HomeMy WebLinkAbout18 - Agreement for As-Needed Athletic and Recreational Field ServicesTO:
FROM:
CITY OF
NEWPORT BEACH
City Council Staff Report
November 22, 2016
Agenda Item No. 18
HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
Mike Pisani, Municipal Operations Director - 949-644-3055,
mpisani@newportbeachca.gov
PREPARED BY: Shelby Morgan, Management Assistant
smorgan@newportbeachca.gov
PHONE: 949-644-3013
TITLE: Agreement for As -Needed Athletic and Recreational Field Services
with CSA Holdings, dba Sports Field Services
ABSTRACT:
The City utilizes athletic and recreational field services to keep various parks and
recreational fields pristine through projects related to maintenance and renovation of the
City's sports fields. Services include installing sod and fertilizing, aerating, and
preparing sports fields. The Municipal Operations Department is proposing execution of
an agreement with CSA Holdings, dba Sports Field Services (SFS) to provide these
services.
RECOMMENDATION:
a) Determine that the action is exempt from the California Environmental Quality Act
(CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines
because it will not result in a physical change to the environment, directly or
indirectly; and
b) Approve the agreement with CSA Holdings for as -needed athletic and recreational
field services for a three year term, and authorize the Mayor and City Clerk to
execute the agreement.
FUNDING REQUIREMENTS:
The current adopted budget includes sufficient funding for this purchase. Funding is
provided by accounts in the Municipal Operations, Recreation and Senior Services
Departments, as well as from the "per -player" funds from youth sports organizations and
the adult soccer league. These funds, in the amount of $10.00 per player per season,
equate to approximately $87,000 each year, and, combined with City funds, directly
fund the renovation and specialized maintenance of the sports fields.
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Approve Agreement for As -Needed Athletic and
Recreational Field Services with CSA Holdings
November 22, 2016
Page 2
DISCUSSION:
On September 26, 2016, the Municipal Operations Department issued a Request for
Proposals (RFP) for as -needed athletic and recreational field services. Proposals were
due October 12, 2016, and the City received two proposals in response to the RFP. A
committee of evaluators from the Municipal Operations Department reviewed the
proposals and evaluated the firms independent of pricing. The Finance Department's
Purchasing Agent calculated the cost score based on the differential in cost between
the respondents.
SFS scored the highest in both the technical and cost categories. Walt Harper, who has
an extensive history of working with City staff and with many of the recreational groups
that will utilize the sports fields, will be the project manager with SFS on this agreement.
SFS will provide as needed landscape and recreational field services to address various
projects related to maintenance of youth sports fields throughout the City including
baseball, soccer, and flag football.
The services provided by SFS are above and beyond the normal maintenance as
provided by the parks maintenance contractor. These specialized services include
removal and replacement of sod on highly used areas of the field, aeration to the field
areas to lessen compaction, application of fertilizer, amendments, and seed, and
preparation of sports fields including lining, dragging and adding and leveling brick dust.
Other operations SFS could be contracted to perform include adding greens sand and
leveling infields in other highly used areas on the fields. They may also be contracted to
move soccer goals and mow fields when necessary to achieve the low cut some
leagues request.
Municipal Operations Department recommends this as -needed service be contracted
with SFS for a term of three years with an option for two 1 -year extensions at a total
amount not to exceed $250,000 per year.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
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PROFESSIONAL SPORTS
FIELD MAINTENANCE
SPORTS FIELD SERVICES
TECHNICAL SCORE (MAX 60)
49.13
51.88
COST SCORE (MAX 40)
23.76
37.91
TOTAL SCORE (MAX 100)
72.88
89.79
SFS scored the highest in both the technical and cost categories. Walt Harper, who has
an extensive history of working with City staff and with many of the recreational groups
that will utilize the sports fields, will be the project manager with SFS on this agreement.
SFS will provide as needed landscape and recreational field services to address various
projects related to maintenance of youth sports fields throughout the City including
baseball, soccer, and flag football.
The services provided by SFS are above and beyond the normal maintenance as
provided by the parks maintenance contractor. These specialized services include
removal and replacement of sod on highly used areas of the field, aeration to the field
areas to lessen compaction, application of fertilizer, amendments, and seed, and
preparation of sports fields including lining, dragging and adding and leveling brick dust.
Other operations SFS could be contracted to perform include adding greens sand and
leveling infields in other highly used areas on the fields. They may also be contracted to
move soccer goals and mow fields when necessary to achieve the low cut some
leagues request.
Municipal Operations Department recommends this as -needed service be contracted
with SFS for a term of three years with an option for two 1 -year extensions at a total
amount not to exceed $250,000 per year.
ENVIRONMENTAL REVIEW:
Staff recommends the City Council find this action is not subject to the California
Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not
result in a direct or reasonably foreseeable indirect physical change in the environment)
and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA
Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no
potential for resulting in physical change to the environment, directly or indirectly.
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Approve Agreement for As -Needed Athletic and
Recreational Field Services with CSA Holdings
November 22, 2016
Page 3
NOTICING:
The agenda item has been noticed according to the Brown Act (72 hours in advance of
the meeting at which the City Council considers the item).
ATTACHMENTS:
Attachment A — On -Call Maintenance/Repair Services Agreement with CSA Holdings
for As -Needed Athletic and Recreational Field Services.
