Attachment B
Contract Services Agreement No. 24I149
Page1 of 3
Revised: 10.31.23
AMENDMENT NO. 1 TO THE 2 YEAR COURIER & MAIL
PROCESSINGSERVICES AGREEMENT 24I149
BETWEEN THE CITY PALM SPRINGSAND VALLEY MAIL
DELIVERY
1. Partiesand Date.
This AmendmentNo. 1 to the2 YearCourier & Mail Agreementis madeandenteredinto as of this 15th day of December2025, by andbetweenthe City of PalmSprings (“City”) andValley Mail Delivery, a (“Contractor”). City and Contractorare sometimesindividually referredto as Party” andcollectivelyas “Parties.”
2. Recitals.
2.1 Agreement. TheCity andContractorhaveenteredinto anagreemententitled “2 Year CourierandMail ProcessingServices” AgreementdatedJune1, 2024for the purposeof retaining the servicesof Contractorto providecourierandmail processingservicesfor an amountof 75,000 anda termof Jun1, 2024, to June30, 2026
2.2 AmendmentPurpose. City and Contractor now desire to amend the Agreement 24I149to addadditionalrouteto the currentfee schedulein place. Contractbasewill not change; simply addingDemuthRecCenterrouteto currentfeeschedule.
2.3 AmendmentAuthority. This AmendmentNo. 1 is authorizedpursuantto Section10 of theAgreement.
3. Terms.
3.1 Amendment. Section1 of the agreementis herebyamendedin its entiretyto readas follows:
EXHIBIT “ A” SCOPEOFSERVICES/WORK Including,
Scheduleof FeesandScheduleof Performance”
3.2 ContinuingEffectof Agreement. Exceptasamendedby this AmendmentNo. 1, all otherprovisionsof theAgreementremainin full forceandeffectandshallgoverntheactionsof the partiesunderthis AmendmentNo. 1. Fromandafterthedateof this AmendmentNo. 1, whenever theterm “Agreement” or “Contract” appearsin theAgreement, it shallmeantheAgreementas amendedby this AmendmentNo. 1.
3.3 AdequateConsideration. ThePartiesheretoirrevocablystipulateandagreethatthey haveeachreceivedadequateandindependentconsiderationfor theperformanceof theobligations theyhaveundertakenpursuantto this AmendmentNo. 1.
3.4 Severability. If anyportionof this AmendmentNo. 1 is declaredinvalid, illegal, or Docusign Envelope ID: B523137B- A52B- 4F65- 807B- 1B71BBABF1C8 Page2 of 3
Revised: 10.31.23
otherwiseunenforceableby acourtof competentjurisdiction, theremainingprovisionsshall continuein full forceandeffect.
3.5 Counterparts. ThisAmendmentNo. 1 maybeexecutedin duplicateoriginals, eachof whichis deemedto beanoriginal, butwhentakentogethershallconstitutebutoneandthesame instrument.
SIGNATURES ON FOLLOWING PAGE]
Docusign Envelope ID: B523137B- A52B- 4F65- 807B- 1B71BBABF1C8 Page3 of 3
Revised: 10.31.23
SIGNATURE PAGE TO AMENDMENT 1 BY AND BETWEEN THE CITY OF PALM SPRINGS
AND VALLEY MAIL DELIVERY
IN WITNESS WHEREOF, the Partieshave executedthis Agreementas of the datesstated below.
CONTRACTOR:
By: By:
Signature Signature
2ndsignaturerequiredfor Corporations)
Date: Date:
CITY OF PALM SPRINGS:
APPROVED BY CITY COUNCIL:
Date: Item No.
APPROVED AS TO FORM: ATTEST:
By: By:
City Attorney City Clerk
APPROVED:
By: Date:
City Manager – over $50,000
Deputy/AssistantCity Manager – upto $50,000
Director – upto $25,000
Manager – upto $5,000
Docusign Envelope ID: B523137B- A52B- 4F65- 807B- 1B71BBABF1C8 12/ 29/ 2025
Certificate Of Completion
Envelope Id: B523137B- A52B- 4F65- 807B- 1B71BBABF1C8 Status: Completed Subject: Complete with Docusign: VMD Amendment 1
Source Envelope:
Document Pages: 6 Signatures: 4 Envelope Originator:
Certificate Pages: 5 Initials: 0 Roxanne Rodriguez
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: ( UTC- 08: 00) Pacific Time ( US & Canada)
3200 E. Tahquitz Canyon Way
Palm Springs, CA 92262
roxanne. rodriguez@palmspringsca. gov
IP Address: 67. 52. 168. 215
Record Tracking
Status: Original
12/ 17/ 2025 10: 40: 12 AM
Holder: Roxanne Rodriguez
roxanne. rodriguez@palmspringsca. gov
Location: DocuSign
Security Appliance Status: Connected Pool: StateLocal
Storage Appliance Status: Connected Pool: City of Palm Springs Location: Docusign Signer Events Signature Timestamp
Tom Farrell
vmd. bart@gmail. com
Security Level: Email, Account Authentication
None)
Signature Adoption: Drawn on Device
Using IP Address:
2603: 8001: 2700: 2bad: dd: f6: 33f8: 48aa
Signed using mobile
Sent: 12/ 17/ 2025 10: 42: 56 AM
Viewed: 12/ 22/ 2025 10: 04: 08 PM
Signed: 12/ 22/ 2025 10: 06: 31 PM
Electronic Record and Signature Disclosure:
Accepted: 12/ 22/ 2025 10: 04: 08 PM
ID: d2aa4bef- bb4f- 44d0- 90b1- b6eec18f4f7f
Jeffrey Ballinger
jeff. ballinger@bbklaw. com
City Attorney
BEST BEST & KRIEGER LLP
Security Level: Email, Account Authentication
None)
Signature Adoption: Pre- selected Style
Using IP Address: 74. 116. 243. 2
Sent: 12/ 22/ 2025 10: 06: 32 PM
Viewed: 12/ 29/ 2025 11: 16: 10 AM
Signed: 12/ 29/ 2025 11: 16: 46 AM
Electronic Record and Signature Disclosure:
Accepted: 12/ 29/ 2025 11: 16: 10 AM
ID: 871cd056- 6457- 49d6- b70d- 7069852c9201
Brenda Pree
Brenda. Pree@palmspringsca. gov
City Clerk
Security Level: Email, Account Authentication
None) Signature Adoption: Pre- selected Style
Using IP Address: 67. 52. 168. 215
Sent: 12/ 29/ 2025 11: 16: 48 AM
Viewed: 12/ 29/ 2025 4: 04: 13 PM
Signed: 12/ 29/ 2025 4: 05: 07 PM
Electronic Record and Signature Disclosure:
Accepted: 9/ 7/ 2022 8: 21: 01 AM
ID: 9be06ae2- 09de- 4f55- b669- f1a3d981eee3
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Roxanne Rodriguez
roxanne. rodriguez@palmspringsca. gov
Executive Administrative Assistant
City of Palm Springs
Security Level: Email, Account Authentication
None)
Sent: 12/ 29/ 2025 4: 05: 09 PM
Electronic Record and Signature Disclosure:
Not Offered via Docusign
Witness Events Signature Timestamp
Notary Events Signature Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/ Encrypted 12/ 17/ 2025 10: 42: 56 AM Certified Delivered Security Checked 12/ 29/ 2025 4: 04: 13 PM Signing Complete Security Checked 12/ 29/ 2025 4: 05: 07 PM Completed Security Checked 12/ 29/ 2025 4: 05: 09 PM
Payment Events Status Timestamps
Electronic Record and Signature Disclosure
ELECTRONIC RECORD AND SIGNATURE DISCLOSURE
From time to time, City of Palm Springs ( we, us or Company) may be required by law to provide to you certain written notices or disclosures. Described below are the terms and conditions for providing to you such notices and disclosures electronically through the DocuSign system.
