HomeMy WebLinkAbout11-6-2019 Council agenda packetSaratoga City Council Agenda – November 6, 2019 – Page 1 of 5
SARATOGA CITY COUNCIL
REGULAR MEETING
NOVEMBER 6, 2019
6:00 P.M. JOINT MEETING
Linda Callon Conference Room, City Hall | 13777 Fruitvale Avenue, Saratoga, CA 95070
Joint Meeting with KSAR Community Access TV Board
PLEDGE OF ALLEGIANCE
ROLL CALL
REPORT ON POSTING OF THE AGENDA
The agenda for this meeting was properly posted on October 31, 2019.
REPORT FROM JOINT MEETING
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Any member of the public may address the City Council for up to three (3) minutes on matters
not on the Agenda. The law generally prohibits the City Council from discussing or taking action
on such items. However, the Council may instruct staff accordingly.
ANNOUNCEMENTS
SPECIAL PRESENTATIONS
Presentation by Team Sky Reachers
Recommended Action:
Receive presentation by Team Sky Reachers.
1. CONSENT CALENDAR
The Consent Calendar contains routine items of business. Items in this section will be acted
on in one motion, unless removed by the Mayor or a Council Member. Any member of the
public may speak on an item on the Consent Calendar at this time, or request that the
Mayor remove an item from the Consent Calendar for discussion. Public Speakers are
limited to three (3) minutes.
Saratoga City Council Agenda – November 6, 2019 – Page 2 of 5
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Regular City Council Meeting on October 16,
2019.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
10/16/2019 Period 4; 10/22/2019 Period 4; 10/29/2019 Period 4.
1.3. Treasurer’s Report for the Month Ended September 30, 2019
Recommended Action:
Review and accept the Treasurer’s Report for the month ended September 30, 2019.
1.4. Saratoga to Sanborn Trail – Biological Resources Monitoring Contract with H.T.
Harvey & Associates
Recommended Action:
1. Approve Biological Resources Monitoring Contract with H.T. Harvey & Associates for
the Saratoga to Sanborn Trail project, in the amount of $120,744, and authorize the City
Manager to execute the same.
2. Authorize staff to execute change orders to the contract up to $12,000.
1.5. Saratoga to Sanborn Trail - Trail Signage and Amenities Contract with Placeworks
Recommended Action:
1. Approve Trail Signage and Amenities Contract with Placeworks for the Saratoga to
Sanborn Trail project, in the amount of $45,706, and authorize the City Manager to execute
the same.
2. Authorize staff to execute change orders to the contract up to $4,600.
1.6. Saratoga to Sanborn Trail Construction Observation Contract with Timothy C. Best,
CEG
Recommended Action:
1. Approve Construction Observation Contract with Timothy C. Best, CEG for the Saratoga
to Sanborn Trail project, in the amount of $78,960, and authorize the City Manager to
execute the same.
2. Authorize staff to execute change orders to the contract up to $8,000.
1.7. Storm Drain Easement Relocation - 19361 Valle Vista Drive
Recommended Action:
1. Adopt Resolution Accepting Offer to Dedicate Easement for Storm Drainage from the
property owners of 19361 Valle Vista Drive to the City of Saratoga for a Storm Drainage
System at 19361 Valle Vista Drive, City of Saratoga (APN 397-11-014).
2. Adopt Resolution Vacating the Existing Storm Drainage Easement currently held by the
City of Saratoga.
Saratoga City Council Agenda – November 6, 2019 – Page 3 of 5
2. PUBLIC HEARING
Items placed under this section of the Agenda are those defined by law as requiring a
special notice and/or a public hearing or those called by the City Council on its own
volition. Items requested for continuance are subject to the City Council's approval at the
Council Meeting.
2.1. 2019 California Building Standards Code Adoption
Recommended Action:
Open the public hearing and continue the hearing to the November 20, 2019 meeting.
3. GENERAL BUSINESS
3.1. Mills Act Agreement for 14475 Oak Place – Application No. MIL19-002
Recommended Action:
Adopt the attached Resolution authorizing the City Manager to enter into a Mills Act
Agreement for the property located at 14475 Oak Place.
3.2. Youth Commission Fundraising Plan
Recommended Action:
Approve the Youth Commission Fundraising Plan to collect donations and seek sponsorship
of various Youth Commission initiatives.
COUNCIL ASSIGNMENTS
Mayor Manny Cappello
Cities Association of Santa Clara County Board of Directors
Cities Association of Santa Clara County-City Selection Committee
Cities Association of Santa Clara County-Legislative Action Committee
Council Finance Committee
Saratoga Area Senior Coordinating Council (SASCC)
West Valley Mayors and Managers
West Valley Sanitation District
Vice Mayor Howard Miller
Council Finance Committee
KSAR Community Access TV Board
Saratoga Ministerial Association
Saratoga Sister City Organization
Silicon Valley Clean Energy Authority Board of Directors
Valley Transportation Authority (VTA) Policy Advisory Committee
VTA State Route 85 Corridor Policy Advisory Board
Council Member Rishi Kumar
Santa Clara County Library Joint Powers Authority
Santa Clara Valley Water District Commission
West Valley Clean Water Program Authority
West Valley Solid Waste Management Joint Powers Authority
Saratoga City Council Agenda – November 6, 2019 – Page 4 of 5
Council Member Mary-Lynne Bernald
Hakone Foundation Board & Executive Committee
Public Art Committee
Santa Clara County Housing and Community Development (HCD) Council Committee
Santa Clara/Santa Cruz Airport/Community Roundtable
Saratoga Historical Foundation
Council Member Yan Zhao
Association of Bay Area Governments
Comprehensive County Expressway Planning Study Policy Advisory Board
Hakone Foundation Board
Public Art Committee
Saratoga Chamber of Commerce & Destination Saratoga
CITY COUNCIL ITEMS
COUNCIL COMMUNICATIONS
CITY MANAGER'S REPORT
ADJOURNMENT
CERTIFICATE OF POSTING OF THE AGENDA, DISTRIBUTION OF THE AGENDA
PACKET, COMPLIANCE WITH AMERICANS WITH DISABILITIES ACT
I, Debbie Bretschneider, City Clerk for the City of Saratoga, declare that the foregoing agenda for the meeting of
the City Council was posted and available for review on October 31, 2019 at the City of Saratoga, 13777 Fruitvale
Avenue, Saratoga, CA 95070 and on the City's website at www.saratoga.ca.us.
Signed this 31st day of October 2019 at Saratoga, California.
Debbie Bretschneider, City Clerk
In accordance with the Ralph M. Brown Act, copies of the staff reports and other materials provided to the City
Council by City staff in connection with this agenda are available at the office of the City Clerk at 13777 Fruitvale
Avenue, Saratoga, CA 95070. Note that copies of materials distributed to the City Council concurrently with the
posting of the agenda are also available on the City’s website at www.saratoga.ca.us.
Any materials distributed by staff after the posting of the agenda are made available for public review at the office
of the City Clerk at the time they are distributed to the City Council. These materials are also posted on the City’s
website.
In compliance with the Americans with Disabilities Act, if you need assistance to participate in this meeting, please
contact the City Clerk at 408.868.1269. Notification 24 hours prior to the meeting will enable the City to make
reasonable arrangements to ensure accessibility to this meeting. [28 CFR 35.102-35.104 ADA title II]
Saratoga City Council Agenda – November 6, 2019 – Page 5 of 5
11/06 5:00 p.m. Closed Session | 5:30 p.m. Commission Interviews | 6:00 p.m. Joint Meeting with
KSAR | 7:00 p.m. Regular Session
11/20 6:00 p.m. Joint Meeting with State Senator Jim Beall Jr. | 7:00 p.m. Regular Session
11/29 5:30 p.m. Tree Lighting at Blaney Plaza
12/04 5:00 p.m. Commission Interviews | 6:00 p.m. Joint Meeting with Sheriff’s Office | 7:00 p.m.
Council Reorganization and Regular Session
12/18 6:00 p.m. Study Session – Council Norms | 7:00 p.m. Regular Session
Unless otherwise stated, Joint Meetings and Study Sessions begin at 6:00 p.m. in the Linda Callon
Conference Room at Saratoga City Hall at 13777 Fruitvale Avenue and Regular Session begins at 7:00
p.m. in the Civic Theater at 13777 Fruitvale Avenue.
CITY OF SARATOGA
CITY COUNCIL MEETING CALENDAR 2019
City Council
Joint Meeting
Dinner will be provided at the Joint Meeting. The City Council Regular Session
begins at 7:00 p.m. in the Civic Theater. Joint Meeting attendees are invited to
share an overview of the Joint Meeting during the Regular Session.
JOINT MEETING WITH
KSAR COMMUNITY ACCESS TV BOARD
November 6, 2019
6:00 p.m. –7:00 p.m.
Linda Callon Conference Room, City Hall
13777 Fruitvale Avenue
Discussion Topics
Introductions
Updates and Upcoming Activities
Other Remarks & Wrap Up
5
SARATOGA CITY COUNCIL
MEETING DATE:November 6, 2019
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, City Clerk
SUBJECT:Presentation by Team Sky Reachers
RECOMMENDED ACTION:
Receive presentation by Team Sky Reachers.
BACKGROUND:
Team Sky Reachers are a group of Sixth graders from local middle schools and include Aditya Mahajan,
Arahan Balasubramaniam, Ayan Rai, and Dhruv Tagore. Team Sky Reachers have entered their project in
the First Lego League competition. Their project was created to answer the question of “Effective Food
Storage During Transportation to Food Banks.” After researching the issue, Team Sky Reachers came up
with an innovative answer which they will present.
ATTACHMENT:
Attachment A: Presentation by Team Sky Reachers
6
Team
Sky Reachers
# 45236
Aditya Mahajan
Arahan
Balasubramaniam
Ayan Rai
Dhruv Tagore
Sixth graders from local
middle schools
7
We would like to get your feedback
Hello
As sixth graders, we have researched the problem, identified potential solutions
and developed (with experimentation) a prototype to address the food waste in
companies in the bay area.
We would really like to get some time to present this idea to you and get your
feedback
Thank you!
Team Skyreachers 8
Effective Food Storage
During Transportation
to Food Banks
9
Problem Identification
❖In the United States, over one-third of all available food goes uneaten as
a result of loss or waste
➢In New York, 12.5 percent of the people cannot get access to nutritious
food
➢In 2018, the United States alone wasted about $160 billion dollars in
food waste, made by companies, restaurants, and just American people.
❖Food waste can affect the environment
➢When food is dumped in the landfill, it produces a tremendous amounts
of methane and carbon dioxide.
➢Around 1.4 billion hectares of land, which is 1/3 the total of the worlds
agriculture area is used to grow food that is wasted. Since a lot of water
used to grow food, this is a great waste of freshwater as well.
10
Problem Identification
❖Lot of food wasted in companies post-production (after it is cooked but
before it is eaten)
➢Companies want to donate food to food kitchens, but the food can
get spoilt before it reaches the destination
➢Keeping food preserved at or below 41 degrees for at least 3 hours is
economically challenging for companies
11
Research: Problem Analysis
❖Food waste
➢Lots of tech companies and
restaurants have unserved and
unconsumed food at the end of the
day. Typically, the food would go to
waste and get thrown away
➢For example, In Denver, around
2,539 tonnes of food is rescued from
companies in a given year
12
Research: Problem Analysis
Large
Manufacturers
Large Food
Distributors
Food Bank local
facilities
Eg. Feeding
America
Food Pantries
Soup Kitchens
Distribution via
Churches, Schools and
Community Centers
Large Companies
spare food
Potential
Spoilage
13
Research: Current Solutions
❖Current methods reduce food waste in the following ways
➢Pre-production - Optimization using software and analytics from
companies like LeanPath, using smaller plates and producing the
food as needed (v/s up front)
➢Post-production (but pre-consumed) - while some companies donate
to food kitchens, the process is still very inefficient and companies
like LeanPath aren’t targeting this area of food wastage.
➢Post-consumed - composting
❖We are focusing our efforts on HOW TO AVOID WASTAGE OF FOOD
POST-PRODUCTION/PRE-CONSUMPTION 14
Research: Current Solutions
❖Keeping a big refrigerator (at the source) just for donation
❖Mobile refrigeration of food during travel, but it is expensive
15
Sources of Information
❖Source:
➢https://www.localfoodbank.org/wp-content/uploads/2014/07/SHFB
-SHELF-LIFE.pdf
➢https://www.usda.gov/foodlossandwaste/donating
➢https://www.feedingamerica.org/our-work/hunger-relief-programs/
mobile-food-pantry-program(Uses food pantries)
➢https://news.thomasnet.com/fullstory/latest-hot-meals-line-insulat
ed-containers-are-designed-for-safe-transportation-of-pre-cooked-fo
od-40020930
➢https://www.fbem.org/programs/mobile-pantry-distributions/
➢https://www.feedingamerica.org/our-work/hunger-relief-programs/
mobile-food-pantry-program 16
Team Solution
17
Team Solution
❖Our innovative design is an insulated collapsible box that companies can
keep onsite in their freezers and use it to preserve the food before and
during its transportation from the building to the food bank
❖A proprietary chemical mixture inside the lining of the box to keep the
food cool during transport
❖Box can be reused
18
Team Solution
Multi-layered Insulated Collapsible Box
Inside Box Properties Outside Box Properties
Flaps/Lids Thin, durable, on each lid,
flexible, able to contain
velcro, rubber coated.
