HomeMy WebLinkAboutItem 12k - Library Security Guard Services
DATE: June 20, 2023
TO: Honorable Mayor and City Council
FROM: Darlene Bradley, Director of Library and Museum Services
By: Pat Smith, Library Services Manager
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH CITIGUARD, INC. FOR
SECURITY GUARD SERVICES FOR FISCAL YEARS 2023-24 THROUGH
2025- 26, IN AN AMOUNT NOT TO EXCEED $93,600, WITH THE OPTION
OF THREE ONE-YEAR RENEWALS
CEQA: Not a Project
Recommendation: Approve
SUMMARY
The current contract for the Arcadia Public Library’s security guard services is due to expire
on June 30, 2023. To guarantee continuity in security coverage, a Request for Proposals
(“RFP”) for security guard services was issued starting at the beginning of Fiscal Year 2023-
24. Of the 16 submitted proposals, Citiguard, Inc. offered the best quality service for the best
price. It is recommended that the City Council approve, authorize, and direct the City
Manager to enter into a Professional Services Agreement with Citiguard, Inc. for unarmed
security guard service at the Arcadia Public Library for a period of three years, with an option
to renew for a maximum of three one-year renewals thereafter, for an annual amount not to
exceed $93,600.
BACKGROUND
The Arcadia Public Library hosts up to 40,000 patrons each month, including many children
from nearby schools. In order to maintain an orderly and safe atmosphere where quiet study
is possible, the Library requires a security monitor to circulate throughout the building,
encouraging patrons of all ages to conduct themselves in a manner that does not intrude on
others and complies with the Library’s Code of Conduct. In recent years, the Library has
seen an increase in disruptive incidents, making the presence of reliable, well-trained
security imperative.
The City’s current security guard vendor, Security Patrol Management & Services, has been
the successful contractor with the Library since 2004. Most recently, Security Patrol
PSA for Security Guard Services
June 20, 2023
Page 2 of 3
Management & Services were awarded the contract in 2017, which expires this year;
however, they declined to submit a proposal for the proposed contract.
DISCUSSION
Staff published a Request for Proposal on April 18, 2023, which was advertised online and
posted in the City Clerk’s office, City Council Chambers, Arcadia Public Library, and on the
City’s website. After a three-week submission period, 16 proposals were received, with
one being disqualified for arriving after the deadline and four being disqualified for failing
to follow submission requirements. The remaining 11 bidders were: Power Security,
Securitas, Citiguard, Hollywood Elite, California Panther, Quest, Irvine Protect Security,
Secure Net Alliance, Select Patrol, Legion, and Scaife.
A committee comprised of four City staff members convened to review and rate the
proposals using a 100-point evaluation system. The proposals were evaluated according
to thoroughness and understanding of work, related experience, references, quality of
proposal, and costs. Figure 1.1 is a summary of the average scores and final rank of the
top six proposals by category. The remaining five proposals fell significantly short in one
or more of the areas considered by the review committee.
Figure 1.1 – Average Scores for Security Guard Services Proposals
COMPANY
NAME, CITY
THOROUGHNESS
&
UNDERSTANDING
OF SCOPE OF
WORK
RELATED
EXPERIENCE
REFERENCES
PROPOSAL
QUALITY
COST
PROPOSAL
TOTAL
Citiguard 24 18 15 19 20 96
Power
Security
24
19
15
17
15
90
Hollywood
Elite
21
17
14
18
17
87
California
Panther
21
18
15
15
17
86
Secure
Net
Alliance
22
16
14
17
15
84
Securitas 24 19 15 17 13 84
Citiguard’s bid was professional, thorough, and clearly presented. Their experience
closely parallels the clientele and environment at Arcadia Public Library, and their
references (Bakersfield Police Department, LAHSA, and the California Department of
Transportation) provided positive and helpful feedback.
Citiguard’s bid provides one trained security guard per shift during the hours the Library
is open for a total of 60 hours per week. Citiguard will provide uninterrupted guard services
overseen by an account manager and will also provide the appropriate technology and
PSA for Security Guard Services
June 20, 2023
Page 3 of 3
reporting software to support their services. The assigned guards will maintain an orderly
environment and will be able to work with patrons of all ages; guards will carry a two-way
radio while on duty, dressed in a uniform that clearly identifies their company and role,
and will communicate with Library staff and follow recommendations, as appropriate.