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If you decide to receive notices and disclosures from us electronically, you may at any time changeyour mind and tell us that thereafter you want to receive required notices and disclosures only in paper format. How you must inform us of your decision to receive future notices and disclosure in paper format and withdraw your consentto receive notices and disclosures electronically is described below.
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If you elect to receive required notices and disclosures only in paper format, it will slow the speedat which we can complete certain stepsin transactionswith you and delivering servicesto you because we will need first to send the required notices or disclosures to you in paper format, and then wait until we receive back from you your acknowledgment of your receipt of such paper notices or disclosures. Further, you will no longer be able to use the DocuSign system to receive required notices and consentselectronically from us or to sign electronically documents from us.
All notices and disclosures will be sent to you electronically Electronic Record and Signature Disclosure created on: 4/20/2020 5:16:38 PM Parties agreed to: Tom Farrell, Jeffrey Ballinger, Brenda Pree Unless you tell us otherwise in accordancewith the proceduresdescribedherein, we will provide electronically to you through the DocuSign system all required notices, disclosures, authorizations, acknowledgements, and other documents that are required to be provided or made available to you during the courseof our relationship with you. To reducethe chanceof you inadvertently not receiving any notice or disclosure, we prefer to provide all of the required notices and disclosuresto you by the samemethod and to the sameaddressthat you have given us. Thus, you can receive all the disclosures and notices electronically or in paper format through the papermail delivery system. If you do not agreewith this process, pleaselet us know as described below. Please also see the paragraph immediately above that describes the consequencesof your electing not to receive delivery of the notices and disclosures electronically from us.
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Docusign Envelope ID: B523137B- A52B- 4F65- 807B- 1B71BBABF1C8 Docusign Envelope ID: B523137B- A52B- 4F65- 807B- 1B71BBABF1C8
CONTRACT ABSTRACT
Contract/ Amendment
Name of Contract:
Company Name:
Company Contact:
Email:
Summary of Services:
Contract Price:
Contract Term:
Public Integrity/ Business
Disclosure Forms:
Contract Administration
Lead Department:
Contract Administrator/ Ext:
Contract Approvals
Council/ City Manager Approval Date:
Agreement Number:
Amendment Number:
Contract Compliance
Exhibits:
Insurance:
5RXWHG
Bonds:
Business License:
Sole Source Co- Op
CoOp Agmt #:Sole Source
Documents: CoOp Name:
CoOp Pricing:
By:Submitted on:
Contract Abstract Form Rev
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Courier and Mail Processing Services
Valley Mail Delivery
Tom Farrell
vmd. bart@gmail. com
Valley Mail Delivery shall provide mail and courier services. The services include processing of the City’s incoming and outgoing June 1, 2024 - June 30, 2026
Tom Farrell, VMD. Bart@gmail. com
City Clerk
Evelyn Beltran ext 8356
N/A
Yes
Yes
Yes
Procurement
No
June 26, 2024 Brent Rasi
NTE 75,000
24I149
N/A
3 Quotes received.
DocuSign Envelope ID: 5BF733B1- 48F8- 49D6- 94E3- 0260F965289B Revised 12.21.23 Page 1 of 19
CONTRACT SERVICES AGREEMENT 24I149
MAIL AND COURIER SERVICES
THIS AGREEMENTFORCONTRACTSERVICES (“Agreement”) is madeandentered into on June1, 2024, by and betweenthe City of Palm Springs, a California chartercity and municipalcorporation (“City”), andValley Mail Delivery (“Contractor”). City andContractor areindividually referredto as “Party” andarecollectivelyreferredto asthe “Parties”.
RECITALS
A. City requirestheservicesof a mail processorandcouriercompanyfor processing of theCity’s incomingandoutgoingmail with courierservicesnecessaryto conductroutineCity business (“Project”).
B. Contractorhassubmittedto City a proposalto providemail andcourierservices to City underthetermsof this Agreement.
C. Based on its experience, education, training, and reputation, Contractor is qualifiedanddesiresto providethenecessaryservicesto City for theProject.