Thin, durable, on each lid,
flexible, able to contain
velcro, rubber coated.
Folding/Shape Cardboard, fully sealed,
sturdy, lightweight,
foldable/collapsible WITH
OUTSIDE BOX,
durable/lasting airsealed, 2
lids, square
Foldable/Collapsible,closed/
able to be closed, reusable,
2 openings, strong/durable,
flexible, grips, liftable,
cardboard, rubber sealed,
tight/airsealed, square
NOTE: On the lid flaps, the velcro is on the ridges, so the flaps can be connected, as well as tucked in,
when folded.
19
Outreach: Soliciting the opinions of experts
Video-conference call with Dr
Kasra Farsad (Material Scientist)
He said the collapsible box is a
very innovative idea!!
20
This is a model of the interior of the
box. The first layer of cardboard
represents the outside box. The foil is
the protection layer of the outside box.
Then, packets of our frozen gel fluids
are stuck on, adding colder
temperatures. Then, there will be an
inside box with foil as protection,
which will contain the food.
21
Conclusion
●It is possible to preserve food during transportation in a cost-effective
way
●We were able to demonstrate that a low-cost and safe endothermic
(heat-absorbing) chemical reaction can be used to keep a box at
temperatures below 41 F for upto 3 hours of time
●
22
SARATOGA CITY COUNCIL
MEETING DATE:November 6, 2019
DEPARTMENT:City Manager’s Department
PREPARED BY:Debbie Bretschneider, City Clerk
SUBJECT:City Council Meeting Minutes
RECOMMENDED ACTION:
Approve the City Council minutes for the Regular City Council Meeting on October 16, 2019.
BACKGROUND:
Draft City Council minutes for each Council Meeting are taken to the City Council to be
reviewed for accuracy and approval. Following City Council approval, minutes are retained for
legislative history and posted on the City of Saratoga website. The draft minutes are attached to
this report for Council review and approval.
FOLLOW UP ACTION:
Minutes will be retained for legislative history and posted on the City of Saratoga website.
ATTACHMENTS:
Attachment A –Minutes for the Regular City Council Meeting on October 16, 2019
23
Saratoga City Council Minutes ~ October 16, 2019 ~ Page 1 of 9
MINUTES
WEDNESDAY, OCTOBER 16, 2019
SARATOGA CITY COUNCIL REGULAR MEETING
At 6:00 p.m., the City Council held a Joint Meeting with the Saratoga Historical Foundation in the
Linda Callon Conference Room at 13777 Fruitvale Avenue in Saratoga.
Mayor Cappello called the Regular Session to order in the Civic Theater, Council Chambers at
13777 Fruitvale Avenue in Saratoga at 7:03 p.m. and led the Pledge of Allegiance.
ROLL CALL
PRESENT:Mayor Manny Cappello, Vice Mayor Howard A. Miller, Council
Members Rishi Kumar, Mary-Lynne Bernald, Yan Zhao
ABSENT:None
ALSO PRESENT:James Lindsay, City Manager
Richard Taylor, City Attorney
Crystal Bothelio, Assistant City Manager
Debbie Bretschneider, City Clerk
John Cherbone, Public Works Director
Debbie Pedro, Community Development Director
Dennis Jaw, Finance Manager
Kayla Nakamoto, Community Engagement Coordinator
Keith Weiner, Building Official
Monica LaBossiere, Human Resources Manager
Emma Burkhalter, Assistant Engineer
Mainini Cabute, Environmental Program Administrator
REPORT ON POSTING OF THE AGENDA
City Clerk Debbie Bretschneider reported that the agenda for this meeting was properly posted
on October 11, 2019.
REPORT FROM JOINT MEETING
Annette Stransky, President of the Saratoga Historical Foundation, spoke about the Joint
Meeting.
ORAL COMMUNICATIONS ON NON-AGENDIZED ITEMS
Sudhir Rad spoke about Norton Road.
24
Saratoga City Council Minutes ~ October 16, 2019 ~ Page 2 of 9
ANNOUNCEMENTS
Mayor Cappello announced the Living with Coyotes Presentation, the West Valley Striders
Walking Group, the Village Witchy Walk-A-Bout, and Rail Safety Awareness Month.
CEREMONIAL ITEMS
Commendation Celebrating the 35th Anniversary of the Sister City Affiliation between
Muko, Japan and Saratoga, California
Recommended Action:
Present the commendation to the delegation visiting from Muko, Japan.
Mayor Cappello and the City Council presented the commendation to the delegation from
Muko, Japan.
1.CONSENT CALENDAR
1.1. City Council Meeting Minutes
Recommended Action:
Approve the City Council minutes for the Regular City Council Meeting on October 2,
2019.
BERNALD/MILLER MOVED TO APPROVE THE CITY COUNCIL MINUTES FOR
THE REGULAR CITY COUNCIL MEETING OCTOBER 2, 2019. MOTION
PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
1.2. Review of Accounts Payable Check Registers
Recommended Action:
Review and accept check registers for the following accounts payable payment cycles:
10/09/2019 Period 4.
BERNALD/MILLER MOVED TO ACCEPT CHECK REGISTERS FOR THE
FOLLOWING ACCOUNTS PAYABLE PAYMENT CYCLES: 10/09/2019 PERIOD
4. MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO.
NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.3. Update to the City’s Personnel Rules and Policies
Recommended Action:
Adopt the Resolution approving the City’s Updated Personnel Rules and Policies.
This item was removed from the Consent Calendar for comment.
Mayor Cappello invited public comment on this item.
The following people requested to speak:
25
Saratoga City Council Minutes ~ October 16, 2019 ~ Page 3 of 9
Chuck Page
No one else requested to speak.
RESOLUTION 19-057
MILLER/BERNALD MOVED TO ADOPT THE RESOLUTION APPROVING THE
CITY’S UPDATED PERSONNEL RULES AND POLICIES WITH THE ADDITION
OF DIRECTING STAFF TO COMPILE A LIST OF POSSIBLE UPDATES FOR A
FUTURE TIME. MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR,
BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.4. Building Inspection Services Contract with 4Leaf, Inc.
Recommended Action:
Authorize the City Manager to execute a contract with 4Leaf, Inc. for as-needed
professional building inspection services in the amount of $40,000.00 for FY 2019-2020.
BERNALD/MILLER MOVED TO AUTHORIZE THE CITY MANAGER TO
EXECUTE A CONTRACT WITH 4LEAF, INC. FOR AS-NEEDED
PROFESSIONAL BUILDING INSPECTION SERVICES IN THE AMOUNT OF
$40,000.00 FOR FY 2019-2020. MOTION PASSED. AYES: CAPPELLO, MILLER,
KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.5. Motor Vehicle Resolution Rolling Hills Road
Recommended Action:
Adopt Motor Vehicle (MV) Resolution adopting No Parking restrictions on both sides of
Rolling Hills Road from Prospect Road to the end of road.
MV RESOLUTION 323
BERNALD/MILLER MOVED TO ADOPT MOTOR VEHICLE (MV) RESOLUTION
ADOPTING NO PARKING RESTRICTIONS ON BOTH SIDES OF ROLLING
HILLS ROAD FROM PROSPECT ROAD TO THE END OF ROAD. MOTION
PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
1.6. Motor Vehicle (MV) Resolution Reid Lane
Recommended Action:
Adopt Motor Vehicle (MV) Resolution adopting No Parking restrictions on the north side of
Reid Lane in between Saratoga-Sunnyvale Road and Lynde Avenue.
MV RESOLUTION 324
BERNALD/MILLER MOVED TO ADOPT MOTOR VEHICLE (MV) RESOLUTION
ADOPTING NO PARKING RESTRICTIONS ON THE NORTH SIDE OF REID
26
Saratoga City Council Minutes ~ October 16, 2019 ~ Page 4 of 9
LANE IN BETWEEN SARATOGA-SUNNYVALE ROAD AND LYNDE AVENUE.
MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES:
NONE. ABSTAIN: NONE. ABSENT: NONE.
1.7. Landscaping & Lighting Assessment District LLA-1; Resolutions initiating renewal of
the District for FY 20-21.
Recommended Action:
1. Move to adopt the Resolution describing improvements and directing preparation of the
Engineer’s Report.
2. Move to adopt the Resolution appointing the Attorneys for the District.
RESOLUTIONS 19-058 AND 19-059
BERNALD/MILLER MOVED TO ADOPT THE RESOLUTION DESCRIBING
IMPROVEMENTS AND DIRECTING PREPARATION OF THE ENGINEER’S
REPORT AND TO ADOPT THE RESOLUTION APPOINTING THE ATTORNEYS
FOR THE DISTRICT. MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR,
BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
1.8. Parks & Recreation Commission Historical Plaque Program
Recommended Action:
Authorize the Parks and Recreation Commission to add a Historical Plaque Program for
City Parks to their workplan.
BERNALD/MILLER MOVED TO AUTHORIZE THE PARKS AND RECREATION
COMMISSION TO ADD A HISTORICAL PLAQUE PROGRAM FOR CITY
PARKS TO THEIR WORKPLAN.MOTION PASSED. AYES: CAPPELLO, MILLER,
KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE.
2.PUBLIC HEARING
None
3.GENERAL BUSINESS
3.1. New Blacksmith Building at the Saratoga Historical Park
Recommended Action:
1. Approve conceptual plans for a new blacksmith shop building and lot merger at the
Saratoga Historical Park.
2. Consider waiving City costs and fees associated with the construction of the new
building for an amount not to exceed $10,500.
3. Direct staff to work with the Saratoga Historical Foundation to develop a new lease
agreement.
Crystal Bothelio, Assistant City Manager, provided the staff report.
27
Saratoga City Council Minutes ~ October 16, 2019 ~ Page 5 of 9
Mayor Cappello invited public comment on this item.
No one requested to speak.
ZHAO/BERNALD MOVED TO APPROVE CONCEPTUAL PLANS FOR A NEW
BLACKSMITH SHOP BUILDING AND LOT MERGER AT THE SARATOGA
HISTORICAL PARK, WAIVING CITY COSTS AND FEES ASSOCIATED WITH
THE CONSTRUCTION OF THE NEW BUILDING FOR AN AMOUNT NOT TO
EXCEED $10,500, AND DIRECT STAFF TO WORK WITH THE SARATOGA
HISTORICAL FOUNDATION TO DEVELOP A NEW LEASE AGREEMENT.
MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES:
NONE. ABSTAIN: NONE. ABSENT: NONE
3.2. Wildfire Public Safety Task Force Proposed Work Plan
Recommended Action:
Consider the proposed Wildfire Public Safety Task Force work plan and provide direction.
Crystal Bothelio, Assistant City Manager, provided the staff report.
Mayor Cappello invited public comment on this item.
No one requested to speak.
MILLER/KUMAR MOVED TO ADOPT THE WILDFIRE PUBLIC SAFETY TASK
FORCE PROPOSED WORK PLAN WITH THESE ADDITIONS: TO ASSESS CITY
ORDINANCES, INCLUDING THE TREE ORDINANCE, FOR OPPORTUNITIES
TO REDUCE FIRE RISK; TO LOOK FOR OPPORTUNITIES TO EXPAND WORK
WITH THE FIRESAFE COUNCIL AND THE CHIPPING PROGRAM. MOTION
PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE
3.3. Award of Contract to Mountain Bikers of Santa Cruz for the Saratoga to Sanborn Trail
Construction
Recommended Action:
1. Move to declare Mountain Bikers of Santa Cruz (MBOSC) to be the lowest responsible
responsive bidder on the project and reject the bid protest.
2. Move to award a Construction Contract to MBOSC in the amount of $1,505,815 and
authorize the City Manager to execute the same.
3. Move to authorize staff to execute change orders to the contract in the amount of
$225,000.
John Cherbone, Public Works Director, provided the staff report.
Mayor Cappello invited public comment on this item.
Matthew De Young, Executive Director of Mountain Bikers of Santa Cruz, spoke.
28
Saratoga City Council Minutes ~ October 16, 2019 ~ Page 6 of 9
No one else requested to speak.
