CONSULTANTAGREEMENTBEWTEENINTERPRETERSUNLIMITED, INC. AND
THE CITY OF SANTAANAFORTRANSLATIONAND
INTERPRETATIONSERVICES
stTHISAGREEMENTismadeandenteredintoonthis1day of October,2024,by andbetween InterpretersUnlimited, Inc., a California corporationConsultantity of Santa Ana, a chartercityandmunicipalcorporationorganizedandexistingundertheConstitutionandlawsof theStateof California
RECITALS
A. OnFebruary22- 022Aseeking
to retainaconsultanthavingspecialskill andknowledgein thefield oftranslationand interpretation FinanceandManagementServicesDepartment.
B. Consultantsubmitteda responsiveproposalthatwasselectedby theCity. Consultant representsthatit is ableandwilling to providesuchservicesdescribedin theScopeof WorkthatwasincludedinRFPNo. 24-022A.
C. In undertakingtheperformanceof this Agreement, Consultantrepresentsthatit is knowledgeablein its field andthatanyservicesperformedby Consultantunderthis Agreementwill beperformedin compliancewith suchstandardsasmayreasonablybe expectedfromaprofessionalconsultingfirm in thefield.
NOWTHEREFORE, in considerationof themutualandrespectivepromises, andsubjectto the termsandconditionshereinaftersetforth, thepartiesagreeasfollows:
1. SCOPEOF SERVICES
Consultantshallperformduringthetermof thisAgreement, thetasksandobligations includingall labor, materials, tools, equipment, andincidentalcustomarywork requiredto fully andadequatelycompletetheservicesdescribedintheScopeof Services,attachedheretoand incorporatedhereinbyreferenceasExhibitA, andasfurtherdescribedin , attachedheretoandincorporatedhereinbyreferenceasExhibit B.
2. COMPENSATION
a. City neitherwarrantsnor guaranteesanyminimumor maximumcompensationto ConsultantunderthisAgreement. Consultantshallbepaidonlyfor actualservices performedunderthisAgreementat theratesandchargesidentifiedin FeeProposal,attachedheretoandincorporatedhereinbythisreferenceasExhibit C.
Consultantisoneof four(4) separateconsultantsselectedto provideservicesonanon- callbasisunderRFP24-022A. Thetotal compensationfor servicesprovidedbyall consultantsselectedunderRFP24-022Ashallnotexceedthesharedaggregateamount of $1,290,000.00duringthetermof thisAgreement, includinganyextensionperiods, assetforthin Section3, below.
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b. PaymentbyCityshallbemadewithinforty-five (45)daysfollowingreceiptof proper invoiceevidencingworkperformed, subjectto Cityaccountingprocedures.City and ConsultantagreethatallpaymentsdueandowingunderthisAgreementshallbemade throughAutomatedClearingHouse (ACH) transfers. Consultantagreesto executethe documentation. Uponverificationof thedataprovided, theCitywill beauthorizedto depositpaymentsdirectly into account(s) with financialinstitutions.
Paymentneednotbemadefor workwhichfailsto meetthestandardsof performance setforthintheRecitalswhichmayreasonablybeexpectedbyCity.
3. TERM
ThisAgreementshallcommenceonOctober1, 2024andterminateonSeptember30,2027, withtheoptionfortheCityto grantuptotwo (2), one(1)yearextensions,exercisablebya writing bytheCityManagerandtheCityAttorney, unlessterminatedearlierin accordancewith Section 15, below.
4. INDEPENDENTCONTRACTOR
Consultantshall, during the entire term of this Agreement, be construedto be an independentcontractorandnotanemployeeof theCity. ThisAgreementisnotintendednorshall it beconstruedto createanemployer-employeerelationship, ajoint venturerelationship, or to allowtheCityto exercisediscretionor controlovertheprofessionalmannerin whichConsultant performstheserviceswhicharethesubjectmatterof thisAgreement; however, theservicesto be providedbyConsultantshallbeprovidedin amannerconsistentwith allapplicablestandardsand regulationsgoverningsuchservices. Consultantshallpayallsalariesandwages, employer'ssocial securitytaxes, unemploymentinsuranceandsimilartaxesrelatingto employeesandshallbe responsiblefor all applicablewithholdingtaxes.
