HomeMy WebLinkAboutLSA Associates Inc; 2015-06-26; TRAN12271/
TRAN 1227
AGREEMENT FOR ENVIRONMENTAL SERVICES
LSA ASSOCIATES, INC.
THIS AGREEMENT is made and entered into as of the ^ ^ day of
I/JA//^ 2015, by and between the CITY OF CARLSBAD, a municipal
cp^oration, ("City"), and LSA ASSOCIATES, INC., a California corporation, ("Contractor").
RECITALS
A. City requires the professional services of a contractor that is experienced in
environmental permit compliance.
B. Contractor has the necessary experience in providing professional services and
advice related to preparing reports and required documentation for environmental permit
compliance.
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 Exhibit "A", which is 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 one (1) year from the date first above
written. The City Manager may amend the Agreement to extend it for one (1) additional one (1)
year period or parts thereof. Extensions will be based upon a satisfactory review of Contractor's
performance. City needs, and appropriation of funds by the City Council. The parties will prepare
a written amendment indicating the effective date and length ofthe extended Agreement.
4. TIME IS OF THE ESSENCE
Time is ofthe 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
twenty nine thousand nine hundred fifty nine dollars ($29,959). No other compensation for the
Services will be allowed except for items covered by subsequent amendments to this Agreement.
If the City elects to extend the Agreement, the amount shall not exceed thirty thousand dollars
($30,000) per Agreement year. 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".
Incremental payments, if applicable, should be made as outlined in attached Exhibit "A".
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6. 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.
7. 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.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. 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 attorneys
fees arising out of the performance of the work described herein caused by any negligence,
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.
10. 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-:VH"; OR with a surplus
line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
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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.
10.1 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 ofthe
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.
10.1.1 Commercial General Liabilitv Insurance. $2,000,000 combined single-limit per
occurrence for bodily injury, personal injury and property damage. If the submitted policies contain
aggregate limits, general aggregate limits will apply separately to the work under this Agreement
or the general aggregate will be twice the required per occurrence limit.
10.1.2 Automobile Liabilitv. (if the use of an automobile is involved for Contractor's work
for City). $1,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Emplover's Liabilitv. 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.
10.1.4 Professional Liabilitv. 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.
10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under
this Agreement contain, or are endorsed to contain, the following provisions:
10.2.1 The City will be named as an additional insured on Commercial General Liability
which shall provide primary coverage to the City.
10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which
will be written as claims-made coverage.
10.2.3 This insurance will be in force during the life ofthe 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.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 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.
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10.5 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.
11. 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.
12. 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 ofthree
(3) years from the date of final payment under this Agreement.
13. 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.
14. 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.
15. NOTICES
The name ofthe 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.
For City For Contractor
Name Sherri Howard Name Jaime Morales
Title Associate Engineer Title Project Manager/Biologist
Department Public Works Address 703 Palomar Airport Road Ste 260
City of Carlsbad Carlsbad CA 92011
Address 635 Faraday Avenue Phone No. 760-931-5471
Carlsbad CA 92008 Email Jaime.morales(glsa-assoc.com
Phone No. 760-602-2756
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.
16. 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.
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17. 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 ofthe requirements ofthe 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.
18. DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment
19. 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 othenwise 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.
20. 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 ofthe 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.
21. 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
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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 ofthe
fee, commission, percentage, brokerage fees, gift, or contingent fee.
22. CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part ofthe 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.
23. 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.
24. 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.
