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3 AGREEMENT WITH FRESH APPROACH
FOR COMMUNITY COMPOSTING SERVICES
FOR
COMMUNITY COMPOSTING PROGRAM
This Agreement, made and entered into this day of ____________________, by and between the CITY OF SAN MATEO, a municipal corporation existing under the laws of the State of California ("CITY"), and FRESH APPROACH, a 501c3 nonprofit organization ("CONTRACTOR"), whose address is 5060 Commercial Circle, Suite C, Concord, CA, 94520.
RECITALS:
A. CITY desires certain community composting services hereinafter described.
B. CITY desires to engage CONTRACTOR to provide these community composting services by reason of its qualifications and experience for performing such services and CONTRACTOR has offered to provide the required services on the terms and in the manner set forth herein.
NOW, THEREFORE, IT IS AGREED as follows:
SECTION 1 - SCOPE OF SERVICES
The scope of services to be performed by CONTRACTOR under this Agreement is as described in Exhibit A to this Agreement, which is attached and incorporated by reference.
SECTION 2 - DUTIES OF CONTRACTOR
CONTRACTOR shall be responsible for the professional quality, technical accuracy and coordination of all work furnished by CONTRACTOR under this Agreement. CONTRACTOR shall, without additional compensation, correct or revise any errors or deficiencies in its work.
CONTRACTOR represents that it is qualified to furnish the services described under this Agreement.
CONTRACTOR shall be responsible for employing or engaging all persons necessary to perform the services of CONTRACTOR.
CONTRACTOR and his subcontractors shall comply with State’s Prevailing Wage Laws.
CONTRACTOR agrees to comply with the City’s minimum wage ordinance as codified in Municipal Code Chapter 5.92, which differs from the state minimum wage and includes a Consumer Price Index escalator.
CONTRACTOR or subcontractor shall not be qualified to bid on, be listed in a bid proposal, or engage in the performance of any contract for public work unless currently registered and qualified to Contract for Services with SB854 Page 2 of 14
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3 perform public work pursuant to Section 1725.5 of the Labor Code. For the work performed for the City, the CONTRACTOR and his subcontractors shall pay the workers at the prevailing wage rate as determined by the California Department of Industrial Relations, for this locality. This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
SECTION 3 - DUTIES OF CITY
CITY shall provide pertinent information regarding its requirements for the project.
CITY shall examine documents submitted by CONTRACTOR and shall render decisions pertaining thereto promptly, to avoid unreasonable delay in the progress of CONTRACTOR's work.
SECTION 4 - TERM
The services to be performed under this Agreement shall commence on July 1, 2025 and be completed on June 30, 2028.
SECTION 5 - PAYMENT
Payment shall be made by CITY only for services rendered and upon submission of a payment request upon completion and CITY approval of the work performed. In consideration for the full performance of the services set forth in Exhibit A, CITY agrees to pay CONTRACTOR an amount not to exceed $225,000, a fee pursuant to rates stated in Exhibit B, attached and incorporated by reference.
SECTION 6 – TERMINATION
Without limitation to such rights or remedies as CITY shall otherwise have by law, CITY shall have the right to terminate this Agreement or suspend work on the Project for any reason, upon ten (10) days' written notice to CONTRACTOR. CONTRACTOR agrees to cease all work under this Agreement upon receipt of said written notice.
SECTION 7 - OWNERSHIP OF DOCUMENTS
All documents prepared by CONTRACTOR in the performance of this Agreement are and shall be the property of CITY, whether the project for which they are made is executed or not.
SECTION 8 - CONFIDENTIALITY
All reports and documents prepared by CONTRACTOR in connection with the performance of this Agreement are confidential until released by CITY to the public. CONTRACTOR shall not make any such documents or information available to any individual or organization not employed by CONTRACTOR or CITY without the written consent of CITY before any such release.
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3 SECTION 9 - INTEREST OF CONTRACTOR
CONTRACTOR covenants that it presently has no interest, and shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the services under this Agreement.
