HomeMy WebLinkAbout05-19-2015 C3 Authorize RFP for Sign RegulationsCity of San Luis Obispo, Council Agenda Report, Meeting Date, Item Number
FROM: Derek Johnson, Community Development Director
BY: Brian Leveille, Senior Planner
SUBJECT: AUTHORIZE A REQUEST FOR PROPOSAL (RFP) FOR CONSULTANT
SERVICES FOR UPDATES TO THE CITY’S SIGN REGULATIONS
RECOMMENDATION
1. Authorize the issuance of request for proposals (RFP) for consultant services to assist staff in
updating the City’s Sign Regulations; and
2. Authorize the City Manager to award a consultant services agreement in an amount not-to-
exceed $50,000 to assist staff with revisions to the Sign Regulations.
DISCUSSION
Background
The City’s Sign Regulations (Municipal Code Chapter 15.40) contain provisions for sign
installations in all Zoning Districts in the City. The Sign Regulations are referenced frequently
for new installations resulting from changes in tenant space, new businesses, corporate identity
updates, and new development. The regulations include requirements for sign types in each
Zoning district in the City including allowable sizes, placement, height, illumination, setbacks,
quantity, and prohibited sign types. The sign regulations also contain provisions for exceptions,
review level, processing procedures, and the abatement of non-conforming signs. Sign
installations can have a significant effect on the character of the built and natural environment of
the City and the regulations were last updated in 2004. It is important to periodically update the
regulations to ensure the sign regulations reflect community values and are effective in
promoting the use of signs that enhance the City’s character and preserve natural scenic beauty,
while also reviewing the sign regulations for conformity with evolving state and federal First
Amendment law in this arena. In addition to aesthetic and neighborhood character
considerations, the Sign Regulations would provide more clarity on encouraged sign types while
enabling effective means of communication and business identification.
If approved, the RFP will be published on the city’s website and distributed to consultants
experienced in the preparation of sign regulations. The process to update the City’s Sign
Regulations will involve community outreach and review and approval by the Planning
Commission and City Council.
Scope of Services
City staff is seeking consultant assistance to update the City’s regulations, including the
following activities:
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Sign Regulations Update - Request for Proposal Page 2
1. Consult with staff on needed updates and deficiencies in the current sign regulations and
legal compliance issues, which should be addressed in the update.
2. Conduct outreach to groups such as business owners, sign contractors, developers, and
neighborhood groups to obtain feedback on necessary improvements.
3. Review best examples of recently adopted sign regulations in other jurisdictions
including any award winning or formally recognized documents as background for
working draft.
4. Provide initial recommendations to format, content, graphics, and other updates based
on outreach and staff feedback with consideration of relevant case law and legal
requirements (i.e. time, place, manner). Initial recommendations should include
revisions to standards which enhance the aesthetic quality and compatibility with the
City’s built and natural environment.
5. In addition to form and content, the regulations should consider review process and
streamlining of the review process for proposed signs which clearly meet the intent and
standards of the regulations. The regulations should be clear on the level of review
required for any proposed exceptions or sign types which are identified as requiring
advisory body review (i.e. Cultural Heritage Committee or Architectural Review
Commission).
6. Provide “working” drafts for continued staff and consultant refinement and for
continued outreach to interested stakeholders previously identified.
7. Provide a complete draft hearing document with graphics, tables, and final format layout
for Planning Commission and City Council review.
8. Create a final document ready for print and web publishing.
ENVIRONMENTAL REVIEW
No environmental review is required to request consultant assistance. The actual update of the
Sign Regulations is a project under the California Environmental Quality Act and City staff will
prepare the appropriate environmental review document as part of the update process.
FISCAL IMPACT
The total project cost is expected to be $50,000. Funding was identified and prioritized for this
effort as part of the City Manager’s review of fiscal year 2013-2014 carryover funds.
ALTERNATIVES
1. Provide direction regarding an amended scope of work and continue authorization of the RFP.
2. Continue consideration of the workscope and RFP with direction to staff on necessary
changes.
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ATTACHMENT
1. Request for Proposal for consultant assistance
T:\Council Agenda Reports\2015\2015-05-19\Sign Regulations Update RFP (Johnson-Leveille)\Sign Regulations RFP-CAR.docx
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City of San Luis Obispo
Specification No.
The City of San Luis Obispo is committed to including disabled persons in all of our services, programs and activities.
Telecommunications Device for the Deaf (805) 781-7410.
