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Contract No. 10855 (CCS)
CONTRACTUAL SERVICES AGREEMENT
This Contractual Services Agreement (“Contract”), entered into as of _________________ (“Execution Date”), by and between the CITY OF SANTA MONICA, a municipal corporation (“City”), and Danny Letner Inc. (“Letner Roofing Co.”), is made with reference to the following:
RECITALS:
A. The City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of the City.
B. Letner Roofing Co. is qualified to do business, and is doing business, in the State of California. Letner Roofing Co. represents it has the background, knowledge, experience and expertise necessary to provide the services set forth in this Contract.
C. The City and Letner Roofing Co. desire to enter into an agreement for the Letner Roofing Co. to provide contractual services to the City as set forth herein, upon the terms and conditions set forth below.
NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows:
TERMS AND CONDITIONS
1. Term. This Agreement begins on the Execution Date and terminates two calendar years after the Execution Date, unless sooner terminated in accordance with Section
14. 1.1 Option to Extend. The City, in its sole and complete discretion, shall have the option to renew this agreement for one (1) additional 3-year period (“Extension Term”), in accordance with the schedule set forth in Exhibit B.
2. Letner Roofing Co. Services. Letner Roofing Co. will perform all of the services (“Services”) described in Exhibit A, Scope of Services. Letner Roofing Co. will complete the Services in accordance with Exhibit B, Budget.
3. City Services. The City agrees to:
16.1 Make available to Letner Roofing Co. any currently existing documents, data or information required for the performance of the Services.
16.2 Designate a representative authorized to act on behalf of City.
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16.3 Promptly examine and render findings on all documents submitted for staff review by Letner Roofing Co.
4. Compensation. The City will compensate Letner Roofing Co. for the Services performed in an amount not to exceed $200,000 as set forth in Exhibit B.
4.1 Total Amount Not To Exceed. In the event the City exercises the one (1) additional 3-year renewal option, the total amount for the Term and Extension Term shall not exceed $580,650, as set forth in Exhibit B.
5. Invoices. Letner Roofing Co. will invoice the City for the Services in accordance with Exhibit B and the City will pay any undisputed amount within 30 days of receipt.
6. Notices. All notices, demands, requests or approvals to be given under this Agreement, must be in writing and will be deemed served when delivered personally, by email, or on the third business day after deposit in the United States mail, postage prepaid, registered or certified, addressed as follows:
6.1 All notices, demands, requests or approvals to the City:
Facilities Maintenance Division
City of Santa Monica
2500 Michigan Avenue
Santa Monica, California 90404
Attention: Shidan Adlparvar
Re: Contract No. 10855
with a copy to:
Santa Monica City Attorney’s Office
1685 Main Street, Third Floor
Santa Monica, California 90401
Attention: City Attorney
Re: Contract No. 10855
6.2 All notices, demands, requests or approvals to Letner Roofing Co.:
Letner Roofing Co.
1490 N. Glassell Street
Orange, CA 92867
Attention: Dennis Olson
[email protected]; 310-328-6969 Ext. 243
Re: Contract No. 10855
7. Independent Parties. Both parties to this Agreement will be acting in an independent capacity and not as agents, employees, partners, or joint venturers of one another.
Neither the City nor its officers or employees will have any control over the conduct DocuSign Envelope ID: 777F02F3-2FCE-41A5-B231-B5E5B3FD16F2 - 3 -
of Letner Roofing Co. or any of Letner Roofing Co.’s agents, employees, or subcontractors, except as otherwise provided in this Agreement.
8. Integrated Contract. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties. Any preliminary negotiations and agreements of any kind or nature are merged into this Agreement. No oral agreement or implied covenant may be held to vary the provisions of this Agreement.
This Agreement may be modified only by written agreement signed by City and Letner Roofing Co. and approved as to form by the City Attorney.