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ATTACHMENT A
MAINTENANCE/REPAIR SERVICES AGREEMENT
WITH CSA HOLDINGS, INC. FOR
AS -NEEDED SPORT AND RECREATIONAL FIELD SERVICES
THIS MAINTENANCE/REPAIR SERVICES AGREEMENT ("Agreement") is
made and entered into as of this 22nd day of November, 2016 ("Effective Date"), by and
between the CITY OF NEWPORT BEACH, a California municipal corporation and
charter city ("City"), and CSA HOLDINGS, INC., a California corporation ("Contractor"),
whose address is 8 Clydesdale Drive, Ladera Ranch, California 92694, and is made
with reference to the following:
RECITALS
A. 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 City.
B. City desires to engage Contractor to perform landscape maintenance and/or
repair services for City ("Project").
C. Contractor possesses the skill, experience, ability, background, certification and
knowledge to provide the maintenance and/or repair services described in this
Agreement.
D. Contractor has examined the location of all proposed work, carefully reviewed
and evaluated the specifications set forth by City for the Project, is familiar with
all conditions relevant to the performance of services, and has committed to
perform all work required for the compensation specified in this Agreement.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
1.1 The term of this Agreement shall commence on the Effective Date, and
shall terminate on December 31, 2019 unless terminated earlier, or extended, as set
forth herein.
1.2 The term of this Agreement may be extended up to two (2) times for an
additional one (1) year per extension. Contractor shall submit all requests for
extensions or requests for termination of this Agreement to the Project Administrator as
defined in Section 6. All requests shall be made in writing one hundred twenty (120)
calendar days prior to the termination date of each term or extended term. The failure
by Contractor to provide a written request within the one hundred twenty (120) calendar
days prior to the termination date of each term or extended term shall result in
termination of this Agreement.
I
2. SERVICES TO BE PERFORMED
2.1 Contractor shall diligently perform all the services described in the Scope
of Services attached hereto as Exhibit A and incorporated herein by reference
("Services" or "Work"). As a material inducement to City entering into this Agreement,
Contractor represents and warrants that Contractor is a provider of first class work and
Contractor is experienced in performing the Work contemplated herein and, in light of
such status and experience, Contractor covenants that it shall follow community
professional standards with the ordinary degree of skill and care that would be used by
other reasonably competent practitioners of the same discipline under similar
circumstances, in performing the Work required hereunder, and that all materials will be
of good quality.
2.2 Contractor shall perform all Work required to be performed, and shall
provide and furnish all the labor, materials, necessary tools, expendable equipment and
all utility and transportation services necessary for the Project.
3. TIME OF PERFORMANCE
3.1 Time is of the essence in the performance of Services under this
Agreement and Contractor shall perform the Services in accordance with the schedule
included in Exhibit A. In the absence of a specific schedule, the Services shall be
performed to completion in a diligent and timely manner. The failure by Contractor to
strictly adhere to the schedule set forth in Exhibit A, if any, or perform the Services in a
diligent and timely manner may result in termination of this Agreement by City.
3.2 Notwithstanding the foregoing, Contractor shall not be responsible for
delays due to causes beyond Contractor's reasonable control. However, in the case of
any such delay in the Services to be provided for the Project, each party hereby agrees
to provide notice within two (2) calendar days of the occurrence causing the delay to the
other party so that all delays can be addressed.
3.3 Contractor shall submit all requests for extensions of time for performance
in writing to the Project Administrator as defined herein, not later than two (2) calendar
days after the start of the condition that purportedly causes a delay. The Project
Administrator shall review all such requests and may grant reasonable time extensions
for unforeseeable delays that are beyond Contractor's control.
3.4 For all time periods not specifically set forth herein, Contractor shall
respond in the most expedient and appropriate manner under the circumstances, by
fax, hand -delivery or mail.
4. COMPENSATION TO CONTRACTOR
4.1 City shall pay Contractor for the Services on a time and expense not -to -
exceed basis in accordance with the provisions of this Section and the Schedule of
Billing Rates attached hereto as Exhibit B and incorporated herein by reference. Except
as otherwise provided herein, no rate changes shall be made during the term of this
Agreement without the prior written approval of City. Contractor's compensation for all
Services performed in accordance with this Agreement, including all reimbursable
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items, shall not exceed Two Hundred Fifty Thousand Dollars and 00/100
($250,000.00), without prior written amendment to the Agreement.
4.2 Upon the first anniversary of the Effective Date and upon each
anniversary of the Effective Date thereafter, the billing rates set forth in Exhibit B
("Billing Rates") shall be adjusted in proportion to changes in the Consumer Price Index,
subject to the maximum adjustment set forth below. Such adjustment shall be made by
multiplying the Billing Rates in Exhibit B by a fraction, the numerator of which is the
value of the Consumer Price Index for the calendar month three (3) months preceding
the calendar month for which such adjustment is to be made, and the denominator of
which is the value of the Consumer Price Index for the same calendar month
immediately prior to Effective Date. The Consumer Price Index to be used in such
calculation is the "Consumer Price Index, All Items, 1982-84=100 for All Urban
Consumers (CPI -U)", for the Los Angeles -Riverside -Orange County Metropolitan Area,
published by the United States Department of Labor, Bureau of Labor Statistics. If both
an official index and one or more unofficial indices are published, the official index shall
be used. If said Consumer Price Index is no longer published at the adjustment date, it
shall be constructed by conversion tables included in such new index. In no event,
however, shall the amount payable under this Agreement be reduced below the Billing
Rates in effect immediately preceding such adjustment. The maximum adjustment
increase to the Billing Rates, for any year where an adjustment is made pursuant to this
Section, shall not exceed the Consumer Price Index or 2.0% of the Billing Rates in
effect immediately preceding such adjustment, whichever is less.
