PROFESSIONAL SERVICES AGREEMENT
[TV and AV Production Support and Systems Maintenance Services] THIS PROFESSIONAT. SERVICES AGREEMENT (the "Agreement") is made at Orange, California, on this day of → 2025 (the "Effective Date") by and between the CITY OF ORÁNGE, a municipal Corporation ("City"), and DOERSCHEL & ASSOCIATES L.L.C., a California limited liability company ("Contractor"), who agree as follows:
Services. Subject to the terms and conditions set forth in this Agreement, Contractor shall provide to the reasonable satisfaction of City the services set forth in Exhibit "A." which is attached hereto and incorporated herein by reference. As a material inducement to City to enter into this Agreement, Contractor represents and warrants that it has thoroughly investigated and considered the scope of services and fully understands the difficulties and restrictions in performing the work. The services which are the subject of this Agreement are not in the usual course of City's business and City relies on Contractor's representation that it is independently engaged in the business of providing such services and is experienced in performing the work.
Contractor shall perform all services in a manner reasonably satisfactory to City and in a manner in conformance with the standards of quality normally observed by an entity providing such services to a municipal agency. All services provided shall conform to all federal, state and local laws, rules and regulations and to the best professional standards and practices. The terms and conditions set forth in this Agreement shall control over any terms and conditions in Exhibit "A" to the contrary.
2. Compensation and Fees.
a. Contractor's total compensation for all services performed under this Agreement, shall not exceed THREE HUNDRED FIFTY-FOUR THOUSAND SEVEN HUNDRED EIGHTY DOLLARS and 00/100 ($354,780.00) without the prior written authorization of City.
b. The above compensation is contingent upon the City Council's adoption of annual budgets through the contract term and includes all costs, including, but not limited to, all clerical, administrative, overhead, insurance, reproduction, telephone, travel, auto rental, subsistence and all related expenses.
2.1 Term.
a. The Term of this Agreement is three (3) years commencing July 1, 2025 and expiring June 30, 2028 (the "Expiration Date") in an annual amount not to exceed ONE HUNDRED EIGHTEEN THOUSAND TWO HUNDRED SIXTY DOLLARS and 00/100 ($118,260.00) without the prior written authorization of City. - b. Funding for each year of the Term is expressly conditioned upon and subject to the approval by the City Council, in its sole and absolute discretion, of an amount sufficient to pay the annual compensation set forth in Section 2.1, subsection A. Accordingly, if the City Council fails to approve and appropriate funds sufficient to pay the amount of compensation set forth herein, this Agreement shall terminate and be of no further force and effect.
3. Payment.
As scheduled services are completed, Contractor shall submit to City an invoice for the services completed, authorized expenses and authorized extra work actually performed or incurred.
b. All such invoices shall state the basis for the amount invoiced, including services completed, the number of hours spent, and any extra work performed. c. City will pay Contractor the amount invoiced within thirty (30) days after the approval of the invoice.
Payment shall constitute payment in full for all services, authorized costs and authorized extra work covered by that invoice.
Change Orders. No payment for extra services caused by a change in the scope or complexity of work, or for any other reason, shall be made unless and until such extra services and a price therefor have been previously authorized in writing and approved by City as an amendment to this Agreement. City's Project Manager is authorized to approve a reduction in the services to be performed and compensation therefor. All amendments shall set forth the changes of work, extension of time, and/or adjustment of the compensation to be paid by City to Contractor and shall be signed by the City's Project Manager, City Manager or City Council, as applicable. posses any and ensense ontrach areresend that it and or dural lanato pe it may engage, contemplated by this Agreement and that Contractor and its subcontractors shall maintain all appropriate licenses, including a City of Orange business license, at its cost, during the performance of this Agreement.
6. Independent Contractor. At all times during the term of this Agreement, Contractor shall be an independent contractor and not an employee of City. City shall have the right to control Contractor only insofar as the result of Contractor's services rendered pursuant to this Agreement. City shall not have the right to control the means by which Contractor accomplishes services rendered pursuant to this Agreement. Contractor shall, at its sole cost and expense, furnish all facilities, materials and equipment which may be required for furnishing services pursuant to this Agreement. Contractor shall be solely responsible for, and shall indemnify, defend and save City harmless from all matters relating to the payment of its subcontractors, agents and employees, including compliance with social security withholding and all other wages, salaries, benefits, taxes, exactions, and regulations of any nature whatsoever.