SECTION 10 - CONTRACTOR'S STATUS
It is expressly agreed that in the performance of the services required under this Agreement, CONTRACTOR shall at all times be considered an independent contractor as defined in Labor Code Section 3353, under control of the CITY as to the result of the work but not the means by which the result is accomplished. Nothing herein shall be construed to make CONTRACTOR an agent or employee of CITY while providing services under this Agreement.
SECTION 11 - INDEMNITY
CONTRACTOR agrees to hold harmless and indemnify CITY, its elected and appointed officials, employees, and agents from and against any and all claims, loss, liability, damage, and expense arising out of CONTRACTOR’s performance of this Agreement, except for those claims arising out of CITY’s sole negligence or willful misconduct. CONTRACTOR agrees to defend City, its elected and appointed officials, employees, and agents against any such claims. The CONTRACTOR’S duty to indemnify shall survive expiration or early termination of this Agreement.
SECTION 12 - INSURANCE
Contractor shall procure and maintain for the duration of the contract the insurance specified in Exhibit C to this Agreement.
SECTION 13 - NONASSIGNABILITY
Both parties hereto recognize that this Agreement is for the personal services of CONTRACTOR and cannot be transferred, assigned, or subcontracted by CONTRACTOR without the prior written consent of CITY.
SECTION 14 - RELIANCE UPON SKILL OF CONTRACTOR
It is mutually understood and agreed by and between the parties hereto that CONTRACTOR is skilled in the performance of the work agreed to be done under this Agreement and that CITY relies upon the skill of CONTRACTOR to do and perform the work in the most skillful manner, and CONTRACTOR agrees to thus perform the work. The acceptance of CONTRACTOR's work by CITY does not operate as a release of CONTRACTOR from said obligation.
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The waiver by either party of any breach or violation of any term, covenant, or condition of this Agreement or of any provisions of any ordinance or law shall not be deemed to be a waiver of such term, covenant, condition, ordinance or law or of any subsequent breach or violation of the same or of any other term, condition, ordinance, or law. The subsequent acceptance by either party of any fee or other money which may become due hereunder shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, covenant, or condition of this Agreement or of any applicable law or ordinance.
SECTION 16 - COSTS AND ATTORNEY FEES
Attorney fees in total amount not exceeding $5000, shall be recoverable as costs (by the filing of a cost bill) by the prevailing party in any action or actions to enforce the provisions of this Agreement. The above $5000 limit is the total of attorney fees recoverable whether in the trial court, appellate court, or otherwise, and regardless of the number of attorneys, trials, appeals, or actions. It is the intent of this provision that neither party shall have to pay the other more than $5000 for attorney fees arising out of an action, or actions to enforce the provisions of this Agreement.
SECTION 17 - NON-DISCRIMINATION
CONTRACTOR warrants that it is an Equal Opportunity Employer and shall comply with applicable regulations governing equal employment opportunity. Neither CONTRACTOR nor any of its subcontractors shall discriminate in the employment of any person because of race, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, or age, unless based upon a bona fide occupational qualification pursuant to the California Fair Employment and Housing Act.
SECTION 18 - MEDIATION
Should any dispute arise out of this Agreement, any party may request that it be submitted to mediation. The parties shall meet in mediation within 30 days of a request. The mediator shall be agreed to by the mediating parties; in the absence of an agreement, the parties shall each submit one name from mediators listed by either the American Arbitration Association, the State Mediation and Conciliation Service, or other agreed-upon service. The mediator shall be selected by a blind draw.
The cost of mediation shall be borne equally by the parties. Neither party shall be deemed the prevailing party. No party shall be permitted to file a legal action without first meeting in mediation and making a good faith attempt to reach a mediated settlement. The mediation process, once commenced by a meeting with the mediator, shall last until agreement is reached by the parties but not more than 60 days, unless the maximum time is extended by the parties.
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3 SECTION 19 - LITIGATION
CONTRACTOR shall testify at CITY's request if litigation is brought against CITY in connection with CONTRACTOR's services under this Agreement. Unless the action is brought by CONTRACTOR, or is based upon CONTRACTOR's wrongdoing, CITY shall compensate CONTRACTOR for preparation for testimony, testimony, and travel at CONTRACTOR's standard hourly rates at the time of actual testimony.