4.3 Contractor shall submit monthly invoices to City describing the Work
performed the preceding month. Contractor's bills shall include the name and/or
classification of employee who performed the Work, a brief description of the Services
performed and/or the specific task in the Scope of Services to which it relates, the date
the Services were performed, the number of hours spent on all Work billed on an hourly
basis, and a description of any reimbursable expenditures. City shall pay Contractor no
later than thirty (30) calendar days after approval of the monthly invoice by City staff.
4.4 City shall reimburse Contractor only for those costs or expenses
specifically identified in Exhibit B to this Agreement, or specifically approved in writing in
advance by City.
4.5 Contractor shall not receive any compensation for Extra Work performed
without the prior written authorization of City. As used herein, "Extra Work" means any
Work that is determined by City to be necessary for the proper completion of the
Project, but which is not included within the Scope of Services and which the parties did
not reasonably anticipate would be necessary at the execution of this Agreement.
Compensation for any authorized Extra Work shall be paid in accordance with Exhibit B.
5. PROJECT MANAGER
5.1 Contractor shall designate a Project Manager, who shall coordinate all
phases of the Project. This Project Manager shall be available to City at all reasonable
times during the Agreement term. Contractor has designated Mannie Adams to be its
Project Manager. Contractor shall not remove or reassign the Project Manager or any
CSA Holdings, Inc. Page 3
personnel listed in Exhibit A or assign any new or replacement personnel to the Project
without the prior written consent of City. City's approval shall not be unreasonably
withheld with respect to the removal or assignment of non -key personnel.
5.2 Contractor, at the sole discretion of City, shall remove from the Project any
of its personnel assigned to the performance of Services upon written request of City.
Contractor warrants that it will continuously furnish the necessary personnel to complete
the Project on a timely basis as contemplated by this Agreement.
6. ADMINISTRATION
This Agreement will be administered by the Municipal Operations Department.
City's Landscape Supervisor or designee shall be the Project Administrator and shall
have the authority to act for City under this Agreement. The Project Administrator shall
represent City in all matters pertaining to the Services to be rendered pursuant to this
Agreement.
7. CITY'S RESPONSIBILITIES
To assist Contractor in the execution of its responsibilities under this Agreement,
City agrees to provide access to and upon request of Contractor, one copy of all
existing relevant information on file at City. City will provide all such materials in a
timely manner so as not to cause delays in Contractor's Work schedule.
8. TYPE AND INSTALLATION OF MATERIALS/STANDARD OF CARE
8.1 Contractor shall use only the standard materials described in Exhibit A in
performing Services under this Agreement. Any deviation from the materials described
in Exhibit A shall not be installed or utilized unless approved in advance and in writing
by the Project Administrator.
8.2 All of the Services shall be performed by Contractor or under Contractor's
supervision. Contractor represents that it possesses the personnel required to perform
the Services required by this Agreement, and that it will perform all Services in a
manner commensurate with community professional standards and with the ordinary
degree of skill and care that would be used by other reasonably competent practitioners
of the same discipline under similar circumstances. All Services shall be performed by
qualified and experienced personnel who are not employed by City. By delivery of
completed Work, Contractor certifies that the Work conforms to the requirements of this
Agreement, all applicable federal, state and local laws and legally recognized
professional standards.
8.3 Contractor represents and warrants to City that it has, shall obtain and
shall keep in full force and effect during the term hereof, at its sole cost and expense, all
licenses, permits, qualifications, insurance and approvals of whatsoever nature that is
legally required of Contractor to practice its profession. Contractor shall maintain a City
of Newport Beach business license during the term of this Agreement.
8.4 Contractor shall not be responsible for delay, nor shall Contractor be
responsible for damages or be in default or deemed to be in default by reason of strikes,
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lockouts, accidents, acts of God, or the failure of City to furnish timely information or to
approve or disapprove Contractor's Work promptly, or delay or faulty performance by
City, contractors, or governmental agencies.
9. RESPONSIBILITY FOR DAMAGES OR INJURY
9.1 City and, but not limited to, all officers, employees and representatives,
licensors, lessors, joint -use participants, parties to memoranda of understanding
thereof, and all persons and entities owning or otherwise in legal control of the property
upon which Contractor performs the Project and/or Services shall not be responsible in
any manner for any loss or damage to any of the materials or other things used or
employed in performing the Project or for injury to or death of any person as a result of
Contractor's performance of the Services required hereunder; or for damage to property
from any cause arising from the performance of the Project and/or Services by
Contractor, or its subcontractors, or its workers, or anyone employed by either of them.
9.2 Contractor shall be responsible for any liability imposed by law and for
injuries to or death of any person or damage to property resulting from defects,
obstructions or from any cause arising from Contractor's Work on the Project and/or
Services, or the Work of any subcontractor or supplier selected by Contractor.
9.3 To the fullest extent permitted by law, Contractor shall indemnify, defend
and hold harmless City and, but not limited to, its City Council, boards and
commissions, officers, agents, volunteers, employees (independent contractors,
sports/activity/league personnel, and referees), and any person or entity owning or
otherwise in legal control of the property upon which Consultant performs the Project
and/or Services contemplated by this Agreement (collectively, the "Indemnified Parties")
from and against any and all claims (including, without limitation, claims for bodily injury,
death or damage to property), demands, obligations, damages, actions, causes of
action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses
(including, without limitation, attorneys' fees, disbursements and court costs) of every
kind and nature whatsoever (individually, a Claim; collectively, "Claims"), which may
arise from or in any manner relate (directly or indirectly) to any breach of the terms and
conditions of this Agreement, any Work performed or Services provided under this
Agreement including, without limitation, defects in workmanship or materials or
Contractor's presence or activities conducted on the Project (including the negligent
and/or willful acts, errors and/or omissions of Contractor, its principals, officers, agents,
employees, vendors, suppliers, consultants, subcontractors, anyone employed directly
or indirectly by any of them or for whose acts they may be liable or any or all of them).
