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CITY OF ARCADIA
PROFESSIONAL SERVICES AGREEMENT REGARDING
FALSE ALARM PROGRAM MANAGEMENT SERVICES
1. PARTIES AND DATE.
This Agreement is made and entered into this
Z'�day of June, 2014 by and
between the City of Arcadia, a charter city organized under the Constitution and laws of
the State of California with its principal place of business at 240 West Huntington Drive,
Arcadia, California 91066 -6021 ( "City ") and AOT Public Safety Corporation, a Maryland
Corporation, with its principal place of business at 103 Paul Mellon Court, Waldorf,
Maryland 20602 ( "Consultant "). City and Consultant are sometimes individually referred
to as "Party" and collectively as "Parties."
2. RECITALS.
2.1 Consultant.
Consultant desires to perform and assume responsibility for the provision of
certain professional services required by the City on the terms and conditions set forth
in this Agreement. Consultant represents that it is experienced in providing False Alarm
Program Management Services to public client, is licensed to conduct business in the
City of Arcadia, and is familiar with the plans of City.
2.2 Project.
City desires to engage Consultant to render such services for the False Alarm
Program Management ( "Project ") as set forth in this Agreement.
3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to
furnish to the City all labor, materials, tools, equipment, services, and incidental and
customary work necessary to fully and adequately supply the professional False Alarm
Program Management consulting services necessary for the Project ( "Services "). The
Services are more particularly described in Exhibit "A" attached hereto and incorporated
herein by reference. All Services shall be subject to, and performed in accordance with,
this Agreement, the exhibits attached hereto and incorporated herein by reference, and
all applicable local, state and federal laws, rules and regulations.
3.1.2 Term. The term of this Agreement shall be from July 1, 2014, to
June 30, 2017, unless earlier terminated as provided herein. Consultant shall complete
the Services within the term of this Agreement, and shall meet any other established
schedules and deadlines. The term of this Agreement may be extended by mutual
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agreement of the Parties on a year -by -year basis for a maximum of three (3) one (1)
year additional terms. If such option is exercised, the terms and conditions quoted
herein (with the exception of pricing) are to remain firm for the term extension(s) of this
Agreement. Any adjustments to pricing shall be agreed to by the Parties in writing prior
to the commencement of any term extension(s).
3.2 Responsibilities of Consultant.
3.2.1 Control and Payment of Subordinates; Independent Contractor.
The Services shall be performed by Consultant or under its supervision. Consultant will
determine the means, methods and details of performing the Services subject to the
requirements of this Agreement. City retains Consultant on an independent contractor
basis and not as an employee. Consultant retains the right to perform similar or
different services for others during the term of this Agreement. Any additional personnel
performing the Services under this Agreement on behalf of Consultant shall also not be
employees of City and shall at all times be under Consultant's exclusive direction and
control. Consultant shall pay all wages, salaries, and other amounts due such
personnel in connection with their performance of Services under this Agreement and
as required by law. Consultant shall be responsible for all reports and obligations
respecting such additional personnel, including, but not limited to: social security taxes,
income tax withholding, unemployment insurance, disability insurance, and workers'
compensation insurance.
3.2.2 Schedule of Services. Consultant shall perform the Services
expeditiously, within the term of this Agreement, and in accordance with the Schedule of
Services set forth in Exhibit "B" attached hereto and incorporated herein by reference.
Consultant represents that it has the professional and technical personnel required to
perform the Services in conformance with such conditions. In order to facilitate
Consultant's conformance with the Schedule, City shall respond to Consultant's
submittals in a timely manner. Upon request of City, Consultant shall provide a more
detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by
Consultant shall be subject to the prior written approval of City.
3.2.4 Substitution of Key Personnel. Consultant has represented to City
that certain key personnel will perform and coordinate the Services under this
Agreement. Should one or more of such personnel become unavailable, Consultant
may substitute other personnel of at least equal competence upon prior written approval
of City. In the event that City and Consultant cannot agree as to the substitution of key
personnel, City shall be entitled to terminate this Agreement for cause. As discussed
below, any personnel who fail or refuse to perform the Services in a manner acceptable
to the City, or who are determined by the City to be uncooperative, incompetent, a
threat to the adequate or timely completion of the Project or a threat to the safety of
persons or property, shall be promptly removed from the Project by the Consultant at
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the request of the City. The key personnel for performance of this Agreement are as
follows: Les Greenberg, Chief Executive Officer.
3.2.5 City's Representative. The City hereby designates Robert Guthrie,
Chief of Police, or his or her designee, to act as its representative for the performance
of this Agreement ( "City's Representative "). City's Representative shall have the power
to act on behalf of the City for all purposes under this Contract. Consultant shall not
accept direction or orders from any person other than the City's Representative or his or
her designee.