990 Palm Street San Luis Obispo, CA 93401
Notice Requesting Proposals for
Updates to the City’s Sign Regulations
The City of San Luis Obispo is requesting sealed proposals for consultant assistance to prepare
updates to the City’s Sign Regulations pursuant to Specification No. _______. All proposals
must be received by the Finance Division by _________p.m. on _______,when they will be
opened publicly in the City Hall Council Chambers, 990 Palm Street, San Luis Obispo, CA
93401.
Proposals received after said time will not be considered. To guard against premature opening,
each proposal shall be submitted to the Finance Division in a sealed envelope plainly marked
with the proposal title, specification number, proposer name, and time and date of the proposal
opening. Proposals shall be submitted using the forms provided in the specification package.
Specification packages and additional information may be obtained by contacting Brian Leveille
at (805) 781-7166, or via email at bleveille@slocity.org
Attachment 1
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City of San Luis Obispo
Specification No.
Specification No.
TABLE OF CONTENTS
A. Introduction
Project Summary 1
Project Scope 2
Administration 3
Schedule 4
Detailed Work Program 5-7
B. General Terms and Conditions 9-13
Contract Award and Execution 10
Contract Performance 10-13
C. Form of Agreement 14-15
D. Insurance Requirements 16-17
E. Proposal Submittal Forms 18
References 19
Past Contract Disqualifications 20
Attachment 1
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City of San Luis Obispo
Specification No. _____
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Section A
INTRODUCTION
1. PROJECT SUMMARY
The City of San Luis Obispo is seeking proposals from qualified consulting firms to
guide a comprehensive update to the City’s Sign Regulations. The purpose of the
update is to provide regulations which result in sign installations consistent with
community expectations; that are compatible with the built environment; and, that
eliminate the potential for visual blight from incompatible sign installations. The updated
sign regulations also should include clear and concise regulations and graphics which
are “user friendly” for business owners, developers, contractors, and City staff. Existing
regulation sections to be updated include size, placement, height, number of signs
allowed, allowed illumination and materials, sign types, review procedures, and exempt
and prohibited sign types. The existing Sign Regulations provide standards for each
Zoning District. Options for updated regulations may include amendments to establish
regulations based on the character of development or specific requirements that should
be applied based on the subject property’s location within a historic district or specific
plan. The consultant should provide recommendations for the comprehensive update
based on best practices in other communities, compliance with current state and federal
constitutional and case law, and in consideration of input from the public and staff.
The Regulations should be updated to be responsive to current state and federal
regulations and any recent case law.
The consultant services are intended to lead the effort with staff support in producing an
updated Sign Ordinance. City staff will assist on organizing outreach efforts with
community stakeholders such as business owners, sign contractors, developers,
business associations (i.e. Chamber and Downtown Association) and local
neighborhood groups. The consultant will prepare and present PowerPoint
presentations when required for outreach efforts with larger stakeholder groups such as
the Chamber of Commerce and Downtown Association. The consultant will produce a
web-ready and PDF version of the final document including graphics, figures, and tables
to ensure the document is “user friendly”. The Consultant will provide a draft update
document for environmental and hearing review and a final “proof” copy ready for final
document publishing at the conclusion of the project. Staff will assist with preparation of
documents for public hearing review such as staff reports and legislative draft ordinance
documents. The Consultant will attend up to 4 hearings for draft document review and
adoption, including presentations and availability to answer questions. Please see the
project scope discussion and detailed work program sections below for more
information.
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2. PROJECT SCOPE
NEED: Comprehensive update of existing sign regulations. Budget = $50,000
ACTIVITIES/TASKS:
Work with staff and stakeholders to develop updated sign regulations which are clear
and concise, and which reflect community values of architectural compatibility and
preservation of the natural setting of San Luis Obispo and character of the human
environment by accomplishing the following tasks:
The activities/tasks include the following:
1. Consult with staff and the community on needed updates and deficiencies in the
current sign regulations which should be addressed in the update.
2. Conduct outreach to stakeholder groups such as business owners, sign
contractors, developers, and neighborhood groups to obtain feedback on
necessary improvements.
3. Review and recommend best practices and examples of recently adopted sign
regulations in other jurisdictions including any award winning or formally
recognized documents as background for preparing a working draft.
4. Provide initial recommendations to format, content, graphics, and other updates
based on outreach and staff feedback. Initial recommendations should include
revisions to standards which enhance the aesthetic quality and compatibility with
the City’s built and natural environment.
5. Review and recommend best practices necessary to ensure legal enforceability,
with consideration of relevant case law and state and federal constitutional
requirements.
