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1 NOTICE INVITING
PROPOSALS
CITY OF SIGNAL HILL
NOTICE INVITING PROPOSALS
COMPREHENSIVE MANAGED INFORMATION TECHNOLOGY SERVICES
The City of Signal Hill (“City”) will receive electronic proposals only for qualified consultants to provide comprehensive Managed Information Technology (IT) Services, no later than 5:00 PM on Friday, August 26, 2022. Proposals shall be valid for 180 calendar days after the submission deadline.
The project scope of work requires professional support of IT services for the City using current technological expertise, including maintenance of the City’s computer network, planning for short-term and long-term IT goals, and the provision of excellent customer service. The City will select and negotiate with the qualified consultant(s) whose competitive proposals are responsive to this Request for Proposals (RFP) and in the best interest of the City. Any competitive proposal submitted in response to this RFP must provide sufficient detail and information to complete an evaluation of its merits. The instructions contained herein must be followed in order for competitive proposals to be considered responsive to this RFP. The City reserves the right to reject any or all proposals.
Proposals must be submitted in accordance with the City’s RFP, which is available to registered vendors through the City’s electronic bid management system, PlanetBids. The RFP can be found using the link below.
https://pbsystem.planetbids.com/portal/36746/bo/bo-detail/96283 Interested bidders may participate by selecting “Bid Opportunities” on the home page.
The Contract Documents may be downloaded at no charge. Contract Documents will not be available for sale at City Hall. Proposals must be submitted in electronic format through the City’s electronic bid management system. The electronic bid management system will not accept late proposals. Electronic modifications to or withdrawal of proposals may be made by the Respondent prior to the proposal closing deadline.
A contract shall be awarded, if at all, to the qualified consultant(s) whose competitive proposals are responsive to this RFP and are in the best interest of the City as determined by the City, a determination to be made solely by the City upon criteria as determined and weighed by the City. The decision of the City shall be final. In its discretion, the City may reject any proposal, abandon the purchase, or re-advertise. The City reserves the right to accept or reject any or all proposals and to waive any informality or irregularity in any proposal received by the City.
For further information, contact Sharon del Rosario at [email protected] or at 562-989-7319.
END OF NOTICE INVITING PROPOSALS
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2 REQUEST FOR PROPOSALS
CITY OF SIGNAL HILL
REQUEST FOR PROPOSALS
1. INTRODUCTION
1.1 About the City
The City of Signal Hill (“City”) is located in Los Angeles County, California, in the area commonly referred to Signal Hill with a population of approximately11,800. The City of Signal Hill covers 2.2 square miles, surrounded by the City of Long Beach. The City was incorporated in 1924, a few years after the discovery of oil and is a Charter city. The City of Signal Hill's fiscal year begins on July 1 and ends on June 30.
The City was incorporated in 1924, operates under the Council/Manager form of government and is considered a contract city. The five members of the City Council are elected at-large. They serve staggered four-year terms, with the Mayor being selected annually from among the Council Members. The Council meets on the second and fourth Tuesdays of each month.
City Hall is located at 2175 Cherry Avenue Signal Hill, CA 90755. The telephone number is 562-989-7300, and the fax is 562-989-7394. The City website address is http://www.cityofsignalhill.org.
The City currently has approximately 124 full time employees and provides a full range of services, including police and public safety, street maintenance, park maintenance, public improvements, planning and zoning, water utilities, recreational activities, community programming, and library services. In addition, there are the standard internal support services such as payroll, accounts payable, human resources, risk management, budget and financial reporting, and general accounting.
1.2 Project Description
It is the intent of the City of Signal Hill (“City”) to receive proposals from qualified consultants to provide Information Technology (IT) Support Services for the City. The project scope of work requires professional support of IT services for the City using current technological expertise, including maintenance of the City’s computer network, planning for short-term and longterm IT goals, and the provision of excellent customer service. The City will select and negotiate with the qualified consultant(s) whose competitive proposals are responsive to this RFP and are in the best interest of the City. Any competitive proposal submitted in response to this RFP must provide sufficient detail and information to complete an evaluation of its merits. The instructions contained herein must be followed in order for competitive proposals to be considered responsive to this RFP. The City reserves the right to reject any or all proposals.
The successful Respondent will be required to enter into an Agreement (incorporated herein as Attachment 3) which will include the requirements of this RFP as well as other requirements. By submitting a Proposal, the Respondent agrees to all of the terms of the RFP and Agreement except for those the Proposal specifically states an exception to. The City reserves the right to reject any proposal(s) exceptions or changes to the Agreement or RFP. 55728.00300\33359615.1
3 REQUEST FOR PROPOSALS
1.3 Project Background
The City is interested in receiving responsive and competitive proposals from experienced and qualified firms to provide Comprehensive Managed Information Technology Services, specifically in the areas of desktop technician support, network analysis and administration, software support, and computer/server operations. The City is interested in creative, costeffective, and service-oriented proposals for the delivery of the described service. On-site support for PC/Network tasks and all Public Safety tasks is a requirement. If programming support for the remaining area is proposed to be other than on-site, the bidder must demonstrate how this has been accomplished in the past while maintaining service levels equivalent to the current City of Signal Hill service levels.
The IT Support Services for the City of Signal Hill should support a 24 hours a day/7 days a week operation that operates 365 days a year. Due to the need for Public Safety support, all staff involved with this contract must be Department of Justice/California Law Enforcement Telecommunications System (CLETS) certified, and pass an extensive background check prior to employment. Due to the specialized nature of Public Safety software and systems, firms with experience in this area are highly desirable. IT support services staff will be responsible for standby support with a maximum response time of 30 minutes outside of the normal work schedule.