3.2.6 Consultant's Representative. Consultant hereby designates Les
Greenberg, Chief Executive Officer, or his or her designee, to act as its representative
for the performance of this Agreement ( "Consultant's Representative "). Consultant's
Representative shall have full authority to represent and act on behalf of the Consultant
for all purposes under this Agreement. The Consultant's Representative shall supervise
and direct the Services, using his best skill and attention, and shall be responsible for all
means, methods, techniques, sequences and procedures and for the satisfactory
coordination of all portions of the Services under this Agreement.
3.2.7 Coordination of Services. Consultant agrees to work closely with
City staff in the performance of Services and shall be available to City's staff,
consultants and other staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees. Consultant shall
perform all Services under this Agreement in a skillful and competent manner,
consistent with the standards generally recognized as being employed by professionals
in the same discipline in the State of California. Consultant represents and maintains
that it is skilled in the professional calling necessary to perform the Services. Finally,
Consultant represents that it, its employees and subcontractors have all licenses,
permits, qualifications and approvals of whatever nature that are legally required to
perform the Services, including a City Business License, and that such licenses and
approvals shall be maintained throughout the term of this Agreement. As provided for in
the indemnification provisions of this Agreement, Consultant shall perform, at its own
cost and expense and without reimbursement from the City, any services necessary to
correct errors or omissions which are caused by the Consultant's failure to comply with
the standard of care provided for herein. Any employee of the Consultant or its sub -
consultants who is determined by the City to be uncooperative, incompetent, a threat to
the adequate or timely completion of the Project, a threat to the safety of persons or
property, or any employee who fails or refuses to perform the Services in a manner
acceptable to the City, shall be promptly removed from the Project by the Consultant
and shall not be re- employed to perform any of the Services or to work on the Project.
3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of
and in compliance with all local, state and federal laws, rules and regulations in any
manner affecting the performance of the Project or the Services, including all Cal /OSHA
requirements, and shall give all notices required by law. Consultant shall be liable for all
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violations of such laws and regulations in connection with Services. If the Consultant
performs any work knowing it to be contrary to such laws, rules and regulations and
without giving written notice to the City, Consultant shall be solely responsible for all
costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials,
directors, officers, and employees free and harmless, pursuant to the indemnification
provisions of this Agreement, from any claim or liability arising out of any failure or
alleged failure to comply with such laws, rules or regulations.
3.2.9.1 Immigration Reform and Control Act. Consultant
acknowledges that Consultant, and all subcontractors hired by Consultant to perform
services under this Agreement, are aware of and understand the Immigration Reform
and Control Act ( "IRCA "). Consultant is and shall remain in compliance with the IRCA
and shall ensure that any subcontractors hired by Consultant to perform services under
this Agreement are in compliance with the IRCA. In addition, Consultant agrees to
indemnify, defend and hold harmless the City, its directors, officials, officers and
employees, from any liability, damages or causes of action arising out of or relating to
any claims that Consultant's employees, or the employees of any subcontractor hired by
Consultant, are not authorized to work in the United States for Consultant or its
subcontractor and /or any other claims based upon alleged IRCA violations committed
by Consultant or Consultant's subcontractor(s).
3.2.10 Insurance.
3.2.10.1 Time for Compliance. Consultant shall not
commence Work under this Agreement until it has provided evidence satisfactory to the
City that it has secured all insurance required under this section. In addition, Consultant
shall not allow any subcontractor to commence work on any subcontract until it has
provided evidence satisfactory to the City that the subcontractor has secured all
insurance required under this section; provided, however, that in lieu thereof, the
Consultant may provide evidence to the City that all subcontractors are additional
insureds under the Consultant's policies of insurance.
3.2.10.2 Minimum Requirements. Consultant shall, at its
expense, procure and maintain for the duration of the Agreement insurance against
claims for injuries to persons or damages to property which may arise from or in
connection with the performance of the Agreement by the Consultant, its agents,
representatives, employees, subcontractors and volunteers. Consultant shall also
name and obtain insurer's consent to naming City, its directors, officials, officers, and
employees as an additional insured with proof of certificate of insurance that they are an
additional insured. Such insurance shall meet at least the following minimum levels of
coverage:
(A) Minimum Scope of Insurance. Coverage shall be
when commercially available (occurrence based) at least as broad as the latest version
of the following: (1) General Liability: Insurance Services Office Commercial General
Liability coverage for premises and operations, contractual liability, personal injury,
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bodily injury, independent contractors, broadform property damage, explosion, collapse,
and underground, products and completed operations; and (2) Automobile Liability:
Insurance Services Office Business Auto coverage for any auto owned, leased, hired,
and borrowed by Consultant or for which Consultant is responsible; and (3) Workers'
Compensation and Employer's Liability: Workers' Compensation insurance as required
by the State of California and Employer's Liability Insurance.