D. City desiresto retaintheservicesof Contractorfor theProject.
NOW, THEREFORE, in consideration of the promises and mutual obligations, covenants, and conditionscontainedherein, and other valuableconsideration, the receiptand sufficiencyof whichareherebyacknowledged, thePartiesagreeasfollows:
AGREEMENT
1. CONTRACTOR SERVICES
1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Contractorshallprovideservicesto City asdescribedin theScopeof Services/Work attachedto this AgreementasExhibit “A” andincorporatedhereinby reference (the “Services” or “Work”). Exhibit "A" includestheagreeduponscheduleof performanceandthescheduleof fees. ContractorwarrantsthattheServicesshallbeperformedin a competent, professional, and satisfactorymannerconsistentwith the level of care and skill ordinarily exercisedby high quality, experienced, and well qualified membersof the professioncurrently practicingunder similar conditions. In theeventof any inconsistencybetweenthe termscontainedin the Scope of Services/Work andthetermssetforth in this Agreement, thetermssetforth in this Agreement shallgovern.
1.2 Compliance with Law. Contractorshall comply with all applicablefederal, state, andlocal laws, statutesandordinancesandall lawful orders, rules, andregulationswhen performingtheServices. Contractorshallbeliable for all violationsof suchlawsandregulations in connectionwith theServicesandthis Agreement.
DocuSign Envelope ID: 5BF733B1- 48F8- 49D6- 94E3- 0260F965289B Revised 12.21.23 Page 2 of 19
1.3 Licensesand Permits. Contractorshall obtainat its solecostandexpensesuch licenses, permits, andapprovalsasmay be requiredby law for the performanceof the Services requiredby this Agreement.
1.4 Familiarity with Work. By executingthis Agreement, Contractorwarrantsthat it has carefully consideredhow the Work should be performed and fully understandsthe facilities, difficulties, andrestrictionsattendingperformanceof theWork underthis Agreement.
2. TIME FOR COMPLETION
The time for completionof the Servicesto be performedby Contractoris an essential conditionof this Agreement. Contractorshallprosecuteregularlyanddiligently thework of this Agreementaccordingto the agreedupon scheduleof performanceset forth in Exhibit “A.” NeitherPartyshallbeaccountablefor delaysin performancecausedby anyconditionbeyondthe reasonablecontrolandwithout thefault or negligenceof thenon-performingParty. Delaysshall not entitle Contractorto any additionalcompensationregardlessof the Partyresponsiblefor the delay.
3. COMPENSATION OF CONTRACTOR
3.1 Compensationof Contractor. Contractorshall becompensatedandreimbursed for theservicesrenderedunderthis Agreementin accordancewith thescheduleof feessetforth in Exhibit “A”. Thetotal amountof Compensationshallnotexceed $75,000.
3.2 Method of Payment. In any month in which Contractorwishes to receive payment, Contractorshallsubmitto City aninvoicefor Servicesrenderedprior to thedateof the invoice, no later than the first working day of such month, in the form approvedby City’s financedirector. Paymentsshall be basedon the scheduleof feessetforth in Exhibit “A” for authorizedservicesperformed. City shall pay Contractorfor all expensesstatedin the invoice thatareapprovedby City andconsistentwith this Agreement, within thirty (30) daysof receipt of Contractor’s invoice.
3.3 Changes. In the eventany changeor changesin the Servicesis requestedby City, Partiesshall executea written amendmentto this Agreement, specifying all proposed amendments, including, but not limited to, any additionalfees. An amendmentmay be entered into:
A. To providefor revisionsor modificationsto documents, work product, or Work, whenrequiredby theenactmentor revisionof anysubsequentlaw; or B. To provide for additionalservicesnot includedin this Agreementor not customarilyfurnishedin accordancewith generallyacceptedpracticein Contractor’s profession.
3.4 Appropriations. This Agreementis subjectto, andcontingentupon, fundsbeing appropriatedby the City Council of City for eachfiscal year. If suchappropriationsare not made, this Agreementshallautomaticallyterminatewithout penaltyto City.
DocuSign Envelope ID: 5BF733B1- 48F8- 49D6- 94E3- 0260F965289B Revised 12.21.23 Page 3 of 19
4. PERFORMANCE SCHEDULE
4.1 Time of Essence. Timeis of theessencein theperformanceof this Agreement.
4.2 Scheduleof Performance. All Servicesrenderedunderthis Agreementshall be performedunderthe agreeduponscheduleof performancesetforth in Exhibit “A.” Any time periodextensionmustbeapprovedin writing by theContractOfficer.
4.3 Force Majeure. Thetime for performanceof Servicesto be renderedunderthis Agreementmaybe extendedbecauseof any delaysdueto a ForceMajeureEvent, if Contractor notifies the ContractOfficer within ten (10) daysof the commencementof the ForceMajeure Event. A Force Majeure Event shall meanan event that materially affects the Contractor’s performanceand is one or more of the following: (1) Acts of God or other natural disasters occurring at the project site; (2) terrorism or other acts of a public enemy; (3) orders of governmentalauthorities (including, without limitation, unreasonableandunforeseeabledelayin theissuanceof permitsor approvalsby governmentalauthoritiesthatarerequiredfor theWork); and (4) pandemics, epidemicsor quarantinerestrictions. For purposesof this section, “ordersof governmentalauthorities,” includesordinances, emergencyproclamationsand orders, rules to protectthe public health, welfareand safety, and other actionsof the City in its capacityas a municipalauthority. After Contractornotification, theContractOfficer shallinvestigatethefacts andthe extentof any necessarydelay andextendthe time for performingthe Servicesfor the period of the enforceddelay when and if, in the ContractOfficer’s judgment, such delay is justified. TheContractOfficer’s determinationshall befinal andconclusiveuponthePartiesto this Agreement. TheContractorwill not receiveanadjustmentto thecontractpriceor anyother compensation. Notwithstandingthe foregoing, the City may still terminatethis Agreementin accordancewith theterminationprovisionsof thisAgreement.
4.4 Term. Unless earlier terminated in accordancewith Section 4.5 of this Agreement, this Agreementshall continuein full force and effect for a period of 25 months, commencingon June1, 2024, andendingon June30, 2026, unlessextendedby mutualwritten agreementof theParties.