City’s Current Information Technology Environment
Sites:
• City Hall (2175 Cherry Avenue)
• Police Department (2745 Walnut Avenue)
• Library & Community Services Department (1800 E. Hill Street) • Community Center (1780 E. Hill Street)
• City Yard and Water Services Department (2175 28th Street) • Pump Station (3315 Gundry Avenue)
• Discovery Well Park Community Center (3300 Temple Avenue) • Hilltop Park (2351 Dawson Avenue)
A) General City Services IT landscape:
Description of IT hardware and infrastructure:
• Servers: 9 Physical; 40 Virtual
• Server Operating Systems – 2012R2-Server 2022
• Microsoft SQL 14-18
• 209 Computers (Mix of Windows Tablets, Laptops, and Desktops) • Smart phones
• 1 SonicWall Firewall
• 1 Fortigate 60D Firewall
• 24 FortiAP’s (WAP’s)
• 3 Aruba WAP’s
• 1 Sonicpoint
• 4 FortiSwitch’s
• 10 Cisco Network Switches
• Spectrum/Frontier ISP with PTP Services
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4 REQUEST FOR PROPOSALS
• Cisco routers
• 2 Unitrends Backup Appliances
• Azure AD Connect
• Office 365 GCC
Copiers/Printers:
• 8 Canon Copiers (leased w/ support provided)
• 41 Network printers
• 10 Local printers
Phone System:
Cisco unified communications VOIP Telephone System
System to be replaced as part of infrastructure refresh project. (MSP vendor will need to provide support until phone system is replaced)
Software and Desktop Applications:
City workstations utilize a standard software suite, as well as specialized applications. The standard workstation has the following configurations:
• Microsoft Windows (10 Pro, 11 Pro)
• Microsoft Office 365 Apps for Enterprise
• Adobe Acrobat Reader/Standard/Professional
• Laserfiche – record retention software
B) Specific Police Department IT landscape:
• Data 911 - Mobile Data Computers (MDC)
• Data 911 verus solo – in car DVR system and body worn cameras • BearCom – Police radio system and infrastructure – software support provided) • Vigilant - license plate reader
• Cyrun (Alliance) – CAD/RMS law enforcement system/database • e-Site – parking citations
• Phoenix – billing and collection citation system
• CLETS – California Law Enforcement Telecommunications System • Various public safety database connections (LA County sheriff, Dept of Justice – provide trouble-shooting
C) In addition to the standard software suite, individual departments utilize specialized software:
• Tyler Technologies Incode 10 – Finance ERP system (vendor support provided) • Granicus Software – City Clerk (vendor support provided) • CivicPlus – City website administration (vendor support provided) • Legistar – Council meeting agenda management software (vendor support provided) • HDL Business License – Finance & Community Development (vendor support provided) • CivicRec – Recreation (vendor support provided)
• Brightsign – used for Library digital display (vendor support provided) • Comprise – Library (vendor support provided)
• Apollo – integrated Library system (vendor support provided) 55728.00300\33359615.1
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• iWorQs – permitting (vendor support provided)
• GIS - intranet site hosted on web-server
• BlueBeam – licensed software – plan check software
• Fuel Master – City Yard (vendor support provided)
• SCADA Water – software support provided (vendor support provided) • Telestaff – Time and Attendance software for Police Department D) Council Meetings and Special meetings
• Manage audio and visual equipment including recording and streaming of bi- weekly Council meetings and special meetings (mostly evening meetings) • Assist with audio/visual and hybrid setup for recording and streaming of meetings • On-site support on request as required
*Software listing includes most commonly used but is not all inclusive and please note this is an approximate overview of the current environment.
1.4 City Contact for this RFP
The principal contact for the City of Signal Hill regarding this RFP will be Sharon del Rosario, ASO/Finance Director, 562-989-7319, [email protected] or a designated representative, who will coordinate the assistance to be provided by the City of Signal Hill to the Respondent.
1.5 Pre-Proposal Meeting
The City will conduct a non-mandatory pre-proposal meeting at the City Hall, 2175 Cherry Ave, Signal Hill on Wednesday, August 17, 2022.
2. PROPOSAL SCHEDULE
The schedule is as follows:
1 RFP Release Wednesday, July 27, 2022
2 Pre-Proposal Requests for Clarification
Due
4:30 p.m., Friday, August 12, 2022
3 Proposal Due Date 5:00 p.m., Friday, August 26, 2022
4 Interviews of Top Rated Consultants Week of September 12, 2022 Exact date to be determined
5 Anticipated Final Selection* Tuesday, September 27, 2022 6 Council Award Date Tuesday. September 27, 2022
7 Project Start Wednesday, September 28th, 2022
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6 REQUEST FOR PROPOSALS
*The City expects, but does not guarantee, that the contract award will be made by the City Manager or City Council on the date indicated above.
3. REQUESTS FOR CLARIFICATIONS
All questions, requests for interpretations or clarifications, either administrative or technical must be requested in writing and submitted through the City’s bid management system by selecting the Q&A Tab. Questions sent directly to City Staff will not be addressed and you will be directed to submit your question(s) online. Oral statements regarding this RFP by any persons should be considered unverified information unless confirmed in writing. To ensure a response, questions must be received in writing by 4:30 PM local time on the date identified in the Proposal Schedule.
All registered vendors will be notified by e-mail when an addendum is posted. City will not be responsible for any explanations or interpretations provided in any other manner. No person is authorized to make any oral interpretation of any provision in the Contract Documents to any Respondent, and no Respondent should rely on any such oral interpretation.
4. SCOPE OF REQUIRED SERVICES
A detailed Scope of Services is attached hereto as Attachment "1". The Respondent will be expected to fulfill, at a minimum, the services and technical requirements described in the attached Scope of Services. Upon final selection, the Scope of Services may be modified and refined during negotiations with the City.
5. PROPOSAL REQUIREMENTS
5.1 Proposal Content
Respondent's Proposal shall be clear, accurate, and comprehensive. Excessive or irrelevant materials will not be favorably received. The content and sequence of the information contained in each copy of the proposal shall be as follows:
(a) Summary Sheet
Include a fully-completed copy of the Summary Sheet included with this RFP (Attachment 2, “Required Forms”).
(b) Table of Contents
Include a clear identification of the material by section and by page number. (c) Letter of Transmittal
Identify Respondent's legal name and contact information, including corporate office and local office address, telephone number, fax number, web site address, and e-mail address. Summarize key elements of the proposal. The letter must stipulate that the cost proposal will remain valid for a period of at least 180 days. The letter shall be signed by an individual or individuals authorized to execute legal documents on behalf of the Respondent.
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7 REQUEST FOR PROPOSALS
(d) Key Personnel.
Identify the names and specific qualifications, experience, and appropriate licenses held, if applicable, of the primary staff to be assigned to the project.
Include a resume for all primary staff. Include any subconsultants which Respondent proposes to use for any portion of the services.
Respondent shall also identify a Management Contact (Representative authorized to sign an agreement for your firm) and a Project Manager (person responsible for day-to-day management of the project). The successful Respondent may only change the Management Contact, Project Manager, and other supporting staff and specialists with prior written permission of the City.
(e) Plan for Services
Provide a conceptual plan for services to the City that you believe are appropriate for the City. Indicate features, skills and/or services which distinguish your firm and make it the better choice for the City. Indicate features, skills and/or services which will enable your firm to provide the services promptly or within the time specified, without delay or interference Discuss your ability to provide future maintenance repair parts and services for the use of the supplies provided, if any.
Provide a Service Level Agreement (SLA) target matrix with response times.
(f) Scope of Services
(g) Insurance Requirements
Provide appropriate evidence of required insurance coverage prior to finalizing the contract and commencing work. The City’s standard contract terms and conditions are provided in the attached sample Professional Services Agreement (Attachment 3)
(h) Experience
(i) List of Representative Projects. List of representative projects undertaken by Respondent in the last 5 years demonstrating experience in each category of the project. Identify the names of organizations, and names and telephone numbers of persons who can be contacted with regard to the services you have provided. (ii) Identify all previous and current contracts with the City of Signal Hill.
Include a contact name, description of services, and dates of services performed.
(iii) List all public agencies (not to include the City of Signal Hill) for which contracts were terminated in the last three years. Show names of organizations and names and telephone numbers of 55728.00300\33359615.1
8 REQUEST FOR PROPOSALS
persons who can be contacted. Firms may provide a brief explanation of the reason(s) for termination(s).
(i) Certificate of Proposal
Include a fully completed copy of the Certificate of Proposal included with this RFP (Attachment 2, “Required Forms”).