Contractor acknowledges that it and any subcontractors, agents or employees employed by Contractor shall not, under any circumstances, be considered employees of City, and that they shall not be entitled to any of the benefits or rights afforded employees of City, including, but not limited 2 to, sick leave, vacation leave, holiday pay, Public Employees Retirement System benefits, or health, life, dental, long-term disability or workers' compensation insurance benefits.
7. Contractor Not Agent. Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, to bind City to any obligation whatsoever.
Designated Persons. Only those qualified persons authorized by City's Project Manager, or as designated in Exhibit "A," shall perform work provided for under this Agreement It is understood by the parties that clerical and other nonprofessional work may be performed b persons other than those designated.
9. Assignment or Subcontracting. No assignment or subcontracting by Contractor of any part of this Agreement or of funds to be received under this Agreement shall be of any force or effect unless the assignment has the prior written approval of City. City may terminate this Agreement rather than accept any proposed assignment or subcontracting. Such assignment or
10. Time of Completion. Except as otherwise specified in Exhibit "A," Contractor shall commence the work in accordance with the time period set forth in Exhibit "A" hereto or as otherwise agreed to by and between the representatives of the parties.
11. Time Is of the Essence. Time is of the essence in this Agreement. Contractor shall do all things necessary and incidental to the prosecution of Contractor's work.
12. Reserved
13. Delays and Extensions of Time. Contractor's sole remedy for delays outside its control, other than those delays caused by City, shall be an extension of time. No matter what the cause of the delay, Contractor must document any delay and request an extension of time in writing at the time of the delay to the satisfaction of City. Any extensions granted shall be limited to the length of the delay outside Contractor's control. If Contractor believes that delays caused by City will cause it to incur additional costs, it must specify, in writing, why the delay has caused additional costs to be incurred and the exact amount of such cost at the time the delay occurs. No additional costs can be paid that exceed the not to exceed amount stated in Section 2.a, above, absent a written amendment to this Agreement.
14. Products of Contractor. The documents, studies, evaluations, assessments, reports, plans, citations, materials, manuals, technical data, logs, files, designs and other products produced or provided by Contractor for this Agreement shall become the property of City upon receipt. Contractor shall deliver all such products to City prior to payment for same. City may use, reuse or otherwise utilize such products without restriction.
15. Equal Employment Opportunity. During the performance of this Agreement, Contractor agrees as follows:
3 a. Contractor shall not discriminate against any employee or applicant for employment because of race, color, religion, sex, national origin, mental or physical disability, or any other basis prohibited by applicable law. Contractor shall ensure that applicants are employed, and that employees are treated during employment, without regard to their race, color, religion, sex, national origin, mental or physical disability, or any other basis prohibited by applicable law.
Such actions shall include, but not be limited to the following: employment, upgrading, demotion or transter, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation and selection for training, including apprenticeship. Contractor agrees to post in conspicuous places, available to employees and applicants for employment, a notice setting forth provisions of this non-discrimination clause.
b. Contractor shall, in all solicitations and advertisements for employees placed by, or on behalf of Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, mental or physical disability, or any other basis prohibited by applicable law.
C. Contractor shall cause the foregoing paragraphs (a) and (b) to be inserted in all subcontracts for any work covered by this Agreement, provided that the foregoing provisions shall not apply to subcontracts for standard commercial supplies or raw materials.
Conflicts of Interest. Contractor agrees that it shall not make, participate in the making, or in any way attempt to use its position as a consultant to influence any decision of City in which Contractor knows or has reason to know that Contractor, its officers, partners, or employees have a financial interest as defined in Section 87103 of the Government Code.