MILLER/BERNALD MOVED TO DECLARE MOUNTAIN BIKERS OF SANTA
CRUZ (MBOSC) TO BE THE LOWEST RESPONSIBLE RESPONSIVE BIDDER
ON THE PROJECT AND REJECT THE BID PROTEST, TO AWARD A
CONSTRUCTION CONTRACT TO MBOSC IN THE AMOUNT OF $1,505,815
AND AUTHORIZE THE CITY MANAGER TO EXECUTE THE SAME, AND TO
AUTHORIZE STAFF TO EXECUTE CHANGE ORDERS TO THE CONTRACT IN
THE AMOUNT OF $225,000. MOTION PASSED. AYES: CAPPELLO, MILLER,
KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE
3.4. 2019 Pavement Maintenance Program Project – Additional Work
Recommended Action:
1. Authorize Amendment to the contract for 2019 Pavement Maintenance Project with
Wattis Construction in the amount of $770,000.
2. Move to authorize contingency funds to execute change orders to the contract up to
$80,000.
John Cherbone, Public Works Director, provided the staff report.
Mayor Cappello invited public comment on this item.
No one requested to speak.
BERNALD/MILLER MOVED TO AUTHORIZE AMENDMENT TO THE
CONTRACT FOR 2019 PAVEMENT MAINTENANCE PROJECT WITH WATTIS
CONSTRUCTION IN THE AMOUNT OF $770,000 AND TO AUTHORIZE
CONTINGENCY FUNDS TO EXECUTE CHANGE ORDERS TO THE CONTRACT
UP TO $80,000. MOTION PASSED. AYES: CAPPELLO, MILLER, KUMAR,
BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT: NONE
3.5. Award of Construction Contract – Permit Center Remodel Project
Recommended Action:
1. Award the contract for the Permit Center remodel project to EKIM Painting-North, Inc.
in the amount of $195,000.00 and authorize the City Manager to execute the agreement.
2. Authorize the City Manager to approve change orders not to exceed 10% of the contract
amount ($19,500.00) as a project contingency.
Debbie Pedro, Community Development Director, provided the staff report.
Mayor Cappello invited public comment on this item.
No one requested to speak.
29
Saratoga City Council Minutes ~ October 16, 2019 ~ Page 7 of 9
BERNALD/ZHAO MOVED TO AWARD THE CONTRACT FOR THE PERMIT
CENTER REMODEL PROJECT TO EKIM PAINTING-NORTH, INC. IN THE
AMOUNT OF $195,000.00 AND AUTHORIZE THE CITY MANAGER TO
EXECUTE THE AGREEMENT AND TO AUTHORIZE THE CITY MANAGER TO
APPROVE CHANGE ORDERS NOT TO EXCEED 15% OF THE CONTRACT
AMOUNT AS A PROJECT CONTINGENCY.MOTION PASSED. AYES:
CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE.
ABSENT: NONE
3.6. Discussion of Silicon Valley Clean Energy Reach Codes
Recommended Action:
Staff recommends that the City Council receive the report and presentation by Silicon
Valley Clean Energy and provide direction to staff.
Keith Weiner, Building Official, provided the staff report.
John Supp, Account Services Manager from Silicon Valley Clean Energy provided a
presentation.
Mayor Cappello invited public comment on this item.
James Tuleya, Chair of Carbon Free Silicon Valley, spoke in support of REACH codes.
Bruce Karney, Chair of Carbon Free Silicon Valley of Mountain View, spoke in support of
REACH codes.
Bruce Habgel, member of Carbon Free Silicon Valley of Mountain View, spoke in support
of REACH codes.
No one else requested to speak.
MILLER/BERNALD MOVED TO GIVE STAFF DIRECTION TO ADD TO THE
BUILDING CODE REACH CODE 2A (MOSTLY ELECTRIC) WHICH REQUIRES
AN ELECTRIC HEAT PUMP AND ELECTRIC WATER HEATING HEAT PUMP
AND ALLOWS GAS TO BE USED FOR COOKING AND DRYERS FOR ALL NEW
ONE AND TWO FAMILY HOMES AND SUBSTANTIAL REMODELS OF 50% OR
MORE THAT ARE CONSIDERED A “NEW HOME”, WITH THE ADDITION OF
PRE-WIRED ELECTRIC REQUIRED FOR STOVE AND DRYER; DIRECTION
TO STAFF TO REQUIRE A SECOND ELECTRIC VEHICLE (EV) CHARGE
CIRCUIT IN ADDITION TO THE CIRCUIT THAT IS REQUIRED BY BUILDING
CODE, WITH ONE CHARGER OUTSIDE OF THE GARAGE AND ONE INSIDE
GARAGE, ONE CHARGER IS TO BE FULLY WIRED; NO CHANGES TO
REQUIREMENTS FOR ACCESSORY DWELLING UNITS.
Vice Mayor Miller made an alternative motion. Per City Council Norms of Operation, the
City Council considered the second motion before the first motion.
30
Saratoga City Council Minutes ~ October 16, 2019 ~ Page 8 of 9
MILLER/BERNALD MOVED TO GIVE STAFF DIRECTION TO ADD TO THE
BUILDING CODE REACH CODE 2A (MOSTLY ELECTRIC) WHICH REQUIRES
AN ELECTRIC HEAT PUMP AND ELECTRIC WATER HEATING HEAT PUMP
AND ALLOWS GAS TO BE USED FOR COOKING AND DRYERS FOR ALL NEW
ONE AND TWO FAMILY HOMES AND SUBSTANTIAL REMODELS OF 50% OR
MORE THAT ARE CONSIDERED A “NEW HOME”, WITH THE ADDITION OF
PRE-WIRED ELECTRIC REQUIRED FOR ALL MAJOR APPLIANCES MAKING
GAS OPTIONAL FOR STOVES AND DRYERS; DIRECTION TO STAFF TO
REQUIRE A SECOND ELECTRIC VEHICLE (EV) CHARGE CIRCUIT IN
ADDITION TO THE CIRCUIT THAT IS REQUIRED BY BUILDING CODE, WITH
ONE CHARGER OUTSIDE OF THE GARAGE AND ONE INSIDE GARAGE, ONE
CHARGER IS TO BE FULLY WIRED; NO CHANGES TO REQUIREMENTS FOR
ACCESSORY DWELLING UNITS; NO CHANGES TO CITY’S DEFINITION OF
DEMOLITION AND “NEW HOME”. MOTION PASSED. AYES: CAPPELLO,
MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE. ABSTAIN: NONE. ABSENT:
NONE
Mayor Cappello invited Prospect High Students to the stage.
COUNCIL ASSIGNMENTS
Mayor Manny Cappello
Cities Association of Santa Clara County Board of Directors – the Association received a report
from VTA on the governance study from the Grand Jury Report, the Silicon Valley Leadership
Group spoke on the Faster Bay Area tax measure for travel infrastructure, and the new Executive
Board leadership was nominated. The Cities Association Champion Award will be awarded to
Representative Anna Eshoo.
Saratoga Area Senior Coordinating Council (SASCC)– SASCC had a meeting.
Vice Mayor Howard Miller
Silicon Valley Clean Energy Authority Board of Directors – the Board had a workshop and a
separate meeting. The Board set their goal to be 100% carbon-free.
Valley Transportation Authority (VTA) Policy Advisory Committee – there was a discussion on
license plate readers in BART parking lots and a discussion of Vehicle Miles Traveled/Level of
Service Methodology. It is also Rail Safety Awareness Month.
Council Member Rishi Kumar
No report
Council Member Mary-Lynne Bernald
No report
31
Saratoga City Council Minutes ~ October 16, 2019 ~ Page 9 of 9
Council Member Yan Zhao
Saratoga Chamber of Commerce & Destination Saratoga – the Chamber had a meeting.
CITY COUNCIL ITEMS
Vice Mayor Miller, with support from Council Member Bernald, asked for a discussion of
Vehicle Miles Traveled/Level of Service Methodology for the Council Retreat.
COUNCIL COMMUNICATIONS
Council Member Kumar spoke about San Jose Water Company’s potential new surcharge.
CITY MANAGER'S REPORT
City Manager Lindsay reported that he would be out of office until October 28, 2019.
ADJOURNMENT
BERNALD/MILLER MOVED TO ADJOURN THE MEETING AT 10:28 P.M.MOTION
PASSED. AYES: CAPPELLO, MILLER, KUMAR, BERNALD, ZHAO. NOES: NONE.
ABSTAIN: NONE. ABSENT: NONE.
Minutes respectfully submitted:
Debbie Bretschneider, City Clerk
City of Saratoga
32
Evangeline Bundang, Accounting Technician
SUBJECT: Review of Accounts Payable Check Registers
RECOMMENDED ACTION:
Review and accept check registers for the following accounts payable payment cycles:
BACKGROUND:
The information listed below provides detail for City check runs. Checks issued for $20,000 or greater are listed separately as well as
any checks that were voided during the time period. Fund information, by check run, is also provided in this report.
REPORT SUMMARY:
Attached are Check Registers for:
Date
Ending
Check #
10/16/19 139763 139815 53 2,492,487.05 10/16/19 10/09/19 139762
10/22/19 139816 139855 40 191,838.05 10/22/19 10/16/19 139815
10/29/19 139856 139898 43 399,875.92 10/30/19 10/22/19 139855
Accounts Payable checks issued for $20,000 or greater:
Date Check # Issued to Dept.Amount
10/16/19 139785 PS 2,019,123.68
10/16/19 139804 PW 39,558.00
10/16/19 139809 Various 21,047.28
10/16/19 139814 PW 261,661.92
10/22/19 139821 Fin/Admin 38,861.00
10/22/19 139822 PW 28,031.49
10/22/19 139842 PW/CDD 81,842.24
10/29/19 139858 Bellecci & Associates, Inc CIP Street Projects PW Fruitvale Intersection Imp 28,492.00
10/29/19 139865 PW 288,813.00
Accounts Payable checks voided during this time period:
AP Date Check #Amount
ATTACHMENTS:
Check Registers in the 'A/P Checks By Period and Year' report format
SARATOGA CITY COUNCIL
MEETING DATE:November 6, 2019
DEPARTMENT:Finance & Administrative Services
Starting
Check #Type of Checks Date
Accounts Payable
Accounts Payable
10/16/2019 Period 4; 10/22/2019 Period 4; 10/29/2019 Period 4.
PREPARED BY:
Ending
Check #
Accounts Payable
WVCWPA Assessment
Prior Check Register
Checks
Released
Total
Checks Amount
Street Sweeping Service
Worker's Comp Fund Worker's Comp Premium
Law Enforcement
Gas Tax Street Projects
General
Various
Fund Purpose
Saratoga to Sea TrailCIP Grant Park &Trail
StatusReason Issued to
N/A
Contract Sweeping Service
2019 Pavement Mgmt
SCC Office of the Sheriff
Various City Exp
Bond RefundGeneral
General
General
Paramount Venture, LLC
City of Saratoga
US Bank Purchasing Card
Comp Shared Risk Pool
Wattis Construction
Timothy C. Best
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
50
SARATOGA CITY COUNCIL
MEETING DATE: November 6, 2019
DEPARTMENT: Finance & Administrative Services
PREPARED BY: Ann Xu, Accountant
SUBJECT: Treasurer’s Report for the Month Ended September 30, 2019
RECOMMENDED ACTION:
Review and accept the Treasurer’s Report for the month ended September 30, 2019.
BACKGROUND:
California government code section 41004 requires that the City Treasurer submit to the City Clerk and the
legislative body a written report and accounting of all receipts, disbursements, and fund balances. The
Municipal Code of the City of Saratoga, Article 2-20, Section 2-20.035 designates the City Manager as the
City Treasurer. This report is prepared to fulfill this requirement.
The following attachments provide various financial transaction data for the City of Saratoga’s Funds
collectively as well as specifically for the City’s General (Operating) Fund, including an attachment from
the State Treasurer’s Office of Quarterly LAIF rates from the 1st Quarter of 1977 to present.
FISCAL STATEMENT:
Cash and Investments Balance by Fund
As of September 30, 2019, the City had $536,325 in cash deposit at Comerica bank, and $23,706,302 on
deposit with LAIF. The City Council’s adopted policy on the Working Capital Reserve Fund states that
effective July 1, 2019: for cash flow purposes and to avoid occurrence of dry period financing, pooled cash
from all funds should not be allowed to fall below $1,000,000. The total pooled cash balance as of
September 30, 2019 is $24,242,627 and exceeds the minimum limit required.
City’s Current Financial Position
In accordance with California government code section 53646 (b) (3), the City is financially well positioned
and able to meet its expenditure requirements for the next six months. As of September 30, 2019, the City’s
financial position (Assets $24.9M, Liabilities $4.0M and Fund Equity $20.9M) remains very strong and
there are no issues in meeting financial obligations now or in the foreseeable future.
Unrestricted Cash
Comerica Bank 536,325$
Deposit with LAIF 23,706,302$
Total Unrestricted Cash 24,242,627$
Cash Summary
51
The following Fund Balance schedule represents actual funding available for all funds at the end of the
monthly period. This amount differs from the above Cash Summary schedule as assets and liabilities are
components of the fund balance. As illustrated in the summary below, Total Unrestricted Cash is adjusted
by the addition of Total Assets less the amount of Total Liabilities to arrive at the Ending Fund Balance –
which represents the actual amount of funds available.