(j) Cost Proposal
The Respondent must enter the price of its Proposal in the electronic proposal form.
(k) Compliance with Employment Nondiscrimination Laws
Identify and describe any final decisions or orders of Federal or State agencies that Respondent has received governing the subject of nondiscrimination in employment. If none, verify in writing Respondent has not received any such decisions or orders.
5.2 Proposal Format
Proposals shall include one (1) electronic pdf version. Proposals shall be organized, tabbed, and numbered in the order presented above. Proposals must include page numbers for all pages in the proposal.
6. SUBMITTAL INSTRUCTIONS
Proposals must be submitted in electronic format through the City’s electronic bid management system no later than 5:00 pm, Friday, August 26, 2022 on the date indicated in Section 2. The City’s electronic bid management system, PlanetBids, can be accessed at http://www.cityofsignalhill.org/ by selecting “Bids and Proposals” on the home page. Proposals submitted in any other way (e.g., email, oral, telephonic, facsimile) will not be considered.
Electronic modifications to or withdrawal of proposals may be made by the Respondent prior to the proposal closing deadline.
The Respondent must attach pdf files to the electronic proposal submission containing its Proposal and all of the required forms completed and signed. The Respondent must enter the price of its Proposal in the electronic bid form.
It is the sole responsibility of each Respondent to see that its Proposal is properly submitted to PlanetBids in the proper form and prior to the stated closing time. THE ELECTRONIC BID MANAGEMENT SYSTEM WILL NOT ACCEPT LATE PROPOSALS. The City will only consider Proposals that have transmitted successfully and have been issued a confirmation number with a time stamp from PlanetBids indicating that the Proposal was submitted successfully.
Respondents experiencing any technical difficulties with the proposal submission process may contact PlanetBid’s system support at 818-992-1771. If you continue to have difficulty, call the City’s Finance Department at 562-989-7319. Neither the City, nor the City’s bid management 55728.00300\33359615.1
9 REQUEST FOR PROPOSALS
system, make any guarantee as to the timely availability of assistance, or assurance that any given problem will be resolved by the proposal submission date and/or time.
7. EVALUATION AND AWARD
7.1 Evaluation Criteria
The City will evaluate and rank the proposals. Proposals will be evaluated according to the following non-exhaustive list of criteria:
(a) Experience with similar projects involving municipalities and/or local government agencies;
(b) Knowledge of and hands-on experience with relevant government software applications, and with state-of-the-art information technology architecture; (c) The cost of the Services;
(d) The ability, capacity and skill of the vendor to perform the contract or provide the Services required;
(e) The ability of the vendor to provide the services promptly or within the time specified, without delay or interference;
(f) The character, integrity, reputation, judgment, experience and efficiency of the vendor;
(g) The quality of vendor’s performance on previous purchases or contracts with the City;
(h) The ability of the vendor to provide future maintenance repair parts and services for the use of the supplies purchased, if any; and (i) Current compliance by the vendor with Federal acts and executive orders and State statutes governing the subject of nondiscrimination in employment.
7.2 Respondent Presentations/Interviews
The City may, at its discretion, invite a shortlist of Respondents to participate in a panel interview to be held at the City. The City may require that Respondents prepare a presentation as part of the interview. No Respondent shall be entitled to or otherwise guaranteed an interview.
7.3 Selection, Negotiation, and Award
During the evaluation process, the City reserves the right, where it may serve the City's best interest, to request additional information or clarifications from Respondent, or to allow corrections of errors or omissions. The contract, if awarded, shall be to the most qualified Respondent, which submits the proposal that, in the sole judgment of City, is the best interest of the City.
Upon selection of a Respondent, the City will endeavor to negotiate a mutually agreeable agreement with the selected Respondent. In the event that the City is unable to reach agreement, 55728.00300\33359615.1
10 REQUEST FOR PROPOSALS
the City will proceed, at its sole discretion, to negotiate with the next Respondent selected by the City. The City reserves the right to contract for Services in the manner that most benefits the City including awarding more than one (1) contract if desired.
After negotiating a proposed Agreement that is fair and reasonable, City staff will make the final recommendation to the City Manager or City Council concerning the proposed Agreement. Subject to the contract amount, the City Manager or City Council has the final authority to approve or reject the Agreement.
7.4 Protests
(a) Protest Contents: Protests based on the content of the RFP shall be submitted to the City no later than ten (10) calendar days prior to the scheduled proposal submittal deadline. If necessary, the proposal submittal deadline may be extended pending a resolution of the protest. Respondent may protest a contract award if the Respondent believes that the award was inconsistent with City policy or this RFP is not in compliance with law. A protest must be filed in writing with the City (email is not acceptable) within five (5) calendar days after receipt of notification of the intended contract award. Any protest submitted after 5 p.m. of the fifth calendar day after notification of the intended contract award will be rejected by the City as invalid and the Respondent’s failure to timely file a protest will waive the Respondent’s right to protest the contract award. The Respondent’s protest must include supporting documentation, legal authorities in support of the grounds for the protest and the name, address and telephone number of the person representing the Respondent for purposes of the protest. Any matters not set forth in the protest shall be deemed waived.
(b) City Review: The City will review and evaluate the basis of the protest provided the protest is filed in strict conformity with the foregoing. The City shall provide the Respondent submitting the protest with a written statement concurring with or denying the protest.
Action by the City relative to the protest will be final and not subject to appeal or reconsideration.
The procedure and time limits set forth in this section are mandatory and are the Respondent’s sole and exclusive remedy in the event of protest. Failure to comply with these procedures will constitute a waiver of any right to further pursue the protest, including filing a Government Code claim or legal proceedings.
8. GENERAL PROVISIONS
8.1 Amendments to RFP
The City reserves the right to amend or revise the RFP and its attachments or issue to all Respondents a Notice of Amendment to answer questions for clarification. Amendments or revisions, if any, shall be made by written addenda. All addenda issued by the City shall be included in the proposal and made part of the Contract Documents. Copies of addenda will be issued by the City through the City’s bid management system. Respondents must acknowledge receipt of all addenda through the City’s bid management system by clicking “acknowledge.” Respondents are responsible for ensuring that they have received any and all addenda. Each Respondent should contact the City to verify that it has received all addenda issued, if any, prior to the proposal opening. Failure to acknowledge receipt of all addenda may result in proposal rejection.
8.2 No Commitment to Award.
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11 REQUEST FOR PROPOSALS
Issuance of this RFP and receipt of proposals does not commit the City to award a contract. The City expressly reserves the right to postpone the RFP process for its own convenience, to negotiate any price or provision, task order or service, to accept or reject any or all proposals received in response to this RFP, to negotiate with more than one Respondent concurrently, or to cancel all or part of this RFP. The Agreement, if any is awarded, will go to the Respondent whose proposal best meets City’s requirements.
8.3 Amendments to Proposals.
Unless specifically requested by the City, no amendment, addendum or modification will be accepted after the deadline stated herein for receiving Proposals. Respondent may modify or amend its Proposal only if the City receives the amendment prior to the deadline stated herein for receiving Proposals.