6. In addition to form and content, the regulations should consider review process
and streamlining of the review process for proposed signs which clearly meet
the intent and standards of the regulations. The regulations should be clear on
the level of review required for any proposed exceptions or sign types which are
identified as requiring advisory body review (i.e. Cultural Heritage Committee or
Architectural Review Commission).
7. Provide “working” drafts for continued staff and consultant refinement and for
continued outreach to interested stakeholders previously identified.
8. Provide a complete legislative draft hearing document with graphics, tables, and
final format layout for City Council review.
9. Create a final document ready for print and web publishing.
The selected consultant will be responsible for drafting the revised regulations and
should include assumptions made for each activity that may impact cost.
SIGN REGULATIONS BACKGROUND
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To view the existing Sign Regulations, please see the city website for more information:
http://www.slocity.org/home/showdocument?id=4306
To view the existing Sign Regulations in the Municipal Code format, please reference
Chapter 15.40, Sign Regulations.
http://www.codepublishing.com/ca/sanluisobispo/
DELIVERABLES:
The final product is a legislative draft document & final document ready for publishing
completed with City staff assistance as discussed above and in the detailed work
program.
3. ADMINISTRATION
PERSONNEL:
Brian Leveille, Senior Planner with the Community Development Department Long
Range Planning Division is the project lead and will be assisted by Development
Review Division Planning staff. The Sign Regulations comprise Chapter 15 of the City’s
Municipal Code. Amendments to the Municipal Code require ordinance introduction and
final adoption by the City Council. The City Council consists of 5 elected officials.
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City of San Luis Obispo
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SCHEDULE:
Table 1
ACTIVITY CONSULTANT CITY SCHEDULE
Planning staff prepares Request for
Proposals (RFP) X May 2015
RFP sent to qualified
consultants/Legal Ad X May 29, 2015
Responses due X June 26, 2015
City response to consultants
regarding whether submittal will be
considered through subsequent
interview
X
July 10, 2015
Interview consultants (If needed) X X July 22, 2015
Select consultant and enter into
contract X August 5, 2015
Initial kick-off meeting with staff team X X Mid-August, 2015
Public outreach/and consult with
staff on needed updates
X
X
late August through
October, 2015
Background research,
recommended updates (case
studies)
X
late August through
October, 2015
Prepare rough draft Sign regulations X November, 2015
Provide internal review to verify
subject matter is covered & revise
draft as needed.
X X
December, 2015
Environmental Review Document
(CEQA) prepared by staff X December, 2015
Second public outreach effort.
meetings, outreach, website X X December, 2015 &
January, 2016
Review by advisory bodies (CHC &
ARC) X X January & February 2016
Prepare hearing draft X
February & Mid-March
2016
Public Hearing, City Council X X
May 2016
Create Final products and deliver to
City X June 2016
Publish final Document X June 2016
Attachment 1
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City of San Luis Obispo
Specification No. _____
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Sign Regulations Update Detailed Work Program
Consultant to add detailed costs associated with each Task in section F above.
High Level Activities/Milestones Responsible Parties Schedule of Deliverables
TASK 1. PROGRAM INITIATION
Sub-Task A Initiate Program
Kick Off Meeting, highlight areas for document
update, set goals, establish project schedule in
Microsoft Project or Visio
City staff and consultants
Mid-August, 2015
Phase Deliverables:
• Detailed project schedule
• Project outline subsequent tasks
TASK 2. OUTREACH
Sub-Task A Outreach
Consult with City staff on needed updates and
improvements needed to current regulations.
Conduct outreach efforts to stakeholder groups
such as business owners, sign contractors,
developers, neighborhood groups, etc.
Sub-Task B
Compile list of feedback and evaluate potential
for update in regulations
Consultant to lead with City staff support
Consultant to lead with City staff support
Consultant to lead with City staff support
late August-October 2015
Phase Products:
• Review markups of the existing
regulations with staff comments,
and meet with City staff.
• Outreach meetings (developers,
engineers, surveyors,
neighborhood groups)
• Compile list of updates to be
considered and include in
working draft update document
for further evaluation.
TASK 3. PREPARE DRAFT REGULATIONS
Sub-Task A
Prepare a set of draft regulations based on staff
comments, outreach feedback, examples of
recently adopted regulations in other jurisdictions
Consultant
November, 2015
Phase Products:
• Rough Draft of Regulations for
further internal review and
possible revisions.
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High Level Activities/Milestones Responsible Parties Schedule of Deliverables
as identified in tasks 1-5 above.