9. Insurance. Prior to commencing work, Letner Roofing Co. must procure, maintain and pay for insurance against claims for injuries to persons or damage to property that may arise from or in connection with the performance of the Services by Letner Roofing Co. or Letner Roofing Co.’s agents, representatives, employees or subcontractors for the duration of this Agreement. Letner Roofing Co. must obtain insurance that, at a minimum, meets the requirements for insurance set forth in Exhibit C, Insurance Requirements and Verifications.
10. Defense and Indemnification.
10.1 Letner Roofing Co. agrees to defend, indemnify, protect, and hold harmless the City, its agents, officers, boards and commissions, and employees (collectively, “City”) from and against any and all liability, claims, demands, damages, or costs, including but not limited to attorney’s fees, or payments for injury to any person or property (collectively, “Losses”) caused or claimed to be caused by the act, errors, and/or omissions of Letner Roofing Co. , or Letner Roofing Co. ’ employees, agents, officers, and subcontractors. Letner Roofing Co. ’ responsibilities under this Section 10.1 include liability arising from, connected with, caused by, or claimed to be caused by the active or passive negligent acts or omissions of the City, which may be in combination with the acts or omissions of Letner Roofing Co. , its employees, agents or officers, or subcontractors; provided, however, that Letner Roofing Co. ’ duty to defend, indemnify, protect and hold harmless shall not include any Losses arising from the sole negligence or willful misconduct of the City. Notwithstanding Letner Roofing Co.’s obligation to defend City hereunder, City has the right to conduct its own defense and seek reimbursement for reasonable costs of defense from Letner Roofing Co. if City chooses to do so.
10.2 Enforcement Costs. Letner Roofing Co. agrees to pay any and all costs the City incurs enforcing the indemnity, defense and hold harmless provisions set forth in Section 10.1.
11. Prohibition Against Transfers.
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11.1 Letner Roofing Co. may not assign, hypothecate, or transfer this Agreement or any interest therein directly or indirectly, by operation of law or otherwise without the prior written consent of City. Any attempt to do so without the City’s consent will be null and void, and any assignee, hypothecatee or transferee acquires no right or interest by reason of such attempted assignment, hypothecation or transfer.
11.2 The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Letner Roofing Co. or of any general partner or joint venturer or syndicate member of Letner Roofing Co. , if a partnership or joint venture or syndicate exists, which results in changing the control of Letner Roofing Co. , will be construed as an assignment of this Agreement. Control means 50% or more of the voting power of the corporation.
12. Permits and Licenses. Letner Roofing Co. at its sole expense, must obtain and maintain during the term of this Agreement all required business and professional permits, licenses and certificates.
13. Waiver. A waiver of any breach of this Agreement may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Agreement.
14. Default and Termination.
14.1 If Letner Roofing Co. fails or refuses to perform any of the provisions of this Agreement, and if the default is not cured within a period of five days after the City’s written notice of default specifying the nature of the default, City may immediately terminate this Agreement by written notice to Letner Roofing Co.
14.2 The City has the option, at its sole discretion and without cause, of terminating this Agreement by giving ten days’ written notice to Letner Roofing Co. Upon termination of this Agreement, City will pay Letner Roofing Co. any compensation earned and unpaid up to the effective date of termination.
15. Compliance with Law. Letner Roofing Co. must comply with all laws of the State of California and the United States, and all ordinances, rules and regulations enacted or issued by City including, but not limited to, Articles 2 and 3, Division 2, Part 7, Chapter 1 of the Labor Code, State of California related to prevailing wage, apprentices, penalties and certified payroll.
16. Registration with the Department of Industrial Relations; Compliance Monitoring.
16.1No contractor or subcontractor may be listed on a bid proposal for a public works project (submitted on or after March 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5 [with limited exceptions from this requirement for bid purposes only under Labor Code section 1771.1(a)].
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16.2No contractor or subcontractor may be awarded a contract for public work on a public works project (awarded on or after April 1, 2015) unless registered with the Department of Industrial Relations pursuant to Labor Code section 1725.5.
16.3This project is subject to compliance monitoring and enforcement by the Department of Industrial Relations.
