HomeMy WebLinkAboutAccess Professional Inc; 2020-08-12; PSA21-1195FACPSA21-1195FAC
City Attorney Approved Version 6/12/18
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AGREEMENT FOR ACCESS GATE PREVENTATIVE MAINTENANCE SERVICES
ACCESS PROFESSIONAL, INC.
THIS AGREEMENT is made and entered into as of the ______________ day of
_________________________, 2020, by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and ACCESS PROFESSIONAL, INC., a California corporation,
("Contractor").
RECITALS
A. City requires the professional services of a gate installation and maintenance
company that is experienced with dual opening gates, HySecurity gate operators and Elite (Icon
26) services entry systems. Contractor has the necessary experience in providing professional
services and advice related to preventative maintenance.
B. Contractor has the necessary experience in providing professional services and
advice related to servicing and repairing dual swing open gates, electronic operators and
telephone entry systems located at the Carlsbad Safety Training Center, 5750 Orion Street,
Carlsbad, California 92010.
C. Contractor has submitted a proposal to City and has affirmed its willingness and
ability to perform such work.
NOW, THEREFORE, in consideration of these recitals and the mutual covenants
contained herein, City and Contractor agree as follows:
1. SCOPE OF WORK
City retains Contractor to perform, and Contractor agrees to render, those services (the
"Services") that are defined in attached Exhibits "A" and “B”, which are incorporated by this
reference in accordance with this Agreement’s terms and conditions.
2. STANDARD OF PERFORMANCE
While performing the Services, Contractor will exercise the reasonable professional care and skill
customarily exercised by reputable members of Contractor's profession practicing in the
Metropolitan Southern California Area, and will use reasonable diligence and best judgment while
exercising its professional skill and expertise.
3. TERM
The term of this Agreement will be effective for a period of five (5) years from the date first above
written.
4. TIME IS OF THE ESSENCE
Time is of the essence for each and every provision of this Agreement.
5. COMPENSATION
The total fee payable for the Services to be performed during the initial Agreement term will be
twelve thousand five hundred dollars ($12,500), not-to-exceed two thousand five hundred
($2,500) per calendar year. No other compensation for the Services will be allowed except for
items covered by subsequent amendments to this Agreement. The City reserves the right to
withhold a ten percent (10%) retention until City has accepted the work and/or Services specified
in Exhibit "A" and “B”.
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. PREVAILING WAGE RATES
Any construction, alteration, demolition, repair, and maintenance work, including work performed
during design and preconstruction such as inspection and land surveying work, cumulatively
exceeding $1,000 and performed under this Agreement are subject to state prevailing wage laws.
The general prevailing rate of wages, for each craft or type of worker needed to execute the
contract, shall be those as determined by the Director of Industrial Relations pursuant to the
Section 1770, 1773 and 1773.1 of the California Labor Code. Pursuant to Section 1773.2 of the
California Labor code, a current copy of applicable wage rates is on file in the office of the City
Engineer. Contractor shall not pay less than the said specified prevailing rates of wages to all
such workers employed by him or her in the execution of the Agreement. Contractor and any
subcontractors shall comply with Section 1776 of the California Labor Code, which generally
requires keeping accurate payroll records, verifying and certifying payroll records, and making
them available for inspection. Contractor shall require any subcontractors to comply with Section
1776.
7. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City’s election, City may deduct the indemnification amount from any balance
owing to Contractor.
8. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
9. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
10. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorney’s
fees arising out of the performance of the work described herein caused by any negligence,
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recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney’s fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City’s self-administered workers’
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
11. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor’s
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus
line insurer on the State of California’s List of Approved Surplus Line Insurers (LASLI) with a rating
in the latest Best’s Key Rating Guide of at least “A:X”; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
11.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
Agreement. City, its officers, agents and employees make no representation that the limits of the
insurance specified to be carried by Contractor pursuant to this Agreement are adequate to
protect Contractor. If Contractor believes that any required insurance coverage is inadequate,
Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at
Contractor's sole expense. The full limits available to the named insured shall also be available
and applicable to the City as an additional insured.
11.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an
“occurrence” basis, including personal & advertising injury, with limits no less than $2,000,000 per
occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
11.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
11.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
11.1.4 Professional Liability. Errors and omissions liability appropriate to Contractor’s
profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a
period of five years following the date of completion of the work.