4.5 Termination Prior to Expiration of Term. City mayterminatethis Agreement at any time, with or without cause, uponthirty (30) dayswritten noticeto Contractor. Where terminationis due to the fault of Contractorand constitutesan immediatedangerto health, safety, andgeneralwelfare, theperiodof noticeshallbesuchshortertime asmaybedetermined by the City. Upon receiptof the noticeof termination, Contractorshall immediatelyceaseall Servicesexceptsuchasmay bespecificallyapprovedby the ContractOfficer. Contractorshall beentitledto compensationfor all Servicesrenderedprior to receiptof thenoticeof termination andfor anyServicesauthorizedby theContractOfficer aftersuchnotice. City shallnotbeliable for any costsotherthanthe chargesor portionsthereofwhich arespecifiedherein. Contractor shallnot beentitledto paymentfor unperformedServicesandshallnot beentitledto damagesor compensationfor terminationof Work. If the terminationis for cause, the City shall havethe right to takewhateverstepsit deemsnecessaryto correctContractor's deficienciesandchargethe cost thereofto Contractor, who shall be liable for the full cost of the City's correctiveaction.
Contractormay not terminatethis Agreementexceptfor cause, upon thirty ( 30) dayswritten noticeto City.
DocuSign Envelope ID: 5BF733B1- 48F8- 49D6- 94E3- 0260F965289B Revised 12.21.23 Page 4 of 19
5. COORDINATION OF WORK
5.1 Representative of Contractor. The following principal of Contractor is designatedasbeingtheprincipalandrepresentativeof Contractorauthorizedto actandmakeall decisionsin its behalfwith respectto the specifiedServices: ThomasFarrell. It is expressly understoodthattheexperience, knowledge, education, capability, andreputationof theforegoing principal is a substantialinducementfor City to enter into this Agreement. Therefore, the foregoing principal shall be responsibleduring the term of this Agreementfor directing all activitiesof Contractoranddevotingsufficient time to personallysupervisethe Servicesunder this Agreement. The foregoing principal may not be changedby Contractorwithout prior writtenapprovalof theContractOfficer.
5.2 Contract Officer. The ContractOfficer shall be the City Manageror his/her designee ("ContractOfficer"). Contractorshall be responsiblefor keepingthe ContractOfficer fully informed of the progressof the performanceof the Services. Contractorshall refer any decisionsthat must be madeby City to the ContractOfficer. Unlessotherwisespecified, any approvalof City shallmeantheapprovalof theContractOfficer.
5.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge, education, capability, and reputationof Contractor, its principals and employees, were a substantialinducementfor City to enter into this Agreement. Contractorshall not contract with any other individual or entity to perform any Servicesrequired under this Agreementwithout the City's expresswritten approval. In addition, neitherthis Agreementnor anyinterestmaybeassignedor transferred, voluntarily or by operationof law, without theprior written approvalof City. Subcontracts, if any, shall containa provisionmakingthemsubjectto all provisions stipulated in this Agreementincluding without limitation the insuranceand indemnification requirements. If Contractor is permitted to subcontractany part of this Agreementby City, Contractorshall be responsibleto City for the acts and omissionsof its subcontractor(s) in thesamemannerasit is for personsdirectly employed. Nothingcontainedin this AgreementshallcreateanycontractualrelationshipsbetweenanysubcontractorandCity.
5.4 Independent Contractor. NeitherCity nor any of its employeesshall haveany controloverthemanner, mode, or meansby which Contractor, its agentsor employees, perform the Servicesrequired, except as otherwisespecified. Contractorshall perform all required Servicesas an independentcontractorof City and shall not be an employeeof City and shall remainat all timesasto City a wholly independentcontractorwith only suchobligationsasare consistentwith thatrole; however, City shallhavetheright to reviewContractor’s work product, result, andadvice. Contractorshallnotat anytime or in anymannerrepresentthatit or anyof its agentsor employeesareagentsor employeesof City. Contractorshall pay all wages, salaries, andotheramountsduepersonnelin connectionwith their performanceunderthis Agreementand as requiredby law. Contractorshall be responsiblefor all reportsand obligationsrespecting such personnel, including, but not limited to: social security taxes, income tax withholding, unemploymentinsurance, andworkers’ compensationinsurance. Contractorshall not haveany authorityto bind City in anymanner.
5.5 Personnel. Contractoragreesto assignthe following individualsto performthe servicesin this Agreement. Contractorshallnot altertheassignmentof thefollowing personnel DocuSign Envelope ID: 5BF733B1- 48F8- 49D6- 94E3- 0260F965289B Revised 12.21.23 Page 5 of 19
without theprior written approvalof theContractOfficer. Acting throughtheCity Manager, the City shall have the unrestrictedright to order the removal of any personnelassignedby Contractorby providingwrittennoticeto Contractor.
Name: Title:
ThomasFarrell Owner
5.6 California Labor CodeRequirements.
A. Contractoris awareof therequirementsof CaliforniaLaborCodeSections 1720 et seq. and 1770 et seq., which require the paymentof prevailing wage ratesand the performanceof other requirementson certain “public works” and “maintenance” projects PrevailingWageLaws”). If theServicesarebeingperformedaspartof anapplicable “public works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total compensationis $ 15,000 or more for maintenanceor $ 25,000 or more for construction, alteration, demolition, installation, or repair, Contractor agreesto fully comply with such Prevailing Wage Laws. Contractorshall defend, indemnify and hold the City, its officials, officers, employeesandagentsfreeandharmlessfrom anyclaims, liabilities, costs, penaltiesor interestarisingout of anyfailure or allegedfailure to complywith thePrevailingWageLaws. It shall be mandatoryupon the Contractorand all subcontractorsto comply with all California Labor Code provisions, which include but are not limited to prevailing wages (Labor Code Sections1771, 1774 and 1775), employmentof apprentices (Labor Code Section 1777.5), certified payroll records (Labor CodeSections1771.4 and 1776), hoursof labor (Labor Code Sections1813and1815) anddebarmentof contractorsandsubcontractors (Labor CodeSection 1777.1).