9.4 Notwithstanding the foregoing, nothing herein shall be construed to
require Contractor to indemnify the Indemnified Parties from any Claim arising from the
sole negligence or willful misconduct of the Indemnified Parties. Nothing in this
indemnity shall be construed as authorizing any award of attorneys' fees in any action
on or to enforce the terms of this Agreement. This indemnity shall apply to all claims
and liability regardless of whether any insurance policies are applicable. The policy
limits do not act as a limitation upon the amount of indemnification to be provided by
Contractor.
CSA Holdings, Inc. Page 5
9.5 Contractor shall perform all Work in a manner to minimize public
inconvenience and possible hazard, to restore other work areas to their original
condition and former usefulness as soon as possible, and to protect public and private
property. Contractor shall be liable for any private or public property damaged during
the performance of the Work by Contractor or its agents.
9.6 To the extent authorized by law, as much of the money due Contractor
under and by virtue of the Agreement as shall be considered necessary by City may be
retained by it until disposition has been made of such suits or claims for damages as
aforesaid.
9.7 The rights and obligations set forth in this Section shall survive the
termination of this Agreement.
10. INDEPENDENT CONTRACTOR
It is understood that City retains Contractor on an independent contractor basis
and Contractor is not an agent or employee of City. The manner and means of
conducting the Work are under the control of Contractor, except to the extent they are
limited by statute, rule or regulation and the expressed terms of this Agreement. No
civil service status or other right of employment shall accrue to Contractor or its
employees. Nothing in this Agreement shall be deemed to constitute approval for
Contractor or any of Contractor's employees or agents, to be the agents or employees
of City. Contractor shall have the responsibility for and control over the means of
performing the Work, provided that Contractor is in compliance with the terms of this
Agreement. Anything in this Agreement that may appear to give City the right to direct
Contractor as to the details of the performance of the Work or to exercise a measure of
control over Contractor shall mean only that Contractor shall follow the desires of City
with respect to the results of the Services.
11. COOPERATION
Contractor agrees to work closely and cooperate fully with City's designated
Project Administrator and any other agencies that may have jurisdiction or interest in the
Work to be performed. City agrees to cooperate with Contractor on the Project.
12. CITY POLICY
Contractor shall discuss and review all matters relating to policy and Project
direction with City's Project Administrator in advance of all critical decision points in
order to ensure the Project proceeds in a manner consistent with City goals and
policies.
13. PROGRESS
Contractor is responsible for keeping the Project Administrator informed on a
regular basis regarding the status and progress of the Project, activities performed and
planned, and any meetings that have been scheduled or are desired.
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14. INSURANCE
Without limiting Contractor's indemnification of City, and prior to commencement
of Work, Contractor shall obtain, provide and maintain at its own expense during the
term of this Agreement or for other periods as specified in this Agreement, policies of
insurance of the type, amounts, terms and conditions described in the Insurance
Requirements attached hereto as Exhibit C, and incorporated herein by reference.
15. LABOR AND PREVAILING WAGE REQUIREMENT
15.1 Contractor shall comply with all applicable provisions of State and Federal
law including, applicable provisions of California Labor Code, and the Federal Fair
Labor Standards Act.
15.2 Whenever Contractor has knowledge that any actual or potential labor
dispute is delaying or threatens to delay the timely performance of this Agreement,
Contractor shall immediately give notice to City, including all relevant information.
15.3 This agreement shall be paid in accordance with Section 1770 of the
California State Labor Code and in accordance with the tenus of the Southern California
Master Labor Agreement, which has established a prevailing rate of per diem wages to
be paid in the performance of this agreement. The Director of Industrial Relations has
ascertained the general prevailing rate of per diem wages in the locality in which the
work is to be performed for each craft, classification, or type of workman or mechanic
needed to execute the contract. A copy of said determination is available by calling the
prevailing wage hotline number (415) 703-4774, and requesting one from the
Department of Industrial Relations. All parties to the contract shall be governed by all
provisions of the California Labor Code Relating to prevailing wage rates (Sections
1770-7981 inclusive).
16. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS
Except as specifically authorized under this Agreement, the Services to be
provided under this Agreement shall not be assigned, transferred contracted or
subcontracted out without the prior written approval of City. Any of the following shall
be construed as an assignment: The sale, assignment, transfer or other disposition of
any of the issued and outstanding capital stock of Contractor, or of the interest of any
general partner or joint venturer or syndicate member or cotenant if Contractor is a
partnership or joint -venture or syndicate or cotenancy, which shall result in changing the
control of Contractor. Control means fifty percent (50%) or more of the voting power or
twenty-five percent (25%) or more of the assets of the corporation, partnership or joint -
venture.
17. SUBCONTRACTING
The subcontractors authorized by City, if any, to perform Work on this Project are
identified in Exhibit A. Contractor shall be fully responsible to City for all acts and
omissions of any subcontractor. Nothing in this Agreement shall create any contractual
relationship between City and any subcontractor nor shall it create any obligation on the
part of City to pay or to see to the payment of any monies due to any such
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subcontractor other than as otherwise required by law. City is an intended beneficiary
of any Work performed by the subcontractor for purposes of establishing a duty of care
between the subcontractor and City. Except as specifically authorized herein, the
Services to be provided under this Agreement shall not be otherwise assigned,
transferred, contracted or subcontracted out without the prior written approval of City.