11.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
11.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
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11.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
11.2.3 This insurance will be in force during the life of the Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
mail pursuant to the Notice provisions of this Agreement.
11.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
11.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
11.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
12. BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
13. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will 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.
14. OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor’s records.
15. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
16. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
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For City For Contractor
Name Jason Kennedy Name Al Jenkins
Title Facility Manager Title Project Manager
Department Public Works Address 1955 Cordell Court, Suite 104
City of Carlsbad El Cajon, CA 92020
Address 1635 Faraday Ave. Phone No. 858-571-4444
Carlsbad, CA 92008 Email al@accessprofessionals.com
Phone No. 760-931-2236
Each party will notify the other immediately of any changes of address that would require any
notice or delivery to be directed to another address.
17. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all four categories.
Yes No
18. GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
19. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
20. DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
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21. TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the termination date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
22. COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the
fee, commission, percentage, brokerage fees, gift, or contingent fee.
23. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
24. JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
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25. SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
26. ENTIRE AGREEMENT
This Agreement, together with any other written document referred to or contemplated by it, along
with the purchase order for this Agreement and its provisions, embody the entire Agreement and
understanding between the parties relating to the subject matter of it. In case of conflict, the terms
of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions
may be amended, modified, waived or discharged except in a writing signed by both parties.
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27. AUTHORITY
The individuals executing this Agreement and the instruments referenced in it on behalf of
Contractor each represent and warrant that they have the legal power, right and actual authority
to bind Contractor to the terms and conditions of this Agreement.
CONTRACTOR CITY OF CARLSBAD, a municipal
corporation of the State of California ACCESS PROFESSIONAL, INC., a
California corporation
By: By:
(sign here) Paz Gomez, Deputy City Manager, Public
Works, as authorized by the City Manager
Christopher Scheppmann/Secretary
(print name/title)
By:
(sign here)
(print name/title)
If required by City, proper notarial acknowledgment of execution by contractor must be attached.
If a corporation, Agreement must be signed by one corporate officer from each of the following
two groups.
Group A Group B
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President CFO or Assistant Treasurer
Otherwise, the corporation must attach a resolution certified by the secretary or assistant
secretary under corporate seal empowering the officer(s) signing to bind the corporation.
APPROVED AS TO FORM:
CELIA A. BREWER, City Attorney
BY: _____________________________
Assistant City Attorney
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EXHIBIT “A”
SCOPE OF SERVICES
ITEM
NO. DESCRIPTION QTY UNIT ANNUAL
COST
EXTENDED
COST
1
Gate Quarterly Preventative Maintenance
Four (4) gate services per year. Service
details listed in Exhibit “B”.
**Qty reflects total service visits for 5 years.
20 EA $900.00 $4,500.00
2*
Allowance for Emergency Service Calls.
Fees based off service rates for emergency
service calls outside of quarterly
preventative maintenance visits.
Fees may include minor repairs, parts or
batteries to keep gates functioning properly.
5
EA
$1,600.00
$8,000.00
TOTALS $2,500.00 $12,500.00
*In accordance with the attached proposal dated July 17, 2020, Emergency Service Call fees shall
be charged at the rate of $65/service call and $110/hour labor with a one-hour minimum. After
hours Emergency Service Calls shall be charged at the rate of $75/service call and $140/hour labor
with a one hour minimum.
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July 17, 2020
Carlsbad Safety Training Center
5750 Orion Street (760) 931-2236
Carlsbad, CA 92010
Attn: Mr. Jason Kennedy
Re: Preventative Maintenance Agreement for the gate and gate operator system for Carlsbad
Safety Training Center, 5750 Orion Street, Carlsbad Ca. 92010
The general purpose of this program is to establish a consistent routine of properly maintaining
your gates and gate operating systems while providing emergency service as required. A longer
and more reliable, useful life of the product is the intended benefit of our Preventative Maintenance
Program.
We do not expect to eliminate all problems relating to your gates and gate operators, however, we
do expect to decrease the volume of problems significantly. This will be accomplished through
periodic inspections including proper lubrication and adjustments as detailed on the following
pages.