B. If theServicesarebeingperformedaspartof anapplicable “publicworks” or “maintenance” project andif the total compensationis $15,000 or morefor maintenanceor 25,000 or morefor construction, alteration, demolition, installation, or repair, thenpursuantto Labor CodeSections1725.5 and1771.1, the Contractorandall subcontractorsperformingsuch Servicesmust be registeredwith the Departmentof Industrial Relations. Contractorshall maintainregistrationfor the durationof the Projectandrequirethe sameof any subcontractors, asapplicable. This Agreementmay alsobe subjectto compliancemonitoringandenforcement by theDepartmentof IndustrialRelations. It shall beContractor’s soleresponsibilityto comply with all applicableregistrationandlaborcompliancerequirements.
6. INSURANCE
Contractorshall procureandmaintain, at its solecostandexpense, policiesof insurance assetforth in theattachedExhibit "B", incorporatedhereinby reference.
7. INDEMNIFICATION.
7.1 Indemnification. To the fullest extent permitted by law, Contractorshall defend (at Contractor’s sole costandexpense), indemnify, protect, andhold harmlessCity, its electedofficials, officers, employees, agents, and volunteers (collectively the “Indemnified Parties”), from andagainstany andall liabilities, actions, suits, claims, demands, losses, costs, DocuSign Envelope ID: 5BF733B1- 48F8- 49D6- 94E3- 0260F965289B Revised 12.21.23 Page 6 of 19
judgments, arbitrationawards, settlements, damages, demands, orders, penalties, and expenses including legal costs and attorneyfees (collectively “Claims”), including but not limited to Claims arising from injuries to or death of persons (Contractor’s employeesincluded), for damageto property, includingpropertyownedby City, for anyviolation of anyfederal, state, or local law or ordinanceor in any mannerarising out of, pertainingto, or incident to any acts, errors or omissions, or willful misconductcommittedby Contractor, its officers, employees, representatives, andagents, thatariseout of or relateto Contractor’s performanceof Servicesor this Agreement. ThisindemnificationclauseexcludesClaimsarisingfrom thesolenegligenceor willful misconductof the Indemnified Parties. Under no circumstancesshall the insurance requirementsand limits set forth in this Agreement be construed to limit Contractor’s indemnificationobligationor otherliability underthis Agreement. Contractor’s indemnification obligationshall survivethe expirationor earlierterminationof this Agreementuntil all actions againstthe IndemnifiedPartiesfor suchmattersindemnifiedarefully andfinally barredby the applicablestatuteof limitationsor, if anactionis timely filed, until suchactionis final.
7.2 DesignProfessionalServicesIndemnification and Reimbursement. If Contractor’s obligation to defend, indemnify, and/or hold harmlessarisesout of Contractor’s performanceasa “designprofessional” (asthattermis definedunderCivil Codesection2782.8), then, andonly to the extentrequiredby Civil Codesection2782.8, which is fully incorporated herein, Contractor’s indemnificationobligationshall be limited to the extentwhich the Claims ariseout of, pertainto, or relateto the negligence, recklessness, or willful misconductof the Contractorin theperformanceof theServicesor this Agreement, and, uponContractorobtaining a final adjudicationby a court of competentjurisdiction, Contractor’s liability for suchclaim, includingthecostto defend, shallnotexceedtheContractor’s proportionatepercentageof fault.
8. RECORDS AND REPORTS
8.1 Reports. Contractorshallperiodicallyprepareandsubmitto theContractOfficer reports concerningthe performanceof the Servicesrequired by this Agreement, or as the ContractOfficer shallrequire.
8.2 Records. Contractorshall keepcomplete, accurate, anddetailedaccountsof all time, costs, expenses, and expenditurespertainingin any way to this Agreement. Contractor shall keep such books and recordsas shall be necessaryto properly perform the Services requiredby this AgreementandenabletheContractOfficer to evaluatetheperformanceof such Services. The ContractOfficer shall havefull andfree accessto suchbooksandrecordsat all reasonabletimes, including the right to inspect, copy, audit, and makerecordsand transcripts from suchrecords.
8.3 Ownership of Documents. All drawings, specifications, reports, records, documents, and other materialspreparedby Contractorin the performanceof this Agreement shall be the propertyof City. Contractorshall deliver all above-referenceddocumentsto City uponrequestof theContractOfficer or upontheterminationof this Agreement. Contractorshall haveno claim for further employmentor additionalcompensationasa resultof the exerciseby City of its full rightsor ownershipof thedocumentsandmaterials. Contractormayretaincopies of suchdocumentsfor Contractor's own use. Contractorshall havean unrestrictedright to use theconceptsembodiedin suchdocuments.
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8.4 Release of Documents. All drawings, specifications, reports, records, documents, andothermaterialspreparedby Contractorin theperformanceof Servicesunderthis Agreementshall not be releasedpublicly without the prior written approvalof the Contract Officer.
8.5 Audit and Inspection of Records. After receiptof reasonablenoticeandduring the regularbusinesshoursof City, Contractorshall provideCity, or otheragentsof City, such accessto Contractor’s books, records, payroll documents, andfacilities asCity deemsnecessary to examine, copy, audit, andinspectall accountingbooks, records, work data, documents, and activities directly relatedto Contractor’s performanceunderthis Agreement. Contractorshall maintain such books, records, data, and documentsin accordancewith generally accepted accountingprinciplesandshall clearly identify andmakesuchitemsreadily accessibleto such partiesduring the term of this Agreementand for a period of three (3) yearsfrom the dateof final paymentby City hereunder.
9. ENFORCEMENT OF AGREEMENT
9.1 California Law. This Agreementshall be construedandinterpretedboth as to validity andto performanceof thepartiesin accordancewith thelawsof theStateof California.
Legal actions concerningany dispute, claim, or matter arising out of or in relation to this Agreementshall be instituted in the Superior Court of the County of Riverside, State of California, or anyotherappropriatecourtin suchcounty, andContractorcovenantsandagreesto submitto thepersonaljurisdictionof suchcourtin theeventof suchaction.
9.2 Interpretation. This Agreementshall be construedas a whole accordingto its fair languageandcommonmeaningto achievethe objectivesandpurposesof the Parties. The terms of this Agreementare contractualand the result of negotiationbetweenthe Parties.