17. Indemnity.
To the fullest extent permitted by law, Contractor agrees to indemnify, defend and hold City, its City Council and each member thereof, and the officers, officials, agents and employees of City (collectively the "Indemnitees") entirely harmless from all liability arising out of:
(1) Any and all claims under workers' compensation acts and other employee benefit acts with respect to Contractor's employees or Contractor's subcontractor's employees arising out of Contractor's work under this Agreement, including any and all claims under any law pertaining to Contractor or its employees' status as an independent contractor and any and all claims under Labor Code section 1720 related to the payment of prevailing wages for public works projects; and
Any claim, loss, injury to or death of persons or damage to property caused by any act, neglect, default, or omission of Contractor, or person, firm or corporation employed by Contractor, either directly or by independent contract, including all damages due to loss or theft sustained by any person, firm or corporation including the Indemnitees, or any of them, arising out of, or in any way connected with the work or services which are the subject of this Agreement, including injury or damage either on or off City's property; but not for any loss, 4 injury, death or damage caused by the active negligence or willful misconduct of City. Contractor, at its own expense, cost and risk, shall indemnify any and all claims, actions, suits or other proceedings that may be brought or instituted against the Indemnitees on any such claim or liability covered by this subparagraph, and shall pay or satisfy any judgment that may be rendered against the Indemnitees, or any of them, in any action, suit or other proceedings as a result of coverage under this subparagraph.
b. To the fullest extent permitted by law, and as limited by California Civil Code 2782.8, Contractor agrees to indemnify and hold Indemnitees harmless from all liability arising out of any claim, loss, injury to or death of persons or damage to property to the extent caused by its negligent professional act or omission in the performance of professional services pursuant to this Agreement.
Except for the Indemnitees, the indemnifications provided in this Agreement shall not be construed to extend any third party indemnification rights of any kind to any person or entity which is not a signatory to this Agreement. d. The indemnities set forth in this section shall survive any closing, rescission, or termination of this Agreement, and shall continue to be binding and in full force and effect in perpetuity with respect to Contractor and its successors.
18. Insurance.
a. Contractor shall carry workers' compensation insurance as required by law for the protection of its employees during the progress of the work. Contractor understands that it is an independent contractor and not entitled to any workers' compensation benefits under any City program.
b. Contractor shall maintain during the life of this Agreement the following minimum amount of comprehensive general liability insurance or commercial general liability insurance: the greater of (1) One Million Dollars ($1,000,000.00) per occurrence; or (2) all the insurance coverage and/or limits carried by or available to Contractor. Said insurance shall cover bodily injury, death and property damage and be written on an occurrence basis. c. Contractor shall maintain during the life of this Agreement, the following minimum amount of automotive liability insurance: the greater of (1) a combined single limit of Three Hundred Thousand Dollars ($300,000.00); or (2) all the insurance coverage and/or limit:
carried by or available to Contractor. Said insurance shall cover bodily injury, death and propert damage for all owned, non-owned and hired vehicles and be written on an occurrence basis. d. Any insurance proceeds in excess of or broader than the minimum required coverage and/or minimum required limits which are applicable to a given loss shall be available to City. No representation is made that the minimum insurance requirements of this Agreement are sufficient to cover the obligations of Contractor under this Agreement. 5 e. Each policy of general liability and automotive liability shall provide that City, its officers, officials, agents, and employees are declared to be additional insureds under the terms of the policy, but only with respect to the work performed by Contractor under this Agreement. A policy endorsement to that effect shall be provided to City along with the certificate of insurance. In lieu of an endorsement, City will accept a copy of the policy(ies) which evidences that City is an additional insured as a contracting party. The minimum coverage required by Subsection 18.b and c, above, shall apply to City as an additional insured. Any umbrella liability insurance that is provided as part of the general or automobile liability minimums set forth herein shall be maintained for the duration of the Agreement.
Contractor shall maintain during the life of this Agreement professional liability insurance covering errors and omissions arising out of the performance of this Agreement with a minimum limit of One Million Dollars ($1,000,000.00) per claim. Contractor agrees to keep such policy in force and effect for at least five (5) years from the date of completion of this Agreement.
The insurance policies maintained by Contractor shall be primary insurance and no insurance held or owned by City shall be called upon to cover any loss under the policy.
Contractor will determine its own needs in procurement of insurance to cover liabilities other than as stated above.
