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HomeMy WebLinkAboutItem 10i - Los Angeles County General Services Agreement Renewal STAFF REPORT OFFICE OF THE CITY MANAGER DATE: March 17, 2026 TO: Honorable Mayor and City Council FROM: Dominic Lazzaretto, City Manager By: Justine Bruno, Deputy City Manager SUBJECT: GENERAL SERVICES AGREEMENT RENEWAL WITH THE COUNTY OF LOS ANGELES CEQA: Not a Project Recommendation: Approve SUMMARY The General Services Agreement (“Agreement”) between the City of Arcadia and the County of Los Angeles (“County”) establishes the types of County services that the City may request on an as-needed basis. Rather than providing every municipal service independently, the City may utilize certain services that the County can administer in a more efficient and cost-effective manner. This type of Agreement has been in place between the City of Arcadia and the County since 1977. The current Agreement is set to expire on June 30, 2026, and requires renewal to ensure continued availability of these services. Since each agreement is renewed with participating cities in five-year increments, it is recommended that the City Council approve, authorize, and direct the Mayor to execute the renewal of the General Services Agreement with the County of Los Angeles for a five-year period, from July 1, 2026, through June 30, 2031. BACKGROUND The General Services Agreement between Arcadia and the County is broad in scope and authorizes the County to provide services at the request of the City (see Attachment No. 1). By having an agreement in place, the City may request services from the County without having to prepare individual contracts for approval by the General Services Agreement Renewal March 17, 2026 Page 2 of 3 City Council and Board of Supervisors. With a General Services Agreement in place, Arcadia has been able to meet the various demands for these services in a timely and responsive manner, allowing any urgent needs to be expediently addressed. The City has maintained this type of Agreement with the County since 1977, with renewals every five years. The current General Services Agreement between the City of Arcadia and the County of Los Angeles will expire on June 30, 2026. DISCUSSION The General Services Agreement (“Agreement”) allows cities like Arcadia and other public entities to request a variety of County services on an as-needed basis. These services are typically those that the County can provide more efficiently or that may only be required occasionally. The Agreement generally covers miscellaneous services such as direct assessment collections, predatory animal control, prosecution of City ordinances, and certain public works–related services. The proposed Agreement does not include services that the City of Arcadia provides directly, such as police, fire, and library services. Nor does the Agreement address services that are governed by separate agreements for Arcadia, such as animal care and control. Under the current Agreement, the County may provide several services to Arcadia if requested, including: weed abatement; GIS and mapping; direct assessment collections; City prosecution services; housing and homelessness services; public health services; certain telecommunications and IT services; some energy and environmental programs; document transfer tax collections; limited public works services; and specialized assistance from the Sheriff’s Department. Available public works services include bridge inspection and maintenance, storm drain catch basin cleanout, the Safe, Clean Water Program, final subdivision map review, underground storage tank services, infrastructure design and construction, and traffic signal maintenance at shared intersections. The City is not obligated to use any of the available County services. Rather, the Agreement provides a framework that allows the City to access County services, if needed. There are no significant changes between the proposed Agreement and the General Services Agreement approved by the City Council in 2021 (see Attachment General Services Agreement Renewal March 17, 2026 Page 3 of 3 No. 2). The County has requested that the signed Agreement be returned by May 1, 2026, to allow sufficient time for review and approval by the County Board of Supervisors. ENVIRONMENTAL ANALYSIS The proposed renewal of the General Services Agreement between the City of Arcadia and the County of Los Angeles does not constitute a project under the California Environmental Quality Act (“CEQA”), as it can be seen with certainty that it will not have an impact on the environment. If required, a separate environmental review process will be undertaken prior to the provision of any services that may necessitate such a review. FISCAL IMPACT There is no cost associated with the renewal of the proposed General Services Agreement. Approval of the Agreement does not commit the City to any expenditures, as costs are only incurred if services are requested and performed. The rates to perform the applicable services are readjusted by the County Auditor- Controller on July 1 of each year, in accordance with the rates adopted by the County Board of Supervisors. Since the services are performed on an as-needed basis, without consistent and predictable application, the City will first pursue existing budgets to accommodate any expenses. Any additional costs or those requiring a supplemental appropriation would be subject to the approval of the City Council. RECOMMENDATION It is recommended that the City Council determine that this action does not constitute a project under the California Environmental Quality Act (“CEQA”); and approve, authorize, and direct the Mayor to execute the renewal of the General Services Agreement with the County of Los Angeles for a five-year period, from July 1, 2026, through June 30, 2031. Attachment No. 1: Proposed General Services Agreement (2026-2031) Attachment No. 2: Executed General Services Agreement (2021-2026) 1 of 6 GENERAL SERVICES AGREEMENT THIS GENERAL SERVICES AGREEMENT ("Agreement"), dated for purposes of reference only, July 1, 2026, is made by and between the County of Los Angeles, hereinafter referred