department personnel and to continue to deliver quality patient care to their Department members and community.
NOW THEREFORE, the parties hereby agree as follows:
1.1 Article 1
Rights and Responsibilities of UCLA
Provide an EMS Educator ("EMS Educator"). UCLA shall provide an EMS Educator to Department to conduct CE Programs as described herein. The EMS Educator shall be subject to the mutual approval and selection of both Department and UCLA. - 1 -
Council Agenda Packet, June 17, 2024
1 :2 Provide CE Program~. The EMS Educator will provide CE Programs for each of the three platoon shifts at least once per month for at least two hours each. A minimum of 24 hours of CE shall be delivered annually to meet requirements for EMT recertification and Paramedic re-Iicensure. A summary of CE services are detailed in Exhibit B.
1.3 1.4
1.5 Provide QI Services. The EMS Educator shall develop, coordinate and maintain a quality improvement plan for Department. This shall include: developing a system to review Department's policies, patient care, and documentation, coordinate bi-annual quality improvement meetings, providing direct observation under field conditions, developing a plan to evaluate the competency of Department personnel, assisting in fact-finding regarding patient care delivered by Department personnel or questions about policy for specific incidents and attending the Los Angeles County EMS Agency Quality Improvement Committee meetings to gather information regarding updates and changes to policies and/or procedures and reporting to the Department. A summary of QI Services are detailed in Exhibit B.
Provide General/Administrative Support. The EMS Educator will collaborate and coordinate activities with the quality improvement committee and Depatiment leadership (as identified in Section 3.2) and monitor compliance with local and state regulations during the term of this Agreement and as set fotih in Exhibit B. A description of the Administrative Support Services is set forth in Exhibit B.
Additional Services. The EMS Educator may provide additional CE Program and administrative services beyond time or effort of the services described in Exhibit B to meet the needs of Depatiment at additional fees, as agreed to by the parties.
Article 2
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Council Agenda Packet, June 17, 2024
2.1 Definition. For purposes of this Agreement, the term "Confidential Information" shall mean any information, including protected health information (PHI), disclosed in order to accomplish the work under this Agreement by one party ("Disclosing Party") to an Qther party ("Receiving Party") that is considered confidential by the Disclosing Party, and is considered confidential or privileged under federal or state law, provided such information is in writing or other tangible form and clearly marked as confidential when disclosed, or is so designated in writing within thirty (30) days of such disclosure. The parties agree to disclose only information that is necessary to the work, and/or as required or permitted under federal or state law, and to send such information directly to the parties noticed in Section 9 of this Agreement.
2.2 Obligations of the parties. The Receiving Party agrees, to the extent permitted by law, that Confidential Information shall remain the property of the Disclosing Party and that the Receiving Party shall only use, disclose or distribute Confidential Information within its own organization as is reasonably necessary to carry out the intent of this Agreement, and/or as required or permitted under federal or state law. For the period of the Agreement and following the expiration or termination of the Agreement, Confidential Information shall not be used or disclosed to others except in furtherance of this Agreement, provided, however, that the foregoing obligation of non-use and non-disclosure shall not apply to any portion of the Confidential Information that:
2.21 is or shall have been known to the Receiving Party before receipt thereof;
2.22 is or shall have been disclosed to the Receiving Party by a third party;
2.23 is or shall have become known to the public other than through the Receiving Party; - 3 -
Council Agenda Packet, June 17, 2024
2.24 is independently created by the Receiving Party's personnel who have had no exposure to the Confidential Information; or
2.25 is required by state or federal law, regulation, a court of competent jurisdiction or any rules of civil procedure applicable to any court or administrative proceeding to be disclosed.
2.3 Return of Confidential Information. Upon the expiration or earlier termination of this Agreement and the written request of the Disclosing Party, to the extent permitted by law, the Receiving Party shall promptly return to the Disclosing Party or certify destruction of all Confidential Information of the Disclosing Party received by the Receiving Party and any copies made thereof, whether in written, electronic or any other form, except Receiving Party may maintain an archival copy of the Confidential Information on the Receiving Party's servers as long as the confidentiality obligations in Section 2.2 continue to be complied with.
3.1 3.2
Article 3
Rights and Responsibilities of Department
Provide Space and Equipment. Department shall provide a classroom sufficient to provide quality instruction, audiovisual equipment; access to Department,training equipment and supplies for the purposes of instruction; and a desk with securable file space, internet access and use of a printer and photocopier for use by the EMS Educator while at the Department.
Designate 01 Person. Department shall designate a person responsible for CE in Department and to receive the information under this Agreement ("Department Designee"). - 4 -
Council Agenda Packet, June 17, 2024
3.3 Responsibility. Department understands and accepts the responsibility for the ical activities and care provided by its employees and agents and for the implementatio :n of the services under this Agreement. Department agrees that UCLA shall not be responsible for these clinical activities or the implementation of quality improvement services.
Article 4
Term
4.1 The term of this Agreement shall be for two (2) years from the Effective Date through June 30, 2024.
Article 5
Termination
5 .1 Termination without Cause. Either party may terminate this Agreement at any time without cause by providing the other party with sixty ( 60) days written notice as set forth in Article 9 below.