Task 4. CEQA
Sub-Task A
Prepare Initial Study
City Staff
December 2015
• Initial Study Document/Negative
Declaration
Task 5. Second Public Outreach Effort
Sub-Task A
Conduct follow up meetings based on feedback
and draft updates included in rough draft
regulations.
Review of draft regulations by Cultural Heritage
Committee and Architectural Review
Commission.
Sub-Task B
Record and compile feedback and evaluate for
potential inclusion in final hearing drafts
Consultant to lead with City staff support
Consultant to lead with City staff support
Consultant to lead with City staff support
December 2015 - February 2016
Phase Products:
• Outreach meetings with
(developers, engineers,
surveyors, neighborhood
groups).
• Staff report, presentation, follow
up work after meetings
• Compile additional feedback for
further internal evaluation and
consideration in final hearing
drafts.
Task 6. Prepare Hearing Draft of Regulations
Update
Sub-Task A
Prepare final legislative draft for staff review
(Administrative Draft)
Consultant
Mid February 2016 & mid-March 2016
• Administrative Draft
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City of San Luis Obispo
Specification No.
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High Level Activities/Milestones Responsible Parties Schedule of Deliverables
Task 7. Final Documents and Adoption
Sub-Task A
Final hearing draft for City Council
Sub-Task B
City Council hearing document preparation
City Council hearing
Consultant
Consultant lead with City staff support
Consultant lead with City staff support
April-May 2016
• Final legislative draft in print and
electronic versions
• Staff Reports with attachments,
final resolutions, ordinance, and
presentation preparation
• Hearing attendance with
Powerpoint presentation and
availability for questions
Task 8. Publish final document
Sub-Task A
Create final products and deliver to City
Sub-Task B
Publish final document
Consultant
City Staff
June 2016
• Final print and web ready
documents
• Final print copies and web
publishing
Attachment 1
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City of San Luis Obispo
Specification No.
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AVAILABLE RESOURCES
City documents include:
Document Location
General Plan http://www.slocity.org/government/department-directory/community-development/planning-zoning/general-plan
(Land Use, Circulation, Noise, Safety, Water and Wastewater, Conservation and Open Space, Housing, and
Parks and Recreation Elements)
New General Plan update: http://www.slo2035.com/
Zoning
Regulations
http://www.slocity.org/home/showdocument?id=5861
Community
Design
Guidelines
http://www.slocity.org/home/showdocument?id=2104
City of San Luis
Obispo Municipal
code
http://www.codepublishing.com/ca/sanluisobispo/
Land Use
Element Map
http://www.slocity.org/government/department-directory/community-development/planning-zoning/general-plan
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City of San Luis Obispo
Specification No.
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Section B
GENERAL TERMS AND CONDITIONS (the legal stuff)
PROPOSAL REQUIREMENTS
1. Requirement to Meet All Provisions. Each individual or firm submitting a proposal
(proposer) shall meet all of the terms, and conditions of the Request for Proposals (RFP)
specifications package. By virtue of its proposal submittal, the proposer acknowledges
agreement with and acceptance of all provisions of the RFP specifications.
2. Proposal Submittal. Each proposal must be submitted on the form(s) provided in the
specifications and accompanied by any other required submittals or supplemental
materials. Proposal documents shall be enclosed in an envelope that shall be sealed
and addressed to the Department of Finance, City of San Luis Obispo, 990 Palm Street,
San Luis Obispo, CA, 93401. In order to guard against premature opening, the proposal
should be clearly labeled with the proposal title, specification number, name of proposer,
and date and time of proposal opening. No FAX submittals will be accepted.
3. Insurance Certificate. Each proposal must include a certificate of insurance showing:
a. The insurance carrier and its A.M. Best rating.
b. Scope of coverage and limits.
c. Deductibles and self-insured retention.
The purpose of this submittal is to generally assess the adequacy of the proposer’s
insurance coverage during proposal evaluation; as discussed under paragraph 12
below, endorsements are not required until contract award. The City’s insurance
requirements are detailed in Section E.
4. Proposal Quotes and Unit Price Extensions. The extensions of unit prices for the
quantities indicated and the lump sum prices quoted by the proposer must be entered in
figures in the spaces provided on the Proposal Submittal Form(s). Any lump sum bid
shall be stated in figures. The Proposal Submittal Form(s) must be totally completed. If
the unit price and the total amount stated by any proposer for any item are not in
agreement, the unit price alone will be considered as representing the proposer's
intention and the proposal total will be corrected to conform to the specified unit price.