to as the "County," and the City of Arcadia, hereinafter referred to as the "City." RECITALS: (a) The City is desirous of contracting with the County for the performance by its appropriate officers and employees of City functions. (b) The County is agreeable to performing such services on the terms and conditions hereinafter set forth. (c) Such contracts are authorized and provided for by the provisions of Section 56½ of the Charter of the County of Los Angeles and Section 51300, et seq., of the Government Code. THEREFORE, THE PARTIES MUTUALLY AGREE AS FOLLOWS: 1.The County agrees, through its officers, agents and employees, to perform those City functions, which are hereinafter provided for. 2.The City shall pay for such services as are provided under this Agreement at rates to be determined by the County Auditor-Controller in accordance with the policies and procedures established by the Board of Supervisors. These rates shall be readjusted by the County Auditor-Controller annually effective the first day of July of each year to reflect the cost of such service in accordance with the policies and procedures for the determination of such rates as adopted by the Board of Supervisors of County. 3.No County agent, officer or department shall perform for said City any Attachment No. 1 2 of 6 function not coming within the scope of the duties of such agent, officer or department in performing services for the County. 4. No service shall be performed hereunder unless the City shall have available funds previously appropriated to cover the cost thereof. 5. No function or service shall be performed hereunder by any County agent, officer or department unless such function or service shall have been requested in writing by the City on order of the City Council thereof or such officer as it may designate and approved by the Board of Supervisors of the County, or such officer as it may designate, and each such service or function shall be performed at the times and under circumstances which do not interfere with the performance of regular County operations. 6. Whenever the County and City mutually agree as to the necessity for any such County agent, officer or department to maintain administrative headquarters in the City, the City shall furnish at its own cost and expense all necessary office space, furniture, and furnishings, office supplies, janitorial service, telephone, light, water, and other utilities. In all instances where special supplies, stationery, notices, forms and the like must be issued in the name of the City, the same shall be supplied by the City at its expense. It is expressly understood that in the event a local administrative office is maintained in the City for any such County agent, officer or department, such quarters may be used by the County agent, officer or department in connection with the performance of its duties in territory outside the City and adjacent thereto provided, however, that the performance of such outside duties shall not be at any additional cost to the City. 7. All persons employed in the performance of such services and functions for 3 of 6 the City shall be County agents, officers or employees, and no City employee as such shall be taken over by the County, and no person employed hereunder shall have any City pension, civil service, or other status or right. For the purpose of performing such services and functions, and for the purpose of giving official status to the performance hereof, every County agent, officer and employee engaged in performing any such service or function shall be deemed to be an agent, officer or employee of said City while performing service for the City within the scope of this agreement. 8. The City shall not be called upon to assume any liability for the direct payment of any salary, wages or other compensation to any County personnel performing services hereunder for the City, or any liability other than that provided for in this agreement. Except as herein otherwise specified, the City shall not be liable for compensation or indemnity to any County employee for injury or sickness arising out of his or her employment. 9. The parties hereto have executed an Assumption of Liability Agreement approved by the Board of Supervisors on December 27, 1977 and/or a Joint Indemnity Agreement approved by the Board of Supervisors on October 8, 1991. Whichever of these documents the City has signed later in time is currently in effect and hereby made a part of and incorporated into this agreement as set out in full herein. In the event that the Board of Supervisors later approves a revised Joint Indemnity Agreement and the City executes the revised agreement, the subsequent agreement as of its effective date shall supersede the agreement previously in effect between the parties hereto. 10. Each County agent, officer or department performing any service for the 4 of 6 City provided for herein shall keep reasonably itemized and in detail work or job records covering the cost of all services performed, including salary, wages and other compensation for labor, supervision and planning, plus overhead, the reasonable rental value of all County-owned machinery and equipment, rental paid for all rented machinery or equipment, together with the cost of an operator thereof when furnished with said machinery or equipment, the cost of all machinery and supplies furnished by the County, reasonable handling charges, and all additional items of expense incidental to the performance of such function or service. 11. All work done hereunder is subject to the limitations of the provisions of Section 23008 of the Government Code, and in accordance therewith, before any work is done or services rendered pursuant hereto, an amount equal to the cost or an amount 10% in excess of the estimated cost must be reserved by the City from its funds to ensure payment for work, services or materials provided hereunder. 