5.2 Termination for Cause. Either party may terminate this Agreement for cause or a material breach by providing the other party with thirty (30) days written notice as set forth in Article 9 below. If the breaching party fails to cure the breach within thirty (30) days of receipt of the notice of breach, the termination shall be effective at the end of the thirty (30) day period.
Article 6
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Council Agenda Packet, June 17, 2024
6.1 6.2
6.3 Compensation for Services. Department agrees to compensate UCLA for the services provided by the EMS Educator under this Agreement in the amount of $48,000.00 annually, which shall be billed in the amount of $4,000.00 monthly. Department shall mail payment to UCLA pursuant to Section 6.3 below within thirty (30) days of the date of each invoice.
Following the first year of the initial term of the Agreement, on the anniversary of the Effective Date each year that this Agreement is in effect, UCLA shall increase the cost of services by no more than 5% per year to cover increases in the cost to deliver services.
Department shall pay the amount due within thirty (30) days of the date of the invoice from UCLA.
Compensation for Additional Services. Department agrees to compensate UCLA for additional services referred to in Section 1.5 requested by the Department and approved by UCLA at an approved billable rate. The approved rate will be shared with Department annually.
Payment. Any payment to UCLA made pursuant to this Agreement shall be made by check payable to the Regents of the University of California and mailed to:
UCLA Cashiering Department
Box 957448
757 Westwood Plaza, Ste. 1119
Los Angeles, CA 90095-7448
7 Insurance
7.1 The parties agree to obtain and maintain the insurance set forth in Exhibit A.
Article 8
Indemnification
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Council Agenda Packet, June 17, 2024
8.1 Department agrees to defend, indemnify, and hold harmless UCLA, its officers) and agents from and against any and all liability, loss, expense (including reasonal:> le attorneys' fees) or claims for injury or damages arising out of the performance of tbis Agreement, but only in proportion to and to the extent such liability, loss, expense, attorneys' fees, or claims for injury or damages are caused by or result from the negligent or intentional acts or omissions of Department, its officers, employees or agents.
8.2 UCLA agrees to defend, indemnify, and hold harmless Department, its officers, employees and agents from and against any and all liability, loss, expense (including reasonable attorneys' fees) or claims for injury or damages arising out of the performance of this Agreement, but only in proportion to and to the extent such liability, loss, expense, attorneys' fees, or claims for injury or damages are caused by or result from the negligent or intentional acts or omissions of UCLA, its officers, employees or agents.
Article 9
Notice
9 .1 Any notice required to be given to any party is deemed to have been given and to be effective on the date of delivery if delivered in person or by nationally recognized overnight courier such as Federal Express, or five (5) days after mailing if mailed by first-class certified mail, postage paid, to the respective addresses given below or to any other address as designated in writing to the other pa1iy:
UCLA:
Carmina Lu
Center Administrator
UCLA Center for Prehospital Care
I 0990 Wilshire Blvd., Suite 1450
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Council Agenda Packet, June 17, 2024
Los Angeles:, CA 90024
With a copy to:
UCLA Health, Office of Legal Affairs
924 Westwood Blvd., Suite 505
Los Angeles, CA 90024
Department:
La Verne Fire Department
Fire Chief Chris Nigg
2061 Third Street
La Verne,, CA 91_750
Article 10
Use of Name
10.1 Neither party may use the name of the other, including the name UCLA, the Regents of the University of California, or the University of California, in any advertising, publicity, or otherwise, without the prior written approval of the authorized representative of the other party. For UCLA, any such request shall be sent to the names and addresses in Atiicle 9 above.
Article 11
General Terms
11.1 Relationship. This Agreement is not construed as creating a partnership, joint venture, or agency relationship among the parties. The relationship between the parties shall at all times be that of independent contractors.
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Council Agenda Packet, June 17, 2024
11.2 This Agreement shall be interpreted and construed according to the laws of the State of California.
11.3 Modifications. Any amendments or modifications to this Agreement must be in vvriting and signed by authorized representatives of both parties.
11.4 Assignment. Neither party may assign its rights, duties, or obligations under this Agreement, either in whole or in part, without the prior written consent of the other party.
11.5 Severability. The provisions of this Agreement are severable. If any provision of this Agreement is determined to be invalid or unenforceable under any controlling body of law, the invalidity or enforceability does not in any way affect the validity or enforceability of the remaining provisions of this Agreement.
11.6 Waiver. Waiver by any party of any breach of any provision of this Agreement or warranty or representation shall not be construed as a waiver of any subsequent breach of the same or any other provision. The failure to exercise any right in this Agreement shall not operate as a waiver of such right.
11.7 Entire Agreement. This Agreement, and the Exhibits attached hereto, contain the entire Agreement between the parties with respect to the subject matter of the Agreement and supersedes all prior written or oral agreements with respect to the subject matter in the Agreement.
11.8 No Third Party Beneficiaries. None of the provisions contained in this Agreement are intended by the parties, nor shall they be deemed, to confer any benefit on any person not a party to this Agreement.
11.9 Non-solicitation. Department agrees that it will not solicit UCLA EMS Educator(s) for employment at Department during the term of the Agreement and for twelve (12) months after the end of its term.