18. OWNERSHIP OF DOCUMENTS
Each and every report, draft, map, record, plan, document and other writing
produced (hereinafter "Documents"), prepared or caused to be prepared by Contractor,
its officers, employees, agents and subcontractors, in the course of implementing this
Agreement, shall become the exclusive property of City, and City shall have the sole
right to use such materials in its discretion without further compensation to Contractor or
any other party. Contractor shall, at Contractor's expense, provide such Documents to
City upon prior written request.
19. CONFIDENTIALITY
All Documents, including drafts, preliminary drawings or plans, notes and
communications that result from the Services in this Agreement, shall be kept
confidential unless City expressly authorizes in writing the release of information.
20. RECORDS
Contractor shall keep records and invoices in connection with the Services to be
performed under this Agreement. Contractor shall maintain complete and accurate
records with respect to the costs incurred under this Agreement and any Services,
expenditures and disbursements charged to City, for a minimum period of three (3)
years, or for any longer period required by law, from the date of final payment to
Contractor under this Agreement. All such records and invoices shall be clearly
identifiable. Contractor shall allow a representative of City to examine, audit and make
transcripts or copies of such records and invoices during regular business hours.
Contractor 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 to Contractor under this Agreement.
21. WITHHOLDINGS
City may withhold payment to Contractor of any disputed sums until satisfaction
of the dispute with respect to such payment. Such withholding shall not be deemed to
constitute a failure to pay according to the terms of this Agreement. Contractor shall not
discontinue Work as a result of such withholding. Contractor shall have an immediate
right to appeal to the City Manager or his/her designee with respect to such disputed
sums. Contractor shall be entitled to receive interest on any withheld sums at the rate of
return that City earned on its investments during the time period, from the date of
withholding of any amounts found to have been improperly withheld.
22. CITY'S RIGHT TO EMPLOY OTHER CONTRACTORS
City reserves the right to employ other contractors in connection with the Project.
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23. CONFLICTS OF INTEREST
23.1 Contractor or its employees may be subject to the provisions of the
California Political Reform Act of 1974 (the "Act"), which (1) requires such persons to
disclose any financial interest that may foreseeably be materially affected by the Work
performed under this Agreement, and (2) prohibits such persons from making, or
participating in making, decisions that will foreseeably financially affect such interest.
23.2 If subject to the Act, Contractor shall conform to all requirements of the
Act. Failure to do so constitutes a material breach and is grounds for immediate
termination of this Agreement by City. Contractor shall indemnify and hold harmless
City for any and all claims for damages resulting from Contractor's violation of this
Section.
24. NOTICES
24.1 All notices, demands, requests or approvals, including any change in
mailing address, to be given under the terms of this Agreement shall be given in writing,
and conclusively shall be deemed served when delivered personally, or on the third
business day after the deposit thereof in the United States mail, postage prepaid, first-
class mail, addressed as hereinafter provided.
24.2 All notices, demands, requests or approvals from Contractor to City shall
be addressed to City at:
Attn: Landscape Supervisor
Municipal Operations Department
City of Newport Beach
100 Civic Center Drive
PO Box 1768
Newport Beach, CA 92658
24.3 All notices, demands, requests or approvals from City to Contractor shall
be addressed to Contractor at:
Attn: Mannie Adams
CSA Holdings, Inc.
8 Clydesdale Drive
Ladera Ranch, CA 92694
25. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under this Agreement, Contractor shall submit to City, in
writing, all claims for compensation under or arising out of this Agreement.
Contractor's acceptance of the final payment shall constitute a waiver of all claims for
compensation under or arising out of this Agreement except those previously made in
writing and identified by Contractor in writing as unsettled at the time of its final request
for payment. Contractor and City expressly agree that in addition to any claims filing
requirements set forth in the Agreement, Contractor shall be required to file any claim
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Contractor may have against City in strict conformance with the Government Claims Act
(Government Code sections 900 et seq.).
26. TERMINATION
26.1 In the event that either party fails or refuses to perform any of the
provisions of this Agreement at the time and in the manner required, that party shall be
deemed in default in the performance of this Agreement. If such default is not cured
within a period of two (2) calendar days, or if more than two (2) calendar days are
reasonably required to cure the default and the defaulting party fails to give adequate
assurance of due performance within two (2) calendar days after receipt of written
notice of default, specifying the nature of such default and the steps necessary to cure
such default, and thereafter diligently take steps to cure the default, the non -defaulting
party may terminate the Agreement forthwith by giving to the defaulting party written
notice thereof.
26.2 Notwithstanding the above provisions, City shall have the right, at its sole
and absolute discretion and without cause, of terminating this Agreement at any time by
giving no less than seven (7) calendar days' prior written notice to Contractor. In the
event of termination under this Section, City shall pay Contractor for Services
satisfactorily performed and costs incurred up to the effective date of termination for
which Contractor has not been previously paid. On the effective date of termination,
Contractor shall deliver to City all reports, Documents and other information developed
or accumulated in the performance of this Agreement, whether in draft or final form.
27. LABOR
27.1 Contractor shall conform with all applicable provisions of state and federal
law including, but not limited to, applicable provisions of the federal Fair Labor
Standards Act ("FLSA") (29 USCA § 201, et seq.).
27.2 Whenever Contractor has knowledge that any actual or potential labor
dispute is delaying or threatens to delay the timely performance of this Agreement,
Contractor shall immediately give written notice to City, and provide all relevant
information.
27.3 Contractor represents that all persons working under this Agreement are
verified to be U.S. citizens or persons legally authorized to work in the United States.