12. The County shall render to the City at the close of each calendar month an itemized invoice which covers all services performed during said month, and the City shall pay County therefore within thirty (30) days after date of said invoice. If such payment is not delivered to the County office which is described on said invoice within thirty (30) days after the date of the invoice, the County is entitled to recover interest thereon. Said interest shall be at the rate of seven (7) percent per annum or any portion thereof calculated from the last day of the month in which the services were performed. 13. Notwithstanding the provisions of Government Code Section 907, if such payment is not delivered to the County office which is described on said invoice within thirty (30) days after the date of the invoice, the County may satisfy such indebtedness, 5 of 6 including interest thereon, from any funds of any such City on deposit with the County without giving further notice to said City of County's intention to do so. 14. This Agreement shall become effective on the date herein-above first mentioned and shall run for a period ending June 30, 2031, and at the option of the City Council of the City, with the consent of the Board of Supervisors of County, shall be renewable thereafter for an additional period of not to exceed five (5) years. 15. In the event the City desires to renew this Agreement for said five-year period, the City Council shall not later than the last day of May 2031, notify the Board of Supervisors of County that it wishes to renew the same, whereupon the Board of Supervisors, not later than the last day of June 2031, shall notify the City Council in writing of its willingness to accept such renewal. Otherwise, such Agreement shall finally terminate at the end of the aforedescribed period. Notwithstanding the provisions of this paragraph herein-above set forth, the County may terminate this Agreement at any time by giving thirty (30) days' prior written notice to the City. The City may terminate this Agreement as of the first day of July of any year upon thirty (30) days' prior written notice to the County. 16. This Agreement is designed to cover miscellaneous and sundry services which may be supplied by the County of Los Angeles and the various departments thereof. In the event there now exists or there is hereafter adopted a specific contract between the City and the County with respect to specific services, such contract with respect to specific services shall be controlling as to the duties and obligations of the parties anything herein to the contrary notwithstanding, unless such special contract adopts the provisions hereof by reference. 6 of 6 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their duly authorized officers. Executed this _____________day of ________________________2026. The City of Arcadia, By _____________________________ Mayor ATTEST: City Clerk THE COUNTY OF LOS ANGELES By_____________________________ By_____________________________ Chair, Board of Supervisors ATTEST: EDWARD YEN Executive Officer/Clerk of the Board of Supervisors By_____________________________ Deputy APPROVED AS TO FORM: DAWYN R. HARRISON County Counsel By ___________________________ Senior Deputy APPROVED AS TO FORM: ___________________________ Michael J. Maurer City Attorney City of Arcadia GENERAL SERVICES AGREEMENT THIS GENERAL SERVICES AGREEMENT ("Agreement"), dated for purposes of reference only, June 1, 2021, is made by and between the County of Los Angeles, hereinafter referred to as the "County", and the City of Arcadia, hereinafter referred to as the 11City." RECITALS: (a) The City is desirous of contracting with the County for the performance by its appropriate officers and erriployees of City functions. (b)The County is agreeable to -perfonning such services on the terms and conditions he reinafter ·set forth. (c)Such contracts are authorized and provided for by the provisions of Section 56½ of the Charter of the County of Los Angeles and Section 51300, et seq., of the Govemment Code. THEREFORE, THE PARTIES MUTUALLY AGREE AS FOLLOWS: 1.The County agrees, throug h its officers, agents and employees, to perfonn those City functions, which are hereinafter provided for. 2.The City shall pay for such services as are provided under this Agreement at rates to be determined by the County Auditor-Controller in accordance with the policies and procedures established by the Board of Supervisors. These rates shall be readjusted by the County Auditor-Controller annually effective the first day of July of each year to reflect the cost of such service in accordance with the policies and procedures for the determination of such rates as adopted by the Board of Supervisors of County. 3.No County agent, officer or department shall perfom, for said City any 1 of6 Attachment No. 2 function not coming within the scope of the duties of such agent, officer or department in performing services for the County. 4.No service shall be performed hereunder unless the City shall have available funds previously appropriate d to cover the cost thereof. 5.No function or service shall be perfonned hereunder by any County agent, officer or department unless such function or service shall have been requested In writing by the City on order of the City Council thereof or such officer as it may designate and approved by the Board of Supervisors of the County, or such officer as It may designate, and each such service or function shall be performed at the times and under circumstances which do not interfere with the performance of regular County operations. 