8.4 Non-Responsive Proposals.
A Proposal may be considered non-responsive if conditional, incomplete, or if it contains alterations of form, additions not called for, or other irregularities that may constitute a material change to the Proposal.
8.5 Costs for Preparing.
The City will not compensate any Respondent for the cost of preparing any Proposal, and all materials submitted with a Proposal shall become the property of the City. The City will retain all Proposals submitted and may use any idea in a Proposal regardless of whether that Proposal is selected.
8.6 Alternative Proposals.
Only one final proposal is to be submitted by each Respondent. Multiple proposals will result in rejection of all proposals submitted by the Respondent.
8.7 Public Documents.
All Proposals and all evaluation and/or scoring sheets shall be available for public inspection at the conclusion of the selection process.
8.8 No Exceptions.
Submission of a Proposal constitutes acceptance by Respondent of the conditions contained in this RFP and the Professional Consultant Services Agreement (attached as Attachment 3), should Respondent be selected, except for those exceptions specifically identified in the Proposal.
8.9 Conflict of Interest
By submitting a Proposal, the Respondent declares and warrants that no elected or appointed official, officer or employee of the City has been or shall be compensated, directly or indirectly, in connection with the award of the Agreement or any work for the proposed project.
For the term of the Agreement, no elected or appointed official, officer or employee of the City, during the term of his/her service with the City and for two (2) years following his/her termination 55728.00300\33359615.1
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of office or employment with the City, shall have any direct interest in the Agreement, or obtain any present, anticipated or future material benefit arising therefrom.
8.10 Site Examination
Respondents must examine the site and become acquainted with all conditions affecting the work. In submitting a proposal, Respondents warrant that they have made such site examination as they deem necessary to determine the condition of the site, its accessibility to materials, workmen and equipment, and to determine the Respondent’s ability to protect existing surface and subsurface improvements. Respondents shall also familiarize themselves with all federal, state and local laws, ordinances, rules, regulations, and codes affecting the performance of the work; make such investigations, as it may deem necessary for performance of the Services at its proposal price within the terms of the Agreement; and correlate its observations, investigations, and determinations with the requirements of the Agreement. 55728.00300\33359615.1
13 ATTACHMENT 1
SCOPE OF SERVICES
ATTACHMENT 1
SCOPE OF SERVICES
The project scope of work consists of comprehensive services designed to strengthen the costeffectiveness, quality, and productivity of the City of Signal Hill IT Managed Service Program, using current technological expertise, including maintenance of the City’s computer network, planning for short-term and long-term IT goals, and the provision of excellent customer service.
The following is a list of some of the services required but should not be seen as all inclusive. 1) Provide strategic planning and oversight of the City’s IT program. a) Identify trends in use of IT for municipal service delivery. Identify solutions to support City strategic goals and objectives.
i) Identify critical integration issues based on current projects and future initiatives. ii) Recommend policies, procedures, and standards for implementation and use of IT. iii) Provide input and review of Requests for Proposals (RFP) related to IT services.
Assist with vendor negotiations on IT projects.
iv) Provide recommendations for additional services to provide enhanced IT services when needed.
v) Assist City with yearly budget recommendations, identifying hardware and software needs, and recommending equipment and software upgrades. 2) Provide experienced project managers to provide management of projects on an as-needed basis from vendor selection to implementation.
3) Provide desktop and network support to City Staff.
a) Desktop Administration and Support:
i) Install personal computers, laptops, printers, copiers, peripherals; configuring laptops and desktops for standard applications and network services, identifying and correcting end user hardware problems, and performing advanced troubleshooting. ii) Document and track all help desk tickets whether received from ticket tracking system, phone input, email, or in person.
iii) Ensure that a list of software and hardware inventory, license, and warranty expirations is kept current.
iv) Provide ongoing hardware maintenance of the LAN(s) consisting of all computers, servers, printers, and other peripherals.
v) Provide system upgrades including but not limited to:
(1) Operating system upgrades
(2) Application upgrades
(3) Hardware upgrades
(4) Virus protection
(5) Spam filtering
vi) Coordinate resolution of software problems with software vendor. 55728.00300\33359615.1
14 ATTACHMENT 1
SCOPE OF SERVICES
vii) Provide support for the City’s document imaging and scanning systems, GIS applications, and other applications as identified by the City. viii)Ensure efficient daily operation of PCs and network. ix) Maintain an up to date inventory of all City computer-related hardware and make available to City personnel upon request.
b) Network Administration
i) Provide regular review and evaluation of the City’s network to ensure optimum operations and security.
(1) Network access including but not limited to:
(a) New user account creation.
(b) Disabling or deleting obsolete user accounts.
(c) Assigning security permissions.
(d) Issuing VPN access.
(e) Vendor account creation.
(f) Multi-Factor authentication
ii) Provide Monitor and alert notifications to firm’s IT staff on failure or potential failure of critical equipment; alert notifications to designated City personnel in the event of failure.
iii) Provide network security and maintain a virus detection programs on City servers, emails and all other computers and laptops. Ensure remote access is secured. iv) Provide off-site file backup and disaster recovery. v) Network printing.
vi) Email administration.
vii) Documentation.
viii)Server maintenance.
ix) Firewall administration support.
x) Internet support.
xi) Network outages.
xii) System Backup: The IT network, including all files on the servers, are backed up on a daily basis. Consultant shall ensure that backup processes are scheduled and performed successfully and that backup media are accessible and files can be successfully restored.
xiii)Perform an external penetration test for the network annually. 4) Provide quotes for procurement of IT related equipment. 5) Provide installation and repair of all IT related equipment including configuration changes, and installation of patches and upgrades.
6) Provide reports within specified timeframes.
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SCOPE OF SERVICES
7) Provide quality information services and technological deliverables, including project planning and execution. Provide technical leadership for server technology issues. 8) Develop mechanisms for improving the City of Signal Hill utilization of its current technological resources.
9) Improve the overall cost-effectiveness of City-wide operating expenses and capital outlays associated with technological services and future purchasing and technology needs. 10) Take over and complete phased IT infrastructure refresh project across City-wide departments covering end of life hardware and software assets and to configure a server/network environment that is built on best practices. 11) Provide monthly management level status reports to review work performed, network availability, help desk ticket summary, security issues and concerns. Attend weekly status meetings either in-person or remotely.
12) Provide Council meetings and special meetings support and manage audio and visual equipment including recording and streaming of bi-weekly Council meetings and special meetings (mostly evening meetings) with on-site support on request as required. 13) Provide cybersecurity across all City locations. The City has deployed a robust, multilayered approach to security‐focused technologies: DNS Security and content filtering, Anti‐malware software deployed to all Endpoints, Next‐Gen Antivirus & Security software deployed to Servers, Standard Anti-virus software deployed to Endpoints. The City will require the selected vendor develop Cyber Security and various compliance plans in partnership with City Departments, which ultimately ensure training is distributed to end-users. • Monitoring & Management of the existing DNS Security and content filtering system. • Monitoring & Management of the existing Anti‐malware System. • Monitoring & Management of the existing Next‐Gen Anti-virus and Security system. • Monitoring & Management MFA across multiple platforms which utilize MFA. • Training and regular simulated phishing exercises for all users in the following areas - Social Engineering Training, Phishing Training, General Cyber security training, Training of account team staff on fraudulent transactions.