27.4 To the fullest extent permitted by law, Contractor shall indemnify, defend,
and hold harmless City, its City Council, boards and commissions, officers, agents,
volunteers, and employees from loss or damage, including but not limited to attorneys'
fees, and other costs of defense by reason of actual or alleged violations of any
applicable federal, state and local labor laws or law, rules, and/or regulations. This
obligation shall survive the expiration and/or termination of the Agreement.
28. STANDARD PROVISIONS
28.1 Recitals. City and Contractor acknowledge that the above Recitals are
true and correct and are hereby incorporated by reference.
CSA Holdings, Inc. Page 10
18-13
28.2 Compliance with all Laws. Contractor shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted. In addition, all Work prepared by Contractor shall conform to applicable City,
county, state and federal laws, rules, regulations and permit requirements and be
subject to approval of the Project Administrator and City.
28.3 Waiver. A waiver by either party of any breach, of any term, covenant or
condition contained herein shall not be deemed to be a waiver of any subsequent
breach of the same or any other term, covenant or condition contained herein, whether
of the same or a different character.
28.4 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and agreements of whatsoever kind or nature are merged
herein. No verbal agreement or implied covenant shall be held to vary the provisions
herein.
28.5 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Scope of Services or any other
attachments attached hereto, the terms of this Agreement shall govern.
28.6 Interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
28.7 Amendments. This Agreement may be modified or amended only by a
written document executed by both Contractor and City and approved as to form by the
City Attorney.
28.8 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
28.9 Controlling Law and Venue. The laws of the State of California shall
govern this Agreement and all matters relating to it and any action brought relating to
this Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
28.10 Equal Opportunity Employment. Contractor represents that it is an equal
opportunity employer and it shall not discriminate against any subcontractor, employee
or applicant for employment because of race, religious creed, color, national origin,
ancestry, physical handicap, medical condition, marital status, sex, sexual orientation,
age or any other impermissible basis under law.
28.11 No Attorneys' Fees. In the event of any dispute or legal action arising
under this Agreement, the prevailing party shall not be entitled to attorneys' fees.
CSA Holdings, Inc. Page 11
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28.12 Counterparts. This Agreement may be executed in two (2) or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
CSA Holdings, Inc. Page 12
18-15
IN WITNESS WHEREOF, the parties have caused this Agreement to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTORNEY'S OFFICE
Date: I I
By:.'A �k
Aaron C. Harp -C2 U -
City Attorney cirr4
ATTEST:
Date:
go
Leilani 1. Brown
City Clerk
CITY OF NEWPORT BEACH,
a California municipal corporation
Date:
By:
Diane B. Dixon
Mayor
CONTRACTOR: CSA HOLDINGS, INC.,
a California corporation
Date:
By:
Mannie Adams
President/Secretary
[END OF SIGNATURES]
Attachments: Exhibit A — Scope of Services
Exhibit B — Schedule of Billing Rates
Exhibit C — Insurance Requirements
CSA Holdings, Inc. Page 13
18-16
EXHIBIT A
SCOPE OF SERVICES
• DESCRIPTION OF PROJECT
o Contractor shall provide as -needed athletic and recreational field services to
address various projects related to maintenance and renovation of youth
sports fields.
o Furnish all labor, equipment, and supervision to provide athletic and
recreational field services on an as -needed basis at various facilities, parks,
and worksites located throughout the City.
• Services shall include, but not be limited to:
■ Remove and install sod;
■ Aerate field/park areas;
■ Prepare sport fields (e.g. paint lines, drag/level brickdust) including
baseball, soccer, and flag football;
■ Fertilize fields based on City specifications;
■ Mow grass;
■ Apply City -supplied seed and topdress; and
■ Apply greens sand and athletic mixes, and level areas per City
requests.
• City shall supply the following materials:
■ roll off bins for sod disposal,
■ Mirimichi-brand fertilizer product,
■ Seed and topdress,
■ Greens sand, and
■ Athletic mix.
• WORKMANSHIP AND SUPERVISION
o The work force shall include a thoroughly skilled, experienced, and
competent supervisor who shall be responsible for adherence to the
specifications expressed within the Scope of Services. All supervisory
personnel must be able to communicate effectively in English (both orally
and in writing). Any order given to supervisory personnel shall be
CSA Holdings, Inc.
Page A-1
18-17
delivered to the Contractor. The supervisor assigned must be identified by
name to ensure coordination and continuity.
o All personnel working at the outlined areas shall be neat in appearance
and in uniforms as approved by the Landscape Manager. All personnel
shall wear identification badges or patches. Those employees working in
or adjacent to traffic lanes shall wear safety vests.
o Persons employed by the Contractor who are found not to be satisfactory
by the City shall be discharged or reassigned by the Contractor on fifteen
(15) days' notice from the City.
• CORRESPONDENCE
o All correspondence shall be addressed to Landscape Manager, Municipal
Operations Department, City of Newport Beach, P.O. Box 1768, Newport
Beach, CA 92658-8915.
• SAFETY REQUIREMENT
o All Work performed under this contract shall be performed in such a
manner as to provide maximum safety to the public and where applicable,
comply with all safety standards required by CAL -OSHA. The Landscape
Manager reserves the right to issue restraining or cease and desist orders
to the Contractor when unsafe or harmful acts are observed or reported
relative to the performance of the work under this contract. All contractor
vehicles shall have a "W.A.T.C.H." work area traffic control manual at all
times
o The Contractor shall maintain all work sites free of hazards to persons
and/or property resulting from his/her operations, which shall be
immediately reported to the Landscape Manager.
o The Contractor shall notify the City immediately of any unusual and/or
hazardous conditions, including tripping hazards, holes, or other
conditions at the various facilities, parks, and worksites located throughout
the City where Contractor is performing the Work.