Accordingly, anyrule of constructionof contracts (including, without limitation, CaliforniaCivil CodeSection1654) that ambiguitiesareto be construedagainstthe drafting party, shall not be employedin the interpretationof this Agreement. The captionheadingsof the varioussections andparagraphsof this Agreementarefor convenienceandidentificationpurposesonly andshall not bedeemedto limit, expand, or definethecontentsof therespectivesectionsor paragraphs.
9.3 Waiver. No delayor omissionin the exerciseof any right or remedyof a non- defaultingPartyon any defaultshall impair suchright or remedyor be construedas a waiver.
No consentor approvalof City shallbedeemedto waiveor renderunnecessaryCity’s consentto or approvalof anysubsequentactof Contractor. Any waiverby eitherPartyof anydefaultmust bein writing. No suchwaivershallbea waiverof anyotherdefaultconcerningthesameor any otherprovisionof this Agreement.
9.4 Rights and Remedies are Cumulative. Except with respectto rights and remediesexpresslydeclaredto be exclusivein this Agreement, the rights and remediesof the partiesarecumulative. The exerciseby eitherPartyof oneor moreof suchrights or remedies shall not precludethe exerciseby it, at the sameor different times, of any other rights or remediesfor thesamedefaultor anyotherdefaultby theotherParty.
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9.5 Legal Action. In additionto any otherrightsor remedies, eitherPartymay take legal action, in law or in equity, to cure, correct, or remedyany default, to recoverdamagesfor any default, to compelspecific performanceof this Agreement, to obtain injunctive relief, a declaratoryjudgment, or anyotherremedyconsistentwith thepurposesof this Agreement.
9.6 Attorney Fees. In the eventany disputebetweenthe Partieswith respectto this Agreementresultsin litigation or any non-judicial proceeding, the prevailing Party shall be entitled, in additionto suchother relief asmay be granted, to recoverfrom the non-prevailing Partyall reasonablecostsandexpenses. Theseincludebut arenot limited to reasonableattorney fees, expertcontractorfees, courtcostsandall fees, costs, andexpensesincurredin anyappealor in collectionof anyjudgmententeredin suchproceeding.
10. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
10.1 Non-Liability of City Officers and Employees. No officer or employeeof City shall be personallyliable to the Contractor, or any successor-in-interest, in the event of any default or breachby City or for any amountwhich may becomedue to the Contractoror its successor, or for breachof anyobligationof thetermsof this Agreement.
10.2 Conflict of Interest. Contractoracknowledgesthatno officer or employeeof the City has or shall have any direct or indirect financial interest in this Agreement, nor shall Contractorenterinto any agreementof any kind with any suchofficer or employeeduring the termof this Agreementandfor one (1) yearthereafter. ContractorwarrantsthatContractorhas not paid or given, andwill not payor give, anythird partyany moneyor otherconsiderationin exchangefor obtainingthis Agreement.
10.3 Covenant Against Discrimination. In connectionwith its performanceunder this Agreement, Contractor shall not discriminate against any employee or applicant for employmentbecauseof actual or perceivedrace, religion, color, sex, age, marital status, ancestry, national origin ( i.e., place of origin, immigration status, cultural or linguistic characteristics, or ethnicity), sexualorientation, genderidentity, genderexpression, physicalor mentaldisability, or medicalcondition (eacha “prohibitedbasis”). Contractorshall ensurethat applicantsareemployed, andthatemployeesaretreatedduringtheir employment, without regard to any prohibited basis. As a condition precedentto City’s lawful capacity to enter this Agreement, andin executingthis Agreement, Contractorcertifiesthat its actionsandomissions hereundershallnot incorporateanydiscriminationarisingfrom or relatedto anyprohibitedbasis in any Contractoractivity, including but not limited to the following: employment, upgrading, demotionor transfer; recruitmentor recruitmentadvertising; layoff or termination; ratesof pay or otherformsof compensation; andselectionfor training, includingapprenticeship; andfurther, that Contractoris in full compliancewith the provisions of Palm Springs Municipal Code Section 7.09.040, including without limitation the provision of benefits, relating to non- discriminationin city contracting.
11. MISCELLANEOUS PROVISIONS
11.1 Notice. Any notice, demand, request, consent, approval, or communicationthat either Party desires, or is requiredto give to the other Party or any other personshall be in DocuSign Envelope ID: 5BF733B1- 48F8- 49D6- 94E3- 0260F965289B Revised 12.21.23 Page 9 of 19
writing andeitherservedpersonallyor sentby pre-paid, first-classmail to the addresssetforth below. Noticeshall bedeemedcommunicatedseventy-two (72) hoursfrom thetime of mailing if mailedasprovidedin this Section. EitherPartymaychangeits addressby notifying theother Partyof thechangeof addressin writing.
To City: City of PalmSprings
Attention: City Manager/ City Clerk
3200E. TahquitzCanyonWay
PalmSprings, California92262
To Contractor: ThomasFarrell
POBox2836
PalmSprings, CA92262
11.2 Integrated Agreement. This Agreementconstitutesthe entire understanding betweenthePartiesandsupersedesandcancelsall prior negotiations, arrangements, agreements, representations, and understandings, if any, madeby or amongthe Partieswith respectto the subjectmatterin this Agreement.
11.3 Amendment. No amendmentsor othermodificationsof this Agreementshallbe bindingunlessthroughwrittenagreementsignedby all Parties.
11.4 Severability. Wheneverpossible, each provision of this Agreementshall be interpretedin sucha mannerasto beeffectiveandvalid underapplicablelaw. In theeventthat any one or more of the phrases, sentences, clauses, paragraphs, or sectionscontainedin this Agreementshall bedeclaredinvalid or unenforceableby valid judgmentor decreeof a courtof competentjurisdiction, suchinvalidity or unenforceabilityshall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sectionsof this Agreement, which shallbeinterpreted to carryout theintentof theParties.
11.5 Successorsin Interest. This Agreementshall be binding upon andinure to the benefitof theParties’ successorsandassignees.
11.6 Third Party Beneficiary. Except as may be expresslyprovided for in this Agreement, nothingcontainedin this Agreementis intendedto confer, nor shallthis Agreement be construedasconferring, any rights, including, without limitation, any rights asa third-party beneficiaryor otherwise, uponanyentity or personnota partyto this Agreement.