25. 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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26. 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
LSA ASSOCIATES, INC., a California
corporation
By:
(sign here)
Les Card / Chairman
CITY OF CARLSBAD, a municipal
corporation of the State of California
Patrick A. Thomas /^tl^icjWorks Director
(as authorized by the olty Manager)
(print name/title)
5ign nere;
Firoz Jamal / CFO
(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
Chairman,
President, or
Vice-President
Group B
Secretary,
Assistant Secretary,
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
Assistant City
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EXHIBIT "A"
SCOPE OF SERVICES
Biological Resources
Task Bl: Preparation of Mitigation Planting Plan Sheets
LSA will prepare draft plan sheets for all three mitigation sites for review and signature by the City and
submittal to the Corps Regulatory Division and CDFW. The plan sheets will include key components of
the Mitigation Plan and will refer to the Mitigation Plan or to specific regulatory permit conditions when
appropriate. The plan sheets will include the specified plant palette, seed mixes, container plant and
cuttings quantities, seeding rates, success criteria milestones, general notes, irrigation system notes,
planting and seeding procedures, maintenance requirements, and a summary and schedule of
maintenance, monitoring, and reporting. The plan sheets will incorporate as much ofthe Mitigation Plan
and permit requirements as practical, with emphasis on the technical specifications for plant and seed
material installation and maintenance; however, where appropriate, the plan sheets will refer to other
documents. All plan sheets will be signed dated, and submitted on paper no larger than
11x17 inches.
Task 82: Mitigation Installation Completion Memoranda Preparation and Submittal
LSA will prepare two memoranda to document the completion of installation of plant and seed material
for all three mitigation locations. One memorandum will include information for the two off-site
mitigation locations. The status ofthe off-site mitigation locations will be combined in one memorandum
because the installations have been completed; the installation of the Lake Calavera site was completed
approximately four years ago, and the installation ofthe Lake Boulevard site was completed on March
24, 2015. The other memorandum will include information for the on-site mitigation location
(installation for this component has not yet begun). Each memorandum will describe installation
activities and plant material installed; the schedule for future mitigation monitoring and maintenance; a
summary of compliance with the special conditions ofthe Corps permit; color photographs taken at the
project site before and after construction for those aspects directly associated with impacts to water of
the United States; and one copy of as-built drawings for the for the entire project, including the
mitigation sites. Each memorandum is to be submitted to the Corps within 45 days of complete
installation; therefore, to allow for revisions prior to agency submittal, each memorandum will be
provided in draft form for City review and comment within one month of mitigation installation
completion at the on-site mitigation location. Upon receipt of one consolidated set of comments from
the City, LSA will finalize each memorandum and provide it to the City and the Corps.
Task 83: Corps Preconstruction Notification
LSA will prepare and submit a preconstruction notification letter to the Corps. The letter will include the
City's contact information, the location of the project, the purpose and description of the project, the
jurisdictional delineation report prepared by LSA, and any listed species or critical habitat in the vicinity
ofthe project area. The letter will be provided in draft form for City review and comment. Upon receipt
of one consolidated set of comments, LSA will finalize the letter and provide it to the City and the Corps.
LSA will prepare the notification letter in May 2015.
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Task 84: United States Fish and Wildlife Service (USFWS) Preconstruction Notification
Per HMP 09-03 condition BIO - 1, LSA will prepare and submit a preconstruction notification letter to
the USFWS at least seven days before commencement of clearing and grubbing.
Task 85: Project Construction Biological Monitoring
LSA will monitor activities periodically during all phases of construction, including the demarcation ofthe
limits of work priorto the commencement of construction. LSA will inspect and observe for compliance
with the resource agency permits, the HMP, and the Mitigation Plan. LSA will conduct up to 50 hours of
biological monitoring.
Task 86: Annual Progress Report for RWQCB
LSA will prepare one Annual Progress Report for submittal to the RWQCB. The report will summarize
construction activities conducted during the year, a description of Best Management Practice (BMP)
implementation for the project, and compliance with the RWQCB permit. An annual progress report is
due to the RWQCB by March 1 of each year following permit issuance; therefore, to allow for revisions
prior to RWQCB submittal, LSA will provide a draft report to the City for review and comment no later
than February 12, 2016. Upon receipt of one consolidated set of comments from the City, LSA will finalize
the report and provide it to the City and the RWQCB. If construction is delayed or extended and a second
Annual Progress Report is necessary, additional budget will be required.
Task 87: Final Project Completion Report for RWQCB
LSA will prepare one Final Project Completion Report for submittal to the RWQCB. The report will include
the dates of construction initiation and completion, a description of BMP implementation forthe project,
as-built drawings (no bigger than 11x17 inches), and photo documentation of implemented
postconstruction BMPs in accordance with the RWQCB photo documentation guidelines. The report is
due to the RWQCB within 30 days of completion of construction; therefore, to allow for revisions prior
to RWQCB submittal, LSA will provide a draft report to the City for review and comment no later than
two weeks after completion of construction. Upon receipt of one consolidated set of comments from
the City, LSA will finalize the report and provide it to the City and the RWQCB.