14) Provide procedures and planning for Incident Response, Disaster Recovery & Business Continuity plans.
Staffing Requirements:
• One Information Technology Site Lead – 24 hours per week with Site-Lead on-site four (4) times a week for four to eight (4 to 8) hours per visit and flexibility to respond to critical issues or requests. Responsible for overall system support ensuring efficient daily operation of PCs and network. The Site Lead serves as a technology advisor for the City and will work directly with staff liaison(s) to provide exceptional customer care. Hours will be divided between General City Operations and Police Department. • Availability of unscheduled support or after hours and emergency services. • Provide a Service Level Agreement (SLA) target matrix with response times. 55728.00300\33359615.1
16 ATTACHMENT 2
REQUIRED FORMS
ATTACHMENT 2
REQUIRED FORMS
Consultants must submit satisfactory evidence to the City supporting their ability to meet the scope of work within a prompt time frame. Also, to improve consistency the proposals must conform to the following format:
1. Introduction of consulting firm, including experience and background;
2. Qualifications of personnel assigned to this project, including resumes (also designate which staff will be the information technology specialist assigned to the City);
3. Other information deemed appropriate by bidder. If information is project specific, list the type of project, the manager of the project, and any additional services offered;
4. Contact information for five (5) relevant public agency references, including contact name, phone number, address, brief description of services performed, and date of service;
5. Provide a task listing that shows the methodology to be used on this project; and
6. Proposed payment terms.
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17 ATTACHMENT 2
REQUIRED FORMS
SUMMARY SHEET
The Summary Sheet is accessible electronically on the City’s website at:
TBD
Firm Name:
Firm Parent or Ownership:
Firm Address:
Firm Telephone Number:
Firm Fax Number:
Number of Years in Existence:
Management Contact (person responsible for direct contact with the City of Signal Hill and services required for this Request for Proposals):
Name: Title:
Telephone Number: Fax:
Email:
Project Manager (person responsible for day-to-day servicing of the account):
Name: Title:
Telephone Number: Fax:
Email:
Type of services performed by the firm:
55728.00300\33359615.1
18 ATTACHMENT 2
REQUIRED FORMS
CERTIFICATION OF PROPOSAL TO THE CITY OF SIGNAL HILL
1. The undersigned hereby submits its proposal and, by doing so, agrees to furnish services to the City in accordance with the Request for Proposal (RFP), dated July 27, 2022, and to be bound by the terms and conditions of the RFP.
2. This firm has carefully reviewed its proposal and understands and agrees that the City is not responsible for any errors or omissions on the part of the Respondent and that the Respondent is responsible for them.
3. It is understood and agreed that the City reserves the right to accept or reject any or all proposals and to waive any informality or irregularity in any proposal received by the City.
4. The proposal includes all of the commentary, figures and data required by the Request for Proposal, dated July 27, 2022, including any addenda issued thereafter.
5. This firm has carefully read and fully understands all of the terms and conditions of the RFP.
6. The proposal shall be valid for 180 days from the date submitted to the City.
Name of Firm: _________________________________________ By:
(Authorized Signature)
Type Name: __________________________________________
Title: ________________________________________________ Date: ________________________________________________
55728.00300
\33359615.1
19 ATTACHMENT 2
REQUIRED FORMS
55728.00300\33359615.1
20 ATTACHMENT 3
AGREEMENT
ATTACHMENT 3
AGREEMENT
(BB&K 2019)
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Exhibit A
CITY OF SIGNAL HILL
SAMPLE - PROFESSIONAL CONSULTANT SERVICES AGREEMENT
1. PARTIES AND DATE.
This Agreement is made and entered into this _____ day of ________, 20___, by and between the City of Signal Hill, a municipal corporation, organized under the laws of the State of California, with its principal place of business at 2175 Cherry Avenue, Signal Hill, CA 90755("City") and TBD, a XXXXXXXXXXX, with its principal place of business at XXXXXXXXXXXX ("Consultant"). City and Consultant are sometimes individually referred to herein as "Party" and collectively as "Parties."
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of certain professional XXXXXXXXXX consulting services required by the City on the terms and conditions set forth in this Agreement. Consultant represents that it is experienced in providing professional XXXXXXXXXX consulting services to public clients, is licensed in the State of California, and is familiar with the plans of City.
2.2 Project.
City desires to engage Consultant to render such professional XXXXXXXXXXX consulting services for COMPREHENSIVE MANAGED INFORMATION TECHNOLOGY SERVICES project ("Project") as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the professional XXXXXXXXX consulting services necessary for the Project ("Services"). The Services are more particularly described in Exhibit "A" attached hereto and incorporated herein by reference. All Services shall be subject to, and performed in accordance with, this Agreement, the exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations.
Additionally, Consultant represents that it has that degree of specialized expertise contemplated within California government code section 37103, and holds all necessary licenses to practice and perform the services herein contemplated
3.1.2 Term. The term of this Agreement shall be from EFFECTIVE DATE to XX/XX/XXXX, unless earlier terminated as provided herein, automatic renewal up to three consecutive years; with the option to extend the contract for an additional two (2) one-year terms.
The City shall have the unilateral option, at its sole discretion, to renew this Agreement (BB&K 2019)
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automatically for no more than Two (2) additional one-year terms. Consultant shall complete the Services within the term of this Agreement, and shall meet any other established schedules and deadlines.
3.2 Responsibilities of Consultant.
3.2.1 Independent Contractor; Control and Payment of Subordinates. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services subject to the requirements of this Agreement. City retains Consultant on an independent contractor basis and not as an employee.
Consultant retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant's exclusive direction and control. Neither City, nor any of its officials, officers, directors, employees or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers' compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously, within the term of this Agreement, and in accordance with the Schedule of Services set forth in Exhibit "B" attached hereto and incorporated herein by reference. Consultant represents that it has the professional and technical personnel required to perform the Services in conformance with such conditions. In order to facilitate Consultant's conformance with the Schedule, City shall respond to Consultant's submittals in a timely manner. Upon request of City, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of City.
3.2.4 Substitution of Key Personnel. Consultant has represented to City that certain key personnel will perform and coordinate the Services under this Agreement. Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. In the event that City and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be promptly removed from the Project by the Consultant at the request of the City. The key personnel for performance of this Agreement are as follows: TBD
(BB&K 2019)
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3.2.5 City's Representative. The City hereby designates TBD, TITLE, or his/her designee, to act as its representative in all matters pertaining to the administration and performance of this Agreement ("City's Representative"). City's Representative shall have the power to act on behalf of the City for review and approval of all products submitted by Consultant but not the authority to enlarge the Scope of Work or change the total compensation due to Consultant under this Agreement. The City Manager shall be authorized to act on City's behalf and to execute all necessary documents which enlarge the Scope of Work or change the Consultant's total compensation subject to the provisions contained in Section 3.3 of this Agreement. Consultant shall not accept direction or orders from any person other than the City Manager, City's Representative or his/her designee.