SECTION 20 - NOTICES
All notices hereunder shall be given in writing and mailed, postage prepaid, addressed as follows:
To CITY: Jack Johnson
City of San Mateo
330 W. 20th St.
San Mateo, CA 94403
To CONTRACTOR: Fresh Approach
Attn: Laura de Tar
5060 Commercial Circle, Suite C
Concord, CA 94520
SECTION 21 - AGREEMENT CONTAINS ALL
UNDERSTANDINGS; AMENDMENT
This document represents the entire and integrated agreement between CITY and CONTRACTOR and supersedes all prior negotiations, representations, and agreements, either written or oral.
This document may be amended only by written instrument, signed by both CITY and CONTRACTOR.
SECTION 22 - GOVERNING LAW AND VENUE
This Agreement shall be governed by the laws of the State of California and, in the event of litigation, venue will be in the County of San Mateo.
[SIGNATURE PAGE FOLLOWS]
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3 IN WITNESS WHEREOF, CITY OF SAN MATEO and FRESH APPROACH have executed this Agreement the day and year first above written.
CITY OF SAN MATEO CONTRACTOR
Alex Khojikian
City Manager
Date Laura de Tar
Its Authorized Agent
Executive Director
If a Corporation, can be either
1) President or 2) Vice
President plus an additional
corporate officer (i.e.,
Secretary, Treasurer) who shall
sign below.
Date
APPROVED AS TO FORM ADDITIONAL CORPORATE
OFFICER
(if necessary per the above)
Linh P. Nguyen
Assistant City Attorney
Date Date
Attachments:
Exhibit A: Scope of Services
Exhibit B: Payment Rates
Exhibit C: Insurance Requirements
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3 EXHIBIT A
SCOPE OF SERVICES
Community Compost Infrastructure and Community Engagement in San Mateo Project Overview:
This three-year project aims to strengthen composting infrastructure, expand food scrap collection hubs, and engage the San Mateo community in collaborative composting efforts. Key objectives include increasing compost production, building strategic partnerships, and providing education on composting techniques to reduce food waste. These efforts will support the City of San Mateo in meeting SB 1383 mandates for education, outreach, and procurement.
Year 1: Enhancing Collective Compost Infrastructure and Community Engagement
1.Enhance Community Compost Infrastructure at Phoenix Garden ○Improve equipment and infrastructure to increase processing capacity for food scraps, ensuring high-quality compost production.
2.Bi-weekly Food Scrap Collections at College of San Mateo Farmers’ Market and Establish a site for community compost education events
○Conduct bi-weekly food scrap collections through Fresh Approach’s partnership with the Pacific Coast Farmers’ Market Association (PCFMA) to divert food waste from landfills and composting education events at the market.
○Ensure proper storage, transportation, and incorporation into the composting piles at Phoenix Garden.
3.Develop Partnership with College of San Mateo
○Collaborate with College staff to expand food scrap collections beyond the Farmers’ Market.
○Explore opportunities for additional collection sites on campus, enhancing students and community engagement.
4.Community Education and Engagement
○Host at least three composting workshops at Phoenix Garden to educate residents on composting best practices.
○Facilitate volunteer hours to support composting activities, fostering hands-on learning and community involvement.
○Build relationships with community gardeners to assess interest in establishing a new compost hub.
Metrics for Year 1:
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3 ●People Reached: Track attendees at workshops, compost hubs, and volunteer events. ●Events: Document bi-weekly collections, workshops, and volunteer days. ●Compost Production: Measure finished compost produced in cubic yards.
Year 2: Expanding Composting Network and Piloting New Hubs
1.Continue Year 1 Activities
○Maintain and improve composting infrastructure at Phoenix Garden and conduct bi- weekly food scrap collections at the College of San Mateo Farmers’ Market. ○Maintain the pilot program and continue engagement at the College of San Mateo.