• WORKING HOURS
o Normal working hours shall be no more than ten (10) hours per day
between the hours of 7:00 a.m. and 5:00 p.m. Normal working days are
Monday through Friday. Unless otherwise specified in the Scope of Work,
no Saturday or Sunday work is to be scheduled without prior verbal
permission from the City. No motorized equipment shall be operated
before 8:00 a.m. or after 5:00 p.m.
CSA Holdings, Inc. Page A-2
• MATERIALS AND RESPONSIBILITY
o City shall supply the following materials:
■ roll off bins for sod disposal,
■ Mirimichi-brand fertilizer product,
■ Seed and topdress,
■ Greens sand, and
■ Athletic mix.
o In the event the City exercises the option to purchase the materials, the
following conditions will apply:
■ Contractor(s) shall conform to all City practices and procedures.
■ All City purchases will be for the sole expressed use of and for the
City.
■ The Contractor(s) shall secure, store, inventory, distribute and control
all materials entrusted to the Contractor's representatives.
■ All materials and inventories shall be made available to the City upon
request. The Contractor(s) will reduce the unit cost for each
maintenance task by the City's actual cost for the materials provided
and used.
o Unless otherwise stated above, Contractor(s) shall be responsible to provide
all labor and materials to allow for successful Project completion.
■ The City may choose to reimburse the Contractor(s) for materials that
need to be procured. These instances shall be analyzed on a case-by-
case basis and reimbursement for materials will need to be agreed
upon in the Contractor's letter proposal prior to the commencement of
work.
■ Receipts shall be required for reimbursements for materials purchased
for projects. City reserves the right to specify what type of material
and/or equipment will be purchased per project. All equipment and
material purchases shall be preapproved by the Fleet/Facilities
Manager, or his/her designee. The contractor shall charge the actual
cost of materials to the City plus 5% for overhead costs associated
with procurement of materials.
CSA Holdings, Inc. Page A-3
18-19
EXHIBIT B
SCHEDULE OF BILLING RATES
Billing Rates
Dollar Unit of Measure
Amount
Remove existing, Install, and Rall Hybrid
Bermuda Sod Bandera (or equal) *
$1.75 Per Square
Foot
less than 5,000
Square Feet
Remove existing, Install, and Rall Hybrid
Bermuda Sod Bandera (or equal) *
1.50 Per Square
$ Foot
5,000-20,000
Square Feet
Remove existing, Install, and Roll Hybrid
Bermuda Sod Bandera (or equal) *
$1.20 Per Square
Foot
20,001 Square Feet
or greater
Deep -Tine Aeration - 10 inch solid tines
$2,400.00
70, 000 Square Feet
Shatter -Tine Aeration
$1,200.00
70,000 Square Feet
Dethatch/RenovateNacuum Cut
$3,600.00
70, 000 Square Feet
String Line Edge Baseball Infield
$120.00
1, 000 Linear Feet
Drag and prep Baseball Infield
$60.00
Per Field
Add Brickdust to Baseball Infield
$60.00
Per One Ton
Line Softball Field
$60.00
Per Field
-
Line Soccer Field -
$90.00
Per Field
Line Flag Football Field - Grass
$00.00
Per Field
Line Flag Football Field — Synthetic Turf
$120.00
Per Field
Moving soccer goal
$60.00
Per Set (2)
Fertilize wl 21-0-0 (or Equal) at 1 lb. of
N11000 square feet
$360.00
70,000 Square Feet
Install City -provided Mirimichi-brand
organic fertilizer product (at 20lbs11000
square feet
,$240.00
70,000 Square Feet
Gypsum Application at 25lbsf1000 square
feet (Soil Buster or equal)
'$360.00
70,00+0 Square Feet
Mow (Reel Blade)
$300.00
70,000 Square Feet
CSA Holdings, Inc. Page B-1
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Mow (Rotary Blade)
$240.00
70,000 Square Feet
Core aeration and remove plugs.
$3,000,00
70,000 Square Feet
Apply City -Supplied Seed and topdress
$1,200,00
70,000 Square Feet
(20 yards approx.)
Apply City -supplied greens sand and level
Less than 10 yards
$72,00 Per yard
Apply City -supplied greens sand and level
10 yards or greater
$60.00 Per yard
Apply City -Supplied Aguinaga 80-20,
$72.00 Per yard
Less than 10 yards
Athletic Mix and level
Apply City -Supplied Aguinaga 80-20,
$60,00 Per yard
10 yards or greater
Athletic Mix and level
CSA Holdings, Inc,
Page B-2
18-21
EXHIBIT C
INSURANCE REQUIREMENTS — MAINTENANCE/REPAIR/JANITORIAL SERVICES
1. Provision of Insurance. Without limiting Contractor's indemnification of City, and
prior to commencement of Work, Contractor shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Contractor
agrees to provide insurance in accordance with requirements set forth here. If
Contractor uses existing coverage to comply and that coverage does not meet
these requirements, Contractor agrees to amend, supplement or endorse the
existing coverage.
2. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City's Risk Manager.
3. Coverage Requirements.
A. Workers' Compensation Insurance. Contractor shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability
Insurance with limits of at least one million dollars ($1,000,000) each
accident for bodily injury by accident and each employee for bodily injury
by disease in accordance with the laws of the State of California, Section
3700 of the Labor Code.