3.2.6 Consultant's Representative. Consultant hereby designates TBD, TITLE, or his/her designee, to act as its representative for the performance of this Agreement ("Consultant's Representative"). Consultant's Representative shall have full authority to represent and act on behalf of the Consultant for all purposes under this Agreement. The Consultant's Representative shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for all means, methods, techniques, sequences, and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with City staff in the performance of Services and shall be available to City's staff, consultants and other staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees. Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that all employees and subconsultants shall have sufficient skill and experience to perform the Services assigned to them. Finally, Consultant represents that it, its employees and subconsultants have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, and that such licenses and approvals shall be maintained throughout the term of this Agreement.
As provided for in the indemnification provisions of this Agreement, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant's failure to comply with the standard of care provided for herein. Any employee of the Consultant or its sub-consultants who is determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project, a threat to the safety of persons or property, or any employee who fails or refuses to perform the Services in a manner acceptable to the City, shall be promptly removed from the Project by the Consultant and shall not be re-employed to perform any of the Services or to work on the Project.
3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If Consultant performs any work knowing it to be contrary to such laws, rules and regulations, Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers, employees, agents, and volunteers free and harmless, pursuant to the indemnification provisions (BB&K 2019)
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of this Agreement, from any claim or liability arising out of any failure or alleged failure to comply with such laws, rules or regulations.
3.2.10 Safety. Consultant shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the Consultant shall at all times be in compliance with all applicable local, state and federal laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions, where applicable, shall include, but shall not be limited to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions in accident prevention for all employees and subconsultants, such as safe walkways, scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.
3.2.11 Insurance. Consultant agrees to procure and maintain, at Consultant’s expense all insurance specified in Exhibit “D” attached hereto and by this reference incorporated herein. Consultant shall require all subconsultants to carry the same policies and limits of insurance that the Consultant is required to maintain, unless otherwise approved in writing by the City.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and incorporated herein by reference. The total compensation shall not exceed TBD, $ TBD without written approval of the City Council or City Manager as applicable.
Extra Work may be authorized, as described below, and if authorized, will be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Consultant shall submit to City a monthly invoice which indicates work completed and hours of Services rendered by Consultant. The invoice shall describe the amount of Services provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the invoice.
City shall, within 30 days of receiving such invoice, review the invoice and pay all non-disputed and approved charges thereon. If the City disputes any of Consultant's fees, the City shall give written notice to Consultant within thirty (30) days of receipt of an invoice of any disputed fees set forth therein.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed for any expenses unless authorized in writing by City, or included in Exhibit "C" of this Agreement.
3.3.4 Extra Work. At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, "Extra Work" means any work which is determined by City to be necessary for the proper completion of the Project, but which the Parties did not reasonably anticipate would be necessary at the execution of this Agreement.
Consultant shall not perform, nor be compensated for, Extra Work without written authorization from the City.
(BB&K 2019)
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3.4 Labor Code Requirements.
3.4.1 Prevailing Wages. Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq., ("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the performance of other requirements on "public works" and "maintenance" projects. If the Services are being performed as part of an applicable "public works" or "maintenance" project, as defined by the Prevailing Wage Laws, and If the total compensation is $1,000 or more, Consultant agrees to fully comply with such Prevailing Wage Laws. City shall provide Consultant with a copy of the prevailing rates of per diem wages in effect at the commencement of this Agreement. Consultant shall make copies of the prevailing rates of per diem wages for each craft, classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Consultant's principal place of business and at the project site. It is the intent of the parties to effectuate the requirements of sections 1771, 1774, 1775, 1776, 1777.5, 1813, and 1815 of the Labor Code within this Agreement, and Consultant shall therefore comply with such Labor Code sections to the fullest extent required by law. Consultant shall defend, indemnify and hold the City, its officials, officers, employees, agents, and volunteers free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws.
3.4.2 Registration. If the Services are being performed as part of an applicable “public works” or “maintenance” project, in addition to the foregoing, then pursuant to Labor Code sections 1725.5 and 1771.1, the Consultant and all subconsultants must be registered with the Department of Industrial Relations (“DIR”). Consultant shall maintain registration for the duration of the project and require the same of any subconsultants. This project may also be subject to compliance monitoring and enforcement by the DIR. It shall be Contractor’s sole responsibility to comply with all applicable registration and labor compliance requirements, including the submission of payroll records directly to the DIR.
3.5 Accounting Records.
3.5.1 Maintenance and Inspection. Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
3.6 General Provisions.
3.6.1 Termination of Agreement.
3.6.1.1 Grounds for Termination. City may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time and without cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except for cause.
(BB&K 2019)
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3.6.1.2 Effect of Termination. If this Agreement is terminated as provided herein, City may require Consultant to provide all finished or unfinished Documents and Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to provide such document and other information within fifteen (15) days of the request.
3.6.1.3 Additional Services. In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.
3.6.1.4 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose:
Consultant: TBD - BUSINESS NAME
TBD - STREET ADDRESS
TBD - CITY STATE ZIP
ATTN: TBD NAME AND TITLE
City: City of Signal Hill
2175 Cherry Avenue
Signal Hill, CA 90755
ATTN: Sharon del Rosario, ASO/Finance Director
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and addressed to the party at its applicable address. Actual notice shall be deemed adequate notice on the date actual notice occurred, regardless of the method of service.
3.6.2 Ownership of Materials and Confidentiality.
3.6.2.1 Documents & Data; Licensing of Intellectual Property. This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subconsultants to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subconsultant prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data.
Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other than Consultant or provided to Consultant by the City. City shall not be limited in any way in its use of the Documents & Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk.
3.6.2.2 Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents & Data either created by or provided to Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such (BB&K 2019)
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materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is otherwise known to Consultant or is generally known, or has become known, to the related industry shall be deemed confidential. Consultant shall not use City's name or insignia, photographs of the Project, or any publicity pertaining to the Services or the Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City.
3.6.2.3 Confidential Information. The City shall refrain from releasing Consultant’s proprietary information ("Proprietary Information") unless the City's legal counsel determines that the release of the Proprietary Information is required by the California Public Records Act or other applicable state or federal law, or order of a court of competent jurisdiction, in which case the City shall notify Consultant of its intention to release Proprietary Information.
Consultant shall have five (5) working days after receipt of the Release Notice to give City written notice of Consultant's objection to the City's release of Proprietary Information. Consultant shall indemnify, defend and hold harmless the City, and its officers, directors, employees, and agents from and against all liability, loss, cost or expense (including attorney’s fees) arising out of a legal action brought to compel the release of Proprietary Information. City shall not release the Proprietary Information after receipt of the Objection Notice unless either: (1) Consultant fails to fully indemnify, defend (with City's choice of legal counsel), and hold City harmless from any legal action brought to compel such release; and/or (2) a final and non-appealable order by a court of competent jurisdiction requires that City release such information.
3.6.3 Cooperation; Further Acts. The Parties shall fully cooperate with one another, and shall take any additional acts or sign any additional documents as may be necessary, appropriate or convenient to attain the purposes of this Agreement.
3.6.4 Attorney's Fees. If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with this Agreement, the prevailing party in such litigation shall be entitled to have and recover from the losing party reasonable attorney's fees and all other costs of such action.