Fund Balance Designations
In accordance with Governmental Accounting Standards Board (GASB) Statement No. 54, Fund Balance
Reporting and Governmental Fund Type Definitions, the components of fund balance are categorized as
follows: “non-spendable fund balance”, resources that are inherently non-spendable from the vantage point
of the current period; “restricted fund balance”, resources that are subject to enforceable legal restrictions;
“committed fund balance”, resources whose use is constrained by limitations the government imposes upon
itself through formal action at its highest level of decision making and remains binding unless removed in
the same manner; “assigned fund balance”, resources that reflects a government’s intended use of
resources, such intent would have to be established at either the highest level of decision making, by a body,
or an official designated for that purpose; and “unassigned fund balance”, net resources in excess of what
can properly be classified in one of the other four categories. Currently, the City’s fund balance reserves
fall into one of the four spendable categories; restricted, committed, assigned, or unassigned fund balance.
ATTACHMENTS
A – Change in Total Fund Balances by Fund under GASB 54
B – Change in Total Fund Balances by CIP Project
C – Change in Cash Balance by Month
D – Local Agency Investment Fund (LAIF) Quarterly Apportionment Rates
Total Unrestricted Cash 24,242,627$
Plus: Assets 727,701
Less: Liabilities (4,043,639)
Ending Fund Balance 20,926,689$
Adjusting Cash to Ending Fund Balance
52
ATTACHMENT A
CHANGES IN TOTAL FUND BALANCE UNDER GASB 54
include budgeted transfers. These figures will be updated for future reports once the FY 2017/18 independent audit is
completed.
Fund Description
Prior Year
Carryforward
7/1/2019
Increase/
(Decrease)
Jul-Aug
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
9/30/2019
General Fund
Restricted Fund Balances:
Environmental Services Reserve 163,182 - - - - - 163,182
Committed Fund Balances:
Hillside Stability Reserve 1,000,000 - - - - - 1,000,000
Assigned Fund Balances:
Future Capital Replacement & Efficiency Project Reserve 2,651,287 - - - - 2,620,000 31,287
Carryforwards Reserve 47,647 - - - - - 47,647
Facility Reserve 2,700,000 - - - - - 2,700,000
Unassigned Fund Balances:
Working Capital Reserve 1,000,000 - - - - - 1,000,000
Fiscal Stabilization Reserve 3,150,000 - - - - - 3,150,000
Compensated Absences Reserve 249,620 - - - - - 249,620
Other Unassigned Fund Balance Reserve (Pre YE distribution)3,717,849 (1,549,363) 974,338 1,563,492 - - 1,579,332
General Fund Total 14,679,585 (1,549,363) 974,338 1,563,492 - 2,620,000 9,921,069
Special Revenue
Landscape/Lighting Districts 1,621,946 (15,900) 10,093 84,996 - - 1,531,143
Debt Service
Library Bond 932,880 (688,773) 646 - - - 244,752
Arrowhead Bond 689,341 99,592 - - - 375,513 413,420
Debt Service 1,622,221 (589,182) 646 - - 375,513 658,172
Internal Service Fund
Liability/Risk Management 579,283 (301,651) 100,000 6,638 - - 370,994
W orkers Compensation 274,917 (6,636) 43,750 44,960 - - 267,071
Office Support Fund 120,378 (1,870) 10,793 2,006 - - 127,296
Information Technology Services 391,824 (91,951) 144,786 54,291 - - 390,368
Vehicle & Equipment Maintenance 266,099 (26,236) 68,750 25,281 - - 283,332
Building Maintenance 562,504 (96,561) 231,250 90,617 - - 606,576
Vehicle & Equipment Replacement 476,586 (2,098) 37,500 1,049 - - 510,938
Technology Replacement 489,683 (20,001) 37,500 13,438 - - 493,744
Facility FFE Replacement 379,556 - 50,000 - - - 429,556
Internal Service Fund Total 3,540,830 (547,003) 724,329 238,281 - - 3,479,875
Trust/Agency
WVCWP Agency Fund 500,552 (59,936) 9,416 56,876 - - 393,156
Arrowhead Project Fund - - - - 375,513 - 375,513
Trust/Agency Fund Total 500,552 (59,936) 9,416 56,876 375,513 - 768,669
Capital Project
Street Projects 1,837,863 (672,413) 29,275 150,098 675,000 - 1,719,627
Park and Trail Projects 441,144 (2,405) - 38,128 1,495,000 - 1,895,610
Facility Projects 694,065 (207,344) - 67,301 375,000 - 794,420
Administrative Projects 510,728 (29,015) 10,543 29,165 75,000 - 538,091
Tree Fund Projects 74,569 - 300 - - - 74,869
Park In-Lieu Projects 229,701 (2,218) - 2,177 - - 225,306
CIP Grant Street Projects (908,976) 76,677 - - - - (832,300)
CIP Grant Park & Trail Projects 65,341 - (65,341) 2,948 - - (2,948)
Gas Tax Fund Projects 307,618 71,486 49,311 273,333 - - 155,082
CIP Fund Total 3,252,052 (765,232) 24,088 563,150 2,620,000 - 4,567,758
Total City 25,217,186 (3,586,553) 1,752,326 2,563,671 2,995,513 2,995,513 20,926,689
53
ATTACHMENT B
FUND BALANCES BY CIP PROJECT
include
*Fund balance overdrawn due to authorized spending of anticipated revenues.
budgeted transfers. These figures will be updated for future reports once
CIP Funds/Projects
Prior Year
Carryforward
7/1/2019
Increase/
(Decrease)
Jul-Aug
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
9/30/2019
Street Projects
Annual Road Improvements (153,490) (474,806) 29,275 40,566 - - (639,587) *
Roadway Safety & Traffic Calming 35 - - - 75,000 - 75,035
Prospect/Saratoga Median Improvement 684,926 (165,647) - 1,645 - - 517,634
Citywide Signal Upgrade Project Phase II - - - - 100,000 - 100,000
Fruitvale/Allendale Improvement 250,000 - - - - - 250,000
Annual Infrastructure Maintenance& Repair 37,978 (97,693) - 106,744 250,000 - 83,541
Village Sidewalk, Curb & Gutter - Phase II Construction 15,530 - - - 50,000 - 65,530
EL Camino Grande Storm Drain Pump 372,734 - - 780 - - 371,954
Saratoga Village Crosswalk & Sidewalk Rehabilitation 44,000 - - - - - 44,000
Quito Road Sidewalk Improvements 43,370 - - - - - 43,370
Saratoga/Sunnyvale Road Sidewalk - 92,158 - - - - 92,158
Fourth Street Bridge Widening 99,837 - - - - - 99,837
Quito Road Bridge Replacement 119,063 - - - - - 119,063
Quito Road Bridge - ROW Acquisition 32,237 (194) - - - - 32,042
Annual Retaining Wall Maintenance & Repairs 192,899 (26,231) - 362 200,000 - 366,306
Underground Project 98,744 - - - - - 98,744
Total Street Projects 1,837,863 (672,413) 29,275 150,098 675,000 - 1,719,627
Parks & Trails Projects
Park/Trail Repairs 60,571 - - 36,670 100,000 - 123,901
Park & Trail Safety Improvement - - - - 40,000 - 40,000
Hakone Gardens Infrastructure Improvements 38,848 - - - - - 38,848
Guava/Fredericksburg Entrance 45,521 - - - 50,000 - 95,521
Saratoga Village to Quarry Park Walkway - Design 31,584 - - - 175,000 - 206,584
Saratoga to Sea Trail - Construction 264,619 (2,405) - 1,458 1,130,000 - 1,390,756
Total Parks & Trails Projects 441,144 (2,405) - 38,128 1,495,000 - 1,895,610
Facility Projects
CDD/PW Lobby Remodel 137,363 (1,850) - 910 165,000 - 299,604
Civic Theater Improvements 95,667 5,248 - 237 - - 100,678
Bocce Ball Court 258,450 (210,742) - 61,954 - - (14,246)
Preschool Turf Conversion - - - - 25,000 - 25,000
Senior Center Entrance Remodel 197,585 - - - - - 197,585
Community Center Improvement - - - 4,200 185,000 - 180,800
Library Building Exterior Maintenance 5,000 - - - - - 5,000
Total Facility Projects 694,065 (207,344) - 67,301 375,000 - 794,420
Administrative and Technology Projects
City Website/Intranet 16,948 - - - - - 16,948
Development Technology 88,556 - 10,543 19,505 - - 79,594
Trak-It Upgrade - - (360) - - 360
LLD Initiation Match Program 25,000 - - - - - 25,000
Horseshoe Beautification 21,950 (225) - 225 - - 21,500
City Art Program 100,364 (1,394) - 8,127 25,000 - 115,843
General Plan Update 219,019 (27,396) - 1,668 - - 189,954
Risk Management Project Funding 38,891 - - - 50,000 - 88,891
Total Administrative and Technology Projects 510,728 (29,015) 10,543 29,165 75,000 - 538,091
54
ATTACHMENT B (Cont.)
FUND BALANCES BY CIP PROJECT
*Fund balance overdrawn due to authorized spending of anticipated revenues.
CIP Funds/Projects
Prior Year
Carryforward
7/1/2019
Increase/
(Decrease)
Jul-Aug
Current
Revenue
Current
Expenditure Transfer In Transfer Out
Fund Balance
9/30/2019
Tree Fund Projects
Citywide Tree Planting Program 50,444 - 300 - - - 50,744
Tree Dedication Program 24,125 - - - - - 24,125
Total Tree Fund Projects 74,569 - 300 - - - 74,869
CIP Grant Street Projects
Prospect/Saratoga Median Improvement (908,392) - - - - - (908,392)
Citywide Signal Upgrade II (76,435) 76,677 - - - - 241
Saratoga Ave Sidewalk 50,261 - - - - - 50,261
Village Sidewalk, Curb & Gutter - Phase II Construction 1,834 - - - - - 1,834
Saratoga Village Crosswalk & Sidewalk Rehabilitation 3,141 - - - - - 3,141
4th Street Bridge 1,704 - - - - - 1,704
Quito Bridge Replacement 19,029 - - - - - 19,029
Quito Road Bridges - ROW Acquisition (118) - - - - - (118)
Total CIP Grant Street Projects (908,976) 76,677 - - - - (832,300)
CIP Grant Park & Trail Projects
Saratoga to the Sea Trail - Design 65,341 - (65,341) 2,948 - - (2,948)
Total CIP Grant Park & Trail Projects 65,341 - (65,341) 2,948 - - (2,948)
Park In-Lieu Projects
Park & Trail Safety Improvement 44 - - - - - 44
Quito/Pollard Open Space 20,454 (2,218) - 2,177 - - 16,059
Hakone Gardens Infrastructure 120,000 - - - - - 120,000
Saratoga Village to Quarry Park Walkway - Design 73,811 - - - - - 73,811
Unallocated Park In-Lieu Funds 15,392 - - - - - 15,392
Total Park In-Lieu Projects 229,701 (2,218) - 2,177 - - 225,306
Gas Tax Fund Projects
Annual Roadway Improvements 34,229 160,085 49,311 272,896 - - (29,271) *
Prospect/Saratoga Median Improvements 145,555 (88,599) - 438 - - 56,519
Citywide Signal Upgrade II 99,759 - - - - - 99,759
Big Basin Way Sidewalk Repairs 20,990 - - - - - 20,990
Quito Road Bridges 7,085 - - - - - 7,085
Total Gas Tax Fund Projects 307,618 71,486 49,311 273,333 - - 155,082
Total CIP Funds 3,252,052 (765,232) 24,088 563,150 2,620,000 - 4,567,758
55
ATTACHMENT C
CHANGE IN CASH BALANCE BY MONTH
56
ATTACHMENT D
March June September December
1977 5.68 5.78 5.84 6.45
1978 6.97 7.35 7.86 8.32
1979 8.81 9.10 9.26 10.06
1980 11.11 11.54 10.01 10.47
1981 11.23 11.68 12.40 11.91
1982 11.82 11.99 11.74 10.71
1983 9.87 9.64 10.04 10.18
1984 10.32 10.88 11.53 11.41
1985 10.32 9.98 9.54 9.43
1986 9.09 8.39 7.81 7.48
1987 7.24 7.21 7.54 7.97
1988 8.01 7.87 8.20 8.45
1989 8.76 9.13 8.87 8.68
1990 8.52 8.50 8.39 8.27
1991 7.97 7.38 7.00 6.52
1992 5.87 5.45 4.97 4.67
1993 4.64 4.51 4.44 4.36
1994 4.25 4.45 4.96 5.37
1995 5.76 5.98 5.89 5.76
1996 5.62 5.52 5.57 5.58
1997 5.56 5.63 5.68 5.71
1998 5.70 5.66 5.64 5.46
1999 5.19 5.08 5.21 5.49
2000 5.80 6.18 6.47 6.52
2001 6.16 5.32 4.47 3.52
2002 2.96 2.75 2.63 2.31
2003 1.98 1.77 1.63 1.56
2004 1.47 1.44 1.67 2.00
2005 2.38 2.85 3.18 3.63
2006 4.03 4.53 4.93 5.11
2007 5.17 5.23 5.24 4.96
2008 4.18 3.11 2.77 2.54
2009 1.91 1.51 0.90 0.60
2010 0.56 0.56 0.51 0.46
2011 0.51 0.48 0.38 0.38
2012 0.38 0.36 0.35 0.32
2013 0.28 0.24 0.26 0.26
2014 0.24 0.22 0.24 0.25
2015 0.26 0.28 0.32 0.37
2016 0.46 0.55 0.60 0.68
2017 0.78 0.92 1.07 1.20
2018 1.51 1.90 2.16 2.40
2019 2.55 2.57 2.45
Quarterly Apportionment Rates
Local Agency Investment Fund
57
SARATOGA CITY COUNCIL
MEETING DATE:November 6, 2019
DEPARTMENT:Public Works Department
PREPARED BY:Emma Burkhalter, Assistant Engineer
SUBJECT:Saratoga to Sanborn Trail –Biological Resources Monitoring Contract
with H.T. Harvey & Associates
RECOMMENDED ACTION:
1.Approve Biological Resources Monitoring Contract with H.T. Harvey & Associates for the
Saratoga to Sanborn Trail project, in the amount of $120,744, and authorize the City
Manager to execute the same.