The City, its directors, officials, officers, and employees shall be listed as additional
insured. Any deductibles or self- insured retentions must be declared to and approved
by City and conform to the requirements provided in Section 3.2.10.6 herein.
(B) Minimum Limits of Insurance. Consultant shall
maintain limits no less than: (1) General Liability: $1.000,000 combined single limit per
occurrence for bodily injury, personal injury and property damage, with an aggregate
limit of $1,000,000. If Commercial General Liability Insurance or other form with general
aggregate limit is used, either the general aggregate limit shall apply separately to this
Agreement/location or the general aggregate limit shall be twice the required
occurrence limit; (2) Automobile Liability: $1,000,000 combined single limit per accident
for bodily injury and property damage; and (3) Workers' Compensation and Employer's
Liability: Workers' Compensation limits as required by the Labor Code of the State of
California. Employer's Liability limits of $1,000,000 per accident for bodily injury or
disease.
3.2.10.3 Professional Liability. Consultant shall procure
and maintain, and require its sub - consultants to procure and maintain, for a period of
three (3) years following completion of the Project, errors and omissions liability
insurance appropriate to their profession. Such insurance shall be in an amount not
less than $1,000,000 per claim, and shall be endorsed to include contractual liability.
3.2.10.4 Insurance Endorsements. The insurance policies
shall contain the following provisions, or Consultant shall provide endorsements on
forms supplied or approved by the City to add the following provisions to the insurance
policies:
(A) General Liability. The general liability policy shall be
endorsed to state that: (1) the City, its directors, officials, officers, and employees shall
be covered as additional insured with respect to liability arising out of Services
operations and for completed operations performed by or on behalf of the Consultant,
including materials, parts or equipment furnished in connection with such work; and (2)
the insurance coverage shall be primary insurance as respects the City, its directors,
officials, officers, and employees, or if excess, shall stand in an unbroken chain of
coverage excess of the Consultant's scheduled underlying coverage. Any insurance or
self- insurance maintained by the City, its directors, officials, officers, employees and
volunteers shall be excess of the Consultant's insurance and shall not be called upon to
contribute with it in any way.
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(B) Automobile Liability. The automobile liability policy
shall be endorsed to state that: (1) the City, its directors, officials, officers, and
employees shall be covered as additional insureds with respect to the ownership,
operation, maintenance, use, loading or unloading of any auto owned, leased, hired or
borrowed by the Consultant or for which the Consultant is responsible; and (2) the
insurance coverage shall be primary insurance as respects the City, its directors,
officials, officers, and employees, or if excess, shall stand in an unbroken chain of
coverage excess of the Consultant's scheduled underlying coverage. Any insurance or
self - insurance maintained by the City, its directors, officials, officers, and employees
shall be excess of the Consultant's insurance and shall not be called upon to contribute
with it in any way.
(C) Workers' Compensation and Employers Liability
Coverage. The insurer shall agree to waive all rights of subrogation against the City, its
directors, officials, officers, and employees for losses paid under the terms of the
insurance policy which arise from work performed by the Consultant.
(D) All Coverages. Each insurance policy required by this
Agreement shall be endorsed to state that: (A) coverage shall not be, reduced or
canceled except after thirty (30) days prior written notice by certified mail, return receipt
requested of cancellation, of intended non - renewal or endorsement reduction in limit or
scope of coverage; provided, however, that in the event of cancellation due solely to
non - payment of premium, ten (10) days notice of cancellation for non - payment of
premium may instead be given to the City.; and (B) any failure to comply with reporting
or other provisions of the policies, including breaches of warranties, shall not affect
coverage provided to the City, its directors, officials, officers, and employees.
3.2.10.5 Separation of Insureds; No Special Limitations. All
insurance required by this Section shall contain standard separation of insureds
provisions. In addition, such insurance shall not contain any special limitations on the
scope of protection afforded to the City, its directors, officials, officers, and employees.
3.2.10.6 Deductibles and Self- Insurance Retentions. Any
deductibles or self- insured retentions must be declared to and approved by the City.
Consultant shall guarantee that, at the option of the City, either: (1) the insurer shall
reduce or eliminate such deductibles or self- insured retentions as respects the City, its
directors, officials, officers, and employees; or (2) the Consultant shall procure a bond
guaranteeing payment of losses and related investigation costs, claims and
administrative and defense expenses.
3.2.10.7 Acceptability of Insurers. Insurance is to be placed
with insurers with a current A.M. Best's rating no less than A:VII, admitted or approved
to do business in California, and satisfactory to the City.