3.6.5 Indemnification.
To the fullest extent permitted by law, Consultant shall defend (with counsel of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers and agents free and harmless from any and all claims, demands, causes of action, costs, expenses, liability, loss, damage or injury of any kind, in law or equity, to property or persons, including wrongful death, in any manner arising out of, pertaining to, or incident to any alleged acts, errors or omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors, consultants or agents in connection with the performance of the Consultant's Services, the Project or this Agreement, including without limitation the payment of all damages, expert witness fees and attorneys fees and other related costs and expenses. Consultant's obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the Consultant or the City, its officials, officers, employees, agents or volunteers.
If Consultant’s obligation to defend, indemnify, and/or hold harmless arises out of Consultant’s performance as a “design professional” (as that term is defined under Civil Code section 2782.8), then, and only to the extent required by Civil Code section 2782.8, which (BB&K 2019)
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is fully incorporated herein, Consultant’s indemnification obligation shall be limited to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Consultant, and, upon Consultant obtaining a final adjudication by a court of competent jurisdiction, Consultant’s liability for such claim, including the cost to defend, shall not exceed the Consultant’s proportionate percentage of fault.
3.6.6 Entire Agreement. This Agreement contains the entire Agreement of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties.
3.6.7 Governing Law. This Agreement shall be governed by the laws of the State of California. Venue shall be in Orange County.
3.6.8 Time of Essence. Time is of the essence for each and every provision of this Agreement.
3.6.9 City's Right to Employ Other Consultants. City reserves right to employ other consultants in connection with this Project.
3.6.10 Successors and Assigns. This Agreement shall be binding on the successors and assigns of the parties.
3.6.11 Assignment or Transfer. Consultant shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein without the prior written consent of the City. Any attempt to do so shall be null and void, and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer.
3.6.12 Construction; References; Captions. Since the Parties or their agents have participated fully in the preparation of this Agreement, the language of this Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not work days. All references to Consultant include all personnel, employees, agents, and subconsultants of Consultant, except as otherwise specified in this Agreement. All references to City include its elected officials, officers, employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement.
3.6.13 Amendment; Modification. No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties.
3.6.14 Waiver. No waiver of any default shall constitute a waiver of any other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
3.6.15 No Third-Party Beneficiaries. There are no intended third party beneficiaries of any right or obligation assumed by the Parties. (BB&K 2019)
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3.6.16 Invalidity; Severability. If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions shall continue in full force and effect.
3.6.17 Prohibited Interests. Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant warrants that it has not paid nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For the term of this Agreement, no member, officer or employee of City, during the term of his or her service with City, shall have any direct interest in this Agreement, or obtain any present or anticipated material benefit arising therefrom.
3.6.18 Equal Opportunity Employment. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subconsultant, employee or applicant for employment because of race, religion, color, national origin, handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of City's Minority Business Enterprise program, Affirmative Action Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.6.19 Labor Certification. By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker's Compensation or to undertake self-insurance in accordance with the provisions of that Code, and agrees to comply with such provisions before commencing the performance of the Services.
3.6.20 Authority to Enter Agreement. Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement. Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party.
3.6.21 Counterparts. This Agreement may be signed in counterparts, each of which shall constitute an original.
(BB&K 2019)
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3.7 Subcontracting
3.7.1 Prior Approval Required. Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.
CITY OF SIGNAL HILL CONSULTANT
By: By:
Mayor or City Manager NAME AND TITLE
[If Corporation, TWO SIGNATURES,
President OR Vice President AND
Secretary OR Treasurer REQUIRED]
ATTEST:
By:
NAME AND TITLE
By:
City Clerk
APPROVED AS TO FORM:
By:
Best Best & Krieger LLP
City Attorney
(BB&K 2019)
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Exhibit “A”-1
EXHIBIT "A"
SCOPE OF SERVICES
(BB&K 2019)
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Exhibit “A-I-1”
EXHIBIT "A-I"
FEDERALLY REQUIRED PROVISIONS FOR SERVICES
[INSERT FEDERALLY REQUIRED PROVISIONS TRIGGERED BY RECEIPT OF FEDERAL FUNDS FOR THE SERVICES; OTHERWISE
ALWAYS DELETE ENTIRE EXHIBIT “A-I”]
(BB&K 2019)
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Exhibit “B”-1
EXHIBIT "B"
SCHEDULE OF SERVICES
(BB&K 2019)
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Exhibit “D”-1
EXHIBIT "C"
COMPENSATION
(BB&K 2019)
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Exhibit “D”-2
EXHIBIT “D”
INSURANCE REQUIREMENTS
3.2.11 Insurance.
3.2.11.1 Time for Compliance. Consultant shall not commence work under this Agreement until it has provided evidence satisfactory to the City that it has secured all insurance required under this section. In addition, Consultant shall not allow any subconsultant to commence work on any subcontract until it has provided evidence satisfactory to the City that the subconsultant has secured all insurance required under this section.
3.2.11.2 Types of Insurance Required. As a condition precedent to the effectiveness of this Agreement for work to be performed hereunder, and without limiting the indemnity provisions of the Agreement, the Consultant, in partial performance of its obligations under such Agreement, shall procure and maintain in full force and effect during the term of the Agreement the following policies of insurance. If the existing policies do not meet the insurance requirements set forth herein, Consultant agrees to amend, supplement or endorse the policies to do so.
(A) Commercial General Liability: Commercial General Liability Insurance which affords coverage at least as broad as Insurance Services Office "occurrence" form CG 0001, or the exact equivalent, with limits of not less than $1,000,000 per occurrence and no less than $2,000,000 in the general aggregate. Defense costs shall be paid in addition to the limits. The policy shall contain no endorsements or provisions (1) limiting coverage for contractual liability; (2) excluding coverage for claims or suits by one insured against another (cross-liability); or (3) containing any other exclusion(s) contrary to the terms or purposes of this Agreement. (B) Automobile Liability Insurance: Automobile Liability Insurance with coverage at least as broad as Insurance Services Office Form CA 0001 covering "Any Auto" (Symbol 1), or the exact equivalent, covering bodily injury and property damage for all activities with limits of not less than $1,000,000 combined limit for each occurrence. (1) a Personal Automobile Liability policy for the Consultant's own vehicle stipulating "Automobile Liability Insurance with a limit of not less than $1,000,000 each accident"; or (2) a non-owned auto endorsement to the Commercial General Liability policy if Consultant uses vehicles of others (e.g., vehicles of employees).
(C) Workers' Compensation: Workers' Compensation
Insurance, as required by the State of California and Employer's Liability Insurance with a limit of not less than $1,000,000 per accident for bodily injury and disease. (D) Cyber Security and Privacy Liability insurance with limits of $1,000,000 per occurrence/loss, $2,000,000 aggregate. If coverage is maintained on a claimsmade basis, Consultant/Contractor shall maintain such coverage for an additional period of three (3) years following termination of the contract.