The estimated cost per hour ($25.00) includes all key personnel assigned to the Library.
Citiguard’s total cost for the first year ($77,940) is below the Library’s estimated budget,
allowing for unexpected incidental costs and reasonable increases over the term of the
contract, which is three years with the option of three one-year renewals. The Library has
determined that Citiguard, Inc. is the most qualified bidder for security guard services.
ENVIRONMENTAL ANALYSIS
The proposed action does not constitute a project under the California Environmental
Quality Act (“CEQA”), based on Section 15061(b)(3) of the CEQA Guidelines, as it can
be seen with certainty that it will have no impact on the environment. Thus, this matter is
exempt under CEQA.
FISCAL IMPACT
The first-year cost ($77,940) has been budgeted in the City’s FY 2023-24 Operating
Budget. The funding for years two and three will be requested in the respective operating
budgets for FY 2024-25 and FY 2025-26.
RECOMMENDATION
It is recommended that the City Council determine that this action does not constitute a
project, and therefore, is exempt under the California Environmental Quality Act
(“CEQA”); and approve, authorize, and direct the City Manager to execute a Professional
Services Agreement with Citiguard, Inc. for Security Guard Services for Fiscal Years 2023-
24 through 2025-26, in an amount not to exceed $93,600, with the option of three one-year
renewals thereafter.
Attachment: Proposed Professional Services Agreement
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CITY OF ARCADIA
PROFESSIONAL SERVICES AGREEMENT REGARDING
SECURITY GUARD SERVICES
This Agreement is made and entered into as of ________________, 20____ by and
between the City of Arcadia, a municipal corporation organized and operating under the laws of
the State of California with its principal place of business at 240 West Huntington Drive, Arcadia,
California 91066 (“City”), and Citiguard, Inc., a Corporation, (hereinafter referred to as
“Consultant”). City and Consultant are sometimes individually referred to as “Party” and
collectively as “Parties” in this Agreement.
RECITALS
A. City is a public agency of the State of California and is in need of professional
services for the following project: Security guard services for Arcadia Public Library (hereinafter
referred to as “the Project”).
B. Consultant is duly licensed and has the necessary qualifications to provide such
services.
C. The Parties desire by this Agreement to establish the terms for City to retain
Consultant to provide the services described herein.
AGREEMENT
NOW, THEREFORE, IT IS AGREED AS FOLLOWS:
1. Services.
Consultant shall provide the City with the services described in the Scope of Services
attached hereto as Exhibit “A.”
2. Compensation.
a. Subject to paragraph 2(b) below, the City shall pay for such services in
accordance with the Schedule of Charges set forth in Exhibit “B.”
b. In no event shall the total amount paid for services rendered by Consultant
under this Agreement exceed the sum of $93,600 per year. 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. Periodic payments shall be made within 30 days
of receipt of an invoice which includes a detailed description of the work performed. Payments to
Consultant for work performed will be made on a monthly billing basis.
3. Additional Work.
If changes in the work seem merited by Consultant or the City, and informal consultations
with the other party indicate that a change is warranted, it shall be processed in the following
manner: a letter outlining the changes shall be forwarded to the City by Consultant with a
statement of estimated changes in fee or time schedule. An amendment to this Agreement shall
be prepared by the City and executed by both Parties before performance of such services, or
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the City will not be required to pay for the changes in the scope of work. Such amendment shall
not render ineffective or invalidate unaffected portions of this Agreement.
4. Maintenance of Records.
Books, documents, papers, accounting records, and other evidence pertaining to costs
incurred shall be maintained by Consultant and made available at all reasonable times during the
contract period and for four (4) years from the date of final payment under the contract for
inspection by City.
5. Term
The term of this Agreement shall be from July 1, 2023, to June 30, 2026, with an option
to renew on a year-by-year basis for a maximum of three (3) one (1) year renewals as mutually
agreed upon unless earlier terminated as provided herein. The Parties may, by mutual, written
consent, extend the term of this Agreement if necessary to complete the Project. Consultant shall
perform its services in a prompt and timely manner within the term of this Agreement and shall
commence performance upon receipt of written notice from the City to proceed (“Notice to
Proceed”). The Notice to Proceed shall set forth the date of commencement of work.