2.Authorize staff to execute change orders to the contract up to $12,000.
BACKGROUND:
On August 21, 2019, City Council approved Amendment 1 to the Partnership Agreement with
Midpeninsula Regional Open Space District (District). The amendment funded the construction
of the trail, which includes hiring consultants to maintain project compliance and design trail
signage and amenities. At the last City Council meeting, Council approved a construction
contract with Mountain Bikers of Santa Cruz
City Staff received a proposal in the amount of $120,744 from H.T. Harvey & Associates for
biological resources monitoring and assistance with CEQA mitigation measure compliance. H.T.
Harvey & Associates prepared the biological resources report for the Saratoga to Sanborn Trail
Initial Study/Mitigated Negative Declaration, as well as preparing the necessary permitting
applications that will allow for construction of the four trail bridges. City Staff wishes to
continue using their services throughout the construction of the trail.
It is therefore recommended that City Council approve the Biological Resources Monitoring
Contract with H.T. Harvey & Associates and authorize staff to execute change orders to the
contract up to $12,000.
ATTACHMENTS:
Attachment A –Biological Resources Monitoring Contract 58
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW 3DJHRI
City of Saratoga
Standard Services Contract
7KLVDJUHHPHQWLVPDGHDW6DUDWRJD&DOLIRUQLDE\DQGEHWZHHQWKH&LW\RI6DUDWRJDDPXQLFLSDO
FRUSRUDWLRQ ³&LW\´ DQGBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
³&RQWUDFWRU´ ZKRDJUHHWKDW
1. Purpose of Contract.
7KLVLVDFRQWUDFWIRU
7KHSXUSRVHRIWKHFRQWUDFWLVPRUHVSHFLILFDOO\GHVFULEHGLQ([KLELW$RIWKLVDJUHHPHQW
³6FRSHRI:RUNDQG3D\PHQW7HUPV´ ,QWKHHYHQWRIDFRQIOLFWEHWZHHQWKHWHUPVRIWKLV
DJUHHPHQWDQGWKH6FRSHRI:RUNRUDQ\RIWKHH[KLELWVUHIHUHQFHGLQWKLV([KLELW$WKHWHUPV
RIWKHDJUHHPHQWVKDOOJRYHUQ
2. Term.
6WDUW'DWH (QG'DWH
,I6WDUW'DWHLVOHIWEODQNVWDUWGDWHZLOOEH
GDWHODVWVLJQHGEHORZ
2UXSRQSURMHFWFRPSOHWLRQZKLFKHYHU
RFFXUVILUVW
3. Payment&LW\VKDOOSD\&RQWUDFWRUIRUZRUNSURGXFWSURGXFHGDQGDQ\DXWKRUL]HG
UHLPEXUVDEOHFRVWVSXUVXDQWWRWKLVDJUHHPHQWDQDPRXQWQRWWRH[FHHGWKHWRWDOVXPRI
BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
7KLVFRQWUDFWLVD FKHFNRQH
)L[HG$PRXQW&RQWUDFW±0RQWKO\,QYRLFHV
)L[HG$PRXQW&RQWUDFW±'HOLYHUDEOH7DVN%DVHG,QYRLFHV
1RWWR([FHHG$PRXQW&RQWUDFW±+RXUO\6HUYLFHV
1RWWR([FHHGDPRXQW&RQWUDFW±7DVN%DVHG,QYRLFHV
6HH([KLELW$BBBBBBLQFRUSRUDWHGE\WKLVUHIHUHQFHIRUDGGLWLRQDOSD\PHQWWHUP
LQIRUPDWLRQ
&RQWUDFWRULVnot authorizedWRXQGHUWDNHDQ\HIIRUWVRULQFXUDQ\FRVWVZKDWVRHYHUXQGHUWKH
WHUPVRIWKLVDJUHHPHQWXQWLOUHFHLSWRIDIXOO\H[HFXWHG3XUFKDVH2UGHUIURPWKH)LQDQFH
'HSDUWPHQWRIWKH&LW\RI6DUDWRJD
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
H. T. Harvey and Associates
Biological resources monitoring during construction of the Saratoga to Sanborn Trail
10/25/2019 12/31/2022
120,744.00
✔
✔
✔1
59
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW 3DJHRI
4. Contract Administration7KHDXWKRUL]HGUHSUHVHQWDWLYHVRI&LW\DQG&RQWUDFWRUIRU
&RQWUDFWDGPLQLVWUDWLRQDUHOLVWHGEHORZ7KH&LW\¶VFRQWDFWSHUVRQLVWKH$GPLQLVWUDWRU
Contractor:
&RQWUDFWRU1DPH
&RQWDFW3HUVRQ
6WUHHW$GGUHVV
&LW\6WDWH=LS
7HOHSKRQH V
)D[
(PDLO$GGUHVV
6DUDWRJD%XVLQHVV
/LF
City of Saratoga
'HSDUWPHQW
&RQWDFW3HUVRQ
6WUHHW$GGUHVV
&LW\6WDWH=LS
7HOHSKRQH
)D[
(PDLO$GGUHVV
5. Insurance&RQWUDFWRUDJUHHVWRSURFXUHDQGPDLQWDLQLQVXUDQFHDVUHTXLUHGE\WKH
SURYLVLRQVVHWIRUWKLQ([KLELW%&HUWLILFDWHVRIVXFKLQVXUDQFHDQGFRSLHVRIWKHLQVXUDQFH
SROLFLHVDQGHQGRUVHPHQWVVKDOOEHGHOLYHUHGWR&LW\ZLWKLQWHQ GD\VDIWHUEHLQJQRWLILHGRI
WKHDZDUGRIWKHFRQWUDFWDQGEHIRUHH[HFXWLRQRIWKLVDJUHHPHQWE\WKH&LW\
6. General Provisions.&LW\DQG&RQWUDFWRUDJUHHWRDQGVKDOODELGHE\WKHJHQHUDO
SURYLVLRQVVHWIRUWKLQ([KLELW&
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
H. T. Harvey and Associates
Kelly Hardwicke
983 University Avenue, Building D
Los Gatos, CA 95032
1-408-458-3236
1-408-458-3210
khardwicke@harveyecology.com
BUS-010150 expires 7/31/2020
Public Works Department
Emma Burkhalter
13777 Fruitvale Avenue
Saratoga, CA 95070
1-408-868-1274
1-408-868-1274
eburkhalter@saratoga.ca.us
60
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW 3DJHRI
7. Supplemental Provisions. ,IRQHRUERWKER[HVDUHFKHFNHGEHORZWKLVDJUHHPHQW
LQFOXGHVVXSSOHPHQWDOSURYLVLRQVGHVFULEHGLQFRQQHFWLRQZLWKWKHFKHFNHGER[ HV
7KLVDJUHHPHQWLVIXQGHGLQZKROHRULQSDUWE\DQHQWLW\RWKHUWKDQ&LW\&RQWUDFWRUVKDOO
FRPSO\ZLWKDOOUXOHVDQGUHJXODWLRQVUHTXLUHGE\VXFKIXQGLQJHQWLW\$SSOLFDEOHIXQGLQJ
HQWLW\UHTXLUHPHQWVDUHVHWIRUWKLQ([KLELW'1RWKLQJLQWKLVSDUDJUDSKRULQWKHIXQGLQJ
HQWLW\UHTXLUHPHQWVVKDOOEHFRQVWUXHGWRUHOLHYH&RQWUDFWRURILWVGXW\WRHQVXUHWKDWLWLV
LQFRPSOLDQFHZLWKDOODSSOLFDEOHODZVDQGUHJXODWLRQV
([KLELW(VHWVIRUWKSURYLVLRQVUHJDUGLQJ
8. Exhibits$OOH[KLELWVUHIHUUHGWRLQWKLVDJUHHPHQWDUHDWWDFKHGKHUHWRDQGDUHE\WKLV
UHIHUHQFHLQFRUSRUDWHGKHUHLQDQGPDGHDSDUWRIWKLVDJUHHPHQW
9. Entire agreement.7KLVDJUHHPHQWVXSHUVHGHVDQ\DQGDOODJUHHPHQWVHLWKHURUDORU
ZULWWHQEHWZHHQWKHSDUWLHVZLWKUHVSHFWWR&RQWUDFWRU
VFRPSOHWLRQRIWKH6FRSHRI:RUNRQ
EHKDOIRI&LW\DQGFRQWDLQVDOORIWKHFRYHQDQWVDQGDJUHHPHQWVEHWZHHQWKHSDUWLHVZLWKUHVSHFW
WRWKHUHQGHULQJRIVXFKVHUYLFHVLQDQ\PDQQHUZKDWVRHYHU1RDPHQGPHQWDOWHUDWLRQRU
YDULDWLRQRIWKHWHUPVRIWKLVDJUHHPHQWVKDOOEHYDOLGXQOHVVPDGHLQZULWLQJDQGVLJQHGE\WKH
SDUWLHVKHUHWR
10.$uthority to Execute agreement. (DFKLQGLYLGXDOH[HFXWLQJWKLVDJUHHPHQWUHSUHVHQWV
WKDWKHRUVKHLVGXO\DXWKRUL]HGWRVLJQDQGGHOLYHUWKHDJUHHPHQWRQEHKDOIRIWKHSDUW\
LQGLFDWHGDQGWKDWWKLVDJUHHPHQWLVELQGLQJRQVXFKSDUW\LQDFFRUGDQFHZLWKLWVWHUPV7KLV
DJUHHPHQWPD\EHH[HFXWHGLQFRXQWHUSDUWVHDFKRIZKLFKVKDOOEHGHHPHGDQRULJLQDOEXWDOORI
ZKLFKWDNHQWRJHWKHUVKDOOFRQVWLWXWHRQHDQGWKHVDPHLQVWUXPHQW
,1:,71(66:+(5(2)WKHSDUWLHVKHUHWRKDYHH[HFXWHGWKLVDJUHHPHQW
ContractorCity of Saratoga
6LJQDWXUH -DPHV/LQGVD\&LW\0DQDJHU
'DWH
6LJQHU1DPH
$77(67
6LJQHU7LWOH
'DWH 'HEELH%UHWVFKQHLGHU&LW\&OHUN
&RQWUDFW'HVFULSWLRQ 'DWH
$33529('$672)250
5LFKDUG7D\ORU&LW\$WWRUQH\
'DWH
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
Biological resources monitoring during
construction of the Saratoga to Sanborn Trail
61
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW$ 3DJHRI
City of Saratoga Services Contract
Exhibit A – Scope of Work and Payment Terms
&RQWUDFWRUVKDOOFRPSOHWHWKHVFRSHRIZRUNDQGLQYRLFHWKH&LW\LQDFFRUGDQFHZLWKWKH
SD\PHQWWHUPVVKRZQEHORZ
$1'256HH([KLELW V $LQFRUSRUDWHGE\WKLVUHIHUHQFH
-End of Exhibit A -
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
✔1
62
983 University Avenue, Building D y Los Gatos, CA 95032 y Ph: 408.458.3200 y F: 408.458.3210
October 25, 2019
Emma Burkhalter
Assistant Engineer, Public works Department
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
RE: Saratoga-to-Sanborn Trail Project – Proposal for Additional Biological Compliance and Support (HTH
#4237)
Dear Ms. Burkhalter
H. T. Harvey & Associates is pleased to provide this proposal to the City of Saratoga to provide CEQA
mitigation measure compliance assistance for the Saratoga-to-Sanborn Trail project in Saratoga, California. It
is our understanding that trail work is scheduled to begin in April and will conclude in October. In accordance
with the project mitigation and monitoring plan (MMRP), we propose to provide preconstruction surveys for
the California red-legged frog (Rana draytonii) and nesting birds; implement a relocation and monitoring plan
for the San Francisco dusky-footed woodrat (Neotoma fuscipes annectens); provide worker environmental
awareness training; and provide construction monitoring for the project at required creek construction tasks.