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Council Agenda Packet, June 17, 2024
11. 10
access to review electronic patient care reports to review for audit purposes with respect to the services provided under this Agreement.
11. 11 No Excluded Parties. Each party represents and warrants to the other party that: a) neither it nor any of its representatives who will provide services pursuant to this Agreement are currently excluded, suspended, debarred or otherwise ineligible to participate in federal health care programs, including Medicare and Medicaid programs; and b) neither it nor any of its representatives who will provide services under this Agreement have been convicted of a criminal offense related to the provision of health care items or services that would lead to mandatory exclusion from federal health care programs, but have not yet been excluded.
11.12 Compliance with Laws. Both parties agree that each shall comply with all applicable state and federal laws, rules, and regulations now in effect or hereafter adopted regarding the services provided under this Agreement, including but not limited to, those laws regarding the retention and availability of books and records related to the performance of obligations under this Agreement. Such action shall include, without limitation, compliance with the appropriate provisions of the Social Security Act and any applicable regulations, as related to the retention of records.
[SIGNATURE FOLLOWS]
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Council Agenda Packet, June 17, 2024
IN WITNESS THEREOF, the parties hereto have executed this Agreement on the dates indicated.
DATE: June 20, 2022
By: The REGENTS OF THE UNIVERSITY OF
CALIFORNIA, on behalf of the UCLA Center for
Prehospital Care
"UCLA"
Chuck Hajek
Executive Director, Finance & Associate CFO
By: - CITY OF LA VERNE
Bob Russi
Name
City .Manager
Title
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Council Agenda Packet, June 17, 2024
Exhibit A
Insurance
I. UCLA
II.
UCLA at its sole cost and expense shall insure or self-insure its activities in connection with this Agreement by maintaining programs of self-insurance as follows:
1. General Liability Self-Insurance with a limit of one million dollars ($1,000,000) per occurrence and a general aggregate of five million dollars ($5,000,000).
2. Business Automobile Liability: Self-Insurance Program for owned, non-owned, or hired automobiles with a combined single limit of not less than two million dollars ($2,000,000) per occurrence.
3. Professional Medical and Hospital Liability Self-Insurance Program with limits of one million dollars ($3,000,000) per occurrence and a general aggregate of five million dollars ($5,000,000).
4. Workers' Compensation and Employers Liability Self-Insurance Program covering University's full liability under the Workers' Compensation Insurance and Safety Act of the State of California as amended from time to time.
5. Such other insurance in such amounts which from time to time may be _reasonably required by mutual consent of the parties against other insurable risks relating to performance.
It should be expressly understood, however, that the coverages required under Sections 1, 2, and 3 above shall not in any way limit the liability of UCLA. If such insurance is written on a claims-made form, it shall continue for three years following termination of this Agreement.
The insurance shall have a retroactive date prior to or coinciding with the effective date of this Agreement.
The coverages referred to under Sections 1 and 2 above shall include Department as additional insured. UCLA, upon execution of this Agreement, shall furnish Department with Certificates of Self-Insurance evidencing compliance with all requirements.
Department
Department at its sole cost and expense shall insure or self-insure its activities in connection with this Agreement by maintaining programs of self-insurance as follows:
1. General Liability Insurance with a limit of two million dollars ($2,000,000) per occurrence a genera_l aggregate of five million dollars ($5,000,000).
2. Business Automobile Liability Insurance Program for owned, non-owned, or hired automobiles with a combined single limit of not less than two million dollars ($2,000,000) per occurrence with additional coverage available.
3. Professional Medical Liability Insurance with limits of one million dollars ($1,000,000) per occurrence and a general aggregate of three million dollars ($3,000,000).
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Council Agenda Packet, June 17, 2024
4. Workers' Compensation and Employers Liability Self-Insurance Program covering Department's full liability under the Workers' Compensation Insurance and Safety Act of the State of California as amended from time to time.
5. Such other insurance in such amounts which from time to time may be reasonably required by mutual consent of the parties against other insurable risks relating to performance.
It should be expressly understood, however, that the coverages required under Sections 1, and 2 above shall not in any way limit the liability of Department. If such insurance is written on a claims-made form, it shall continue for three years following termination of this Agreement.
The insurance shall have a retroactive date prior to or coinciding with the effective date of this Agre~ment.
The coverages referred to under Sections 1 and 2 above shall include UCLA as additional insured. Such a provision, however, shall apply only in proportion to and to the extent of the negligent acts or omissions of Department, its officers, employees and agents under this Agreement. Department, upon execution of this Agreement, shall furnish UCLA with Certificates of Insurance evidencing compliance with all requirements.
III. NOTICE
Each party shall provide the other with at least thirty (30) days advance written notice to the names set forth in Article 9 of this Agreement of any changes, modifications or cancellations of the above coverages.
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Council Agenda Packet, June 17, 2024
CE Services
1. Provide one Nurse Educator to
Department to Provide CE
Programs and QI Services.
2. CE Programs will be provided
for each of the three platoon
shifts (A, B and C) at least
once per month for a period of
at least two hours each.