6. Delays in Performance.
a. Neither City nor Consultant shall be considered in default of this Agreement for
delays in performance caused by circumstances beyond the reasonable control of the non-
performing party. For purposes of this Agreement, such circumstances include but are not limited
to, abnormal weather conditions; floods; earthquakes; fire; epidemics; war; riots and other civil
disturbances; strikes, lockouts, work slowdowns, and other labor disturbances; sabotage or
judicial restraint.
b. Should such circumstances occur, the non-performing party shall, within a
reasonable time of being prevented from performing, give written notice to the other party
describing the circumstances preventing continued performance and the efforts being made to
resume performance of this Agreement.
7. Compliance with Law.
a. Consultant shall comply with all applicable laws, ordinances, codes and
regulations of the federal, state and local government, including Cal/OSHA requirements.
b. If required, Consultant shall assist the City, as requested, in obtaining and
maintaining all permits required of Consultant by federal, state and local regulatory agencies.
c. If applicable, Consultant is responsible for all costs of clean up and/ or removal of
hazardous and toxic substances spilled as a result of his or her services or operations performed
under this Agreement.
8. Standard of Care
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Consultant’s services will be performed in accordance with generally accepted
professional practices and principles and in a manner consistent with the level of care and skill
ordinarily exercised by members of the profession currently practicing under similar conditions.
9. Assignment and Subconsultant
Consultant shall not assign, sublet, or transfer this Agreement or any rights under or
interest in this Agreement without the written consent of the City, which may be withheld for any
reason. Any attempt to so assign or so transfer without such consent shall be void and without
legal effect and shall constitute grounds for termination. Subcontracts, if any, must first be
approved in writing by the City of Arcadia and the Arcadia Public Library and shall contain a
provision making them subject to all provisions stipulated in this Agreement. Nothing contained
herein shall prevent Consultant from employing independent associates, and subconsultants as
Consultant may deem appropriate to assist in the performance of services hereunder.
10. Independent Contractor
Consultant is retained as an independent contractor and is not an employee of City. No
employee or agent of Consultant shall become an employee of City. The work to be performed
shall be in accordance with the work described in this Agreement, subject to such directions and
amendments from City as herein provided.
11. Insurance. Consultant shall not commence work for the City until it has provided
evidence satisfactory to the City 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 secured all insurance required under this section.
a. Commercial General Liability
(i) The Consultant shall take out and maintain, during the performance
of all work under this Agreement, in amounts not less than specified herein, Commercial General
Liability Insurance, in a form and with insurance companies acceptable to the City.
(ii) Coverage for Commercial General Liability insurance shall be at
least as broad as the following:
(1) Insurance Services Office Commercial General Liability
coverage (Occurrence Form CG 00 01) or exact equivalent.
(iii) Commercial General Liability Insurance must include coverage
for the following:
(1) Bodily Injury and Property Damage
(2) Personal Injury/Advertising Injury
(3) Premises/Operations Liability
(4) Products/Completed Operations Liability
(5) Aggregate Limits that Apply per Project
(6) Explosion, Collapse and Underground (UCX) exclusion
deleted
(7) Contractual Liability with respect to this Agreement
(8) Property Damage
(9) Independent Consultants Coverage
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(iv) The policy shall contain no endorsements or provisions limiting
coverage for (1) contractual liability; (2) cross liability exclusion for claims or suits by one insured
against another; (3) products/completed operations liability; or (4) contain any other exclusion
contrary to the Agreement.
(v) The policy shall give City, its officials, officers, employees, agents
and City designated volunteers additional insured status using ISO endorsement forms CG 20 10
10 01 and 20 37 10 01, or endorsements providing the exact same coverage.
(vi) The general liability program may utilize either deductibles or
provide coverage excess of a self-insured retention, subject to written approval by the City, and
provided that such deductibles shall not apply to the City as an additional insured.
b. Automobile Liability
(i) At all times during the performance of the work under this
Agreement, the Consultant shall maintain Automobile Liability Insurance for bodily injury and
property damage including coverage for owned, non-owned and hired vehicles, in a form and with
insurance companies acceptable to the City.
(ii) Coverage for automobile liability insurance shall be at least as
broad as Insurance Services Office Form Number CA 00 01 covering automobile liability
(Coverage Symbol 1, any auto).
(iii) The policy shall give City, its officials, officers, employees, agents
and City designated volunteers additional insured status.