5. Proposal Withdrawal and Opening. A proposer may withdraw its proposal, without
prejudice prior to the time specified for the proposal opening, by submitting a written
request to the Director of Finance for its withdrawal, in which event the proposal will be
returned to the proposer unopened. No proposal received after the time specified or at
any place other than that stated in the "Notice Inviting Bids/Requesting Proposals" will
be considered. All proposals will be opened and declared publicly. Proposers or their
representatives are invited to be present at the opening of the proposals.
6. Submittal of One Proposal Only. No individual or business entity of any kind shall be
allowed to make or file, or to be interested in more than one proposal, except an
alternative proposal when specifically requested; however, an individual or business
entity that has submitted a sub-proposal to a proposer submitting a proposal, or who has
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quoted prices on materials to such proposer, is not thereby disqualified from submitting a
sub-proposal or from quoting prices to other proposers submitting proposals.
7. Cooperative Purchasing. During the term of the contract, the successful proposer will
extend all terms and conditions to any other local governmental agencies upon their
request. These agencies will issue their own purchase orders, will directly receive goods
or services at their place of business and will be directly billed by the successful
proposer.
8. Communications. All timely requests for information submitted in writing will receive a
written response from the City. Telephone communications with City staff are not
encouraged, but will be permitted. However, any such oral communication shall not be
binding on the City.
CONTRACT AWARD AND EXECUTION
9. Proposal Retention and Award. The City reserves the right to retain all proposals for a
period of 60 days for examination and comparison. The City also reserves the right to
waive non-substantial irregularities in any proposal, to reject any or all proposals, to
reject or delete one part of a proposal and accept the other, except to the extent that
proposals are qualified by specific limitations. See the "special terms and conditions" in
Section C of these specifications for proposal evaluation and contract award criteria.
10. Competency and Responsibility of Proposer. The City reserves full discretion to
determine the competence and responsibility, professionally and/or financially, of
proposers. Proposers will provide, in a timely manner, all information that the City
deems necessary to make such a decision.
11. Contract Requirement. The proposer to whom award is made (Contractor) shall
execute a written contract with the City within ten (10) calendar days after notice of the
award has been sent by mail to it at the address given in its proposal. The contract shall
be made in the form adopted by the City and incorporated in these specifications.
12. Insurance Requirements. The Contractor shall provide proof of insurance in the form,
coverages and amounts specified in Section D of these specifications within 10 (ten)
calendar days after notice of contract award as a precondition to contract execution.
13. Business License & Tax. The Contractor must have a valid City of San Luis Obispo
business license and tax certificate before execution of the contract. Additional
information regarding the City's business license and tax program may be obtained by
calling (805) 781-7134.
CONTRACT PERFORMANCE
14. Ability to Perform. The Contractor warrants that it possesses, or has arranged through
subcontracts, all capital and other equipment, labor, materials, and licenses necessary
to carry out and complete the work hereunder in compliance with any and all federal,
state, county, city, and special district laws, ordinances, and regulations.
15. Laws to be Observed. The Contractor shall keep itself fully informed of and shall
observe and comply with all applicable state and federal laws and county and City of
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San Luis Obispo ordinances, regulations and adopted codes during its performance of
the work.
16. Payment of Taxes. The contract prices shall include full compensation for all taxes that
the Contractor is required to pay.
17. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all
charges and fees, and give all notices necessary.
18. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining
to safety established by OSHA and the California Division of Industrial Safety.
19. Public and Employee Safety. Whenever the Contractor's operations create a condition
hazardous to the public or City employees, it shall, at its expense and without cost to the
City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs
and other devices and take such other protective measures as are necessary to prevent
accidents or damage or injury to the public and employees.
20. Preservation of City Property. The Contractor shall provide and install suitable
safeguards, approved by the City, to protect City property from injury or damage. If City
property is injured or damaged resulting from the Contractor's operations, it shall be
replaced or restored at the Contractor's expense. The facilities shall be replaced or
restored to a condition as good as when the Contractor began work.
21. Immigration Act of 1986. The Contractor warrants on behalf of itself and all
subcontractors engaged for the performance of this work that only persons authorized to
work in the United States pursuant to the Immigration Reform and Control Act of 1986
and other applicable laws shall be employed in the performance of the work hereunder.
22. Contractor Non-Discrimination. In the performance of this work, the Contractor
agrees that it will not engage in, nor permit such subcontractors as it may employ, to
engage in discrimination in employment of persons because of age, race, color, sex,
national origin or ancestry, sexual orientation, or religion of such persons.