3.2.10.8 Verification of Coverage. Consultant shall furnish City
with complete and accurate copies of current certificates of insurance and
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endorsements effecting coverage required by this Agreement on forms satisfactory to
the City. The certificates and endorsements for each insurance policy shall be signed
by a person authorized by that insurer to bind coverage on its behalf, and shall be on
forms provided by the City if requested. Copies of all certificates and endorsements
must be received and approved by the City before work commences. The City reserves
the right to require complete, certified copies of all required insurance policies, at any
time.
3.2.10.9 Safety. Consultant shall execute and maintain
its work so as to avoid injury or damage to any person or property. In carrying out its
Services, the Consultant shall at all times be in compliance with all applicable local,
state and federal laws, rules and regulations, and shall exercise all necessary
precautions for the safety of employees appropriate to the nature of the work and the
conditions under which the work is to be performed. Safety precautions as applicable
shall include, but shall not be limited to: (A) adequate life protection and life saving
equipment and procedures; (B) instructions in accident prevention for all employees and
subcontractors, such as safe walkways, scaffolds, fall protection ladders, bridges, gang
planks, confined space procedures, trenching and shoring, equipment and other safety
devices, equipment and wearing apparel as are necessary or lawfully required to
prevent accidents or injuries; and (C) adequate facilities for the proper inspection and
maintenance of all safety measures.
3.2.10.10 Material Breach. Lack of insurance does not
negate Consultant's obligations under this Agreement. Maintenance of proper
insurance coverage is a material element of this Agreement and failure to maintain or
renew coverage or to provide evidence of renewal may be treated by the City as a
material breach of the Agreement.
3.3 Fees and Payments.
3.3.1 Compensation. Consultant shall receive compensation, including
reimbursements which receive the City's prior written authorization, for all Services
rendered under this Agreement at the rates set forth in Exhibit "C" attached hereto and
incorporated herein by reference. Extra Work may be authorized, as described below,
and if authorized, will be compensated at the rates and manner agreed upon by both
Parties.
3.3.2 Payment of Compensation. Consultant shall submit to City a
monthly itemized statement which indicates total monthly collections, any City
authorized adjustments, and the agreed upon revenue share calculation for the month
based on the rates shown in Exhibit "C ". City shall, within forty -five (45) days of
receiving such statement, review the statement and notify Consultant of any
discrepancies.
3.3.3 Reimbursement for Expenses. Consultant shall not be reimbursed
for any expenses unless prior written authorization is obtained from the City.
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3.3.4 Extra Work. At any time during the term of this Agreement, City
may request that Consultant perform Extra Work. As used herein, "Extra Work" means
any work which is determined by City to be necessary for the proper completion of the
Project, but which the parties did not reasonably anticipate would be necessary at the
execution of this Agreement. Consultant shall not perform, nor be compensated for,
Extra Work without prior written authorization from City's Representative.
3.4 Accounting Records.
3.4.1 Maintenance and Inspection. Consultant shall maintain complete
and accurate records with respect to all collections and authorized adjustments incurred
under this Agreement. All such records shall be clearly identifiable. Consultant shall
allow a representative of City during normal business hours to examine, audit, and
make transcripts or copies of such records and any other documents created pursuant
to this Agreement. Consultant shall allow inspection of all work, data, documents,
proceedings, and activities related to the Agreement for a period of three (3) years from
the date of final payment under this Agreement.
3.5 General Provisions.
3.5.1 Termination of Aareement.
3.5.1.1 Grounds for Termination. City may, by written notice
to Consultant, terminate the whole or any part of this Agreement at any time and without
cause by giving written notice to Consultant of such termination, and specifying the
effective date thereof, at least seven (7) days before the effective date of such
termination. Upon termination. Consultant shall be compensated only for those services
which have been adequately rendered to City, and Consultant shall be entitled to no
further compensation. Consultant may not terminate this Agreement except for cause.
A termination without cause by City shall not act as or be deemed a waiver of any
potential known or unknown City claims associated with Consultant's performance prior
to the date of termination.
3.5.1.2 Effect of Termination. If this Agreement is terminated
as provided herein, City may require Consultant to provide all finished or unfinished
Documents and Data and other information of any kind prepared by Consultant in
connection with the performance of Services under this Agreement. Consultant shall be
required to provide such document and other information in a mutually agreeable format
within fifteen (15) days of the request.
3.5.1.3 Additional Services. In the event this Agreement is
terminated in whole or in part as provided herein, City may procure, upon such terms
and in such manner as it may determine appropriate, services similar to those
terminated.
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3.5.2 Delivery of Notices. All notices permitted or required under this
Agreement shall be given to the respective parties at the following address, or at such
other address as the respective parties may provide in writing for this purpose:
Consultant:
City:
AOT Public Safety Corporation
103 Paul Mellon Court
Waldorf, Maryland 20602
Attention: Contracts Department, Les Greenberg
City of Arcadia
240 West Huntington drive
Arcadia, CA 91007
Attention: Robert Guthrie, Chief of Police
Such notice shall be deemed made when personally delivered or when mailed, forty -
eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and
addressed to the party at its applicable address. Actual notice shall be deemed
adequate notice on the date actual notice occurred, regardless of the method of service.