3. CE Programs offered for
Department meet or exceed the
current criteria and
requirements established by the
County of Los Angeles, and
the State of California for
continuing education
recertification/relicensing. The
CE Program content shall be
created in partnership with
Department.
4. CE Program content created in
partnership with Department
and shall include meet all
mandatory requirements (ie.
Blood borne pathogens, SIDs,
Abuse, EMS Update, etc.).
5. CE Program content created in
partnership with Department
and shall include an annual
EMS Documentation session to
make providers aware of
current laws related to EMS.
6. The Nurse Educator shall
schedule skills practice,
remediation, and skill
verification for Paramedics and
EMTs.
7. The Nurse Educator shall
continually assess specific
needs from which to develop,
Exhibit B
Summary of Services
Frequency
On assignment and prior to
change in personnel
Monthly
Ongoing
Ongoing
Ongoing
Annually and conducted
during skills sessions
practice where possible
Ongoing
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Outcome Measure
Department meets with new Nurse
Educator and provides approval to begin
service.
A minimum of 24 hours of CE delivered
annually on each shift for EMTs and
Paramedics who elect to attend all CE
sessions on their work shift, as
evidenced on Department's approved
training schedule and calendar.
Reasonable effort will be made to
provide make-up sessions for those
unable to attend CE.
Department providers able to
recertify /re license.
Nurse Educator ensures Department
meets the audit requirements of the
County of Los Angeles.
CE Program content discussed quarterly
with Department and verified on
calendar of approved topics.
Verified on training schedule and
calendar of topics approved by
Department.
Verified on training schedule and
calendar of topics approved by
Department.
Skills sheets verifying competency of
selected skills reviewed with department
leadership.
QI plan discussed at quarterly QI
meeting and recorded in minutes.
Council Agenda Packet, June 17, 2024
coordinate, and maintain an Performance indicators rev and appropriate Quality revisions discussed at quarterly Quality Improvement plan for Improvement meetings or more often if Department. The plan will be necessary.
dynamic; modified to address
changing needs and issues.
8. The Nurse Educator will Month (at the end of each 100% of the department meets the 80% administer required CE session) passing threshold or receives competency assessment (i.e., remediation to achieve cornpetency. quiz, skill checkoff) of material
presented during CE Program.
9. The Nurse Educator will Every month (at the end of 80% of students rate the presentation 4 administer a student evaluation the CE session) ( out of 5). Completed evaluations survey about the CE Program reviewed bi-annually with department. presentation by Nurse
Educator.
10. The Nurse Educator will Monthly Prepare a CE packet that includes all maintain all required CE required material for the audit including records. but not limited to rosters, lessons,
objectives, posttests and evaluations.
11. The Nurse Educator will As scheduled Submit required survey information prepare the Department for the including but not limited to schedules, Los Angeles County rosters, lesson plans, objectives posttests Department of Health Services and evaluations.
EMS Agency CE Audit.
Attend meeting and obtain re-approval
of the department's ability to deliver CE
and be in good standing with DHS.
QI S~rvices Frequency Outcome Measure
1. Quarterly review and, if Quarterly or more often if QI plan discussed at quarterly meeting . necessary, modification of the needed and recorded in minutes .
Quality Improvement plan and
Quarterly Quality
Improvement meetings.
2. Clinical review of 100% of the Monthly Review of I 00% of patient care records patient care reports generated, and record performance against using a review system and performance indicators approved by criteria created by the Nurse Department or required by the Los Educator in collaboration with Angeles County EMS Agency.
Department.
Performance threshold on indicators is
90% and recorded on reports submitted
to Department and Los Angeles County
EMS Agency.
3. Development and Ongoing Plan shall be subject to Department implementation of a process approval and include QI performance and plan to review and indicators for tracking, skill competency - 15 -
Council Agenda Packet, June 17, 2024
evaluate provider competency. assessment and direct field observation.
This plan is intended to All of this information shall be continually review and incorporated into the CE Program strategically improve core approved by the Department.
competencies. In addition, the
plan will address lesser-used Completion of required skil I verification skills and procedures. forms as required by Los Angeles County EMS Agency for recertification
ofEMTs.
4. Specific incident review. The As required Review available documents (ie. patient Nurse Educator will assist care report, EMS policies, Title 22), Department as necessary in contact appropriate personnel (ie. fact-finding for specific provider, other fire departments, or base patient-care-related incidents hospitals) and provide a summary of information requested to Fire Chief.
5. The Nurse Educator shall ride Monthly on each shift as Completion of ride-along along and evaluate Department call volume permits documentation form. Documents EMT-Paramedics under field reviewed with Quality Improvement conditions as needed. The committee and Department leadership Nurse Educator shall design quarterly or more often if needed. and provide education based on
the needs and/or opportunities Ride-along observations will be discovered or created by the incorporated into CE topics approved by Educator's observations and the Department or accomplished with assessment. concurrent education or training
material.
6. Nurse Educator will attend Los As scheduled Department represented by Nurse Angeles County Quality Educator and attendance recorded in Improvement Committee meeting minutes.
meetings to gather information
and report to Department on
issues re lated to policy,
procedure, and other relevant
updates.