2.Engage City of San Mateo Community Gardeners
○Collaborate with gardeners from the two community gardens located at the City of San Mateo public parks to assess interest and capacity for hosting compost hubs. ○Determine the best approach for integrating food scrap collection, pile maintenance, and volunteer activities.
3.Design and Pilot Compost Hub Activities
○Develop pilot programs for compost hubs at the two additional community garden sites in San Mateo.
○Host at least three composting workshops to educate residents on composting best practices at Phoenix Garden.
○Test collection, maintenance, and volunteer engagement strategies to ensure scalability and sustainability.
Metrics for Year 2:
●People Reached: Document participants in hub activities, workshops, and volunteer events. ●Events: Track outreach, collections, workshops, and pilot programs at new hubs. ●Compost Production: Measure compost produced at Phoenix Garden and new sites.
Year 3: Refining and Sustaining Composting Efforts
1.Continue Year 1 and Year 2 Activities
○Sustain composting efforts and food scrap collection at Phoenix Garden and the College of San Mateo Farmers’ Market.
○Maintain pilot programs and continue engagement at the College of San Mateo and at the two new community garden sites.
2.Adapt and Refine Composting Models
○Evaluate pilot program outcomes and incorporate feedback from gardeners and volunteers.
○Develop a sustainable model for ongoing composting at all community hub sites, ensuring long-term community impact.
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●People Reached: Report on community engagement through all hubs and educational activities.
●Events: Record workshops, volunteer events, and ongoing collection activities. ●Compost Production: Track and compare compost output across all sites in cubic yards.
Reporting and Invoicing:
Metrics will be reported quarterly in alignment with invoicing. Reports will include:
●Number of participants reached per activity (workshops, outreach, volunteer events). ●Number of events conducted (collection days, workshops, pilot programs). ●Quantity of finished compost produced (measured in cubic yards).
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3 EXHIBIT B
PAYMENT RATES
Hourly Rate Schedule. Beginning July 1, 2025, the hourly billing rates may increase every year with prior written approval from the City, on the first of July, if the organization is formally changing its billing rates.
Please submit fully loaded billing rates.
Staff Title Staff Hourly Rate(s)
Annual Rate Increase (if
any)
Fresh Approach Community Garden
Program Manager
52.64 4.00
Fresh Approach Community Garden
Program Specialist (Currently held by
Anthony Otonari, a Sunnyvale resident.)
44.21 4.00
Community Ambassador (To be recruited
for this project, with preference given to
City of San Mateo residents.)
25.85 4.00
Project Cost by Task/Service/Milestone
Project Cost by Task/Service/Milestone Year 1
Hours Per Task Price Per Task
Task 1: Enhance compost infrastructure
at Phoenix Garden. Costs for materials
($2215) are included in this task.
Estimated Hours: 320 (Program
Manager: 160, Program Specialist:
160)
$17,710
Task 2: Bi-weekly food scrap collections
at College of San Mateo (CSM) FM
Estimated Hours: 668 (Program
Specialist: 384; Community
Ambassador 284)
$24,317
Task 3: Build partnership with College of
San Mateo for increased collection
efforts
Estimated Hours: 65 (Program
Manager: 95)
$3,421
Task 4: Conduct 3 workshops at Phoenix
Garden on composting
Estimated Hours: 32 (Program
Manager: 8, Program Specialist:
24)
$1,850
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composting
Estimated Hours: 640 (Program
Specialist: 320; Community
Ambassador: 320)
$22,418
Task 6: Engage San Mateo Community
Gardeners through targeted outreach
and at least 2 small-scale engagement
events.
Estimated Hours: 65 (Program
Manager: 15, Program Specialist:
50)
$1,948
Task 7: Reporting, evaluation, and
metrics tracking
Estimated Hours: 80 (Program
Manager: 20, Program Specialist:
60)
$3,705
TOTAL COST OF PROJECT FY1 $75,000
Project Cost by Task/Service/Milestone Year 2
Hours Per Task Price Per Task
Task 1: Continue Year 1 activities
(infrastructure, collection, and pilot
implementation at the College of San
Mateo). Costs for materials ($1875) are
included in this task.