23. Work Delays. Should the Contractor be obstructed or delayed in the work required to
be done hereunder by changes in the work or by any default, act, or omission of the City,
or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain
materials, equipment, or labor due to federal government restrictions arising out of
defense or war programs, then the time of completion may, at the City's sole option, be
extended for such periods as may be agreed upon by the City and the Contractor. In the
event that there is insufficient time to grant such extensions prior to the completion date
of the contract, the City may, at the time of acceptance of the work, waive liquidated
damages that may have accrued for failure to complete on time, due to any of the above,
after hearing evidence as to the reasons for such delay, and making a finding as to the
causes of same.
24. Payment Terms. The City's payment terms are 30 days from the receipt of an original
invoice and acceptance by the City of the materials, supplies, equipment or services
provided by the Contractor (Net 30). In accordance with the Grant Guidelines, fifteen
percent (15%) of the amounts submitted for reimbursement will be withheld and issued
as a final payment upon agreement completion, at the sole discretion of the state. All
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expenditures must be itemized on the invoice form. For each expenditure of $500 or
more, copies of supporting documentation (time sheets, payroll stubs, receipts, etc.)
must be submitted with the invoice.
25. Inspection. The Contractor shall furnish City with every reasonable opportunity for City
to ascertain that the services of the Contractor are being performed in accordance with
the requirements and intentions of this contract. All work done and all materials
furnished, if any, shall be subject to the City's inspection and approval. The inspection of
such work shall not relieve Contractor of any of its obligations to fulfill its contract
requirements.
26. Audit. The City shall have the option of inspecting and/or auditing all records and other
written materials used by Contractor in preparing its invoices to City as a condition
precedent to any payment to Contractor.
27. Interests of Contractor. The Contractor covenants that it presently has no interest, and
shall not acquire any interest—direct, indirect or otherwise—that would conflict in any
manner or degree with the performance of the work hereunder. The Contractor further
covenants that, in the performance of this work, no subcontractor or person having such
an interest shall be employed. The Contractor certifies that no one who has or will have
any financial interest in performing this work is an officer or employee of the City. It is
hereby expressly agreed that, in the performance of the work hereunder, the Contractor
shall at all times be deemed an independent contractor and not an agent or employee of
the City.
28. Hold Harmless and Indemnification. The Contractor agrees to defend, indemnify,
protect and hold the City and its agents, officers and employees harmless from
and against any and all claims asserted or liability established for damages or
injuries to any person or property, including injury to the Contractor's employees,
agents or officers that arise from or are connected with or are caused or claimed
to be caused by the acts or omissions of the Contractor, and its agents, officers or
employees, in performing the work or services herein, and all expenses of
investigating and defending against same; provided, however, that the
Contractor's duty to indemnify and hold harmless shall not include any claims or
liability arising from the established sole negligence or willful misconduct of the
City, its agents, officers or employees.
29. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise
dispose of the contract, or its right, title or interest, or its power to execute such a
contract to any individual or business entity of any kind without the previous written
consent of the City.
30. Termination. If, during the term of the contract, the City determines that the Contractor
is not faithfully abiding by any term or condition contained herein, the City may notify the
Contractor in writing of such defect or failure to perform. This notice must give the
Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work
or cure the deficiency.
If the Contractor has not performed the work or cured the deficiency within the ten days
specified in the notice, such shall constitute a breach of the contract and the City may
terminate the contract immediately by written notice to the Contractor to said effect.
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Thereafter, neither party shall have any further duties, obligations, responsibilities, or
rights under the contract except, however, any and all obligations of the Contractor's
surety shall remain in full force and effect, and shall not be extinguished, reduced, or in
any manner waived by the termination thereof.
In said event, the Contractor shall be entitled to the reasonable value of its services
performed from the beginning date in which the breach occurs up to the day it received
the City's Notice of Termination, minus any offset from such payment representing the
City's damages from such breach. "Reasonable value" includes fees or charges for
goods or services as of the last milestone or task satisfactorily delivered or completed by
the Contractor as may be set forth in the Agreement payment schedule; compensation
for any other work, services or goods performed or provided by the Contractor shall be
based solely on the City's assessment of the value of the work-in-progress in completing
the overall work scope.
The City reserves the right to delay any such payment until completion or confirmed
abandonment of the project, as may be determined in the City's sole discretion, so as to
permit a full and complete accounting of costs. In no event, however, shall the
Contractor be entitled to receive in excess of the compensation quoted in its proposal.