7. The Nurse Educator will report Monthly The Nurse Educator will provide QI to Department via the Fire summaries for the Department and meet Chief or his/her Quality regularly with the Fire Chief or designee Improvement Designee on to discuss recommendations for
Quality Improvement implementation in the CE and QI
Activities. The Nurse Educator Programs
will implement any responsive
recommendations under the
direction of the Chief or the
Quality Improvement
Designee.
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8. The Nurse Educator will Qua1ierly Results presented to quality facilitate and attend the QI improvement committee department committee to review and leadership for discussion, recognition, discuss performance indicators. areas for improvement, attention or continuing education.
9. The Nurse Educator will As scheduled Attend meeting and obtain re-approval prepare the Los Angeles of the department's ability to deliver County Department of Health EMS and be in good standing with the Services EMS Agency Los Angeles County EMS Agency.
Provider QI Audit.
10. The Nurse Educator will Monthly Report completed and submitted as collect, review and analyze required by DHS.
hospital outcome data as
required by the Los Angeles
County EMS Agency.
11. The Nurse Educator will Quaiierly ( or as required) Performance threshold on indicators is submit QI performance 90%.
indicators to DHS as required.
12. The Nurse Educator will As assigned track and report data as required. support the Medical Director
with special QI projects.
General Administrative Frequency Outcome Measure
I. The Nurse Educator will attend Quaiierly or as scheduled Department represented by the Nurse Los Angeles County Provider Educator.
Agency Advisory Committee
(PACC), LA Count Fire Chief
Association (LAAFCA ),
Pediatric Liaison Nurse
Advisory (PLN), LA County
EMS Agency Provider Quality
Improvement (LACPQI), and
California Fire Department
Nurse Educators (CalNep ), and
other meetings as requested or
required.
2. The Nurse Educator will serve At committee meetings and Resolution of concerns and dialogue as a liaison with the Los or as incidents arise with department leadership about Angeles County EMS Agency, complaints and concerns.
local base hospitals and/or fire
departments.
3. The Nurse Educator will Ongoing Attend UCLA Nurse Educator Service ensure EMS compliance with department meetings. Attend Los local and state EMS Angeles County Department of Health regulations and protocols and Services EMS Agency Provider Quality report deficiencies to the Fire Improvement Meetings. Attend train- Chief or his/her designee. the-trainer EMS Update courses (annually).
- 17 -
Council Agenda Packet, June 17, 2024
4. The Nurse Educator will Annually or more often if Ongoing approval of the EMT-D provide the required training needed program by the Los Angeles County for the EMT-D Program EMS Agency.
initiated for the Ambulance
Operator Program
5. The Nurse Educator will assess Anonymous survey Results compiled and presented to Fire the overall quality of CE and annually Chief.
QI program.
6. The Nurse Educator will work As needed for incidents and Review program annually, support directly with the Department's review of plan annually DICO and make recommendations to Infection Control Officer in the Department leadership. design and maintenance of a
department-wide infection
control and exposure program.
7. The Nurse Educator shall have As scheduled The Nurse Educator will participate in experience and competence in oral boards and skill assessments for interview techniques and potential paramedic candidates as participate on a Department requested
oral board for potential
paramedic candidates as
requested.
8. The Nurse Educator shall have As required The Nurse Educator will document such the experience and flexibility visits and share it with Department. to perform home visits on
special needs patient in their
own environment.
- 18 -
Council Agenda Packet, June 17, 2024
SISTER CITIES
I
CITY
3660 "D" Street, La Verne, California 91750-3599
www.cityoflaverne.org
June 22, 2022
To whom it may concern:
The City of La Verne along with other California public agencies, is a member of the California Joint Powers Insurance Authority (California JPIA), and participates in the following self-insurance and commercial insurance programs that are administered by the California JPIA on behalf of its members.
General Liability, Including Automobile Liability
Coverage Limit $1,000,000 per occurrence
Annual Aggregate Limit: $1,000,000
Worker's Compensation Program
Employers Liability: $1,000,000
If you require any further information, please do not hesitate to contact me.
Sincerely,
Bob Russi
City Manager/Risk Manager
General Administration 909/596-8726 • Water Customer Service 909/596-8744 • Community Services 909/596-8700 Public Works 909/596-87 41 • Finance 909/596-8716 • Community Development 909/596-8706 • Building 909/596-8713 Police Department 909/596-1913 • Fire Department 909/596-5991 • General Fax 909/596-8737 Council Agenda Packet, June 17, 2024
City of La Verne,City Council
Agenda Report
DATE: June 17, 2024
TO: Honorable Mayor and City Council
FROM: Christy Lopez, Finance Director
SUBJECT: RESOLUTION FOR FY 2024-25 APPROPRIATIONS LIMIT
SUMMARY
Pursuant to State Law, each local government must adopt an Annual Appropriations Limit. The Appropriations Limit is adjusted annually and places restrictions on the amount of tax proceeds that local agencies can appropriate each year. The City’s Fiscal Year 2024-2025 tax proceeds fall well below the Appropriations Limit.