17. Discrimination. Letner Roofing Co. may not discriminate in the provision of services hereunder because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability.
18. Nuisance. Letner Roofing Co. may not maintain, commit, or permit the maintenance or commission of any nuisance in connection with the performance of services under this Agreement.
19. Records.
19.1 Letner Roofing Co. must maintain complete and accurate records with respect to costs, expenses, receipts and other such information required by the City for any services provided where compensation is on the basis of hourly rates, subcontractor costs, or other direct costs. Letner Roofing Co. must keep the records, together with supporting documents, separate from other documents and records and maintain them for a period of three years after receipt of final payment.
19.2 Letner Roofing Co. must maintain records in sufficient detail to permit an evaluation of the Services and in accordance with generally accepted accounting principles. Letner Roofing Co. must clearly identify all records and make them readily accessible to the City. At the City’s request, Letner Roofing Co. must provide records in an electronic format and, if necessary, access to any proprietary software to view such electronic records.
19.3 Letner Roofing Co. must allow the City to have free access to Letner Roofing Co.’s books and records and to inspect all work, data, documents, proceedings and activities related to this Agreement. The City has the right to examine or audit Letner Roofing Co.’s records, and Letner Roofing Co. agrees to cooperate with any examination or audit of its records. If a City audit discloses an error of 5% or more in information reported by Letner Roofing Co., Letner Roofing Co. agrees to pay the cost of the City’s audit computed on the basis of four times the direct payroll of the audit staff completing the audit and audit report.
20. Work Product; Reports.
20.1 Any work product prepared or caused to be prepared by Letner Roofing Co. or any subcontractor for this Agreement will be the exclusive property of City. No work product given to or prepared by Letner Roofing Co. or any subcontractor DocuSign Envelope ID: 777F02F3-2FCE-41A5-B231-B5E5B3FD16F2 - 6 -
pursuant to this Agreement may be made available to any individual or organization by Letner Roofing Co. without prior written approval by City.
20.2 At the City’s request, Letner Roofing Co. must furnish reports concerning the status of the Services.
21. Standard of Care. Letner Roofing Co. agrees to provide all Services, including services performed by any subcontractor, in a manner consistent with the level of care and skill ordinarily exercised by members of Letner Roofing Co. ’ profession currently practicing in the same locality under similar conditions.
22. Subcontractors.
22.1 If Letner Roofing Co. proposes to have any subcontractor perform any part of the Services, Letner Roofing Co. must submit a request for approval in writing, describing the scope of work to be subcontracted, the name of the proposed subcontractor, and the total price or hourly rates used in preparing an estimated cost for the subcontractor’s services. The City, in its sole discretion, may grant or deny the request.
22.2 Letner Roofing Co. will be responsible for the quality of any subcontractor’s work. Every subcontract or agreement of any kind entered into between Letner Roofing Co. and any subcontractor (or between any subcontractor and others) must contain the following provision:
This agreement is consistent with all terms and conditions of the Agreement No. 10855 (CCS) entered into between the City of Santa Monica and Letner Roofing Co.
on^^____________________.
23. Governing Law. The laws of the State of California, without regard to any choice of law provisions, will govern this Agreement.
24. Venue and Jurisdiction. The City and Letner Roofing Co. agree that the Services will take place in Los Angeles County. Any litigation arising out of this Agreement may only be brought in either the United States District Court, Central District of California, or the Superior Court of California, County of Los Angeles, West District, as appropriate. The parties agree that venue exists in either court, and each party expressly waives any right to transfer to another venue. The parties further agree that either court will have personal jurisdiction over the parties to this Agreement.
25. Survival of Provisions and Obligations. Any provision of this Agreement, which by its nature must be exercised after termination of this Agreement, will survive termination and remain effective for a reasonable time. Any obligation that accrued prior to termination of this Agreement will survive termination of this Agreement.
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26. Exhibits. The following exhibits are incorporated by reference into this Contract as though fully set forth herein.