Before Contractor performs any work or prepares or delivers any materials, Contractor shall furnish certificates of insurance and endorsements, as required by City, evidencing the aforementioned minimum insurance coverages on forms acceptable to City, which shall provide that the insurance in force will not be canceled or allowed to lapse without at least ten (10) days' prior written notice to City.
i. Except for professional liability insurance coverage that may be required by this Agreement, all insurance maintained by Contractor shall be issued by companies admitted to conduct the pertinent line of insurance business in California and having a rating of Grade A or better and Class Vil or better by the latest edition of Best Key Rating Guide. In the case of professional liability insurance coverage, such coverage shall be issued by companies either licensed or admitted to conduct business in California so long as such insurer possesses the aforementioned Best rating.
j Contractor shall immediately notify City if any required insurance lapses or is otherwise modified and cease performance of this Agreement unless otherwise directed by City.
In such a case, City may procure insurance or self-insure the risk and charge Contractor for such costs and any and all damages resulting therefrom, by way of set-off from any sums owed Contractor.
Contractor agrees that in the event of loss due to any of the perils for which it has agreed to provide insurance, Contractor shall look solely to its insurance for recovery.
Contractor hereby grants to City, on behalf of any insurer providing insurance to either Contractor or City with respect to the services of Contractor herein, a waiver of any right to subrogation which 6 any such insurer may acquire against City by virtue of the payment of any loss under such insurance.
I. Contractor shall include all subcontractors, if any, as insureds under its policies or shall furnish separate certificates and endorsements for each subcontractor to City for review and approval. All coverages for subcontractors shall be subject to all of the requirements stated herein.
Termination. City may for any reason terminate this Agreement by giving Contractor not less than five (5) days' written notice of intent to terminate. Upon receipt of such notice, Contractor shall immediately cease work, unless the notice from City provides otherwise.
Upon the termination of this Agreement, City shall pay Contractor for services satisfactorily provided and all allowable reimbursements incurred to the date of termination in compliance witł this Agreement, unless termination by City shall be for cause, in which event City may withhold any disputed compensation. City shall not be liable for any claim of lost profits.
20. Maintenance and Inspection of Records. In accordance with generally accepted accounting principles, Contractor and its subcontractors shall maintain reasonably full and complete books, documents, papers, accounting records, and other information (collectively, the "records") pertaining to the costs of and completion of services performed under this Agreement.
City and its authorized representatives shall have access to and the right to audit and reproduce any of contractor's records regarding the services provided under this Agreement. Contractor shall maintain all such records for a period of at least three (3) years after termination or completion of this Agreement. Contractor agrees to make available all such records for inspection or audit at its offices during normal business hours and upon three (3) days' notice from City, and copies thereof shall be furnished if requested.
21. Compliance with all Laws/Immigration Laws.
a. Contractor shall be knowledgeable of and comply with all local, state and federal laws which may apply to the performance of this Agreement. b. If the work provided for in this Agreement constitutes a "public works," as that term is defined in Section 1720 of the California Labor Code, for which prevailing wages must be paid, to the extent Contractor's employees will perform any work that falls within any of the classifications for which the Department of Labor Relations of the State of California promulgates prevailing wage determinations, Contractor hereby agrees that it, and any subcontractor under it. shall pay not less than the specified prevailing rates of wages to all such workers. The general prevailing wage determinations for crafts can be located on the website of the Department of Industrial Relations (www.dir.ca.gov/DLSR). Additionally, to perform work under this Contract, Contractor must meet all State registration requirements and criteria, including project compliance monitoring.
c. Contractor represents and warrants that it:
7 (1) Has complied and shall at all times during the term of this Agreement comply, in all respects, with all immigration laws, regulations, statutes, rules, codes, and orders, including, without limitation, the Immigration Reform and Control Act of 1986 (IRCA); and
(2) Has not and will not knowingly employ any individual to perform services under this Agreement who is ineligible to work in the United States or under the terms of this Agreement; and
(3) Has properly maintained, and shall at all times during the term of this Agreement properly maintain, all related employment documentation records including, without limitation, the completion and maintenance of the Form I-9 for each of Contractor's (4) Has responded, and shall at all times during the term of this Agreement respond, in a timely tashion to any government inspection requests relating to immigration law compliance and/or Form I-9 compliance and/or worksite enforcement by the Department of Homeland Security, the Department of Labor, or the Social Security Administration.
d. Contractor shall require all subcontractors or subconsultants to make the same representations and warranties as set forth in Subsection 21.c.