As a property manager/owner, you are conscious of cost and the need for reliability and security
provided by your gates and gate operators. Having a gate out of operation normally results in the
necessity for you to hire additional security or leave some portion of your property in a
compromising or vulnerable situation. Consequently, it is essential that the gates be properly
maintained to minimize down time. In order to maximize the efficiency of this program, we will
establish a priority file for your property. This file will contain the following information.
A)A detailed map indicating actual locations of each gate, corresponding with gate numbers
as assigned by our personnel. This will simplify communications when requesting emergency
service.
B)Actual specifics regarding each gate such as size, type, manufacturer, etc. This will
enhance our ability to respond to your needs promptly with appropriate personnel and equipment
to resolve problems.
C)A detailed record of all inspections, results, and action taken.
THE PREVENTATIVE MAINTENANCE PROGRAM FOR THE GATES WILL INCLUDE THE
FOLLOWING:
(1) Check and tighten hinges or rollers as needed.
(2) Inspect for excessive wear or stress.
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Exhibit B
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(3) Check brackets for secure mounting.
(4) Check track for secure mounting.
(5) Inspect for proper alignment and security.
(6) Oil or grease rollers, bearings, hinges, or any moving parts as needed.
(7) Check overall operation of gates.
THE PREVENTATIVE MAINTENANCE PROGRAM FOR THE GATE OPERATORS WILL
INCLUDE THE FOLLOWING:
(1) Check chain for sag and tighten.
(2) Check gear reducer oil level.
(3) Check all sprockets and pulleys for alignment, tighten set screws as needed.
(4) Oil or grease bearing and chain.
(5) Check clutch and adjust as needed.
(6) Check belts for excessive wear.
(7) Check electrical connections.
(8) Check all safety devices for proper operation.
(9) Check overall operation of gate operator.
THE PREVENTATIVE MAINTENANCE PROGRAM FOR THE TELEPHONE ENTRY SYSTEM
WILL INCLUDE THE FOLLOWING:
(1) Check system clarity.
(2) Check system voltage.
(3) Check 12-volt power.
(4) Check gate open circuit.
(5) Check postman's switch.
(6) Check police switch. (option)
(7) Check system memory.
(8) Check system lighting.
(9) Check Fire Department Knox switch.
THE EQUIPMENT COVERED UNDER THIS MAINTENANCE AGREEMENT WILL INCLUDE:
ITEM DESCRIPTION QTY
(1) HySecurity Swing Smart DC Gate Operators 2
(2) Vehicle detection / reverse loops 2
(3) Shadow Loop 1
(4) Automatic exit loop 1
(5) DoorKing 1835 telephone entry systems 2
(6) SDG&E Keyway 1
(7) Fire Dept. Knox switch 1
(8) Opticom Fire Strobe 1
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Below are the details for the maintenance agreement on the gates, gate operators and telephone
entry system.
MAINTENANCE AGREEMENT
Access Professionals, Inc. will provide preventative maintenance on all gates, gate operators,
telephone entry system and related equipment as follows:
•Maintenance to include sufficient on site labor to provide appropriate service on a quarterly
schedule.
•Replace drive belts when needed.
TOTAL COST FOR QUARTERLY MAINTENANCE AGREEMENT:
$225.00 per visit
The minimum duration for the Maintenance Agreement is six (6) months. All call out service calls
to be charged at the rate of $65.00 per service call and $110.00 per hour labor with a one-hour
minimum. Labor to be prorated for time on site after the first hour. The standard overtime service
rate of $75.00 per service call and $140.00 per hour labor with a one-hour minimum, including
round trip drive time, to apply for service performed after 5:00 PM and before 8:00 am Monday
through Friday, anytime on the weekends and holidays. Labor to be prorated after the first hour.
If during a routine maintenance service we find that a part needs to be replaced, we will notify you
which part requires replacement and the total cost.
All repairs or damage due to vandalism or negligence will be billed as a regular service call.
Access Professionals, Inc. must be notified thirty (30) days in advance in writing of your intent to
cancel this agreement. Payment must be made upon receipt of the maintenance billing.
We would like to take this opportunity to thank you for considering Access Professionals, Inc. for
this service. We are a state licensed contractor no. 430971.
Respectfully submitted, Date of Acceptance_________________
____________________________ _________________________________
Access Professionals, Inc. By:
1955 Cordell Court, Suite 104
El Cajon, CA 92020
(858) 571-4444
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Exhibit B (continued)
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