Exhibit A Scope of Services
Exhibit B Budget
Exhibit C Insurance Requirements
In witness whereof, the parties have caused this Agreement to be executed the day and year first above written.
ATTEST:
______________________________
DENISE ANDERSON-WARREN
City Clerk
APPROVED AS TO FORM:
______________________________
LANE DILG
City Attorney
CITY OF SANTA MONICA,
a municipal corporation
By: ______________________________
RICK COLE
City Manager
Letner Roofing Co. Corporation
By: ________________________________
DocuSign Envelope ID: 777F02F3-2FCE-41A5-B231-B5E5B3FD16F2 10/23/2019
City Attorney
Lane Dilg
Jose Romero
Rick Cole
City Manager
10/30/2019
City Clerk
Denise Anderson-Warren
10/31/2019
Exhibit A
Scope of Services
1. GENERAL. Letner Roofing Co. shall provide roofing repair and replacement services at various City facilities. Work may include roof replacements or repairs on a wide variety of roof types, emergency call outs for leak mitigation, and associated work involving coatings, flashings, gutters, HVAC unit replacements (roof work only), parapet well, roof drains/ scuppers, and skylights. Jobs shall be quoted individually and requested as required (no guaranteed usage).
2. APPROVAL OF WORK. Letner Roofing Co. shall provide a written proposal with pricing for approval for all jobs requested by Facilities Maintenance staff. All work under this contract must be authorized by the Carpenter Crew Leader, Facilities Supervisor or Facilities Services Administrator. City staff shall approve all jobs in writing prior to the start of work (generally in the form of an e-mail approval) with the exception of emergency work requested by staff to address a clear and present hazard to the public, City staff, the environment and/or City property. A written proposal or invoice shall be submitted to the City with accurate cost information as soon as is practicable after emergency work approval based on a verbally provided cost estimate.
3. CONTRACTORS LICENSE / REGISTRATION WITH THE STATE OF CALIFORNIA DEPARTMENT OF INDUSTRIAL RELATIONS. Letner Roofing Co. shall maintain a valid C-39 California Roofing Contractors License during the term of this agreement. Letner Roofing Co. must have appropriate certifications to work on certain roof material (e.g. Sika Sarnafil). If required, Letner Roofing Co. shall maintain a valid registration as a Public Works contractor on the Department of Industrial Relations website: http://www.dir.ca.gov/Public-Works/PublicWorks.html
4. PERFORMANCE OF WORK. Work dates / times shall be coordinated in advance with City staff who shall facilitate access to City locations. The City may opt to provide materials and/or labor to assist with various work.
5. PREVAILING WAGE / CERTIFIED PAYROLL RECORDS. The City shall notify Letner Roofing Co. of projects to be performed under this contract where prevailing wage must be paid and certified payroll records must be submitted. Certified payroll records shall be submitted electronically via the State Department of Industrial Relations’ electronic Certified Payroll Reporting (eCPR) system, and if requested, to Facilities Maintenance staff.
6. WASTE MATERIALS DISPOSAL. Letner Roofing Co. shall remove any trash and waste materials generated by work performed under this contract unless otherwise specified by Facilities Maintenance staff.
DocuSign Envelope ID: 777F02F3-2FCE-41A5-B231-B5E5B3FD16F2 Exhibit B
Budget
I. Labor Rates. Jobs shall be quoted individually with specifications provided by Facilities Maintenance Division staff using the labor rates noted below (per Bid 4377).
Contract Term Regular Labor Rate
(Per Hour)
Overtime Labor Rate
(Per Hour)
Years 1 & 2 $ 104.84 $ 137.45
II. Additional Pricing.
2.1.1. The after-hours / weekend labor rate (otherwise known as Overtime) shall be applicable for work completed on Saturday and Sunday – between 3 p.m. and 7 a.m.
2.1.2. The minimum call-out charge shall be $1,800.
III. Total Compensation.
3.1.1. The City will compensate Letner Roofing Co. for the services performed in an amount to exceed $200,000 for the Contract Term.