Contractor shall, upon request of City, provide a list of all employees working under this Agreement and shall provide, to the reasonable satisfaction of City, verification that all such employees are eligible to work in the United States. All costs associated with such verification shall be borne by Contractor. Once such request has been made, Contractor may not change employees working under this Agreement without written notice to City, accompanied by the verification required herein for such employees.
1. Contractor shall require all subcontractors or sub-consultants to make the same verification as set forth in Subsection 21.e.
g. If Contractor or subcontractor knowingly employs an employee providing work under this Agreement who is not authorized to work in the United States, and/or fails to follow federal laws to determine the status of such employee, that shall constitute a material breach of this Agreement and may be cause for immediate termination of this Agreement by City.
Contractor agrees to indemnify and hold City, its officers, officials, agents nd employees harmless for, of and from any loss, including but not limited to tines, penalties ar orrective measures City may sustain by reason of Contractor's failure to comply with said law rules and regulations in connection with the performance of this Agreement.
22. Governing Law and Venue. This Agreement shall be construed in accordance with and governed by the laws of the State of California and Contractor agrees to submit to the 8 jurisdiction of California courts. Venue for any dispute arising under this Agreement shall be in Orange County, California.
23. Integration. This Agreement constitutes the entire agreement of the parties. No other agreement, oral or written, pertaining to the work to be performed under this Agreement shall be of any force or effect unless it is in writing and signed by both parties. Any work performed which is inconsistent with or in violation of the provisions of this Agreement shall not be compensated.
Notice. Except as otherwise provided herein, all notices required under this Agreement shall be in writing and delivered personally, by e-mail, or by first class U.S. mail, postage prepaid, to each party at the address listed below. Either party may change the notice address by notifying the other party in writing. Notices shall be deemed received upon receipt of same or within three (3) days of deposit in the U.S. Mail, whichever is earlier. Notices sent by e- mail shall be deemed received on the date of the e-mail transmission. "CONTRACTOR" "CITY"
Doerschel & Associates L.L.C. City of Orange
3435 Ocean Park Blvd. #107 300 E. Chapman Avenue
Santa Monica, Ca 90405 Orange, CA 92866-1591
Attn.: Darren Doerschel Attn.: Mike Dering
Telephone: 310-350-8399 Telephone: 714-744-2285
E-Mail: [email protected] E-Mail: [email protected]
25. Counterparts. This Agreement may be executed in one or more counterparts, each of which shall be deemed an original, but all of which together shall constitute one and the same instrument. Signatures transmitted via facsimile and electronic mail shall have the same effect as original signatures.
[Remainder of page intentionally left blank; signatures on next page] . 9
IN WITNESS of this Agreement, the parties have entered into this Agreement as of the year and day first above written.
"CONTRACTOR" "CITY"
DOERSCHEL & ASSOCIATES L.L.C., CITY OF ORANGE, a municipal corporation a California limited liability company
*By_ By:_
Printed Name: DaRREN DOERSChel Daniel R. Slater, Mayor
Title: PRincipal Owner
ATTEST:
Printed Name: DaRREN DoERschel
Tide: PRincipal OnneR
Pamela Coleman, City Clerk
APPROVED AS TO FORM:
Nathalie Adourian
Senior Assistant City Attorney
*NOTE: City requires the following signature(s) on behalf of the Contractor:
-- (1) the Chairman of the Board, the President or a Vice-President, AND (2) the Secretary, the Chief Financial Officer, the Treasurer, an Assistant Secretary The corporate officer named in a corporate resolution as authorized to enter City.
10 EXHIBIT "A"
SCOPE OF SERVICES
[Beneath this sheet.]
DOERSCHEL
& Associates
May 16th, 2025
To: Mike Dering
Information Technology, City of Orange
Re: 2025 through 2028 City of Orange, Civic Meeting TV/AV Production Support, AV Preparation, Ongoing Systems Maintenance & Service Support and Annual Remote TV Productions Mr. Dering:
We appreciate the opportunity to provide a proposal for ongoing TV and AV production personnel support at each of the City's civic meetings including the City Council meetings, Planning Commission meetings, Design Review Committee, Parks and Planning and various other regular and special meetings over the next 3 fiscal years up to FY 27/28.