(E) Cyber Technology Errors and Omissions insurance with limits of $1,000,000 per occurrence/loss, $2,000,000 aggregate which shall include the following coverage:
(BB&K 2019)
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Exhibit “D”-3
(1) Liability arising from the theft, dissemination and/or use of confidential or personally identifiable information, including credit monitoring and regulatory fines arising from such theft, dissemination or use of the confidential information. (2) Network security liability arising from the
unauthorized use of, access to, or tampering with computer systems. (3) Liability arising from the failure of technology
products (software) required under the contract for Consultant to properly perform the services intended.
(4) Claims alleging the failure of computer security that result in the transmission of malicious code, deletion, destruction or alteration of data, or the denial of service
(5) Electronic Media Liability arising from personal
injury, plagiarism or misappropriation of ideas, domain name infringement or improper deeplinking or framing, and infringement or violation of intellectual property rights. (6) Liability arising from the rendering, or failure to render, professional services
(F) Fidelity Bond coverage or Commercial Crime insurance which shall be written on a “loss sustained form” or “discovery form” with limits of not less than $1,000,000 per occurrence for Employee Dishonesty, Fraud, Depositor Forgery, Money Orders & Counterfeit money, Fraudulent Fund Transfers, and Theft by Electronic Means. Said policy shall also include coverage for Money & Securities – On and Off Premises – including transportation by messenger, Fraudulent Instruction, Robbery and Burglary with limits of not less than $100,000 per occurrence. The Agency, its officers, employees, and agents shall be named as Loss Payees.
If the policy is written on a “discovery form,” it must include an extended reporting period of not less than one (1) year.
3.2.11.3 Insurance Endorsements. Required insurance policies shall contain the following provisions, or Consultant shall provide endorsements on forms approved by the City to add the following provisions to the insurance policies:
(A) Commercial General Liability
(1) Additional Insured: The City, its officials, officers, employees, agents, and volunteers shall be additional insureds with regard to liability and defense of suits or claims arising out of the performance of the Agreement.
Additional Insured Endorsements shall not (1) be
restricted to "ongoing operations"; (2) exclude "contractual liability"; (3) restrict coverage to "sole" liability of Consultant; or (4) contain any other exclusions contrary to the terms or purposes of this Agreement. For all policies of Commercial General Liability insurance, Consultant shall provide endorsements in the form of ISO CG 20 10 10 01 and 20 37 10 01 (or endorsements providing the exact same coverage) to effectuate this requirement. (BB&K 2019)
55136.00200\31918793.1
Exhibit “D”-4
(2) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (B) Automobile Liability:
(C) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium.
3.2.11.4 Technology Professional Liability (Errors & Omissions):
(A) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (B) Contractual Liability Exclusion Deleted: This insurance shall include contractual liability applicable to this Agreement. The policy must “pay on behalf of” the insured and include a provision establishing the insurer’s duty to defend.
3.2.11.5 Workers' Compensation:
(A) Cancellation: Required insurance policies shall not be canceled or the coverage reduced until a thirty (30) day written notice of cancellation has been served upon the City except ten (10) days shall be allowed for non-payment of premium. (B) Waiver of Subrogation: A waiver of subrogation stating that the insurer waives all rights of subrogation against the City, its officials, officers, employees, agents, and volunteers.
3.2.11.6 Primary and Non-Contributing Insurance. All policies of Commercial General Liability and Automobile Liability insurance shall be primary and any other insurance, deductible, or self-insurance maintained by the City, its officials, officers, employees, agents, or volunteers shall not contribute with this primary insurance. Policies shall contain or be endorsed to contain such provisions.
3.2.11.7 Waiver of Subrogation. All policies of Commercial General Liability and Automobile Liability insurance shall contain or be endorsed to waive subrogation against the City, its officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or others providing insurance evidence in compliance with these specifications to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against the City, its officials, officers, employees, agents, and volunteers, and shall require similar written express waivers and insurance clauses from each of its subconsultants.
3.2.11.8 Deductibles and Self-Insured Retentions. Any deductible or selfinsured retention must be approved in writing by the City and shall protect the City, its officials, officers, employees, agents, and volunteers in the same manner and to the same extent as they would have been protected had the policy or policies not contained a deductible or self-insured retention.
(BB&K 2019)
55136.00200\31918793.1
Exhibit “D”-5
3.2.11.9 Evidence of Insurance. The Consultant, concurrently with the execution of the Agreement, and as a condition precedent to the effectiveness thereof, shall deliver either certified copies of the required policies, or original certificates on forms approved by the City, together with all endorsements affecting each policy. Required insurance policies shall not be in compliance if they include any limiting provision or endorsement that has not been submitted to the City for approval. The certificates and endorsements for each insurance policy shall be signed by a person authorized by that insurer to bind coverage on its behalf. At least fifteen (15 days) prior to the expiration of any such policy, evidence of insurance showing that such insurance coverage has been renewed or extended shall be filed with the City. If such coverage is cancelled or reduced and not replaced immediately so as to avoid a lapse in the required coverage, Consultant shall, within ten (10) days after receipt of written notice of such cancellation or reduction of coverage, file with the City evidence of insurance showing that the required insurance has been reinstated or has been provided through another insurance company or companies.
3.2.11.10 Failure to Maintain Coverage. In the event any policy of insurance required under this Agreement does not comply with these specifications or is canceled and not replaced immediately so as to avoid a lapse in the required coverage, City has the right but not the duty to obtain the insurance it deems necessary and any premium paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City may cancel this Agreement effective upon notice.
3.2.11.11 Acceptability of Insurers. Each such policy shall be from a company or companies with a current A.M. Best's rating of no less than A:VII and authorized to transact business of insurance in the State of California, or otherwise allowed to place insurance through surplus line brokers under applicable provisions of the California Insurance Code or any federal law.
3.2.11.12 Enforcement of Agreement Provisions (non estoppel).
Consultant acknowledges and agrees that actual or alleged failure on the part of the City to inform Consultant of non-compliance with any requirement imposes no additional obligation on the City nor does it waive any rights hereunder.
3.2.11.13 Requirements Not Limiting. Requirement of specific coverage or minimum limits contained in this Appendix are not intended as a limitation on coverage, limits, or other requirement, or a waiver of any coverage normally provided by any insurance.
3.2.11.14 Insurance for Subconsultants. Consultant shall include all subconsultants engaged in any work for Consultant relating to this Agreement as additional insureds under the Consultant's policies, or the Consultant shall be responsible for causing subconsultants to purchase the appropriate insurance in compliance with the terms of these Insurance Requirements, including adding the City, its officials, officers, employees, agents, and volunteers as additional insureds to the subconsultant's policies. All policies of Commercial General Liability insurance provided by Consultant’s subconsultants performing work relating to this Agreement shall be endorsed to name the City, its officials, officers, employees, agents and volunteers as additional insureds using endorsement form ISO CG 20 38 04 13 or an endorsement providing equivalent coverage. Consultant shall not allow any subconsultant to commence work on any subcontract relating to this Agreement until it has received satisfactory evidence of subconsultant’s compliance with all insurance requirements under this Agreement, to (BB&K 2019)
55136.00200\31918793.1
Exhibit “D”-6
the extent applicable. The Consultant shall provide satisfactory evidence of compliance with this section upon request of the City.