5. OWNERSHIPOF MATERIALS
ThisAgreementcreatesa non-exclusiveandperpetuallicensefor City to copy, use, modify, reuse, or sublicenseanyandall copyrights, designs, andotherintellectualproperty embodiedin plans, specifications, studies, drawings, estimates, andotherdocumentsor worksof authorshipfixedin anytangiblemediumof expression, includingbut not limitedto, physical drawingsor datamagneticallyor otherwiserecordedoncomputerdiskettes, whicharepreparedor causedto bepreparedbyConsultantunder thisConsultant
shallrequireall subcontractorsto agreein writing that City is granteda non-exclusiveand perpetuallicensefor anyDocuments & DatathesubcontractorpreparesunderthisAgreement.
ConsultantrepresentsandwarrantsthatConsultanthasthe legalright to licenseanyandall Documents & Data. Consultantmakesno suchrepresentationandwarrantyin regardto Documents & Datawhichwereprovidedto ConsultantbytheCity. City shallnot belimitedin anywayinits useof theDocumentsandDataatanytime, providedthatanysuchusenotwithin Page2of 9
6. INSURANCE
Priorto undertakingperformanceof workunderthisAgreement, Consultantshallmaintain andshallrequireanysubcontractorsto obtainandmaintaininsuranceasdescribedbelowfor the entireTermof thisAgreementagainstclaimsfor injuriesto personsor damageto propertywhich mayarisefromor in connectionwithservices, productsandmaterialssuppliedto City. Totalcost of suchinsuranceshallbebornebyConsultant.
Minimum ScopeandLimit of Insurance.
CommercialGeneralLiability ( CGL): InsuranceServicesOffice Form CG 00 oductsandcompleted
operations, propertydamage, bodilyinjuryandpersonal & advertisinginjurywith limits no lessthan $1,000,000peroccurrenceand $2,000,000aggregate. Required policylimitscanbemetwithprimaryandumbrella/excessinsurancepolicies.
AutomobileLiability: InsuranceServicesOfficeFormCA 00 01coveringCode1 anyauto), with limitsnolessthan $1,000,000combinedsinglelimits. In theevent Consultantdoesnot maintaincommercialautomobileliability insurance, City will acceptevidenceof personalautomobileinsurance.
asrequiredbytheStateof California, withStatutoryLimits, 1,000,000peraccident,
policyor employee, for bodilyinjuryor disease. Coverageisnotrequiredif Consultant hasnoemployeesandsignsrequestto waivesuchinsurance.
ProfessionalLiability Insurance:withlimitsnolessthan $1,000,000peroccurrence or claim, and $2,000,000aggregate.
If Consultantmaintainsbroadercoverageand/or higherlimits thantheminimum requirementsfor eachlineof coverageshownabove, Cityrequiresandshallbeentitled to the broadercoverageand/or the higherlimits maintainedby Consultant. Any availableinsuranceproceedsin excessof thespecifiedminimumlimitsof insurance andcoverageshallbeavailableto City.
OtherInsuranceProvisions.Theaboverequiredinsurancepoliciesareto containor be endorsedto containthefollowingprovisions:
City, its CityCouncil, its officers, officials, employees, agents, andvolunteersareto AutomobileLiability policies, with respectto anyliability arisingout of work or operationsperformedby or on behalfof theInstructorincludingmaterials, parts, equipment, andpersonnelfurnishedin connectionwithsuchworkor operations.
City, its City Council, itsofficers, officials, employees, agents, andvolunteersfor lossespaidunderthe termsof anypolicy which arisefrom work performedby ConsultantunderthisAgreement.
primaryandanyinsurancemaintainedbyCity, its City Council, its officers, officials, employees, agents, or volunteersshallnotcontributewithit.
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A severabilityof interestprovisionmustapplyfor alltheadditionalinsureds, ensuring insuranceshallapplyseparatelyto eachinsuredagainstwhomaclaim Insurancepoliciesrequiredhereinshallprovidethatcoverageshallnotbecanceled, suspended, voided, reducedin coverageor in limits, non-renewedby thecarrier, or materiallychangedexceptafterthirty (30) dayspriorwrittennoticehasbeengivento City. Ten (10) dayspriorwrittennoticeshallbeprovidedto Cityfor policycancellation or non-renewaldueto non-paymentof premium.
CertificateHolderoneachEvidenceof Insurancecertificateshallbe: City of Santa Ana, Attention: (Nameof DepartmentStaffResponsiblefor Agreement), 20 Civic CenterPlazaM- Mail Box), SantaAna, CA
92701. Thenameandlocationof projectmustbeincludedin theDescriptionof Operationssectionof eachcertificate.
Self-InsuredRetentions. Self-insuredretentionsmustbedeclaredto andapprovedbythe City. TheCitymayrequiretheConsultantto purchasecoveragewithalowerretentionor provide proofof abilityto paylossesandrelatedinvestigations, claimadministration, anddefenseexpenses withintheretention.