Task 88: Mitigation Site Preparation and Plant Installation Monitoring
LSA will review grading and irrigation system plans and will conduct up to 32 hours of monitoring during
specified site preparation and plant installation activities at the on-site mitigation location.
Task 89: As-8uilt Report Preparation and Submittal
LSA will prepare an as-built report documenting site preparation and planting efforts. The as-built report
also will note and explain any deviations from mitigation plan specifications. LSA will provide a draft
report to the City for review and comment, and will finalize the report upon receipt of one consolidated
set of comments for submittal to the Corps, RWQCB, and the CDFW.
Task 810: Project Management and Meetings
LSA has included budget for coordination with the City and with resource agency staff as needed. This
coordination may include telephone calls and/or emails and possibly attendance at one or more
meetings. LSA has allocated up to 10 hours for this task.
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Cultural Resources
Task Cl: Preconstruction Meeting Attendance
A qualified LSA archaeologist will attend one preconstruction meeting to finalize plans for construction
monitoring. LSA will submit a monitoring exhibit that identifies the areas to be monitored.
Task C2: Project Construction Monitoring and Reporting
LSA will coordinate, monitor, and report regarding all excavation within undisturbed deposits as needed
for the duration of construction. LSA will be available and on call as necessary during the duration of
construction. LSA has budgeted for up to four eight-hour days of monitoring. Upon completion of all
cultural resources monitoring activities, LSA will prepare a final monitoring report that will include a
summary of monitoring activities and observations made during construction. The report will be
provided in draft form for City review and comment. Upon receipt of one consolidated set of comments,
LSA will finalize the report and provide it to the City.
Negative results are anticipated. If cultural resources are discovered, additional budget will be required
in order to address them in accordance with the HMP. Budget for this task does not include Native
American monitoring services.
ESTIMATED BUDGET
LSA proposes to conduct the services described above on a time and materials basis. LSA estimates the
cost for labor and other direct costs at $29,959.00 (see budget table below for task by task cost
breakdown).
Task Cost
Biological Resources
Task Bl: Preparation of Mitigation Planting Plan Sheets $5,500
Task B2: Mitigation Installation Completion Memoranda Preparation and $2,630
Task B3: Corps Preconstruction Notification $958
Task B4: United States Fish and Wildlife Service Preconstruction Notification $200
Task B5: Project Construction Biological Monitoring $5,220
Task B6: Annual Progress Report for RWQCB $1,515
Task B7: Final Project Completion Report for RWQCB $1,715
Task B8: Mitigation Site Preparation and Plant Installation Monitoring $3,620
Task B9: As-Built Report Preparation and Submittal $2,630
Task BIO: Project Management and Meetings $1,000
Subtotal $24,988
Cultural Resources
TaskCl: Preconstruction Meeting Attendance $630
TaskC2: Project Construction Monitoring and Reporting $4,341
Subtotal $4,971
Grand Total $29,959
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Donna Heraty
From: Donna Heraty
Sent: Thursday, July 02, 2015 3:11 PM
To: 'rlucera@mbakerintl.com'
Cc: Shelley Collins; Rhonda Gasper-Heather
Subject: Form 700 - Conflict of Interest
Dear Consultant:
Regarding your agreement with the City of Carlsbad for professional services, TRAN1224 -
// your agreement states: 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 interest in all four
categories.
It has been determined by the City Clerk's Office that you are not required to file a Conflict of Interest Statement for this
agreement with the City of Carlsbad. A copy of this email will be added to your file memorializing this decision.
Should you have any questions, please do not hesitate to contact me.
Kindest regards,
Ccityof
Carlsbad
Shelley Collins, CMC
Assistant City Clerk
City Clerk's Office
City of Carlsbad
1200 Carlsbad Village Drive
Carlsbad, CA 92008-1949
www.carlsbadca.gov
760-434-2917 I Shellev.Collins(S)carlsbadca.gov
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