3.1.2. Extension Term: one (1) additional 3-year renewal option; the total amount for the Term and Extension Term shall not exceed $580,650.
IV. Invoices. Letner Roofing Co. shall invoice the City per job under Net 30 terms.
Extension Term Regular Labor Rate
(Per Hour)
Overtime Labor Rate
(Per Hour)
Year 3 $120.57 $ 158.07
Year 4 $ 132.63 $ 173.88
Year 5 $ 145.89 $ 191.27
DocuSign Envelope ID: 777F02F3-2FCE-41A5-B231-B5E5B3FD16F2 Exhibit C
Insurance Requirements
Contractual Services Agreement Insurance Requirements
Contractor shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Contractor, its agents, representatives, employees or subcontractors.
Minimum Scope and Limits of Insurance
Coverage shall be at least as broad as:
1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (Insurance Services Office Form CG 25 04) or the general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), or if Contractor has no owned autos, Code 8 (hired) and Code 9 (non-owned), with limits of no less than $1,000,000 per accident for bodily injury and property damage.
3. Workers’ Compensation: Workers’ Compensation insurance as required by the State of California, with Statutory Limits and Employers’ Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease (see footnote #1).
If the Contractor maintains broader coverage or higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to the broader coverage or higher limits maintained by the Contractor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Santa Monica.
Other Insurance Provisions
1. The insurance policies are to contain, or be endorsed to contain, the following provisions:
a. Additional Insured Status: The City of Santa Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Contractor including materials, parts, or equipment furnished in connection with such work or operations. CGL coverage can be provided in the form of an endorsement to the Contractor’s insurance (at least as broad as DocuSign Envelope ID: 777F02F3-2FCE-41A5-B231-B5E5B3FD16F2 Insurance Services Office Form CG 20 10 11 85, or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and CG 20 37). b. Primary Coverage: For any claims related to this Agreement, the Contractor’s insurance shall be primary coverage as least as broad as Insurance Services Office Form CG 20 01 04 13 as respects the City of Santa Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Contractor’s insurance and shall not contribute with it. c. Notice of Cancellation: Each insurance policy required herein shall state that coverage shall not be cancelled except after notice has been given to the City of Santa Monica.
d. Waiver of Subrogation: Contractor hereby grants to the City of Santa Monica a waiver of any right of subrogation which any insurer of said Contractor may acquire against the City of Santa Monica by virtue of payment of any loss. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received a waiver of subrogation endorsement from the insurer.
The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Santa Monica for all work performed by the Contractor, its employees, agents and subcontractors.
Self-Insured Retentions
Self-insured retentions must be declared to and approved by the City of Santa Monica. The City of Santa Monica may require the Contractor to purchase coverage with a lower retention or provide satisfactory proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the name insured or the City of Santa Monica.
Acceptability of Insurers
Insurance is to be placed with insurers authorized to conduct business in California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica.
Verification of Coverage
Contractor shall furnish the City of Santa Monica with original certificates and amendatory endorsements (or copies of the applicable policy language effecting coverage provided by this clause). All certificates and endorsements are to be received and approved by the City of Santa Monica before work commences. However, failure to obtain required documents prior to the work beginning shall not waive the Contractor’s obligation to provide them.
DocuSign Envelope ID: 777F02F3-2FCE-41A5-B231-B5E5B3FD16F2 The City of Santa Monica reserves the right to require complete, certified copies of all required insurance policies, including the endorsements required herein, at any time.
Failure to Maintain Insurance Coverage
If Contractor, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of contract. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Contractor resulting from said breach.
Subcontractors
Contractor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein. All exceptions must be approved in writing by the Risk Manager.
Footnotes
# 1: Workers’ Compensation insurance coverage is not required if the Contractor does not have employees. The Contractor must, however, execute the City’s Workers’ Compensation Coverage Exemption Declaration Form.
DocuSign Envelope ID: 777F02F3-2FCE-41A5-B231-B5E5B3FD16F2