The City also may terminate this contract at any time by giving the Contractor written
notice of such termination. Immediately upon receipt of notice of termination,
Contractor shall discontinue work on the project and incur no further obligations or
expenses. Contractor shall be paid the percentage of the total cost that corresponds to
the percentage of the document(s) that are satisfactorily completed prior to the
Contractor’s receipt of said termination.
Attachment 1
C3-18
City of San Luis Obispo
Specification No.
-14-
Section C
FORM OF AGREEMENT
AGREEMENT
THIS AGREEMENT is made and entered into in the City of San Luis Obispo on [day, date, year] by and
between the CITY OF SAN LUIS OBISPO, a municipal corporation, hereinafter referred to as City, and
[CONTRACTOR’S NAME IN CAPITAL LETTERS], hereinafter referred to as Contractor.
W I T N E S S E T H:
WHEREAS, on [date], City requested proposals for an update to the Sign Regulations and preparation of
Environmental Initial Study, per Specification No. _________ (project); and
WHEREAS, pursuant to said request, Contractor submitted a proposal that was accepted by City for said
project;
NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter
contained, the parties hereto agree as follows:
1. TERM. The term of this Agreement shall be from the date this Agreement is made and entered,
as first written above, until acceptance or completion of said project.
2. INCORPORATION BY REFERENCE. City Specification No. ________ and Contractor's
proposal dated [date], are hereby incorporated in and made a part of this Agreement.
3. CITY'S OBLIGATIONS. For providing the services as specified in this Agreement, City will
pay and Contractor shall receive therefore compensation in a total sum not to exceed [$ .00.
4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements
hereinbefore mentioned to be made and performed by City, Contractor agrees with City to do everything required by
this Agreement and the said specification as described in Exhibit [ ] attached hereto and incorporated into this
Agreement and to comply with the terms set forth in Exhibits B, C and E attached hereto and incorporated into this
Agreement.
5. AMENDMENTS. Any amendment, modification or variation from the terms of this Agreement
shall be in writing and shall be effective only upon approval by the City Manager of the City.
Attachment 1
C3-19
City of San Luis Obispo
Specification No.
-15-
6. COMPLETE AGREEMENT. This written Agreement, including all writings specifically
incorporated herein by reference, shall constitute the complete agreement between the parties hereto. No oral
agreement, understanding or representation not reduced to writing and specifically incorporated herein shall be of
any force or effect, nor shall any such oral agreement, understanding or representation be binding upon the parties
hereto.
7. NOTICE. All written notices to the parties hereto shall be sent by United States mail, postage
prepaid by registered or certified mail addressed as follows:
City City Clerk
City of San Luis Obispo
990 Palm Street
San Luis Obispo, CA 93401
Contractor Name
Address
8. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each
individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute
Agreements for such party.
IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year
first above written.
ATTEST: CITY OF SAN LUIS OBISPO
________________________________ By:_____________________________________
City Clerk City Manager
APPROVED AS TO FORM: CONTRACTOR
________________________________ By: _____________________________________
City Attorney
Attachment 1
C3-20
City of San Luis Obispo
Specification No.
-16-
Section D
INSURANCE REQUIREMENTS:
Environmental Contractors and Consultants
Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries
to persons or damages to property that may arise from or in connection with the performance of the work
hereunder by the Contractor, its agents, representatives, employees or subcontractors. General Liability,
Errors and Omissions should be maintained for a minimum of five (5) years after contract completion.
Minimum Scope of Insurance. Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form CG 0001 or
Claims Made Form CG 0002).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability, code
1 (any auto), or code 8, 9 if no owned autos.
3. Workers' Compensation insurance as required by the State of California and Employer's Liability
Insurance.
Minimum Limits of Insurance. Contractor shall maintain limits no less than:
1. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property
damage. If Commercial General Liability Insurance or other form with a general aggregate limit
is used, either the general aggregate limit shall apply separately to this project/location or the
general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 each accident, $1,000,000 policy limit bodily injury by disease,
$1,000,000 each employee bodily injury by disease.
Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared
to and approved by the Entity.
Other Insurance Provisions. The following insurance provisions shall also apply:
1. The general liability, automobile liability and/or errors & omissions policies are to contain, or be
endorsed to contain, the following provisions:
a. The City, its officers, officials, employees, agents and volunteers are to be covered as
additional insureds as respects: liability arising out of activities performed by or on
behalf of the Contractor; products and completed operations of the Contractor;, or
automobiles owned, leased, hired or borrowed by the Contractor. The coverage shall
contain no special limitations on the scope of protection afforded to the Entity, its
officers, officials, employees, agents or volunteers.