We also propose to develop the tree planting location for the anticipated California bay to be removed from
riparian habitat, along with 3 years of monitoring for the replacement tree.
We propose to bill this work on a time and materials basis, not to exceed $120,744 per the attached budget
spreadsheet and fee schedule. Please feel free to contact me at khardwicke@harveyecology.com or (408) 458-
3236 if you have any questions regarding our proposal. Thank you very much for contacting H. T. Harvey &
Associates about this project.
Sincerely,
Kelly Hardwicke
Principal Plant Ecologist
Attachments: Scope of work, budget spreadsheet, and fee schedule
Contractor: H.T. Harvey and Associates Project Name: Saratoga to Sanborn Trail - Biological Compliance
Exhibit A-1 Page 1 of 8
([KLELW$
63
H. T. HARVEY & ASSOCIATES
PROPOSED SCOPE OF SERVICES
SARATOGA-TO-SANBORN TRAIL PROJECT
#4237
October 25, 2019
Time for meetings and communications between H. T. Harvey & Associates staff, the City, and resource agency
staff regarding the Project has been included within the budgets for individual tasks. All surveys will be
accompanied by a brief report explaining methods, survey dates, and results. These reports will be sufficient
for both the City to document compliance with the MMRP as well as being suitable for submittal to agencies
if required as a condition of the resource agency permits. Specific tasks to be performed by H. T. Harvey &
Associates are described below.
Task 1a: Pre-Activity Surveys for Nesting Birds
Mitigation Measure BIO-13 of the MMRP requires a qualified biologist to conduct a pre-activity survey for
nesting birds within 7 days prior to the start of work activities that are initiated during the nesting season
(defined as February 1 to August 31). For Project activities that are initiated during the avian nesting season, an
H. T. Harvey & Associates qualified biologist will conduct a pre-activity survey for active nests of protected
bird species (i.e., birds protected under the Migratory Bird Treaty Act [MBTA] and California Fish and Game
Code) prior to the start of work in any given area to comply with this requirement. During each survey, the
biologist will inspect all trees and other potential nesting habitats (e.g., shrubs, grasses, and structures) in the
project’s work areas as well as a 300-foot buffer for nests of raptors (e.g., hawks, owls, and falcons) and a 100-
foot buffer for nests of other birds.
If one or more active nests (i.e., a nest with eggs or young) are detected during the surveys, we will coordinate
with the City to determine appropriate protections for the active nest as required by Mitigation Measure BIO-
13 and the project’s SAA (i.e., appropriate non-disturbance buffers around the active nests).
Because the project is linear in nature, and not all work areas will be under construction simultaneously, we
have assumed that up to 7 pre-activity surveys for nesting birds may be needed to support the project. Following
the completion of each survey, a brief letter report will be provided summarizing the survey results for
compliance documentation. If an active nest is detected, we will provide the location of the nest, the anticipated
duration of nesting activity based on the species of bird and the stage of the nest (i.e., eggs or nestlings), and
recommendations for how to deal with their presence during the proposed work in compliance with the MMRP.
Task 1b. Active Nest Monitoring
The MMRP requires protective buffers to be established around any active nests detected during the nesting
bird surveys described in Task 1a above. Work activities may be able to proceed within the protective buffer if
the nest is monitored by a qualified biologist to ensure that these activities do not result in the failure of the
Contractor: H.T. Harvey and Associates Project Name: Saratoga to Sanborn Trail - Biological Compliance
Exhibit A-1 Page 2 of 8
64
H. T. HARVEY & ASSOCIATES
active nest (although the proximity of work to the nest, and what type of work can occur within the buffer,
would need to be determined on a case-by-case basis). Therefore, we propose to provide a qualified biologist
to monitor active nests that may be present when work activities begin.
The extent of active nest monitoring needed to support work activities near active nests varies between projects,
and it is unknown how long a biologist will be needed to monitor active nests. We have included time for up
to 15 days of nest monitoring (i.e., three weeks at 10 hours/day, including driving time) by a qualified biologist,
as well as a modest amount of time for coordination with the City. Following the completion of monitoring, a
brief letter report will be prepared summarizing the results of the monitoring effort as documentation of
compliance with monitoring requirements.
Task 2. San Francisco Dusky-footed Woodrat Surveys and Relocations
Per the requirements of Mitigation Measure BIO-8 of the MMRP, an H. T. Harvey & Associates qualified
biologist will conduct pre-activity surveys for nests of San Francisco dusky-footed woodrats (Neotoma fuscipes
annectens) within the Project’s impact areas. If woodrat nests are detected during the surveys, the biologist will
map their approximate locations. At each woodrat nest, the ecologist will observe the nest area for signs of
woodrat presence (e.g., latrines or fecal pellets on or near nest, tail tapping in nest) to determine if nests may
be active or occupied. Following completion of each survey, a brief letter report summarizing our results will
be provided. If woodrat nests are detected, we will include recommendations for how to deal with their presence
during the proposed work in compliance with the IS/MND (i.e., avoidance of the nest where feasible, or
relocation of the nest resources).
If woodrat nests are detected within the Project impact areas and cannot be avoided during Project
construction, a qualified wildlife ecologist and up to two assistants will visit the project site to relocate those
woodrat nests from the Project’s impact areas. Per the requirements of Mitigation measure BIO-8, the nests
will be dismantled and the nest resources moved to new locations outside the Project’s impact areas so that
they can be used by woodrats to construct new nests. Prior to nest deconstruction, each active nest will be
disturbed by a qualified wildlife biologist to the degree that all woodrats leave the nest and seek refuge out of
the impact area. Whether the nest is on the ground or in a tree, the nest will be nudged to cause the woodrats
to flee. The nest will then be dismantled and the nest material piled at the base of a nearby hardwood tree or
shrub (preferably with refuge sites among the tree roots or with dense vegetation or other refugia nearby)
outside of the impact area. The spacing between relocated nests will not be less than 100 feet, unless the
qualified biologist has determined that the habitat can support higher densities of nests.
For the purpose of this proposal, we have assumed that up to two pre-activity surveys will be needed, and two
rounds of relocations (i.e., two days of surveys by one biologist and two days of relocation work by up to three
biologists). Following completion of each survey (and relocation effort, if needed), we will prepare a report
summarizing our results. The report will describe the relocation sites, document the methods employed for
dismantling the woodrat nest and relocating the nest materials, and include a map detailing the original location
of the woodrat nests as well as the relocation sites.
Contractor: H.T. Harvey and Associates Project Name: Saratoga to Sanborn Trail - Biological Compliance
Exhibit A-1 Page 3 of 8
65
H. T. HARVEY & ASSOCIATES
Task 3a. Daytime Pre-Activity Surveys for Roosting Bats
Per Mitigation Measure BIO-9 of the MMRP, an H. T. Harvey & Associates qualified biologist will conduct a
daytime visual survey for suitable habitat for roosting bats (e.g., cavities, crevices, and exfoliating bark) and
signs of bat presence (e.g., guano and urine staining) in all trees to be removed prior to tree removal work.
Following completion of each survey (including the nighttime acoustic survey in Task 3b, if needed), a brief
letter report will be provided. If a bat roost is detected in one of the trees to be removed, the report will include
recommendations for how to deal with its presence during the proposed work. For the purpose of this proposal,
we have assumed that up to two pre-activity surveys may be needed to support the project.
Task 3b. Nighttime Acoustic Surveys for Roosting Bats
If potentially suitable bat roost habitat is detected but cannot be thoroughly inspected during a daytime visit,
we will conduct a nighttime acoustic survey to determine whether roosting bats are present. The H. T. Harvey
& Associates qualified biologist and one additional biologist will return to the site at sunset (when bats, if
present, would be exiting the roost) to conduct a visual and acoustic survey of the tree(s) to be removed using
ANAbat and/or Batlogger bat detectors. This survey will utilize visual observations and acoustic equipment to
determine 1) whether the roost is active, 2) the approximate numbers of bats using the roost, and 3) the species
of bat present. These observations will be used to inform our recommendations for avoiding impacts to
roosting bats and potential constraints on project activities due to the presence of roosting bats. For this task
(i.e., the nighttime survey), we have assumed that up to two surveys may be needed to support the project, and
that two ecologists would be necessary during each survey both for nighttime safety and to ensure that multiple
locations of potential bat egress from trees are examined simultaneously.
Task 4: Prepare and Conduct Worker Environmental Awareness Program
Per Mitigation Measure BIO-4 of the MMRP, we will prepare a Worker Environmental Awareness Program
(WEAP) and provide an H. T. Harvey & Associates qualified biologist to present this training to construction
crews and contractors. The training will include a description of the California red-legged frog (Rana draytonii),
San Francisco dusky footed woodrat, pallid bat (Antrozous pallidus), olive-sided flycatcher (Contopus cooperi),
western pond turtle (Actinemys marmorata), Santa Cruz black salamander (Aneides flavipunctatus niger), and
California giant salamander (Dicamptodon ensatus), as well as their habitats, biology and general behavior, the
importance of the species, their legal status, the general measures that are being implemented to conserve these
species as they relate to the project, the boundaries within which the project may be accomplished, notification
protocols in the event that a protected species is observed, and penalties for violation.
The training will include printed materials and an oral training session by a qualified biologist. Training sessions
will be provided as needed (e.g., as additional construction personnel begin work on the project). Thus, the
budget for Task 4 includes the development of printed training materials and up to 10 additional training
sessions. We will maintain a record of all personnel trained by the qualified biologist, and this record will be
made available to the City for compliance verification.
Contractor: H.T. Harvey and Associates Project Name: Saratoga to Sanborn Trail - Biological Compliance
Exhibit A-1 Page 4 of 8
66
H. T. HARVEY & ASSOCIATES
Task 5: Amphibian Pre-Activity Surveys and Construction Monitoring
Per the requirements of Mitigation Measures BIO-6 and BIO-7 of the MMRP, an H. T. Harvey & Associates
qualified biologist will conduct a pre-activity survey for California red-legged frogs and other special-status
amphibians and reptiles prior to the commencement of initial ground-disturbing activities within 100 feet of
any stream crossing, and remain on-site to monitor all initial ground-disturbing activities within this area.
For the purpose of this proposal, we have assumed that up to 15 days of construction monitoring may be
needed, and that the pre-activity surveys can be conducted on the mornings when work begins, for efficiency.
This task includes time for H. T. Harvey & Associates project manager to attend one meeting with the project
team, as well as a reasonable amount of time for coordination with the City if a protected species is observed
during the monitoring work.
Task 6a-c. Three-year Monitoring of Replaced Riparian Tree(s)
An H. T. Harvey & Associates qualified plant or restoration ecologist will assist the City in determining a
suitable place for the replacement tree, and will help the City procure local genotypes from a nursery for
planting. The City may wish to plant more than one tree to ensure survival of at least one for the three-year
period required by CEQA, and/or more tree replacement may be required by one of the permitting agencies
during that process. The ecologist will then visit the site annually for three years to monitor survivorship of the
tree and any other criteria required by the permits, summarizing the monitoring each year in an annual report.
The budget has been provided with a typical 3% rate escalation per year for this multi-year task.
Recommendations
The Project is located in a natural area, and it is likely that one or more biological constraints to work activities
may be detected during the pre-activity surveys described in the tasks above. To minimize the potential for
project delays, we recommend the following, as feasible:
x To minimize the potential for active bird nests to be present within or adjacent to work areas, which may
result in work delays and/or the need for biological monitoring, we recommend conducting vegetation
removal activities outside of the nesting season (i.e., from September 1 to January 31). If this is not possible,
we recommend scheduling vegetation removal work as early or late in the nesting season as possible (e.g.,
in February and/or July–August) when the fewest active nests are expected to be present.
x We recommend that the relocation of woodrat nest resources be scheduled to avoid the woodrat breeding
season (February to September) to minimize the potential that young dependent woodrats may be found
during the relocation process, which may result in a delay in the relocation work.
x If an active bat roost is detected during the pre-activity survey, Mitigation Measures BIO-9 and BIO-10
require eviction of bats in consultation with the CDFW, as well as the provision of alternate roosting
habitat, and also restrict the timing of bat eviction to certain months of the year. We recommend that (1)
the pre-activity survey for roosting bats take place at least 30 days prior to tree removal work to allow
Contractor: H.T. Harvey and Associates Project Name: Saratoga to Sanborn Trail - Biological Compliance
Exhibit A-1 Page 5 of 8
67
H. T. HARVEY & ASSOCIATES
sufficient time to evict bats before work begins; and (2) that tree removal work be scheduled to occur
during months of the year when bat eviction is permissible under the MMRP (i.e., between August 1 and
October 15 or between February 15 and March 15).