Contractor shall submit to City, along with the certificate of insurance,
a Waiver of Subrogation endorsement in favor of City, its City Council,
boards and commissions, officers, agents, volunteers, employees, and
any person or entity owning or otherwise in legal control of the property
upon which Consultant performs the Project and/or Services
contemplated by this Agreement.
B. General Liability Insurance. Contractor shall maintain commercial general
liability insurance and, if necessary, umbrella liability insurance, with
coverage at least as broad as provided by Insurance Services Office form
CG 00 01, in an amount not less than one million dollars ($1,000,000) per
occurrence, two million dollars ($2,000,000) general aggregate. The
policy shall cover liability arising from premises, operations, products -
completed operations, personal and advertising injury, and liability
assumed under an insured contract (including the tort liability of another
assumed in a business contract).
C. Automobile Liability Insurance. Contractor shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
CSA Holdings, Inc. Page C-1
18-22
covering bodily injury and property damage for all activities of Contractor
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
vehicles, in an amount not less than one million dollars ($1,000,000)
combined single limit each accident.
4. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
A. Waiver of Subrogation. All insurance coverage maintained or procured
pursuant to this Agreement shall be endorsed to waive subrogation
against City, its City Council, boards and commissions, officers, agents,
volunteers, employees, and any person or entity owning or otherwise in
legal control of the property upon which Consultant performs the Project
and/or Services contemplated by this Agreement or shall specifically allow
Contractor or others providing insurance evidence in compliance with
these requirements to waive their right of recovery prior to a loss.
Contractor hereby waives its own right of recovery against City, and shall
require similar written express waivers from each of its subconsultants.
B. Additional Insured Status. All liability policies including general liability,
products and completed operations, excess liability, pollution liability, and
automobile liability, if required, shall provide or be endorsed to provide that
City, its City Council, boards and commissions, officers, agents,
volunteers, employees, and any person or entity owning or otherwise in
legal control of the property upon which Consultant performs the Project
and/or Services contemplated by this Agreement shall be included as
insureds under such policies.
C. Primary and Non Contributory. All liability coverage shall apply on a
primary basis and shall not require contribution from any insurance or self-
insurance maintained by City.
D. Notice of Cancellation. All policies shall provide City with thirty (30)
calendar days notice of cancellation (except for nonpayment for which ten
(10) calendar days notice is required) or nonrenewal of coverage for each
required coverage.
5. Additional Agreements Between the Parties. The parties hereby agree to the
following:
A. Evidence of Insurance. Contractor shall provide certificates of insurance
to City as evidence of the insurance coverage required herein, along with
a waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance
certificates and endorsement must be approved by City's Risk Manager
prior to commencement of performance. Current certification of insurance
CSA Holdings, Inc. Page C-2
18-23
shall be kept on file with City at all times during the term of this
Agreement. City reserves the right to require complete, certified copies of
all required insurance policies, at anytime.
B. City's Right to Revise Requirements. City reserves the right at any time
during the term of the Agreement to change the amounts and types of
insurance required by giving Contractor sixty (60) calendar days advance
written notice of such change. If such change results in substantial
additional cost to Contractor, City and Contractor may renegotiate
Contractor's compensation.
C. Right to Review Subcontracts. Contractor agrees that upon request, all
agreements with subcontractors or others with whom Contractor enters
into contracts with on behalf of City will be submitted to City for review.
Failure of City to request copies of such agreements will not impose any
liability on City, or its employees. Contractor shall require and verify that
all subcontractors maintain insurance meeting all the requirements stated
herein, and Contractor shall ensure that City is an additional insured on
insurance required from subcontractors. For CGL coverage,
subcontractors shall provide coverage with a format at least as broad as
CG 20 38 04 13.
D. Enforcement of Agreement Provisions. Contractor acknowledges and
agrees that any actual or alleged failure on the part of City to inform
Contractor of non-compliance with any requirement imposes no additional
obligations on City nor does it waive any rights hereunder.
E. Requirements not Limiting. Requirements of specific coverage features
or limits contained in this Section are not intended as a limitation on
coverage, limits or other requirements, or a waiver of any coverage
normally provided by any insurance. Specific reference to a given
coverage feature is for purposes of clarification only as it pertains to a
given issue and is not intended by any party or insured to be all inclusive,
or to the exclusion of other coverage, or a waiver of any type. If the
Contractor maintains higher limits than the minimums shown above, the
City requires and shall be entitled to coverage for 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.
F. Self-insured Retentions. Any self-insured retentions must be declared to
and approved by City. City reserves the right to require that self-insured
retentions be eliminated, lowered, or replaced by a deductible. Self-
insurance will not be considered to comply with these requirements unless
approved by City.
CSA Holdings, Inc.
Page C-3
18-24
G. City Remedies for Non -Compliance If Contractor or any sub -
consultant fails to provide and maintain insurance as required herein, then
City shall have the right but not the obligation, to purchase such
insurance, to terminate this Agreement, or to suspend Contractor's right to
proceed until proper evidence of insurance is provided. Any amounts paid
by City shall, at City's sole option, be deducted from amounts payable to
Contractor or reimbursed by Contractor upon demand.
H. Timely Notice of Claims. Contractor shall give City prompt and timely
notice of claims made or suits instituted that arise out of or result from
Contractor's performance under this Contract, and that involve or may
involve coverage under any of the required liability policies. City assumes
no obligation or liability by such notice, but has the right (but not the duty)
to monitor the handling of any such claim or claims if they are likely to
involve City.
I. Contractor's Insurance. Contractor shall also procure and maintain, at its
own cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of
the Work.
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Page C-4
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