3.5.3 Ownership of Materials and Confidentiality.
3.5.3.1 Documents & Data; Licensing of Intellectual Propert y.
This Agreement creates a non - exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual
property embodied in plans, specifications, studies, drawings, estimates, and other
documents or works of authorship fixed in any tangible medium of expression, including
but not limited to, physical drawings or data magnetically or otherwise recorded on
computer diskettes, which are prepared or caused to be prepared by Consultant under
this Agreement ( "Documents & Data "). Consultant shall require all subcontractors to
agree in writing that City is granted a non - exclusive and perpetual license for any
Documents & Data the subcontractor prepares under this Agreement. Consultant
represents and warrants that Consultant has the legal right to license any and all
Documents & Data. Consultant makes no such representation and warranty in regard
to Documents & Data which were prepared by design professionals other than
Consultant or provided to Consultant by the City. City shall not be limited in any way in
its use of the Documents and Data at any time, provided that any such use not within
the purposes intended by this Agreement shall be at City's sole risk.
3.5.3.2 Confidentiality. Except as otherwise required by
California law, all ideas, memoranda, specifications, plans, procedures, drawings,
descriptions, computer program data, input record data, written information, and other
Documents and Data either created by or provided to Consultant in connection with the
performance of this Agreement shall be held confidential by Consultant. Such materials
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shall not, without the prior written consent of City, be used by Consultant for any
purposes other than the performance of the Services. Nor shall such materials be
disclosed to any person or entity not connected with the performance of the Services or
the Project. Nothing furnished to Consultant which is otherwise known to Consultant or
is generally known, or has become known, to the related industry shall be deemed
confidential. Consultant shall not use City's name or insignia, photographs of the
Project, or any publicity pertaining to the Services or the Project in any magazine, trade
paper, newspaper, television or radio production or other similar medium without the
prior written consent of City.
3.5.4 Cooperation; Further Acts. The Parties shall fully cooperate with
one another, and shall take any additional acts or sign any additional documents as
may be necessary, appropriate or convenient to attain the purposes of this Agreement.
3.5.5 Indemnification.
3.5.5.1 To the fullest extent permitted by law, Consultant shall
defend, indemnify and hold the City, its officials, officers, and employees free and
harmless from any and all claims, demands, causes of action, costs, expenses, liability,
loss, damage or injury, in law or equity, to property or persons, including wrongful death,
in any manner arising out of or incident to any alleged acts, omissions or willful
misconduct of Consultant, its officials, officers, employees, agents, consultants and
contractors arising out of or in connection with the performance of the Services, the
Project or this Agreement, including without limitation the payment of all consequential
damages and attorney's fees and other related costs and expenses. Notwithstanding
the foregoing, to the extent Consultant's Services are subject to Civil Code Section
2782.8, the above indemnity shall be limited, to the extent required by Civil Code
Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence,
recklessness, or willful misconduct of the Consultant. Consultant shall defend with
Legal Counsel of City's choosing, at Consultant's own cost, expense and risk, any and
all such aforesaid suits, actions or other legal proceedings of every kind that may be
brought or instituted against City, its directors, officials, officers, and employees.
Consultant shall pay and satisfy any judgment, award or decree that may be rendered
against City or its directors, officials, officers, and employees, in any such suit, action or
other legal proceeding arising from Consultant's performance of the Services, the
Project or this Agreement; except to the extent that liability is caused by the active
negligence or willful misconduct by the City or its directors, officials, officers, and
employees. Consultant shall reimburse City and its directors, officials, officers, and
employees, for any and all legal expenses and costs incurred by each of them in
connection therewith or in enforcing the indemnity herein provided. Consultant's
obligation to indemnify shall not be restricted to insurance proceeds, if any, received by
the City, its directors, officials, officers, and employees, and shall take effect
immediately upon execution of this Agreement.
3.5.5.2 The duty to defend and to hold harmless, as set forth
above, shall include the duty to defend as established by Section 2778 of the California
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Civil Code, and the duty to defend shall arise upon the making of any claim or demand
against the City, its respective officials, officers, agents, employees and representatives,
notwithstanding that no adjudication of the underlying facts has occurred, and whether
or not Consultant has been named in the claim or lawsuit.
3.5.6 Entire Agreement. This Agreement contains the entire Agreement
of the Parties with respect to the subject matter hereof, and supersedes all prior
negotiations, understandings or agreements. This Agreement may only be modified by
a writing signed by both Parties.