(iv) Subject to written approval by the City, the automobile liability
program may utilize deductibles, provided that such deductibles shall not apply to the City as an
additional insured, but not a self-insured retention.
c. Workers’ Compensation/Employer’s Liability
(i) Consultant certifies that he/she is aware of the provisions of Section
3700 of the California Labor Code which requires every employer to be insured against liability
for workers’ compensation or to undertake self-insurance in accordance with the provisions of
that code, and he/she will comply with such provisions before commencing work under this
Agreement.
(ii) To the extent Consultant has employees at any time during the term
of this Agreement, at all times during the performance of the work under this Agreement, the
Consultant shall maintain full compensation insurance for all persons employed directly by
him/her to carry out the work contemplated under this Agreement, all in accordance with the
“Workers’ Compensation and Insurance Act,” Division IV of the Labor Code of the State of
California and any acts amendatory thereof, and Employer’s Liability Coverage in amounts
indicated herein. Consultant shall require all subconsultants to obtain and maintain, for the period
required by this Agreement, workers’ compensation coverage of the same type and limits as
specified in this section.
d. Professional Liability (Errors and Omissions)
At all times during the performance of the work under this Agreement the Consultant shall
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maintain professional liability or Errors and Omissions insurance appropriate to its profession, in
a form and with insurance companies acceptable to the City and in an amount indicated herein.
This insurance shall be endorsed to include contractual liability applicable to this Agreement and
shall be written on a policy form coverage specifically designed to protect against acts, errors or
omissions of the Consultant. “Covered Professional Services” as designated in the policy must
specifically include work performed under this Agreement. The policy must “pay on behalf of” the
insured and must include a provision establishing the insurer's duty to defend.
e. Minimum Policy Limits Required
(i) The following insurance limits are required for the Agreement:
Combined Single Limit
Commercial General Liability $1,000,000 per occurrence/ $2,000,000 aggregate
for bodily injury, personal injury, and property
damage
Automobile Liability $1,000,000 per occurrence for bodily injury and
property damage
Employer’s Liability $1,000,000 per occurrence
Professional Liability $1,000,000 per claim and aggregate (errors and
omissions)
(ii) Defense costs shall be payable in addition to the limits.
(iii) Requirements of specific coverage or limits contained in this
section are not intended as a limitation on coverage, limits, or other requirement, or a waiver of
any coverage normally provided by any insurance. Any available coverage shall be provided to
the parties required to be named as Additional Insured pursuant to this Agreement.
f. Evidence Required
Prior to execution of the Agreement, the Consultant shall file with the City evidence
of insurance from an insurer or insurers certifying to the coverage of all insurance required
herein. Such evidence shall include original copies of the ISO CG 00 01 (or insurer’s equivalent)
signed by the insurer’s representative and Certificate of Insurance (Acord Form 25-S or
equivalent), together with required endorsements. All evidence of insurance shall be signed by
a properly authorized officer, agent, or qualified representative of the insurer and shall certify the
names of the insured, any additional insureds, where appropriate, the type and amount of the
insurance, the location and operations to which the insurance applies, and the expiration date of
such insurance.
g. Policy Provisions Required
(i) Consultant shall provide the City at least thirty (30) days prior
written notice of cancellation of any policy required by this Agreement, except that the Consultant
shall provide at least ten (10) days prior written notice of cancellation of any such policy due to
non-payment of premium. If any of the required coverage is cancelled or expires during the term
of this Agreement, the Consultant shall deliver renewal certificate(s) including the General
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Liability Additional Insured Endorsement to the City at least ten (10) days prior to the effective
date of cancellation or expiration.
(ii) The Commercial General Liability Policy and Automobile Policy
shall each contain a provision stating that Consultant’s policy is primary insurance and that any
insurance, self-insurance or other coverage maintained by the City or any named insureds shall
not be called upon to contribute to any loss.
(iii) The retroactive date (if any) of each policy is to be no later than the
effective date of this Agreement. Consultant shall maintain such coverage continuously for a
period of at least three years after the completion of the work under this Agreement. Consultant
shall purchase a one (1) year extended reporting period A) if the retroactive date is advanced
past the effective date of this Agreement; B) if the policy is cancelled or not renewed; or C) if the
policy is replaced by another claims-made policy with a retroactive date subsequent to the
effective date of this Agreement.