Note: Automobile and/or Errors and Omissions insurance carriers may not name the City
as Additional Insured. If the City cannot be named as Additional Insured, a letter from
the insurance company confirming their position required.
b. For any claims related to this project, the Contractor's insurance coverage shall be
primary insurance as respects the City, its officers, officials, employees, agents and
volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,
employees, agents or volunteers shall be excess of the Contractor's insurance and shall
not contribute with it.
Attachment 1
C3-21
City of San Luis Obispo
Specification No.
-17-
c. The Contractor's insurance shall apply separately to each insured against whom claim is
made or suit is brought, except with respect to the limits of the insurer's liability.
d. Each insurance policy required by this clause shall be endorsed to state that coverage
shall not be canceled by either party except after thirty (30) days prior written notice has
been given to the City.
2. If General Liability and/or Errors & Omissions coverages are written on a Claims Made Form:
a. The "Retro Date" must be shown, and must be before the date of the contract or the
beginning of contract work.
b. Insurance must be maintained and evidence of insurance must be provided for at least
five (5) years after completion of the contract or work.
c. If the coverage is canceled or non-renewed, and not replaced with another claims made
policy form with a "Retro Date" prior to the contract effective date, the Contractor must
purchase "extended reporting" coverage for a minimum of five years after completion of
the contract or work.
d. A copy of the claims reporting requirements must be submitted to the City for review.
3. The workers compensation policy shall be endorsed with a waiver of subrogation in favor of the
City.
Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M. Best's rating of no
less than A:VII.
Verification of Coverage. Contractor shall furnish the City with certified copies of endorsements
effecting coverage required by this clause. The endorsements are to be signed by a person authorized by
that insurer to bind coverage on its behalf. The endorsements are to be on forms provided by the City,
unless the insurance company will not use the City's form. All endorsements are to be received and
approved by the City before work commences. As an alternative to the City's forms, the Contractor's
insurer may provide complete, certified copies of all required insurance policies, including endorsements
affecting the coverage required by these specifications.
Subcontractors. Contractor shall include all subcontractors as insured under its policies or shall furnish
separate certificates and endorsements for each subcontractor. All coverages for subcontractors shall be
subject to all of the requirements stated herein.
Attachment 1
C3-22
City of San Luis Obispo
Specification No.
-18-
Section E
Proposal Submittal Forms:
Contractors and Consultants
The undersigned declares that she or he has carefully examined Specification No. ______, including the
description of the work program which is hereby made a part of this proposal; is thoroughly familiar with
its contents; is authorized to represent the proposing firm; and agrees to perform the specified work for
the following cost quoted in full:
Description 2015-16
Task 1
Task 2
Task 3
Task 4
Task 5
Task 6
Task 7
Task 8
Other Costs (please
specify)
TOTAL $
Certificate of insurance attached; insurance company’s A.M. Best rating: __________________.
Firm Name and Address
Contact Phone
Signature of Authorized Representative
Date
Attachment 1
C3-23
City of San Luis Obispo
Specification No.
-19-
REFERENCES
Number of years engaged in providing the services included within the scope of the specifications under
the present business name: .
Describe fully the last three contracts performed by your firm that demonstrate your ability to provide the
services included with the scope of the specifications. Attach additional pages if required. The City
reserves the right to contact each of the references listed for additional information regarding your firm's
qualifications.
Reference No. 1
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 2
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Reference No. 3
Customer Name
Contact Individual
Telephone & FAX number
Street Address
City, State, Zip Code
Description of services provided
including contract amount, when
provided and project outcome
Attachment 1
C3-24
City of San Luis Obispo
Specification No.
-20-
STATEMENT OF PAST CONTRACT DISQUALIFICATIONS
The proposer shall state whether it or any of its officers or employees who have a proprietary interest in it,
has ever been disqualified, removed, or otherwise prevented from bidding on, or completing a federal,
state, or local government project because of the violation of law, a safety regulation, or for any other
reason, including but not limited to financial difficulties, project delays, or disputes regarding work or
product quality, and if so to explain the circumstances.
Do you have any disqualification as described in the above paragraph to declare?
Yes No
If yes, explain the circumstances.
Executed on at _______________________________________ under penalty
of perjury of the laws of the State of California, that the foregoing is true and correct.
______________________________________
Signature of Authorized Proposer Representative
Attachment 1
C3-25