11.7 Recitals. The above-referencedRecitals are hereby incorporated into the Agreementasthoughfully setforth in this AgreementandeachPartyacknowledgesandagrees thatsuchPartyis bound, for purposesof this Agreement, by thesame.
11.8 Authority. The personsexecutingthis Agreementon behalf of the Parties warrantthattheyareduly authorizedto executethis Agreementon behalfof Partiesandthatby soexecutingthis AgreementthePartiesareformally boundto theprovisionsof this Agreement.
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11.9 Counterparts. This Agreementmay be signedin counterparts, eachof which shallconstituteanoriginal.
11.10 Compliance with Economic Sanctions in Responseto Russia's Actions in Ukraine. When funding for the servicesis provided, in whole or in part, by an agency controlled of the State of California, Consultant shall fully and adequatelycomply with California ExecutiveOrderN-6-22 (“RussianSanctionsProgram”). As partof this compliance process, Consultantshall also certify compliancewith the RussianSanctionsProgram by completingthe form locatedin Exhibit “C” (RussianSanctionsCertification), attachedhereto andincorporatedhereinby reference. Consultantshallalsorequireanysubconsultantsto comply with theRussianSanctionsProgramandcertify compliancepursuantto this Section.
SIGNATURES ON NEXT PAGE]
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SIGNATURE PAGE TO AGREEMENT BY AND BETWEEN THE CITY OF PALM
SPRINGSAND VALLEY MAIL DELIVERY
IN WITNESSWHEREOF, the Partieshaveexecutedthis Agreementasof the datesstated below.
CONTRACTOR:
By: _____________________________________ By: _________________________________________ Signature Signature (
2ndsignaturerequiredfor Corporations)
Date: Date:
CITY OFPALM SPRINGS:
APPROVED BY CITY COUNCIL:
Date: N/A Item No. N/A
APPROVED AS TO FORM: ATTEST:
By: ___________________________ By: _______________________________ City Attorney City Clerk
APPROVED:
By: _______________________________ Date:
City Manager – over $50,000
Deputy/AssistantCity Manager – upto $50,000
Director – up to $25,000
Manager – up to $5,000
DocuSign Envelope ID: 5BF733B1- 48F8- 49D6- 94E3- 0260F965289B 6/ 26/ 2024
Tom Farrell
6/ 27/ 2024
Revised 12.21.23 Page 12 of 19
EXHIBIT “A”
SCOPEOFSERVICES/WORK
Including,
Scheduleof Fees
And
Scheduleof Performance
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Scopeof Services:
Valley Mail Deliveryshallprovidemail andcourierservices. Theservicesincludeprocessingof theCity’s incomingandoutgoingmail with courierservicesnecessaryto conductroutineCity business.
Mail ProcessingServices: Valley Mail Delivery (“VMD”) shallprocessincomingandoutgoing mail, which includesbulk mail preparation, andsortinganddistributingmail at varioussites.
CourierServices: VMD shallserveasthecity’s courier, makingdeliveriesto variouscity sites, which includesthedeliveryof City CouncilandPlanningCommissionagendamaterials, andas neededrecordationservicesattheRiversideCountyClerk Recorder’s Office.
Itemizedservicesaredetailedin thepricingschedule.
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EXHIBIT “B”
INSURANCEPROVISIONS
Including
Verificationof Coverage,
Sufficiencyof Insurers,
ErrorsandOmissionsCoverage,
Minimum Scopeof Insurance,
DeductiblesandSelf-InsuredRetentions, and
Severabilityof Interests (Separationof Insureds)
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X
INSURANCE
1. Procurementand Maintenanceof Insurance. Contractorshall procureand maintainpublic liability and propertydamageinsuranceagainstall claims for injuries against personsor damagesto propertyresultingfrom Contractor’s performanceunderthis Agreement.
Contractorshall procureandmaintainall insuranceat its solecostandexpense, in a form and contentsatisfactoryto the City, andsubmitconcurrentlywith its executionof this Agreement.
Contractorshall also carry workers’ compensationinsurancein accordancewith California workers’ compensationlaws. Suchinsuranceshall be kept in full force andeffect during the term of this Agreement, including any extensions. Such insuranceshall not be cancelable without thirty (30) daysadvancewritten noticeto City of anyproposedcancellation. Certificates of insuranceevidencingthe foregoingand designatingthe City, its electedofficials, officers, employees, agents, andvolunteersasadditionalnamedinsuredsby original endorsementshallbe deliveredto andapprovedby City prior to commencementof services. The procuringof such insuranceandthe delivery of policies, certificates, andendorsementsevidencingthe sameshall not beconstruedasa limitation of Contractor’s obligationto indemnifyCity, its electedofficials, officers, agents, employees, andvolunteers.
2. Minimum Scopeof Insurance. The minimum amountof insurancerequired underthis Agreementshallbeasfollows:
1. Comprehensivegeneralliability andpersonalinjury with limits of at least one million dollars ($1,000,000.00) combinedsingle limit coverageper occurrenceand two million dollars ($2,000,000) generalaggregate;
2. Automobileliability insurancewith limits of at leastone million dollars 1,000,000.00) peroccurrence;
3. Professionalliability ( errors and omissions) insurancewith limits of at leastone million dollars ($1,000,000.00) per occurrenceand two million dollars ($2,000,000) annualaggregateis:
required
is notrequired;
4. Workers’ Compensationinsurancein the statutoryamountasrequiredby the Stateof California and Employer’s Liability Insurancewith limits of at leastone million dollars $1 million peroccurrence. If Contractorhasno employees, Contractorshallcompletethe City’s Requestfor Waiverof Workers’ CompensationInsuranceRequirementform.
3. Primary Insurance. For any claims related to this Agreement, Contractor’s insurancecoverageshall be primary with respectto the City andits respectiveelectedofficials, officers, employees, agents, andvolunteers. Any insuranceor self-insurancemaintainedby City andits respectiveelectedofficials, officers, employees, agents, andvolunteersshallbein excess of Contractor’s insuranceand shall not contributewith it. For Workers’ Compensationand Employer’s Liability Insuranceonly, the insurer shall waive all rights of subrogationand DocuSign Envelope ID: 5BF733B1- 48F8- 49D6- 94E3- 0260F965289B Revised 12.21.23 Page 17 of 19
contribution it may have againstCity, its electedofficials, officers, employees, agents, and volunteers.