RECOMMENDATION
That the City Council adopt a Resolution titled, "A RESOLUTION OF THE CITY COUNCIL OF
THE CITY OF LA VERNE, CALIFORNIA, ADOPTING AN APPROPRIATIONS LIMITATION FOR THE 2024-25 FISCAL YEAR"
DISCUSSION
In November 1979, California voters passed Proposition 4, commonly referred to as the Gann Initiative or Gann Appropriations Limit. Article XIII (B) of the California Constitution limits the growth in appropriations of local governments to change in the cost of living and population in order to control the established spending levels.
On June 5, 1990, Proposition 111 was adopted by voters into California Law. Proposition 111 provided for changes in the calculation of the Gann Appropriations Limit. The amendments specify that the limit may increase annually by a factor comprised of the change in the City or County population combined with either the change in California per capita personal income or the change in the local assessment roll due to local nonresidential construction. The City utilized these adjustment factors in calculating the annual Gann Appropriations Limit.
The City of La Verne’s Appropriations Limit for the fiscal year ending June 30, 2025, has been determined to be $223,199,259. The FY 2024-25 appropriations limit has been calculated by adjusting the 2023-24 appropriations limit by a cumulative growth factor, which is comprised of the change in population within the City of La Verne (0.06%) and the change in California per capita personal income (3.62%). The FY 2024-25 appropriations limit calculation is included in the attachments.
The City reserves the right to amend its annual limit upon release of revised data from State or County Agencies. It is recommended that the City Council adopt the attached resolution.
FISCAL ANALYSIS
There is no fiscal impact with the approval of this item.
Council Agenda Packet, June 17, 2024
Resolution for FY 2024-25 Appropriations Limit, Page 2
ENVIRONMENTAL ANALYSIS
Not Applicable
LEGAL REVIEW
The City Attorney has reviewed and approved this report.
ATTACHMENTS
1. Appropriations Limit Calculation
2. Appropriations Limitations Resolution
Report Prepared By:
Jesus Jaimes, Accountant
Council Agenda Packet, June 17, 2024
1 Source: State of California Department of Finance
https://dof.ca.gov/wp-content/uploads/sites/352/2024/04/PriceandPopulation2024.pdf
CITY OF LA VERNE
APPROPRIATIONS LIMIT CALCULATION
FOR FISCAL YEAR 2024-25
I. Appropriations Limit
Prior Year, 2023-24 Adopted Limit $ 215,272,553 (A)
Change Factors:
(B) Change in City of La Verne Population 1 1.0006
(C) Change in California Per Capita Income 1 x 1.0362 Cumulative Growth Factor (B x C) 1.0368
Current Year, 2024-25 Appropriations Limit $ 223,199,259 (D) II. Appropriations Subject to Limit
Projected 2024-25 General Fund Revenues $ 47,815,173 (E) III. Amount Over/(Under) Limit (E - D) $ (175,384,086)
Price Fodor : Article XIII B specifies that local jurisdictions select their cost of living factor to compu te their approp riation flmit by a vote of their governing body. The cost of living factor provided here is per capita personal income. If the percen tage change in per capita persona l income is selected, the percentage c hange to be used in setting the fiscal year 2024-25 appropriation limit is:
Per Capita Personal Income
Fiscal Year
(FY)
2024-25
Percen tage change
over prior year
3.62 AnnuaI rercenr ~nange m ropuIarIon Mmus ucIusIons January 1, 2023 to January 1, 2024 and Total Population , January 1, 2024 County Percent Change --- Population Minus Exclusions --- City 23-24 1-1-23 1-1-24 1-1-24
La Canada Flintridge -0.20 20,089 20,048 20,048
La Habra Heights -0.45 5,513 5.488 5.488
Lakewood -0.25 80,365 80,162 80,162
La Mirada -0.40 48,271 48,077 48,077
Lancaste r -0.10 169,939 169,776 172,631
La Puente -0.19 37,530 37,459 37,459
La Verne 0.06 31,678 31,697 31,697
Council Agenda Packet, June 17, 2024
RESOLUTION NO. 24-XX
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF LA VERNE, CALIFORNIA, ADOPTING AN APPROPRIATIONS LIMITATION FOR THE 2024-25 FISCAL YEAR WHEREAS, Article XIII-B of the Constitution of the State of California provides that total annual appropriations subject to limitation of the City shall not exceed the appropriations limit of the City for the prior year adjusted for changes in the cost of living, except as otherwise provided in said Article; and
WHEREAS, the City Council wishes to set an appropriations limitation for the 2024-25 fiscal year on those appropriations subject to limitation under Article XIII-B; and WHEREAS, the City Clerk has posted notice of the intention of the City Council to adopt such limitation on June 17th, 2024.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of La Verne as follows:
Section 1. That the annual appropriations limitation for the City for the 2024-25 fiscal year for appropriations subject to limitation under Article XIII-B shall be $223,199,259.
This limitation shall apply only to appropriations subject to limitation under Article XIII-B.
Section 2. That the Mayor shall sign and the City Clerk shall certify to the passage and adoption of this Resolution and thereupon the same shall take effect and be in force.