Estimated Hours: 800 (Program
Manager: 100, Program Specialist:
500, Community Ambassador 200)
$35,712
Task 2: Engage San Mateo Community
Gardeners (including organizing and
hosting 4 Community Forums)
Estimated Hours: 112 (Program
Manager: 56, Program Specialist:
56)
$5,640
Task 3: Design/pilot compost hubs at 2
new garden sites
Estimated Hours: 95 (Program
Manager: 100)
$5,200
Task 4: Conduct workshops and
volunteer engagement
Estimated Hours: 650 (Program
Manager: 50, Program Specialist:
300, Community Ambassador:
300)
$24,595
Task 5: Reporting, evaluation, and
metrics tracking
Estimated Hours: 80 (Program
Manager: 20, Program Specialist:
60)
$3,853
TOTAL COST OF PROJECT FY2 $75,000
Project Cost by Task/Service/Milestone Year 3
Hours Per Task Price Per Task
Task 1: Sustain Year 1 and 2 activities at
all sites. Costs for materials ($1875) are
included in this task.
Estimated Hours: 800 (Program
Manager: 100, Program Specialist:
500, Community Ambassador 200)
$37,633
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compost hub sites
Estimated Hours: 400 (Program
Specialist: 200; Community
Ambassador 200)
$5,592
Task 3: Adapt and refine composting
models
Estimated Hours: 40 (Program
Manager: 100)
$2,190
Task 4: Conduct workshops and
volunteer events
Estimated Hours: 650 (Program
Manager: 50, Program Specialist:
300, Community Ambassador:
300)
$25,578
Task 5: Reporting, evaluation, and
sustainable planning
Estimated Hours: 80 (Program
Manager: 20, Program Specialist:
60)
$4,007
TOTAL COST OF PROJECT FY3 $75,000
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3 EXHIBIT C
INSURANCE REQUIREMENTS
MINIMUM SCOPE OF INSURANCE
Coverage shall be at least as broad as:
1.Commercial General Liability (CGL): Insurance Services Office (ISO) Form CG 00 01 12 07 covering CGL on an “occurrence” basis, including products-completed operations, personal & advertising injury, with limits no less than $2,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit.
2.Automobile Liability: ISO Form Number CA 00 01 covering any auto (Code 1), or if Contractor has no owned autos, hired, (Code 8) and non-owned autos (Code 9), with limit no less than $1,000,000 per accident for bodily injury and property damage.
3.Workers’ Compensation: as required by the State of California, with Statutory Limits, and Employer’s Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease.
If the contractor maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for the higher limits maintained by the contractor.
Other Insurance Provisions
The insurance policies are to contain, or be endorsed to contain, the following provisions:
Additional Insured Status
The City, its elected and appointed officials, employees, and agents are to be covered as insureds on the auto policy for liability arising out of automobiles owned, leased, hired or borrowed by or on behalf of the Contractor; and on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as ISO Form CG 20 10, 11 85 or both CG 20 10 and CG 20 37 forms if later revisions used).
Primary Coverage
For any claims related to this contract, the Contractor’s insurance coverage shall be primary insurance as respects the City, its elected and appointed officials, employees, and agents. Any insurance or self- insurance maintained by the City, its elected and appointed officials, employees, or agents shall be excess of the Contractor’s insurance and shall not contribute with it.
Notice of Cancellation
Each insurance policy required above shall provide that coverage shall not be canceled, except after thirty (30) days’ prior written notice (10 days for non-payment) has been given to the City.
Waiver of Subrogation
Contractor hereby grants to City a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but this provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer.
Deductibles and Self-Insured Retentions
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3 Any deductibles or self-insured retentions must be declared to and approved by the City. The City may require the Contractor to purchase coverage with a lower deductible or retention or provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention.
Acceptability of Insurers
Insurance is to be placed with insurers with a current A.M. Best’s rating of no less than A:VII, unless otherwise acceptable to the City.
Verification of Coverage
Contractor shall furnish the City with original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause. All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time.