(iv) All required insurance coverages, except for the professional
liability coverage, shall contain or be endorsed to waiver of subrogation in favor of the City, its
officials, officers, employees, agents, and volunteers or shall specifically allow Consultant or
others providing insurance evidence in compliance with these specifications to waive their right
of recovery prior to a loss. Consultant hereby waives its own right of recovery against City and
shall require similar written express waivers and insurance clauses from each of its
subconsultants.
(v) The limits set forth herein shall apply separately to each insured
against whom claims are made or suits are brought, except with respect to the limits of liability.
Further the limits set forth herein shall not be construed to relieve the Consultant from liability in
excess of such coverage, nor shall it limit the Consultant’s indemnification obligations to the City
and shall not preclude the City from taking such other actions available to the City under other
provisions of the Agreement or law.
h. Qualifying Insurers
(i) All policies required shall be issued by acceptable insurance
companies, as determined by the City, which satisfy the following minimum requirements:
(1) Each such policy shall be from a company or companies
with a current A.M. Best's rating of no less than A:VII and admitted to transact in the
business of insurance in the State of California, or otherwise allowed to place insurance
through surplus line brokers under applicable provisions of the California Insurance Code
or any federal law.
i. Additional Insurance Provisions
(i) The foregoing requirements as to the types and limits of insurance
coverage to be maintained by Consultant, and any approval of said insurance by the City, is not
intended to and shall not in any manner limit or qualify the liabilities and obligations otherwise
assumed by the Consultant pursuant to this Agreement, including but not limited to, the
provisions concerning indemnification.
(ii) If at any time during the life of the Agreement, any policy of
insurance required under this Agreement does not comply with these specifications or is
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canceled and not replaced, City has the right but not the duty to obtain the insurance it deems
necessary and any premium paid by City will be promptly reimbursed by Consultant or City will
withhold amounts sufficient to pay premium from Consultant payments. In the alternative, City
may cancel this Agreement.
(iii) The City may require the Consultant to provide complete copies of
all insurance policies in effect for the duration of the Project.
(iv) Neither the City nor any of its officials, officers, employees, agents
or volunteers shall be personally responsible for any liability arising under or by virtue of this
Agreement.
j. Subconsultant Insurance Requirements. Consultant shall not allow any
subcontractors or subconsultants to commence work on any subcontract until they have provided
evidence satisfactory to the City that they have secured all insurance required under this section.
Policies of commercial general liability insurance provided by such subcontractors or
subconsultants shall be endorsed to name the City as an additional insured using ISO form CG
20 38 04 13 or an endorsement providing the exact same coverage. If requested by Consultant,
City may approve different scopes or minimum limits of insurance for particular subcontractors
or subconsultants.
12. Indemnification.
a. To the fullest extent permitted by law, Consultant shall defend (with counsel
of City’s choosing), indemnify and hold the City, its officials, officers, employees, volunteers, and
agents free and harmless from any and all claims, demands, causes of action, costs, expenses,
liability, loss, damage or injury of any kind, in law or equity, to property or persons, including
wrongful death, in any manner arising out of, pertaining to, or incident to any acts, errors or
omissions, or willful misconduct of Consultant, its officials, officers, employees, subcontractors,
consultants or agents in connection with the performance of the Consultant’s services, the Project
or this Agreement, including without limitation the payment of all damages, expert witness fees
and attorney’s fees and other related costs and expenses. Consultant's obligation to indemnify
shall not be restricted to insurance proceeds, if any, received by Consultant, the City, its officials,
officers, employees, agents, or volunteers.
b. To the extent required by Civil Code section 2782.8, which is fully
incorporated herein, Consultant’s obligations under the above indemnity shall be limited to claims
that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the
Consultant, but shall not otherwise be reduced. If Consultant’s obligations to defend, indemnify,
and/or hold harmless arise out of Consultant’s performance of “design professional services” (as
that term is defined under Civil Code section 2782.8), then upon Consultant obtaining a final
adjudication that liability under a claim is caused by the comparative active negligence or willful
misconduct of the City, Consultant’s obligations shall be reduced in proportion to the established
comparative liability of the City and shall not exceed the Consultant’s proportionate percentage
of fault.