Acceptabilityof Insurers. Insuranceisto beplacedwithinsurersauthorizedto conduct businessin theStateof Californiawith acurrentA.M. Bestratingof nolessthanA:VII, unless otherwiseacceptableto City.
Verification of Coverage. ConsultantshallfurnishCity with originalCertificatesof Insuranceincludingall requiredamendatoryendorsements (or copiesof theapplicablepolicy languageeffectingcoveragerequiredby this clause) anda copy of the Declarationsand EndorsementPageof the CGL policy listing all policy endorsementsbeforework begins.
However, failureto obtaintherequireddocumentsprior to thework beginningshallnotwaive copiesof allrequiredinsurancepolicies, includingendorsementsrequiredbythesespecifications, at anytime.
SpecialRisksor Circumstances. City reservestherightto modifytheserequirements, includinglimits, basedonthenatureof therisk, priorexperience, insurer, coverage, or otherspecial circumstances.
7. INDEMNIFICATION
Consultantagreestodefend, andshallindemnifyandholdharmlesstheCity, its officers, agents, employees, contractors, specialcounsel, andrepresentativesfromliability: (1) for personal injury, damages, justcompensation, restitution, judicialor equitablereliefarisingoutof claimsfor personalinjury, includingdeath, andclaimsfor propertydamage, whichmayarisefrom the negligentoperationsof theConsultant, its subcontractors, agents, employees, or otherpersons actingonitsbehalfwhichrelatesto theservicesdescribedin section1 of thisAgreement; and (2) fromanyclaimthatpersonalinjury, damages, justcompensation, restitution, judicialor equitable reliefisduebyreasonof thetermsof or effectsarisingfromthisAgreement. Thisindemnityand Page4of 9
holdharmlessagreementappliesto allclaimsfor damages, justcompensation, restitution, judicial or equitablereliefsuffered, or allegedto havebeensuffered, byreasonof theeventsreferredto in thisSectionor byreasonof thetermsof, or effects, arisingfromthisAgreement. TheConsultant furtheragreesto indemnify, holdharmless, andpayallcostsfor thedefenseof theCity, including feesandcostsfor specialcounselto beselectedbytheCity, regardinganyactionbyathirdparty challengingthevalidity of this Agreement, or assertingthat personalinjury, damages, just compensation, restitution, judicialor equitablereliefdueto personalor propertyrightsarisesby reasonof thetermsof, or effectsarisingfrom thisAgreement. City maymakeall reasonable decisionswithrespectto itsrepresentationinanylegalproceeding. Notwithstandingtheforegoing, to theextentConsultantservicesaresubjectto Civil CodeSection2782.8, theaboveindemnity shallbelimited, to theextentrequiredbyCivil CodeSection2782.8, to claimsthatariseoutof, pertainto, or relateto thenegligence, recklessness, or willfulmisconductof theConsultant.
8. INTELLECTUAL PROPERTYINDEMNIFICATION
ConsultantshalldefendandindemnifytheCity, its officers, agents, representatives, and letterspatent, trademark, orcopyrightinfringement, includingcosts, containedinthework product or documentsprovidedbyConsultanttotheCity pursuantto thisAgreement.
9. RECORDS
Consultantshallkeeprecordsandinvoicesin connectionwith thework to beperformed underthisAgreement. Consultantshallmaintaincompleteandaccuraterecordswith respectto thecostsincurredunderthisAgreementandanyservices, expenditures, anddisbursements chargedto theCityfor aminimumperiodof three (3) years, or for anylongerperiodrequiredby law, fromthedateof finalpaymentto ConsultantunderthisAgreement. All suchrecordsand invoicesshallbeclearlyidentifiable. Consultantshallallowa representativeof the City to examine, audit, andmaketranscriptsor copiesof suchrecordsandanyotherdocumentscreated pursuantto thisAgreementduringregularbusinesshours. Consultantshallallowinspectionof all work, data, documents, proceedings, andactivitiesrelatedto thisAgreementfor aperiodof three 3) yearsfromthedateof finalpaymenttoConsultantunderthisAgreement.