PASSED, APPROVED AND ADOPTED this 17th day of June, 2024. ________________________________
Tim Hepburn, Mayor
ATTEST:
_____________________________________
Debra Fritz, Deputy City Clerk
I, Debra Fritz, hereby certify that the foregoing Resolution No. 24-xx was duly and regularly adopted by the City Council of the City of La Verne at a regular meeting held on the 17th day of June, 2024, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
__________________________________
Debra Fritz, Deputy City Clerk
Council Agenda Packet, June 17, 2024
City of La Verne,City Council
Agenda Report
DATE: June 17, 2024
TO: Honorable Mayor and City Council
FROM: Christy Lopez, Finance Director
SUBJECT: COMMUNITY FACILITIES DISTRICT NO. 11-1; SPECIAL TAX LEVY FISCAL YEAR 2024-25
SUMMARY
The City Council on an annual basis must authorize the tax levy for Community Facilities District No. 11-1 (CFD No. 11-1), a special fire tax for buildings three stories (thirty-five feet) and above or with fire flows of 3,500 Gallons Per Minute or more, which was first established in 2011. Per the enabling Ordinance, the levy will be increased by 3%.
RECOMMENDATION
That the City Council adopt the attached Resolution levying a special tax for Fiscal Year (FY) 2024-25 within Community Facilities District No. 11-1, increasing the levy by 3% as called for in Ordinance No. 1023.
DISCUSSION
On May 16, 2011, the City Council approved Ordinance No. 1023 authorizing the levy of a special tax for the CFD No. 11-1. The special taxes are to be levied each year on those properties contained in the District for the financing of the fire suppression and prevention services necessary to serve the buildings determined to be taxable. The “Map of Proposed Boundaries of City of La Verne Community Facilities District No. 11-01” of the original rate and method of apportionment report shows these properties within the District.
The Ordinance establishes a maximum special tax rate for the base 2011-12 FY. The maximum special tax rate is increased by an annual escalation factor defined as the lesser of the CPI-U for Los Angeles-Riverside-Orange County (subsequently replaced in 2017 by CPI-U Los Angeles-Long Beach-Anaheim) or 3.0%.
The rate of assessment for this FY has increased by 3% over the previous year's assessments to match the increase in the Consumer Price Index, which for this year was established at 4% and exceeded the established escalation cap. The increased assessment rate will be $0.6369.
An exhibit detailing the calculated assessment with the rate increase is attached for reference. The total square footage of permitted and/or developed property assessed this FY is 383,226.
CFD 11-1 is currently being reviewed to determine whether it should be amended and replaced by a new CFD which will expand the public safety services funded by the revenue, correct some administratively burdensome annexation requirements included with the original formation, and
Council Agenda Packet, June 17, 2024
Community Facilities District No. 11-1; Special Tax Levy Fiscal Year 2024-25, Page 2
create new tiers for residential versus non-residential assessments which may lessen the burden on current participants in CFD 11-1.
FISCAL ANALYSIS
Annual revenue of $244,076 is projected for the FY 2024–25 assessments associated with CFD No. 11-1. This revenue will be applied to offset costs of special benefits provided to the district as further described by Ordinance No. 1023.
ENVIRONMENTAL ANALYSIS
Not applicable.
LEGAL REVIEW
The City Attorney has reviewed and approved this report.
ATTACHMENTS
1. Attachment 1 - CFD 11-1 Resolution to Levy
2. Attachment 2 - Exhibit "A" FY 2024-25
Coordinated with:
Cody Howing, City Engineer
Council Agenda Packet, June 17, 2024
RESOLUTION NO. 24-XX
A RESOLUTION OF THE CITY COUNCIL, CITY OF LA VERNE, STATE OF CALIFORNIA, DETERMINING SPECIAL TAX FOR THE 2024-25 FISCAL YEAR (COMMUNITY FACILITIES DISTRICT NO. 11-1)
WHEREAS, the City Council of the City of La Verne, California, (the “Council”), as the legislative body of Community Facilities District No. 11-1 (the “District”), has previously initiated the proceedings pursuant to the Mello-Roos Community Facilities Act of 1982, as amended (the “Act”), Chapter 2.5 (commencing with Section 53311) of Part 1 of Division 2 of Title 5 of the California Government Code, for the formation of the District, has held public hearings, conducted elections and received a favorable vote from the qualified electors of the District relating to the levy of a special tax in the District, and authorized pursuant to the terms and provisions of the Act; and
WHEREAS, this Council has, authorized by Section 53340 of the California Government Code, adopted Ordinance No. 1023 and thereby authorized the levy of a special tax to pay for the following: financing of fire suppression and prevention services; costs associated with the creation of a District; costs associated with the determination, apportionment, levy and collection of the special tax; costs otherwise incurred by the City to carry out the authorized purposes of the District; and other expenses incidental to providing services and maintenance of the related equipment, and has authorized the adoption of this resolution to determine the amount of special tax to be levied for the 2024-25 Fiscal Year.
WHEREAS, the assessment rate will increase by 3%. The increase is consistent with the Consumer Price Index outlined in Ordinance No. 1023 and does not exceed the maximum special tax rate established by the ordinance.