13. California Labor Code Requirements.
a. Consultant is aware of the requirements of California Labor Code Sections
1720 et seq. and 1770 et seq., which require the payment of prevailing wage rates and the
performance of other requirements on certain “public works” and “maintenance” projects
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(“Prevailing Wage Laws”). If the services are being performed as part of an applicable “public
works” or “maintenance” project, as defined by the Prevailing Wage Laws, and if the total
compensation is $15,000 or more for maintenance or $25,000 or more for construction, alteration,
demolition, installation, or repair, Consultant agrees to fully comply with such Prevailing Wage
Laws. Consultant shall defend, indemnify and hold the City, its officials, officers, employees and
agents free and harmless from any claims, liabilities, costs, penalties or interest arising out of any
failure or alleged failure to comply with the Prevailing Wage Laws. It shall be mandatory upon
the Consultant and all subconsultants to comply with all California Labor Code provisions, which
include but are not limited to prevailing wages (Labor Code Sections 1771, 1774 and 1775),
employment of apprentices (Labor Code Section 1777.5), certified payroll records (Labor Code
Sections 1771.4 and 1776), hours of labor (Labor Code Sections 1813 and 1815) and debarment
of contractors and subcontractors (Labor Code Section 1777.1).
b. If the services are being performed as part of an applicable “public works”
or “maintenance” project and if the total compensation is $15,000 or more for maintenance or
$25,000 or more for construction, alteration, demolition, installation, or repair, then pursuant to
Labor Code Sections 1725.5 and 1771.1, the Consultant and all subconsultants performing such
services must be registered with the Department of Industrial Relations. Consultant shall maintain
registration for the duration of the Project and require the same of any subconsultants, as
applicable. This Project may also be subject to compliance monitoring and enforcement by the
Department of Industrial Relations. It shall be Consultant’s sole responsibility to comply with all
applicable registration and labor compliance requirements.
c. This Agreement may also be subject to compliance monitoring and
enforcement by the Department of Industrial Relations. It shall be Consultant’s sole responsibility
to comply with all applicable registration and labor compliance requirements. Any stop orders
issued by the Department of Industrial Relations against Consultant or any subcontractor that
affect Consultant’s performance of services, including any delay, shall be Consultant’s sole
responsibility. Any delay arising out of or resulting from such stop orders shall be considered
Consultant caused delay and shall not be compensable by the City. Consultant shall defend,
indemnify and hold the City, its officials, officers, employees and agents free and harmless from
any claim or liability arising out of stop orders issued by the Department of Industrial Relations
against Consultant or any subcontractor.
14. Verification of Employment Eligibility.
By executing this Agreement, Consultant verifies that it fully complies with all requirements
and restrictions of state and federal law respecting the employment of undocumented aliens,
including, but not limited to, the Immigration Reform and Control Act of 1986, as may be amended
from time to time, and shall require all subconsultants and sub-subconsultants to comply with the
same.
16. Laws and Venue.
This Agreement shall be interpreted in accordance with the laws of the State of California.
If any action is brought to interpret or enforce any term of this Agreement, the action shall be
brought in a state or federal court situated in the County of Los Angeles, State of California.
17 Termination or Abandonment
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a. City has the right to terminate or abandon any portion or all of the work
under this Agreement by giving ten (10) calendar days written notice to Consultant. In such event,
City shall be immediately given title and possession to all original field notes, drawings and
specifications, written reports and other documents produced or developed for that portion of the
work completed and/or being abandoned. City shall pay Consultant the reasonable value of
services rendered for any portion of the work completed prior to termination. If said termination
occurs prior to completion of any task for the Project for which a payment request has not been
received, the charge for services performed during such task shall be the reasonable value of
such services, based on an amount mutually agreed to by City and Consultant of the portion of
such task completed but not paid prior to said termination. City shall not be liable for any costs
other than the charges or portions thereof which are specified herein. Consultant shall not be
entitled to payment for unperformed services and shall not be entitled to damages or
compensation for termination of work.
b. Consultant may terminate its obligation to provide further services under
this Agreement upon thirty (30) calendar days’ written notice to City only in the event of substantial
failure by City to perform in accordance with the terms of this Agreement through no fault of
Consultant.
18 Documents. Except as otherwise provided in “Termination or Abandonment,”
above, all original field notes, written reports, Drawings and Specifications and other documents,
produced or developed for the Project shall, upon payment in full for the services described in this
Agreement, be furnished to and become the property of the City.
19. Organization
Consultant shall assign _________________________ as Project Manager. The Project
Manager shall not be removed from the Project or reassigned without the prior written consent of
the City.