10. CONFIDENTIALITY
If Consultantreceivesfromthe City information which due to the natureof such informationisreasonablyunderstoodto beconfidentialand/or proprietary, Consultantagreesthat it shallnot useor disclosesuchinformationexceptin theperformanceof thisAgreement, and furtheragreesto exercisethesamedegreeof careit usesto protectits owninformationof like hall includeall
nonpublicinformation. Confidentialinformationincludesnotonlywritteninformation, butalso information transferredorally, visually, electronically, or by other means. Confidential informationdisclosedto eitherpartybyanysubsidiaryand/or agentof theotherpartyiscovered bythisAgreement. Theforegoingobligationsof non-useandnondisclosureshallnotapplyto any informationthat (a) hasbeendisclosedin publiclyavailablesources; (b) is, throughnofaultof the Consultantdisclosedinapubliclyavailablesource; (c) isin rightfulpossessionof theConsultant Page5of 9
withoutanobligationof confidentiality; (d) isrequiredto bedisclosedbyoperationof law; or (e) isindependentlydevelopedbytheConsultantwithoutreferenceto informationdisclosedbythe City.
11. CONFLICTOF INTERESTCLAUSE
Consultantcovenantsthatit presentlyhasnointerestsandshallnot haveinterests, direct or indirect, whichwouldconflictin anymannerwithperformanceof servicesspecifiedunderthis Agreement.
12. NON-DISCRIMINATION
Consultantshallnotdiscriminatebecauseof race, color, creed, religion, sex, maritalstatus, sexualorientation, genderidentity, genderexpression, gender, medicalconditions, genetic information, or militaryandveteranstatus, age, nationalorigin, ancestry, or disability, asdefined andprohibitedby applicablelaw, in therecruitment, selection, teaching, training, utilization, promotion, terminationor otheremploymentrelatedactivitiesor anyservicesprovidedunderthis Agreement. Consultantaffirmsthatit isanequalopportunityemployerandshallcomplywith all applicablefederal, stateandlocallawsandregulations.
13. EXCLUSIVITY ANDAMENDMENT
ThisAgreementrepresentsthecompleteandexclusivestatementbetweentheCity and Consultant, andsupersedesanyandallotheragreements, oralor written, betweentheparties. In theeventof aconflictbetweenthetermsof thisAgreementandanyattachmentshereto, theterms of thisAgreementshallprevail. ThisAgreementmaynotbemodifiedexceptbywritteninstrument signedbytheCityandbyanauthorizedrepresentativeof Consultant. Thepartiesagreethatany termsor conditionsof anypurchaseorderor otherinstrumentthatareinconsistentwith, or in additionto, thetermsandconditionshereof, shallnotbindor obligateConsultantortheCity. Each party to this Agreementacknowledgesthat no representations, inducements, promisesor agreements, orallyor otherwise, havebeenmadebyanyparty, or anyoneactingonbehalfof any party, whichisnotembodiedherein.
14. ASSIGNMENT
InasmuchasthisAgreementisintendedto securethespecializedservicesof Consultant, Consultantmaynotassign, transfer, delegate, or subcontractanyinteresthereinwithouttheprior writtenconsentof theCityandanysuchassignment, transfer, delegationor subcontractwithout theCity'spriorwrittenconsentshallbeconsiderednullandvoid. Nothingin thisAgreementshall AgreementperformedbyCitypersonnelor byothercontractorsretainedbyCity.
15. TERMINATION
ThisAgreementmaybeterminatedbytheCity uponthirty (30) dayswrittennoticeof termination. In suchevent, Consultantshallbeentitledto receiveandtheCityshallpayConsultant Page6of 9
compensationforall servicesperformedby Consultantpriorto receipt of such notice of termination, subjectto thefollowingconditions:
a. Asaconditionof suchpayment, theExecutiveDirectormayrequireConsultantto deliverto theCityallworkproduct(s)completedasof suchdate, andin suchcase suchwork productshallbethepropertyof theCityunlessprohibitedbylaw, and ConsultantconsentstotheCity'susethereoffor suchpurposesastheCity deems appropriate.
b. Paymentneednot be madefor work which fails to meet the standardof performancespecifiedin theRecitalsof thisAgreement.
16. WAIVER
No waiverof breach, failureof anycondition, or anyright or remedycontainedin or grantedbytheprovisionsof thisAgreementshallbeeffectiveunlessit isin writingandsignedby thepartywaivingthebreach, failure, rightor remedy. Nowaiverof anybreach, failureor right, or remedyshallbedeemedawaiverof anyotherbreach, failure, right or remedy, whetheror not similar, norshallanywaiverconstituteacontinuingwaiverunlessthewritingsospecifies.