As in the past, the City is need of continued technical support related to both the AV Systems and TV Broadcast Systems supporting the Council Chamber meeting technologies and operations categorized as TV & AV infrastructure and systems maintenance support targeting the ongoing performance of all technical systems and equipment.
New Services
New services included in the estimated proposal below are to provide TV Production crewing services for the City Council Meeting and Planning Commission Meetings whereas in previous years only the supervision or oversite of TV Production services responsible by others have been provided.
TV Production and AV Pre-function Support
The TV/AV production personnel to attend each meeting will provide technical oversight and TV Production services support of all required meetings. We will take the lead role in TV/AV production responsibilities which require a higher level of effort and operational support.
Additionally, AV pre-testing with AV System preparation services will also be provided as has been provided over the past several years. Crew members arrive at each meeting at 2 to 3 hours (depending on closed session) of each meeting, to go through a check list of Audio-Visual devices and systems performance testing of critical AV and TV Broadcast systems.
Quarterly Infrastructure and Systems Maintenance Support The major systems to be reviewed and targeted for quarterly maintenance support include the On-Air Playback Automation System, the Camera Control and Robotics System, the Graphics and Character Generator System, the Video Production Switcher, the Sound Reinforcement System, the AV Control System, the Video and Audio Routing Systems, the Distribution and Monitoring Systems and any other technically related subsystems.
Proposal
The following services estimates are based on a maximum number of hours as projected by the City as well as estimated average hours of onsite TV/AV Production Services support. TV Maintenance Support is based on quarterly Doerschel & Associates, LLC | Systems Integration Consulting A 3435 Ocean Park Bivd. #107, Santa Monica, CA 90405 VOICE: 310.350.8399 EMAIL: [email protected]
I DOERSCHEL
• & Associates
service and an estimate of as-needed hours based on the life cycle of equipment and MTF estimates on regressive functionality projections.
Time Allotment Estimates
Estimates are accurately based on the meeting patterns of previous projections for these services as has been provided to the City. Full hours of service in the subtotals are approximated for budgetary projection purposes since several unforeseen variable factors are estimated and include several canceled meetings throughout the year while conversely "special" civic meetings are added; the results of which tend to balance out the actual service hours provided and reflected below.
TV Production, TV/AV Maintenance Cost Estimates
Projected Max. Units Projected Per/month Costs
Description of Services Per Meeting Per/Month
City Council Meeting TV/AV Personnel Support
5 Hours 20 3240(2 per/month)
(2 Production personnel+)
Planning Commission Meetings TV/AV Personnel
5 Hours 10 1350(2 per/month)
Support
Design Review Committee Meetings TV/AV
6 Hours 12 1620(2 per/month)
Personnel Support
Quarterly Meetings (Traffic, Parks) AV Prep, 16hrs/per Qtr. 720 per/month Monitoring
Projected Total Monthly Costs $6930
Annual Projected Costs $83,160
Quarterly Maintenance Cost Estimates
Quarterly Units Annual Costs
Description of Services on Quarterly Basis Units
Quarterly Assessment, Maintenance, Support 25 hours 100 13500 Onsite As-Needed Evaluation, Repair, Phone 20 hours 80
10800
Support
Installation minor equip. annually (project 4 15 hours 60 8100 services)
Annual Hours 260
Annual
Maintenance $35,100
ANNUAL ESTIMATE $118,260
$135 average per hour cost basis
Doerschel & Associates, LLC | Systems Integration Consulting 3435 Ocean Park Blvd. #107, Santa Monica, CA 90405 VOICE: 310.350.8399 EMAIL: [email protected]
DOERSCHEL
& Associates
These are estimates based on the current understanding of the City's service scheduling needs and TV Production services as communicated. Please contact me with any changes you wish to make regarding this proposal.
Thank you for the opportunity, I look forward to assisting the City of Orange with their AV and TV Production operational and maintenance needs as necessary.
Darren P. Doerschel
Systems Integration Consultant
Doerschel & Associates, LLC
310.350.8399
• Doersche & Associates. LLC Svstems Integration Consultin 3435 Ocean Park Blvd. #107. Santa Monica, CA 9040 VOICE: 310.350.8399 EMAIL: [email protected]