4. Errors and OmissionsCoverage. If Errors & OmissionsInsuranceis required, and if Contractorprovidesclaims madeprofessionalliability insurance, Contractorshall also agreein writing either (1) to purchasetail insurancein theamountrequiredby this Agreementto cover claims madewithin three yearsof the completionof Contractor’s servicesunder this Agreement, or (2) to maintainprofessionalliability insurancecoveragewith the samecarrierin the amountrequiredby this Agreementfor at leastthreeyearsafter completionof Contractor’s servicesunderthis Agreement. Contractorshallalsobe requiredto provideevidenceto City of thepurchaseof therequiredtail insuranceor continuationof theprofessionalliability policy.
5. Sufficiency of Insurers. Insurancerequiredin this Agreementshall beprovided by authorizedinsurersin goodstandingwith theStateof California. Coverageshallbeprovided by insurersadmittedin the Stateof California with an A.M. Best’s Key Rating of B++, Class VII, or better, unlessotherwiseacceptableto theCity.
6. Verification of Coverage. ContractorshallfurnishCity with bothcertificatesof insuranceand endorsements, including additional insured endorsements, affecting all of the coveragesrequiredby this Agreement. Thecertificatesandendorsementsareto besignedby a personauthorizedby that insurerto bind coverageon its behalf. All proof of insuranceis to be receivedandapprovedby the City beforework commences. City reservesthe right to require Contractor’s insurersto providecomplete, certified copiesof all requiredinsurancepolicies at any time. Additional insured endorsementsare not requiredfor Errors and Omissionsand Workers’ Compensationpolicies.
Verification of Insurancecoveragemay be providedby: (1) an approvedGeneraland/or Auto Liability EndorsementFormfor theCity of PalmSpringsor (2) anacceptableCertificateof Liability InsuranceCoveragewith an approved Additional Insured Endorsementwith the following endorsementsstatedonthecertificate:
A. " TheCity of Palm Springs, its officials, employees, and agentsare namedas an additional insured…” (" as respectsCity of Palm SpringsContractNo.___" or "for any and all workperformedwith theCity" maybeincludedin this statement).
B. " This insuranceis primary and non-contributory over any insuranceor self- insurancetheCity mayhave..." ("asrespectsCity of PalmSpringsContractNo.___" or "for any andall workperformedwith theCity" maybeincludedin this statement).
C. " Shouldany of the above-describedpolicies be canceledbefore the expiration date thereof, the issuing companywill mail 30 days written notice to the Certificate Holder named." Languagesuchas, “endeavorto” mail and "but failure to mail suchnoticeshallimpose no obligation or liability of any kind upon the company, its agentsor representative" is not acceptableandmustbecrossedout.
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D. Both the Workers’ CompensationandEmployers' Liability policiesshall contain the insurer's waiver of subrogationin favor of City, its electedofficials, officers, employees, agents, andvolunteers.
In addition to the endorsementslisted above, the City of Palm Springsshall be namedthe certificateholderon thepolicies.
All certificatesof insuranceand endorsementsare to be receivedand approvedby the City before work commences. All certificatesof insurancemust be authorizedby a personwith authorityto bind coverage, whetherthatis theauthorizedagent/brokeror insuranceunderwriter.
Failureto obtaintherequireddocumentsprior to thecommencementof work shallnot waivethe Contractor’s obligationto providethem.
7. Deductibles and Self-Insured Retentions. Any deductiblesor self-insured retentionsmust be declaredto and approvedby the City prior to commencingany work or servicesunderthis Agreement. At the option of the City, either (1) the insurershall reduceor eliminatesuchdeductiblesor self-insuredretentionswith respectto theCity, its electedofficials, officers, employees, agents, andvolunteers; or (2) Contractorshallprocurea bondguaranteeing payment of losses and related investigations, claim administration, and defenseexpenses.
Certificatesof Insurancemustincludeevidenceof the amountof any deductibleor self-insured retentionunderthe policy. Contractorguaranteespaymentof all deductiblesand self-insured retentions.
8. Severability of Interests (Separation of Insureds). This insuranceapplies separatelyto eachinsuredagainstwhomclaim is madeor suit is broughtexceptwith respectto thelimits of theinsurer’s liability.
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EXHIBIT “C”
EXECUTIVEORDERN-6-22CERTIFICATION
Executive Order N-6-22 issuedby GovernorGavin Newsomon March 4, 2022, directs all agenciesand departmentsthat are subject to the Governor’s authority to ( a) terminateany contractswith anyindividualsor entitiesthataredeterminedto bea targetof economicsanctions againstRussiaandRussianentitiesandindividuals; and (b) refrain from enteringinto any new contractswith suchindividualsor entitieswhile theaforementionedsanctionsarein effect.
ExecutiveOrderN-6-22 alsorequiresthat any contractorthat: (1) currentlyhasa contractwith theCity of PalmSpringsfundedthroughgrantfundsprovidedby theStateof California; and/or 2) submitsa bid or proposalor otherwiseproposesto or enterinto or renewa contractwith the City of PalmSpringswith Stateof Californiagrantfunds, certify thatthepersonis not thetarget of anyeconomicsanctionsagainstRussiaandRussianentitiesandindividuals.
Thecontractorherebycertifies, SUBJECTTO PENALTY FORPERJURY, thata) thecontractor is not a targetof anyeconomicsanctionsagainstRussianandRussianentitiesandindividualsas discussedin ExecutiveOrder N-6-22 and b) the personsigning below is duly authorizedto legallybind theContractor. This certificationis madeunderthelawsof theStateof California.
Signature:
PrintedName:
Title:
Firm Name:
Date:
DocuSign Envelope ID: 5BF733B1- 48F8- 49D6- 94E3- 0260F965289B DocuSign Envelope ID: 5BF733B1- 48F8- 49D6- 94E3- 0260F965289B