Assumptions and Limitations
x The City will arrange access to the work areas for all pre-activity surveys.
x The City will provide us with timely notification of work start dates so that the pre-activity surveys can be
conducted within the timelines described above.
x If active bird nests are detected during the pre-activity surveys (Task 1a), one or more additional site visits
may be needed to determine when these nests are no longer active and construction activities may proceed
without constraints due to the presence of nesting birds. We would be happy to provide these additional
services on a time and charges basis.
x Attendance at up to one meeting is anticipated. H. T. Harvey & Associates’ project manager will participate
in any additional Project meetings on a time-and-charges basis, if requested.
x The SAA issued by the CDFW may include additional requirements related to wildlife species that may
occur along the creeks. However, these requirements often vary between permits, and this scope of work
does not include compliance with additional CDFW requirements. If the SAA requires a much larger level
of effort than is described in the tasks above, additional surveys, and/or additional biological monitoring,
additional budget may be needed to comply with those requirements.
x Due to the low likelihood that an active bat roost will be detected during the pre-activity surveys described
in Task 3, we have not included tasks to exclude bats and provide alternate roosting habitat.
x If additional biological monitoring is needed than is included in this proposal, we estimate a per-diem daily
monitoring cost of approximately $2,000, assuming a 10-hour work day of the biologist (including driving
time).
x The scope assumes that a stand-alone mitigation and monitoring plan for the riparian tree placement or
restoration of temporary impacts will not be required, as impacts to the creeks are expected to be quite
minor. However, one or both agencies may request such a plan, in which case additional budget would be
required.
If any additional services are desired, we would be happy to provide a proposal for these services or bill them
at an hourly basis.
Contractor: H.T. Harvey and Associates Project Name: Saratoga to Sanborn Trail - Biological Compliance
Exhibit A-1 Page 6 of 8
68
Project Name: Saratoga to Sanborn Trail
Proposal Number: 4237
Date: 10/25/19
Staff Time Estimates
Personnel Hours by Task
Steve RottenbornPrincipal, Wildlife EcologyKelly HardwickePrincipal, Plant EcologyRobin CarleSenior Wildlife EcologistKim BrionesSenior Wildlife EcologistCraig FosdickWildlife EcologistMatt QuinnSenior Associate Restoration EcologistRyan HegstadRestoration EcologistGIS AnalystTechnical EditorTechnical Support124$ 118$$
Task 1a: Pre-Activity Surveys for Nesting Birds 14 2
Task 1b. Active Nest Monitoring 1
Task 2. San Francisco Dusky-footed Woodrat Surveys and Relocations 4
Task 3a. Daytime Pre-Activity Surveys for Roosting Bats
Task 3b. Nighttime Acoustic Surveys for Roosting Bats
Task 4: Prepare and Conduct WEAP 1
Task 5: Amphibian Pre-Activity Surveys and Construction Monitoring 41
Task 6a. Three-year Monitoring of Replaced Riparian Tree(s) (Year 1
and help in siting the replacement)411
Task 6b. Three-year Monitoring of Replaced Riparian Tree(s) (Year 2)411
Task 6c. Three-year Monitoring of Replaced Riparian Tree(s) (Year 3)411
Total Labor Hours 34 3 8
TOTAL COST 4,216$354$7$
Billing rates are subject to annual increases and will be adjusted at the beginning of each calendar year.
Task 154$ 234$ 136$270$ 260$ 197$ 178$
150
2324
2324
6630
416
30
150412
4
220
4,860$
1018
2,600$ 11,426$
58
13,528$ 68,376$
76 444
2,808$ 10,608$
12 78
324082
28
14 70
1216
Contractor: H.T. Harvey and Associates Project Name: Saratoga to Sanborn
Exhibit A-1
69
Professional Fees
Fees Effective January 1, 2020
Personnel Classification Hourly Billing Rate
Principal $ 260–297
Senior Associate Ecologist $ 234
Associate Ecologist $ 217
Senior Ecologist 2 $ 197
Senior Ecologist 1 $ 178
Ecologist 2 $ 154
Ecologist 1 $ 136
Field Biologist 2 $ 118
Field Biologist 1 $ 98
Senior GIS Analyst $ 145
GIS Analyst $ 124
Technical Editor $ 118
Technical Support $ 94
Clerical Support $ 78
Deposition and Testimony Two times standard rate
Subcontractual Consultants Cost plus 10%
Direct Expenses Cost plus 10%
Transportation Current IRS Federal
Standard Mileage Rate
(58¢ / mile as of January 2019)
Travel (Cost plus 10%) ~ $282/day (based on
federal per diem rate)
Field Equipment Operation Variable
Billing rates are subject to annual increases and will be adjusted at the beginning
of each calendar year.
Contractor: H.T. Harvey and Associates Project Name: Saratoga to Sanborn Trail - Biological Compliance
Exhibit A-1 Page 8 of 8
70
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
City of Saratoga Services Contract
Exhibit B – Insurance
7KHLQVXUDQFHUHTXLUHPHQWVOLVWHGEHORZWKDWKDYHDQ³9´LQGLFDWHGLQWKHVSDFHEHIRUHWKH
UHTXLUHPHQWDSSO\WRWKLVDJUHHPHQWWRJHWKHUZLWKWKHJHQHUDOUHTXLUHPHQWV
0RGLILFDWLRQVRUZDLYHUVWRWKHEHORZUHTXLUHPHQWVDUHVKRZQLQ([KLELW(
&RQWUDFWRUVKDOOSURYLGHLWVLQVXUDQFHEURNHU V DJHQW V ZLWKDFRS\RIWKHVHUHTXLUHPHQWVDQG
UHTXHVWWKDWWKH\SURYLGHFHUWLILFDWHVRILQVXUDQFHFRPSOHWHZLWKFRSLHVRIDOOUHTXLUHG
HQGRUVHPHQWVWR 5LVN0DQDJHU&LW\RI6DUDWRJD)UXLWYDOH$YHQXH6DUDWRJD&$
RUE\HPDLODWPWD\ORU#VDUDWRJDFDXVZLWKDFRS\WRWKH3ULPDU\5HSUHVHQWDWLYHOLVWHGLQ
VHFWLRQRQSDJH'XULQJWKHWHUPRIWKLVDJUHHPHQW&RQWUDFWRUVKDOOHQVXUHWKDWLWV
EURNHU V DJHQW V SURYLGHWKH5LVN0DQDJHUDQG3ULPDU\5HSUHVHQWDWLYHZLWKXSGDWHG
FHUWLILFDWHVRILQVXUDQFHUHIOHFWLQJFRQWLQXHGVDWLVIDFWLRQRIWKHUHTXLUHPHQWVRIWKLVDJUHHPHQW
WRJHWKHUZLWKXSGDWHGHQGRUVHPHQWVLQWKHHYHQWRIDFKDQJHLQWKHXQGHUO\LQJLQVXUDQFH
SROLF\ LHV
$OOHQGRUVHPHQWVVKDOOEHVLJQHGE\DSHUVRQDXWKRUL]HGE\WKDWLQVXUHUWRELQGFRYHUDJHRQLWV
EHKDOI&LW\KDVWKHULJKWWRUHTXLUH&RQWUDFWRU¶VLQVXUHUWRSURYLGHFRPSOHWHFHUWLILHGFRSLHVRI
DOOUHTXLUHGLQVXUDQFHSROLFLHV$VGHVFULEHGLQPRUHGHWDLOEHORZWKH&LW\LWVRIILFHUVRIILFLDOV
HPSOR\HHVDJHQWVDQGYROXQWHHUVDUHWREHFRYHUHGDVLQVXUHGV
$OOFHUWLILFDWHVDQGHQGRUVHPHQWVPXVWEHUHFHLYHGDQGDSSURYHGE\&LW\EHIRUHZRUN
FRPPHQFHV
,QVXUDQFH5HTXLUHPHQWV
&RPPHUFLDO*HQHUDO%XVLQHVV/LDELOLW\,QVXUDQFHZLWKFRYHUDJHDWOHDVWDVEURDGDVLQGLFDWHG
SHURFFXUUHQFHDJJUHJDWHOLPLWVIRUERGLO\LQMXU\DQGSURSHUW\
GDPDJH
&RYHUDJHIRU;&8KD]DUGV0867EHHYLGHQFHGRQWKH&HUWLILFDWHRI,QVXUDQFH
$XWR/LDELOLW\,QVXUDQFHZLWKFRYHUDJHDVLQGLFDWHG
FRPELQHGVLQJOHOLPLWIRUERGLO\LQMXU\DQGSURSHUW\GDPDJH
FRPELQHGVLQJOHOLPLWIRUERGLO\LQMXU\DQGSURSHUW\GDPDJH
*DUDJHNHHSHUV¶H[WUDOLDELOLW\HQGRUVHPHQWWRH[WHQGFRYHUDJHWRDOOYHKLFOHVLQWKH
FDUHFXVWRG\DQGFRQWURORIWKH&RQWUDFWRUUHJDUGOHVVRIZKHUHWKHYHKLFOHVDUHNHSW
RUGULYHQ
3URIHVVLRQDO(UURUVDQG2PLVVLRQV/LDELOLW\ ³( 2´ ZLWKFRYHUDJHDVLQGLFDWHG
SHUORVVDJJUHJDWH
SHUORVVDJJUHJDWH
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
✔
✔
✔
71
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
:RUNHUV
&RPSHQVDWLRQDVUHTXLUHGE\WKH6WDWHRI&DOLIRUQLDZLWKVWDWXWRU\OLPLWVDQG
(PSOR\HU¶V/LDELOLW\,QVXUDQFHZLWKDOLPLWRIQROHVVWKDQSHUDFFLGHQWIRU
ERGLO\LQMXU\RUGLVHDVH
The Employer's Liability policy shall be endorsed to waive any right of subrogation against
the City, its employees or agents.