20. Limitation of Agreement.
This Agreement is limited to and includes only the work included in the Project described
above.
21. Notice
Any notice or instrument required to be given or delivered by this Agreement may be given
or delivered by depositing the same in any United States Post Office, certified mail, return receipt
requested, postage prepaid, addressed to:
CITY:
City of Arcadia
240 West Huntington Drive
Arcadia, CA 91066
Attn: Darlene Bradley, Director Library/
Museum Services
CONSULTANT:
[***INSERT NAME ADDRESS & CONTACT
PERSON***]
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and shall be effective upon receipt thereof.
22. Third Party Rights
Nothing in this Agreement shall be construed to give any rights or benefits to anyone other
than the City and the Consultant.
23. Equal Opportunity Employment.
Consultant represents that it is an equal opportunity employer and that it shall not
discriminate against any employee or applicant for employment because of race, religion, color,
national origin, ancestry, sex, age or other interests protected by the State or Federal
Constitutions. 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.
24. Entire Agreement
This Agreement, with its exhibits, represents the entire understanding of City and
Consultant as to those matters contained herein, and supersedes and cancels any prior or
contemporaneous oral or written understanding, promises or representations with respect to
those matters covered hereunder. Each party acknowledges that no representations,
inducements, promises or agreements have been made by any person which are not incorporated
herein, and that any other agreements shall be void. This Agreement may not be modified or
altered except in writing signed by both Parties hereto. This is an integrated Agreement.
25. Severability
The unenforceability, invalidity or illegality of any provision(s) of this Agreement shall not
render the provisions unenforceable, invalid or illegal.
26. Successors and Assigns
This Agreement shall be binding upon and shall inure to the benefit of the successors in
interest, executors, administrators and assigns of each party to this Agreement. However,
Consultant shall not assign or transfer by operation of law or otherwise any or all of its rights,
burdens, duties or obligations without the prior written consent of City. Any attempted assignment
without such consent shall be invalid and void.
27. Non-Waiver
None of the provisions of this Agreement shall be considered waived by either party,
unless such waiver is specifically specified in writing.
28. Time of Essence
Time is of the essence for each and every provision of this Agreement.
29. City’s Right to Employ Other Consultants
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City reserves its right to employ other consultants, including engineers, in connection with
this Project or other projects.
30. 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
director, official, 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.
[SIGNATURES ON FOLLOWING PAGE]
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SIGNATURE PAGE FOR PROFESSIONAL SERVICES AGREEMENT
BETWEEN THE CITY OF ARCADIA
AND CITIGUARD, INC.
IN WITNESS WHEREOF, the Parties have executed this Agreement as of the date first
written above.
CITY OF ARCADIA CITIGUARD, INC.
By: By:
Dominic Lazzaretto Signature
City Manager
Date: Its:
ATTEST: Printed Name
By: Date:
City Clerk
APPROVED AS TO FORM By:
Signature
By: Its:
Michael J. Mauer
City Attorney
Printed Name
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EXHIBIT A
Scope of Services
1. Consultant shall provide non-sworn, unarmed, uniformed security guard services for the
City of Arcadia at the Arcadia Public Library for a total of 3, 100 hours per year as
described in Exhibit B, “Schedule of Services,” below.
2. Services shall begin on July 1, 2023, and continue for a period of three (3) years until
June 30, 2026, with an option to renew on a year-by-year basis for a maximum of three
(3) one (1) year renewals as mutually agreed upon. In the event the Consultant does
not wish to renew this agreement, Consultant must provide at least thirty (30) days
written notice to the City of Arcadia prior to June 30 of any year this agreement is in
effect.
3. The Consultant shall provide guard services without interruptions. Whenever possible,
the same guard(s) shall provide the services daily. In the case of interruptions in service,
including, but not limited to, absenteeism, the Consultant must provide a replacement in
a reasonable amount of time that will cover agreed-upon Library hours. Additionally, the
Consultant must notify the Library immediately upon receiving a tardy notice from the
scheduled guard(s).
4. Consultant shall provide and supervise security guards who have passed pre-
employment drug-screening and background checks; and who have the mental and
physical qualifications, experience and training needed to successfully perform their
assigned duties. The Consultant is responsible for ensuring that security guards have
a clear understanding of performance standards, as well as both required and prohibited
activities. The City and Arcadia Public Library will provide site-specific training and
guidance to the vendor as needed.