NOW, THEREFORE, IT IS HEREBY RESOLVED by the City Council of the City of La Verne as follows:
Council Agenda Packet, June 17, 2024
Resolution No. 24-XX
Section 1. That the above recitals are all true and correct.
Section 2. The special tax levied against each parcel within the District for the 2024-25 Fiscal Year is hereby determined to be the amounts listed in Exhibit “A” attached hereto and incorporated herein by this reference.
Section 3. The Mayor shall sign and the Deputy City Clerk shall attest to the passage of this resolution and thereupon the same shall take effect and be in force.
PASSED, APPROVED AND ADOPTED this 17 th day of June 2024 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Mayor Tim Hepburn
ATTEST:
Debra Fritz, Deputy City Clerk
I hereby certify that the foregoing Resolution No. 24-XX was duly and regularly adopted by the City Council of the City of La Verne at a meeting thereof held on the 17th day of June 2024 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Debra Fritz, Deputy City Clerk
Council Agenda Packet, June 17, 2024
Exhibit "A"
Special Tax
ASSESSOR'S
PARCEL NO. ADDRESS (TRACT & LOT) BLDG (SF) RATE ASSESSMENT 8377-022-011 ULV Dorms 103,000 $0.6369 $65,600.70
8377-022-011 ULV Campus Center 40,200 $0.6369 $25,603.38 8370-006-010 Light House Baptist Church Multi Purpose
Bldg. 22,464 $0.6369 $14,307.32
8377-013-016 ULV Residence Hall 114,770 $0.6369 $73,097.01 8377-012-001 Ludwick Center 5,885 $0.6369 $3,748.16
8666-017-037 Verdana Lot 1 2,030 $0.6369 $1,292.91
8666-017-038 Verdana Lot 2 1,920 $0.6369 $1,222.85
8666-017-039 Verdana Lot 3 2,050 $0.6369 $1,305.65
8666-017-040 Verdana Lot 4 1,920 $0.6369 $1,222.85
8666-017-041 Verdana Lot 5 1,920 $0.6369 $1,222.85
8666-017-042 Verdana Lot 6 2,050 $0.6369 $1,305.65
8666-017-043 Verdana Lot 7 1,930 $0.6369 $1,229.22
8666-017-044 Verdana Lot 8 2,050 $0.6369 $1,305.65
8666-017-045 Verdana Lot 9 1,940 $0.6369 $1,235.59
8666-017-046 Verdana Lot 10 1,740 $0.6369 $1,108.21
8666-017-047 Verdana Lot 11 1,740 $0.6369 $1,108.21
8666-017-048 Verdana Lot 12 1,920 $0.6369 $1,222.85
8666-017-049 Verdana Lot 13 2,050 $0.6369 $1,305.65
8666-017-050 Verdana Lot 14 1,920 $0.6369 $1,222.85
8666-017-051 Verdana Lot 15 2,050 $0.6369 $1,305.65
8666-017-052 Verdana Lot 16 1,920 $0.6369 $1,222.85
8666-017-053 Verdana Lot 17 2,030 $0.6369 $1,292.91
8666-017-054 Verdana Lot 18 1,920 $0.6369 $1,222.85
8666-017-055 Verdana Lot 19 2,050 $0.6369 $1,305.65
8666-017-056 Verdana Lot 20 1,930 $0.6369 $1,229.22
8666-017-057 Verdana Lot 21 2,050 $0.6369 $1,305.65
8666-017-058 Verdana Lot 22 1,920 $0.6369 $1,222.85
8666-017-059 Verdana Lot 23 1,740 $0.6369 $1,108.21
8666-017-060 Verdana Lot 24 1,740 $0.6369 $1,108.21
8666-017-061 Verdana Lot 25 2,040 $0.6369 $1,299.28
8666-017-062 Verdana Lot 26 1,920 $0.6369 $1,222.85
8666-017-063 Verdana Lot 27 2,060 $0.6369 $1,312.01
8666-017-064 Verdana Lot 28 1,900 $0.6369 $1,210.11
8666-017-065 Verdana Lot 29 2,060 $0.6369 $1,312.01
8666-017-066 Verdana Lot 30 1,950 $0.6369 $1,241.96
8666-017-067 Verdana Lot 31 1,827 $0.6369 $1,163.62
8666-017-068 Verdana Lot 32 2,050 $0.6369 $1,305.65
8666-017-069 Verdana Lot 33 1,930 $0.6369 $1,229.22
8666-017-070 Verdana Lot 34 2,050 $0.6369 $1,305.65
8666-017-071 Verdana Lot 35 1,900 $0.6369 $1,210.11
8666-017-072 Verdana Lot 36 1,740 $0.6369 $1,108.21
8666-017-073 Verdana Lot 37 1,740 $0.6369 $1,108.21
8666-017-074 Verdana Lot 38 1,920 $0.6369 $1,222.85
8666-017-075 Verdana Lot 39 2,050 $0.6369 $1,305.65
8666-017-076 Verdana Lot 40 1,920 $0.6369 $1,222.85
DEVELOPED PARCELS WITHIN CFD 11-1 (2024-25)
CFD 11-1 DEVELOPED SQ FT 2024-25 Page 1 of 2