6.Whenever the County and City mutually agree as to the necessity for any such County agent, officer or department to maintain administrative headquarters in the City, the City shall furnish at its own cost and expense all necessary office space, furniture, and furnishings, office supplies, janitorial service, telephone, light, water, and other utilities. In all instances where special supplies, stationery, notices, forms and the like must be issued in the name of the City, the same shall be supplied by the City at its expense. Jt is expressly understood that in the event a local administrative office is maintained in the City for any such County agent, officer or department, such quarters may be used by the County agent, officer or department in connection with the performance of Its duties In territory outside the City and adjacent thereto provided, however, that the performance of such outside duties shall not be at any additional cost to the City. 7.All persons employed in the performance of such services and functions for 2 of6 the City shall be County agents, officers or employees, and no City employee as such shall be taken over by the County, and no person employed hereunder shall have any City pension, clvfl service, or other status or right. For the purpose of performing such services and functions, and for the purpose of giving official status to the performance hereof, every County agent, officer and employee engaged In perfonning any such service or function shall be deemed to be an agent, officer or employee of said City while performing service for the City within the scope of this agreement. 8.The City shall not be called upon to assume any liability for the direct payment of any salary, wages or other compensation to any County personnel perfonning services hereunder for the City, or any liabili1y other than that provided for in this agreement. Except as herein otherwise specified, the City shall not be liable for compensation or indemnity to any County employee for injury or sickness arising out of his or her employment 9.The parties hereto have executed an Assumption of Liability Agreement approved by the Board of Supervisors on December 27, 1977 and/or a Joint Indemnity Agreement approved by the Board of Supervisors on October 8, 1991. Whichever of these documents the City has signed later in time is currently In effect and hereby made a part of and incorporated Into this agreement as set out in full herein. In the event that the Board of Supervisors later approves a revised Joint Indemnity Agreement and the City executes the revised agreement, the subsequent agreement as of its effective date shall supersede the agreement previously in effect between the parties hereto. 1 0. Each County agent, officer or department performing any service for the 3of6 City provided for herein shall keep reasonably itemized and in detail work or job records covering the cost of all services perfonned, including salary, wages and other compensa tion for labor, supervision and planning, plus overhead, the reasonable rental value of all County-owned machinery and equipment, rental paid for all rented machinery or equipment, together with the cost of an operator thereof when furnished with said machinery or equipment, the cost of all machinery and su pplies furnished by the County, reasonable handling charges, and all additional items of expense incidental to the performance of such function or service. 11.All work done hereunder is subject to the limitations of the provisions of Section 23008 of the Government Code, and in accordance therewith, before any work rs done or services rendered pursuant hereto, an amount equal to the cost or an amount 10% in excess of the �timated cost must be reserved by the City from its funds to ensure payment for work, services or materials provided hereunder. 12.The County shall render to the City at the close of each calendar month an itemized invoice which covers all services performed during said month, and the City shall pay County therefore within thirty (30) days after date of said invoice. If such payment is not delivered to the County office which is described on said invoice within thirty (30) days after the date of the invoice, the County is entitled to recover interest thereon. Said interest shall be at the rate of seven (7) percent per annum or any portion thereof calculated from the last day of the month in which the services were performed, 13.Notwithstanding the provisions of Government Code Section 907, if such payment is not delivered to the County office which Is described on said Invoice within thirty (30) days after the date of the invoice, the County may satisfy such indebtedness, 4 of6 including interest thereon, from any funds of any such City on deposit with the County without giving further notice to said City of County's intention to do so. 14.This Agreement shall become effective on the date herein-above first mentioned and shall run for a period ending June 30, 2026, and at the option of the City Council of the City, with the consent of the Board of Supervisors of County, shall be renewable thereafter for an additional period of not to exceed five (5) years. 15.In the event the City desires to renew this Agreement for said five-year period, the City Councll shall not later than the last day of May 2026, notify the Board of Supervisors of County that it wishes to renew the same, whereupon the Board of Supervisors, not later than the last day of June 2026, shall notify the City Council in writing of Its willingness to accept such renewal. Otherwise, such Agreement shall finally terminate at the end of the aforedescribed period. Notwithstanding the provisions of this paragraph herein-above set forth, the County may terminate this Agreement at any time by giving thirty (30) days' prior written notice to the City. The City may terminate this Agreement as of the first day of July of any year upon thirty (30) days' prior written notice to the County. 16.This Agreemen t is de signed to cover miscellaneous and sundry services which may be supplied by the County of Los Angeles and the various departments thereof. In the event there now exists or there is hereafter adopted a specific contract between the CHy and the County with respect to specific services, such contract with respect to specific services shall be controlling as to the duties and obligations of the parties anything herein to the contrary notwithstanding, unless such special contract adopts the provisions hereof by reference. 5 of6 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by their duly authorized officers. Executed this ATTEST:. City Clerk ATTEST: CELIA ZAVALA Executive Officer/Clerk of the Board of Supervisors day of Deputy APPROVED AS TO FORM; RODRIGO CASTRO-SILVA County Counsel Senior puty 6 of6 2021. The City of Arcadia, By THE COUNTY OF LOS ANGELES By_;!M£ Chair, Board of Supervisors APPROVED AS TO FORM: Stephen P. Deitsch City Attorney City of Arcadia