3.5.7 Attorney's Fees. If either party commences an action against the
other party, either legal, administrative or otherwise, arising out of or in connection with
this Agreement, the prevailing party in such litigation shall be entitled to have and
recover from the losing party reasonable attorneys' fees and all other costs of such
action.
3.5.8 Governing Law. This Agreement shall be governed by the laws of
the State of California. Venue shall be in Los Angeles County.
3.5.9 Time of Essence. Time is of the essence for each and every
provision of this Agreement.
3.5.10 City's Right to Employ Other Consultants. City reserves right to
employ other consultants in connection with this Project. Consultant reserves the right
to restrict any such consultant's access to and use of the Consultant's software or other
intellectual property if the City employed consultant is a direct competitor of the
Consultant.
3.5.11 Successors and Assigns. This Agreement shall be binding on the
successors and assigns of the Parties.
3.5.12 Assignment or Transfer. Consultant shall not assign, hypothecate,
or transfer, either directly or by operation of law, this Agreement or any interest herein
without the prior written consent of the City. Any attempt to do so shall be null and void,
and any assignees, hypothecates or transferees shall acquire no right or interest by
reason of such attempted assignment, hypothecation or transfer. The purchase or sale
of a majority of the Consultant's assets or stocks to a third -party shall not be deemed an
assignment or transfer of this Agreement for the purpose of this paragraph.
3.5.13 Construction; References; Captions. Since the Parties or their
agents have participated fully in the preparation of this Agreement, the language of this
Agreement shall be construed simply, according to its fair meaning, and not strictly for
or against any Party. Any term referencing time, days or period for performance shall
be deemed calendar days and not work days. All references to Consultant include all
personnel, employees, agents, and subcontractors of Consultant, except as otherwise
specified in this Agreement. All references to City include its elected officials, officers,
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and employees except as otherwise specified in this Agreement. The captions of the
various articles and paragraphs are for convenience and ease of reference only, and do
not define, limit, augment, or describe the scope, content, or intent of this Agreement.
3.5.14 Amendment; Modification. No supplement, modification, or
amendment of this Agreement shall be binding unless executed in writing and signed by
both Parties.
3.5.15 Waiver. No waiver of any default shall constitute a waiver of any
other default or breach, whether of the same or other covenant or condition. No waiver,
benefit, privilege, or service voluntarily given or performed by a Party shall give the
other Party any contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third Party Beneficiaries. There are no intended third party
beneficiaries of any right or obligation assumed by the Parties.
3.5.17 Invalidity; Severability. If any portion of this Agreement is declared
invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the
remaining provisions shall continue in full force and effect.
3.5.18 Prohibited Interests. Consultant maintains and warrants that it has
not employed nor retained any company or person, other than a bona fide employee
working solely for Consultant, to solicit or secure this Agreement. Further, Consultant
warrants that it has not paid nor has it agreed to pay any company or person, other than
a bona fide employee working solely for Consultant, any fee, commission, percentage,
brokerage fee, gift or other consideration contingent upon or resulting from the award or
making of this Agreement. For breach or violation of this warranty, City shall have the
right to rescind this Agreement without liability. For the term of this Agreement, no
member, officer or employee of City, during the term of his or her service with City, shall
have any direct interest in this Agreement, or obtain any present or anticipated material
benefit arising therefrom.
3.5.19 Equal Opportunity Employment. Consultant represents that it is an
equal opportunity employer and it shall not discriminate against any subcontractor,
employee or applicant for employment because of race, religion, color, national origin,
handicap, ancestry, sex, sexual orientation or age. Such non - discrimination shall
include, but not be limited to, all activities related to initial employment, upgrading,
demotion, transfer, recruitment or recruitment advertising, layoff or termination.
Consultant shall also comply with all relevant provisions of City's Minority Business
Enterprise program, Affirmative Action Plan or other related programs or guidelines
currently in effect or hereinafter enacted.
3.5.20 Labor Certification. By its signature hereunder, Consultant certifies
that it is aware of the provisions of Section 3700 of the California Labor Code which
require every employer to be insured against liability for Worker's Compensation or to
Re, ised Oa I}
undertake self- insurance in accordance with the provisions of that Code, and agrees to
comply with such provisions before commencing the performance of the Services.
3.5.21 Authority to Enter Agreement. Consultant has all requisite power
and authority to conduct its business and to execute, deliver, and perform the
Agreement. Each Party warrants that the individuals who have signed this Agreement
have the legal power, right, and authority to make this Agreement and bind each
respective Party.
3.5.22 Counterparts. This Agreement may be signed in counterparts,
each of which shall constitute an original.
3.5.23 Exhibits and Recitals. All Exhibits and Recitals contained herein
are hereby incorporated into this Agreement by this reference.