17. JURISDICTION -VENUE
ThisAgreementhasbeenexecutedanddeliveredin theStateof Californiaandthevalidity, interpretation, performance, andenforcementof anyof theclausesof thisAgreementshallbe determinedandgovernedbythelawsof theStateof California. Bothpartiesfurtheragreethat OrangeCounty, California, shallbethevenuefor anyactionor proceedingthatmaybebroughtor ariseoutof, in connectionwithor byreasonof thisAgreement.
18. PROFESSIONALLICENSES
Consultantshall, throughoutthetermof thisAgreement, maintainallnecessarylicenses, permits, approvals, waivers, andexemptionsnecessaryfor theprovisionof theserviceshereunder andrequiredbythelawsandregulationsof theUnitedStates, theStateof California, theCityof SantaAnaandallothergovernmentalagencies. ConsultantshallnotifytheCity immediatelyand in writing of its inabilityto obtainor maintainsuchpermits, licenses, approvals, waivers, and exemptions. Saidinabilityshallbecausefor terminationof thisAgreement.
19. NOTICE
Anynotice, tender, demand, delivery, or othercommunicationpursuantto thisAgreement shallbein writingandshallbedeemedto beproperlygivenif deliveredin personor mailedby firstclassor certifiedmail, postageprepaid, or sentbyfaxor othertelegraphiccommunicationin themannerprovidedin thisSection, to thefollowingpersons:
To City:
CityClerk
City of SantaAna
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20CivicCenterPlaza (M-30)
P.O. Box1988
SantaAna, California92702-1988
Fax: 714-647-6956
Withcourtesycopiesto:
ExecutiveDirector
FinanceandManagementServices
City of SantaAna
20CivicCenterPlaza
P.O. Box1988
SantaAna, California92702
ToConsultant:
ShamusSayed
ChiefOperationsOfficer
InterpretersUnlimited, Inc.
8943CalliandraRoad
SanDiego,California92126
A partymaychangeitsaddressbygivingnoticein writingto theotherparty. Thereafter, anycommunicationshallbeaddressedandtransmittedto thenewaddress. If sentby mail, communicationshallbeeffectiveor deemedto havebeengiventhree (3) daysafterit hasbeen depositedin theUnitedStatesmail, duly registeredor certified, with postageprepaid, and addressedassetforthabove. If sentbyfax, communicationshallbeeffectiveor deemedto have beengiventwenty-four (24) hoursafterthetimesetforthonthetransmissionreportissuedbythe transmittingfacsimilemachine, addressedassetforth above. Forpurposesof calculatingthese timeframes, weekends, federal, state, Countyor City holidaysshallbeexcluded.
20. MISCELLANEOUSPROVISIONS
a. Eachundersignedrepresentsandwarrantsthatitssignaturehereinbelowhasthe power, authorityandrightto bindtheirrespectivepartiesto eachof thetermsof thisAgreement, andshallindemnifyCity fully, includingreasonablecostsand or powerisnot, in fact, heldbythesignatoryor iswithdrawn. b. All Exhibitsreferencedhereinandattachedheretoshallbeincorporatedasif fully setforthin thebodyof thisAgreement.
signaturesappearonfollowingpage\]
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SIGNATUREPAGEFORCONSULTANTAGREEMENTBEWTEENINTERPRETERS
UNLIMITED, INC. AND THE CITY OF SANTAANA FORTRANSLATIONAND
INTERPRETATIONSERVICES
IN WITNESSWHEREOF, thepartiesheretohaveexecutedthisAgreementthedateandyearfirst abovewritten.
ATTESTCITY OF SANTA ANA
Jennifer L. HallAlvaro Nunez
CityClerkCity Manager
APPROVED AS TO FORMCONSULTANT
SONIAR. CARVALHO
City Attorney
By:
Jonathan T. MartinezBy: ShamusSayed
Vice PresidentAssistant City AttorneyTitle:
RECOMMENDEDFORAPPROVAL:
KathrynDowns
ExecutiveDirector
FinanceandManagementServices
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EXHIBIT A
SCOPEOFSERVICES
RFP 24- 022ACity of Santa AnaPage 19 of 51
RFP 24- 022ACity of Santa AnaPage 20 of 51
RFP 24- 022ACity of Santa AnaPage 21 of 51
RFP 24- 022ACity of Santa AnaPage 22 of 51
RFP 24- 022ACity of Santa AnaPage 23 of 51
RFP 24- 022ACity of Santa AnaPage 24 of 51
RFP 24- 022ACity of Santa AnaPage 25 of 51
EXHIBIT B
Page28 of 33
EXHIBIT C
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