5. The Consultant’s agents and employees shall possess all licenses, registrations, and
permits required by the California Department of Consumer Affairs, Bureau of Collection
and Investigative Services. Such licenses and permits are to be presented to the City
of Arcadia and the Arcadia Public Library on demand and include Private Patrol
Operator’s License, and Guard Registration Card.
6. The Security Guard's main responsibility will be to maintain a quiet and orderly
atmosphere for all library patrons.
7. Security Guard(s) shall not be permitted to carry a weapon of any type.
8. Security Guard must be of a temperament to work and communicate with adults, teens,
and children of all ages and be capable of controlling a crowd in all circumstances.
9. Security Guards will be required to use a two-way radio while on duty.
10. Security Guard shall be dressed in uniform with appropriate emblems and/or badges
identifying his/her occupation and company.
11. The Security Guard will check-in and check-out with Library staff, logging the arrival and
departure time on a daily basis, as well as submit quarterly reports describing work
performed, work status, work progress, difficulties encountered, remedial actions taken,
and performance complaints and violations reported within thirty (30) business days
following the last business day of the end of each calendar quarter. Performance
complaints and violations include, but are not limited to, the following:
A. No-show rate/No backfill.
B. Missed guard shifts.
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C. Customers’, patrons’, and City of Arcadia and the Arcadia Public Library
and its on-site liaison personnel complaints.
D. Violations of policies, procedures, and performance requirements.
E. Violations of uniform dress, appearance standards, and proper
identification.
12. The Security Guard’s break times shall be agreed upon by the Security Guard and
Library personnel, and the Security Guard will be responsible for communicating when
a break starts and ends.
13. The City of Arcadia will not be responsible for any insurance for any Security Guard
provided. The City of Arcadia will not be liable for injuries sustained by and Security
Guard provided by Vendor while on duty on City of Arcadia property.
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EXHIBIT B
Schedule of Services
The Consultant will provide a total of approximately 3,100 hours per year of security services.
Services should begin on July 1, 2023, and continue for a period of three (3) years until June 30,
2026, with an option to renew on a year-by-year basis for a maximum of three (3) one (1) year
renewals.
The average work shift on a business day may consist of eight (8) to twelve (12) hours.
Regular Hours
Monday – Thursday 10 a.m. – 9 p.m.
Friday 10 a.m. – 6 p.m.
Saturday 10 a.m. – 6 p.m.
The City and Arcadia Public Library will provide notice of holiday closures, other dates the Library
will be closed, or any changes to Library hours. Security Guard services will not be required on
Library holidays or on other dates when the Library will be closed.
Library holidays and closures are detailed in Exhibit D of the sample Professional Services
Agreement.
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EXHIBIT C
Compensation
The annual cost for services will be up to or less than $93,600 for a total of 3,100 hours per year.
The Consultant’s compensation is the hourly billing rates set forth on the Consultant’s Cost/Fee
Proposal. Hourly billing rates are flat rates which include all wages, benefits, allowances,
differentials, and are billable for time worked. Consultant is required to comply with all wage laws,
labor code laws, and California meal and rest break laws for the personnel classification type.
Hourly rates must include all clerical support, materials fees, overhead, profits, and other costs
and/or expenses incidental to the performance of the specified requirements under the
Professional Services Agreement.
Consultant is required to submit timesheets noting each day worked from each unarmed security
guard. Timesheets will be submitted with an invoice monthly and are subject to approval by the
on-site liaison. Coverage for an absent unarmed security guard must be at the originally posted
unarmed security guard’s billing rate. The City of Arcadia and the Arcadia Public Library will not
be charged for overtime costs if the Consultant’s relief unarmed security guard is late for any
reason and the current unarmed security guard’s shift is extended past eight (8) hours or a 40-
hour given week. Consultant shall absorb such overtime costs.
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EXHIBIT D
Library
The City and Arcadia Public Library will provide notice of holiday closures, other dates the Library
will be closed, or any changes to Library hours. Security Guard services will not be required on
Library holidays or on other dates when the Library will be closed.
Current holidays are as follows:
New Year’s Eve (one-half day)
New Year’s Day
Martin Luther King Jr. Day
President’s Day
Memorial Day
Independence Day
Labor Day
Veteran’s Day
Thanksgiving Day
Day After Thanksgiving Day
Christmas Eve (one-half day)
Christmas Day