3.6 Subcontracting.
3.6.1 Prior Approval Required. Consultant shall not subcontract any
portion of the work required by this Agreement, except as expressly stated herein,
without prior written approval of City. Subcontracts, if any, shall contain a provision
making them subject to all provisions stipulated in this Agreement.
Revised 0413
13
In witness whereof the Parties have executed this Professional Services Agreement on
the date set forth below.
CITY OF ARCADIA AOT PUBLIC SAFETY CORPORATION
—°
y BY
D nic Lazzare ty Manager Les reenb g, Chief xecutive
Officer
Date: � y
23 ZO I Date:
ATTEST:
By .0
City Clerk George Wilson, Vice President &
Chief Operating Officer
APPROVED AS TO FORM:
Date:
Steph n P. Deitsch
City Attorney
CONCUR: I J
Z '�
ert G thrie, Chief of Police
Revised 04 13
14
EXHIBIT "A"
SCOPE OF SERVICES
Consultant (PSC) shall be responsible for the daily operations of the Program. This will
include but may not be limited to:
1. Permit Tracking
a) The vendor shall be responsible for working with alarm companies to ensure
that alarm permits are acquired for existing and new alarm holders.
b) The vendor shall be responsible for issuing notices to alarm - holders when
there is evidence that an alarm - holder has failed to secure the required permit
for an alarm system.
c) The vendor shall be responsible for providing information on a frequency to
be determined by the City, which includes the name of the alarm - holder and
address of the property where the required permit has not been obtained.
d) The vendor shall be responsible for the billing and collection of any fees
associated with the failure of the alarm holder to secure a permit.
e) The vendor shall be responsible for providing the City on -line, web -based
access to the data associated with permits for audit and ad -hoc reporting
purposes.
f) The vendor shall provide for the ability to register alarm systems and obtain
alarm permits by connection to an Internet -based portal that is integrated (i.e.
linked to) with the City of Arcadia existing website. The Vendor will also be
responsible for providing the ability for mail -in registration.
2. Billing
a) The vendor system shall receive data sent on a daily basis from the City's
Computer Aided Dispatch (CAD) System that identifies false alarm events for
the previous calendar date. This process shall be automatic and not require
City staff intervention.
b) The vendor shall be responsible for producing bills on a frequency specified
by the City (daily /weekly) to businesses /residents who owe a false alarm
service fee based on a fee structure articulated by City Ordinances and
Resolutions.
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c) Flexibility shall be inherent in the vendor's system should the false alarm fee
structure change.
d) The vendor shall provide a local or toll -free phone number to assist citizens
and businesses and answer questions as to the administration and billing of
this program.
e) The vendor shall provide a secure and user - friendly online system for bill
payment as well as provisions for those without internet access. The online
payment process must be PCI compliant.
3. Collections
a) The vendor shall be responsible for the collection of the fees. All fees
collected shall be deposited in an account controlled by the City or the
Vendor. Deposits shall be disbursed monthly, based on a mutually agreed -
upon schedule, to the City and the Vendor. The City and the Vendor shall
receive their respective percentages of the revenues collected as provided by
the contract between the City and the Vendor.
b) In order to enhance public convenience and program perception, it is
preferred that the vendor provide a nearby (within 50 miles) program mailing
address and mail -in payment processing.
c) The vendor shall be responsible for seeking collections from delinquent
accounts and shall receive a percentage of the delinquent revenue as
provided by contract between the City and the Vendor.
d) The vendor shall be responsible for providing information on a frequency to
be determined by the City that includes the name of the alarm - holder and
address of the property where false alarm service fees are delinquent.
e) The vendor shall be responsible for providing the City on -line web -based
access to the data associated with collections for audit and ad -hoc reporting
purposes. The City requires that the data base utilized falls within City IT
standards.
f) The vendor shall support the billing /suspension /revocation appeals process.
g) The vendor will be responsible for providing the City access to the data
associated with collections for audit and ad -hoc reporting purposes.
h) The vendor shall obtain at its own expense, regular, independently - certified
(e.g. SSAE16) audits of internal financial controls, data security and alarm
management services. The reports on such audits shall be shared with the
City.
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4. Interface with Computer -Aided Dispatch (CAD) System
a) To minimize technical issues related to the sharing of alarm data, short - listed
vendors must have successfully implemented their False Alarm Management
Solution with an agency that currently uses Executive Information Services
(EIS) Computer Aided Dispatch System. Prospective vendors will be required
to provide at least one reference for an agency utilizing an EIS CAD system.
b) The Applicant shall also have demonstrated experience automatically
notifying selected City manager(s) of alarm program performance metrics.
Such metrics must include active permits by City - specified location types,
billings, collections and false alarms. These notifications are required on a
scheduled basis, e.g. daily, as specified by the City.
c) Should vendor be selected for the administration contract, but fail to provide
and maintain a database capable of sharing information with the City's CAD
system, as it may be upgraded, changed or modified over time, shall be
considered a material breach of contract and grounds for immediate
termination of vendor's contract.
5. Customer Service
a) The vendor shall provide an internet based portal which will provide public
interactivity for purposes of education, registration, and support services, as
well as, an automated or personnel staffed telephone system with similar
attributes for those needing alarm program services, but without internet
access.
b) The vendor will develop written educational materials for citizens and
businesses, coordinate a public education notification plan and provide alarm
user training and education via the Internet and other methods for those
without computer access.
c) The vendor shall provide the City current, online access to the alarm program
data with the ability to search accounts by multiple search criteria, view
supporting documents such as letters and invoices, generate management
reports, and create ad -hoc (custom) reports where the custom report template
can be saved and re- generated on demand.
d) The vendor shall have a track record demonstrating experience and expertise
in advising agencies on alarm ordinance provisions.
e) It is preferred that the vendor have nearby company representation to
facilitate in- person meetings and better support the program and the City.
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6. Data Security and Reliability
a) The vendor shall ensure the security and reliability of the City's public safety
data maintained by the vendor. Please describe the policies, processes and
systems the vendor has in place to protect the data.
b) The vendor shall follow generally accepted practices for ensuring that its
alarm management services are provided with adequate internal controls.
Please describe these practices.
c) The vendor shall provide gratis System enhancements as they become
available and backup system /disaster recovery functions.
7. General Responsibilities
Consultant (PSC) shall be responsible for all costs of carrying out these responsibilities
including, but not limited to: the costs of staff, facilities, equipment, and consumable
supplies. Only third -party bank and credit card fees, collection costs (e.g. collection
agency feels), any special mailing costs in excess of standard U.S. Post Office First
Class postage, and citizen refunds will be shared by PSC and Arcadia through payment
from gross Program revenues.
CITY RESPONSIBILITES
1. Appointing an Arcadia Alarm Administrator ( "Administrator ") who will be the
primary point of contact between PSC and Arcadia. The Administrator is
responsible for overseeing PSC's operation of the False Alarm Program
Management services ( "Program ") and accessing Program information, as
needed, via PSC provided online access;
2. Making any and all decisions about alarm call response, determining whether
calls are false alarms, providing any on -scene communication of alarm related
information to alarm users, and for documenting alarm related information within
the Arcadia CAD /911 system;
3. Extracting false alarm incident data from the CAD /911 System and transferring
this data electronically to PSC (via email or PSC FTP site). Arcadia staff is
responsible for entering, or causing to be entered, into the CAD /911 System any
false alarm related information that Arcadia may choose to display to CAD /911
System operators through CAD /911 System;
4. Scheduling, conducting, and making appeal decisions for any false alarm
hearings;
5. Conducting any general public education programs on false alarms; and
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6. Transferring any and all financial information from the Program generated alarm
reports to other Arcadia financial systems, as needed.
The City shall be responsible for all costs of carrying out these responsibilities,
including, but not limited to the costs of staff, facilities, computer equipment and
consumable supplies.
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Exhibit "B"
SCHEDULE OF SERVICES
The Schedule of Services shall be performed for a period of three (3) years from the
date of execution, and may be extended by mutual agreement of the Parties on a year -
by -year basis for a maximum of three (3) one (1) year additional terms, pursuant to
Section 3.1.2 of this Agreement.
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Exhibit "C"
COMPENSATION
For performing and completing all services pursuant to the Scope of Services (Exhibit
"A "), Consultant (PSC) will obtain payment exclusively from the collected revenues.
There will be no upfront systems development, licensing, conversion, equipment, travel,
or other costs. Consultant will purchase, configure, install, and customize everything
needed to provide False Alarm Program Management services for the City.
The Consultant shall be compensated for its services by receiving twenty and a half
percent (20.5 %) of all Alarm Ordinance required collections after payment of any citizen
refunds, designated -bank and credit card processing charges, and any special mailing
costs in excess of standard U.S. Post Office First Class postage rates. Thus, seventy
nine and a half percent (79.5 %) of such required collections will be paid to the City. This
percentage also excludes any applicable California sales /use /income taxes. Collections
include at a minimum amounts received for permit registrations, renewals, and non -
registrations; false burglary and robbery /panic system activations; late fees and other
charges established by Resolution No. 6628, attached and incorporated herein as part
of Exhibit "C ".
This percentage of collected revenues is based on several assumptions:
1. That Resolution No. 6628 relating to false security alarm fees remains in
substantially the same form;
2. Arcadia adopts a fair, but firm approach to appeals resulting in alarm fines
generally being upheld on appeal;
3. Arcadia actively supports enforcement of Ordinance No. 2243, attached and
incorporated herein as part of Exhibit "C ", including support of proactive
collection of all fine amounts owed.
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