$OOVXEFRQWUDFWRUVXVHGPXVWFRPSO\ZLWKWKHDERYHUHTXLUHPHQWVH[FHSWDVQRWHGEHORZ
*HQHUDO5HTXLUHPHQWV
$VWRDOORIWKHFKHFNHGLQVXUDQFHUHTXLUHPHQWVDERYHWKHIROORZLQJVKDOODSSO\
1. Insurance Provisions. 7KHSROLFLHVDUHWRFRQWDLQRUEHHQGRUVHGWRFRQWDLQWKH
IROORZLQJSURYLVLRQV
x 7KH&LW\LWVRIILFHUVRIILFLDOVHPSOR\HHVDJHQWVDQGYROXQWHHUV HDFKDQ³DGGLWLRQDO
LQVXUHG´ DUHWREHFRYHUHGDVLQVXUHGVZLWKWKHVDPHFRYHUDJHDQGOLPLWVDYDLODEOHWRWKH
QDPHGLQVXUHGUHJDUGLQJ OLDELOLW\DULVLQJRXWRIDFWLYLWLHVSHUIRUPHGE\RURQEHKDOIRI
WKH&RQVXOWDQW SUHPLVHVRZQHGRFFXSLHGRUXVHGE\WKH&RQVXOWDQW RUDXWRPRELOHV
RZQHGOHDVHGKLUHGRUERUURZHGE\WKH&RQVXOWDQW7KHFRYHUDJHVKDOOFRQWDLQQR
VSHFLDOOLPLWDWLRQVRQWKHVFRSHRIWKHSURWHFWLRQDIIRUGHGWRWKH&LW\LWVRIILFHUV
RIILFLDOVHPSOR\HHVDJHQWVRUYROXQWHHUV$Q\DYDLODEOHLQVXUDQFHSURFHHGVEURDGHU
WKDQRULQH[FHVVRIWKHPLQLPXPLQVXUDQFHFRYHUDJHUHTXLUHPHQWVDQGRUOLPLWVVSHFLILHG
LQWKLVDJUHHPHQWVKDOOEHDYDLODEOHWRWKHDGGLWLRQDOLQVXUHG7KHUHTXLUHPHQWVIRU
FRYHUDJHDQGOLPLWVVKDOOEH WKHPLQLPXPFRYHUDJHDQGOLPLWVVSHFLILHGLQWKLV
DJUHHPHQW RU WKHEURDGHUFRYHUDJHDQGPD[LPXPOLPLWVRIFRYHUDJHRIDQ\LQVXUDQFH
SROLF\RUSURFHHGVDYDLODEOHWRWKHQDPHGLQVXUHG ZKLFKHYHULVJUHDWHU7KHDGGLWLRQDO
LQVXUHGFRYHUDJHXQGHU&RQVXOWDQW¶VSROLF\VKDOOEH
SULPDU\DQGQRQFRQWULEXWRU\DQG
ZLOOQRWVHHNFRQWULEXWLRQIURPWKH&LW\¶VLQVXUDQFHRUVHOILQVXUDQFHDQGVKDOOEHDWOHDVW
DVEURDGDV&*7KLVUHTXLUHPHQWGRHVQRWDSSO\WRHUURUVDQGRPLVVLRQV
LQVXUDQFH
x $Q\IDLOXUHWRFRPSO\ZLWKUHSRUWLQJSURYLVLRQVRIWKHSROLFLHVVKDOOQRWDIIHFWFRYHUDJH
SURYLGHGWRWKH&LW\LWVRIILFHUVRIILFLDOVHPSOR\HHVRUYROXQWHHUV
x 7KH&RQVXOWDQW¶VLQVXUDQFHVKDOODSSO\VHSDUDWHO\WRHDFKLQVXUHGDJDLQVWZKRPFODLPLV
PDGHRUVXLWLVEURXJKWH[FHSWZLWKUHVSHFWWRWKHOLPLWVRIWKHLQVXUHU
VOLDELOLW\
2. Deductibles and Self Insured Retentions. $Q\GHGXFWLEOHVRUVHOILQVXUHGUHWHQWLRQV
PXVWEHGHFODUHGWRDQGDSSURYHGE\WKH&LW\$WWKHRSWLRQRIWKH&LW\HLWKHU WKHLQVXUHU
VKDOOUHGXFHRUHOLPLQDWHVXFKGHGXFWLEOHVRUVHOILQVXUHGUHWHQWLRQVDVUHVSHFWVWKH&LW\LWV
RIILFHUVRIILFLDOVDQGHPSOR\HHV RU WKH&RQVXOWDQWVKDOOSURFXUHDERQGJXDUDQWHHLQJ
SD\PHQWRIORVVHVDQGUHODWHGLQYHVWLJDWLRQVFODLPDGPLQLVWUDWLRQDQGGHIHQVHH[SHQVHV7KH
OLPLWVRILQVXUDQFHUHTXLUHGLQWKLVDJUHHPHQWPD\EHVDWLVILHGE\DFRPELQDWLRQRISULPDU\DQG
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
✔
72
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
XPEUHOODRUH[FHVVLQVXUDQFH$Q\XPEUHOODRUH[FHVVLQVXUDQFHVKDOOFRQWDLQRUEHHQGRUVHGWR
FRQWDLQDSURYLVLRQWKDWVXFKFRYHUDJHVKDOODOVRDSSO\RQDSULPDU\DQGQRQFRQWULEXWRU\EDVLV
IRUWKHEHQHILWRI&LW\ LIDJUHHGWRLQDZULWWHQFRQWUDFWRUDJUHHPHQW EHIRUHWKH&LW\¶VRZQ
LQVXUDQFHRUVHOILQVXUDQFHVKDOOEHFDOOHGXSRQWRSURWHFWLWDVDQDPHGLQVXUHG
3. Waiver of Subrogation.&RQVXOWDQWKHUHE\JUDQWVWR&LW\DZDLYHURIDQ\ULJKWWR
VXEURJDWLRQZKLFKDQ\LQVXUHURI&RQVXOWDQWPD\DFTXLUHDJDLQVW&LW\E\YLUWXHRIWKHSD\PHQW
RIDQ\ORVVXQGHUVXFKLQVXUDQFH&RQVXOWDQWDJUHHVWRREWDLQDQ\HQGRUVHPHQWWKDWPD\EH
QHFHVVDU\WRHIIHFWWKLVZDLYHURIVXEURJDWLRQEXWWKLVSURYLVLRQDSSOLHVUHJDUGOHVVRIZKHWKHU
&LW\KDVUHFHLYHGDZDLYHURIVXEURJDWLRQHQGRUVHPHQWIURPWKHLQVXUHU
4. Verification of Coverage.&RQVXOWDQWVKDOOIXUQLVKWKH&LW\ZLWKRULJLQDOFHUWLILFDWHVDQG
DPHQGDWRU\HQGRUVHPHQWVHIIHFWLQJFRYHUDJHUHTXLUHGE\WKLV([KLELW$OOFHUWLILFDWHVDQG
HQGRUVHPHQWVDUHWREHUHFHLYHGDQGDSSURYHGE\WKH&LW\EHIRUHZRUNFRPPHQFHV7KH&LW\
UHVHUYHVWKHULJKWWRUHTXLUHDWDQ\WLPHFRPSOHWHFHUWLILHGFRSLHVRIDOOUHTXLUHGLQVXUDQFH
SROLFLHVLQFOXGLQJHQGRUVHPHQWVHIIHFWLQJWKHFRYHUDJHUHTXLUHGE\WKHVHVSHFLILFDWLRQVDQG
IDLOXUHWRH[HUFLVHWKLVULJKWVKDOOQRWFRQVWLWXWHDZDLYHURIDQ\RI&LW\¶VULJKWVSXUVXDQWWRWKLV
DJUHHPHQW
5. Maintenance of Coverage.&RQVXOWDQWVKDOOQRWFDQFHODVVLJQRUFKDQJHDQ\SROLF\RI
LQVXUDQFHUHTXLUHGE\WKLVDJUHHPHQWRUHQJDJHLQDQ\DFWRURPLVVLRQWKDWZLOOFDXVHLWVLQVXUHU
WRFDQFHODQ\LQVXUDQFHSROLF\UHTXLUHGE\WKLVDJUHHPHQWH[FHSWDIWHUSURYLGLQJGD\VSULRU
QRWLFHWRWKH&LW\,IDQLQVXUDQFHSROLF\UHTXLUHGE\WKLVDJUHHPHQWLVXQLODWHUDOO\FDQFHOOHGRU
FKDQJHGE\WKHLQVXUHU&RQVXOWDQWVKDOOLPPHGLDWHO\SURYLGHZULWWHQQRWLFHWRWKH&LW\DQG
REWDLQVXEVWLWXWHLQVXUDQFHPHHWLQJWKHUHTXLUHPHQWVRIWKLVDJUHHPHQW1RWKLQJLQWKLV
SDUDJUDSKUHOLHYHV&RQVXOWDQWRILWVREOLJDWLRQWRPDLQWDLQDOOLQVXUDQFHUHTXLUHGE\WKLV
DJUHHPHQWDWDOOWLPHVGXULQJWKHWHUPRIWKHDJUHHPHQW
6. Claims Made Policies.,IDQ\RIWKHUHTXLUHGSROLFLHVSURYLGHFODLPVPDGHFRYHUDJH
WKHFRYHUDJHVKDOOEHPDLQWDLQHGIRUDSHULRGRIILYH\HDUVDIWHUFRPSOHWLRQRIWKHFRQWUDFW
&RQVXOWDQWPD\VDWLVI\WKLVUHTXLUHPHQWE\UHQHZDORIH[LVWLQJFRYHUDJHRUSXUFKDVHRIHLWKHU
SULRUDFWVRUWDLOFRYHUDJHDSSOLFDEOHWRVDLGILYH\HDUSHULRG
7. Acceptability of Insurers.,QVXUDQFHLVWREHSODFHGZLWKLQVXUHUVZLWKD%HVW¶VUDWLQJRI
QROHVVWKDQ$ 9,,
8. Subcontractors&RQVXOWDQWDJUHHVWRLQFOXGHZLWKDOOVXEFRQWUDFWRUVLQWKHLUVXEFRQWUDFW
WKHVDPHUHTXLUHPHQWVDQGSURYLVLRQVRIWKLVDJUHHPHQWLQFOXGLQJWKHLQGHPQLW\DQGLQVXUDQFH
UHTXLUHPHQWVWRWKHH[WHQWWKH\DSSO\WRWKHVFRSHRIWKHVXEFRQWUDFWRU
VZRUN6XEFRQWUDFWRUV
KLUHGE\&RQVXOWDQWVKDOODJUHHWREHERXQGWR&RQVXOWDQWDQG&LW\LQWKHVDPHPDQQHUDQGWRWKH
VDPHH[WHQWDV&RQVXOWDQWLVERXQGWRWKH&LW\XQGHUWKLVDJUHHPHQW6XEFRQWUDFWRUVVKDOOIXUWKHU
DJUHHWRLQFOXGHWKHVHVDPHSURYLVLRQVZLWKDQ\VXEVXEFRQWUDFWRU&RQVXOWDQWVKDOOSURYLGH
VXEFRQWUDFWRUZLWKDFRS\RIWKHLQGHPQLW\DQGLQVXUDQFHSURYLVLRQVRIWKLVDJUHHPHQWDVDSDUW
RI&RQVXOWDQW¶VVXEFRQWUDFWZLWKVXEFRQWUDFWRU&RQVXOWDQWVKDOOUHTXLUHDOOVXEFRQWUDFWRUVWR
SURYLGHDYDOLGFHUWLILFDWHRILQVXUDQFHDQGWKHUHTXLUHGHQGRUVHPHQWVLQFOXGHGLQWKHDJUHHPHQW
SULRUWRFRPPHQFHPHQWRIDQ\ZRUNDQGZLOOSURYLGHSURRIRIFRPSOLDQFHWRWKH&LW\
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
73
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
9. Special Risks or Circumstances.&LW\UHVHUYHVWKHULJKWWRPRGLI\WKHVHUHTXLUHPHQWV
LQFOXGLQJOLPLWVEDVHGRQWKHQDWXUHRIWKHULVNSULRUH[SHULHQFHLQVXUHUFRYHUDJHRURWKHU
VSHFLDOFLUFXPVWDQFHV
-End of Exhibit B-
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
74
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
City of Saratoga Services Contract
Exhibit C – General Provisions
1. INDEPENDENT CONTRACTOR. &LW\UHTXLUHVWKHVHUYLFHVRIDTXDOLILHGFRQVXOWDQW
WRSURYLGHWKHZRUNSURGXFWGHVFULEHGLQ([KLELW$EHFDXVHLWODFNVWKHTXDOLILHG
SHUVRQQHOWRSURYLGHWKHVSHFLILHGZRUNSURGXFW&RQVXOWDQWLVTXDOLILHGWRSURYLGHWKH
UHTXLUHGZRUNSURGXFWDQGLVDJUHHDEOHWRSURYLGLQJVXFKZRUNSURGXFWRQWKHWHUPVDQG
FRQGLWLRQVLQWKLVDJUHHPHQW
1.1 In General$WDOOWLPHVGXULQJWKHWHUPRIWKLVDJUHHPHQW&RQVXOWDQWVKDOOEH
DQLQGHSHQGHQWFRQWUDFWRUDQGVKDOOQRWEHDQHPSOR\HHRI&LW\&RQVXOWDQWVKDOO
FRPSOHWHWKH6FRSHRI:RUNKHUHXQGHULQDFFRUGDQFHZLWKFXUUHQWO\DSSURYHG
PHWKRGVDQGSUDFWLFHVLQ&RQVXOWDQW
VILHOG1RUHODWLRQVKLSRIHPSOR\HUDQG
HPSOR\HHLVFUHDWHGE\WKLVDJUHHPHQWEHWZHHQWKH&LW\DQG&RQVXOWDQWRUDQ\
VXEFRQWUDFWRURUHPSOR\HHRI&RQVXOWDQW&LW\VKDOOKDYHWKHULJKWWRFRQWURO
&RQVXOWDQWRQO\ZLWKUHVSHFWWRVSHFLI\LQJWKHUHVXOWVWREHREWDLQHGIURP
&RQVXOWDQWSXUVXDQWWRWKLVDJUHHPHQW&LW\VKDOOQRWKDYHWKHULJKWWRFRQWUROWKH
PHDQVE\ZKLFK&RQVXOWDQWDFFRPSOLVKHVVHUYLFHVUHQGHUHGSXUVXDQWWRWKLV
DJUHHPHQW$Q\WHUPVLQWKLVDJUHHPHQWUHIHUULQJWRGLUHFWLRQIURP&LW\VKDOOEH
FRQVWUXHGDVSURYLGLQJIRUGLUHFWLRQDVWRSROLF\DQGWKHUHVXOWRIWKH&RQVXOWDQW¶V
ZRUNRQO\DQGQRWDVWRWKHPHDQVE\ZKLFKVXFKDUHVXOWLVREWDLQHG
1.2 Non-Exclusive Contract.1RWKLQJFRQWDLQHGLQWKLVDJUHHPHQWVKDOOEH
FRQVWUXHGDVOLPLWLQJWKHULJKWRI&RQVXOWDQWWRHQJDJHLQ&RQVXOWDQW
VSURIHVVLRQ
VHSDUDWHDQGDSDUWIURPWKLVDJUHHPHQWVRORQJDVVXFKDFWLYLWLHVGRQRWLQWHUIHUH
RUFRQIOLFWZLWKWKHSHUIRUPDQFHE\&RQVXOWDQWRIWKHREOLJDWLRQVVHWIRUWKLQWKLV
DJUHHPHQW,QWHUIHUHQFHRUFRQIOLFWZLOOEHGHWHUPLQHGDWWKHVROHGLVFUHWLRQRIWKH
&LW\
1.3 Standard of Care.&RQVXOWDQWVKDOOFRPSOHWHWKH6FRSHRI:RUNUHTXLUHG
SXUVXDQWWRWKLVDJUHHPHQWLQWKHPDQQHUDQGDFFRUGLQJWRWKHVWDQGDUGVREVHUYHG
E\DFRPSHWHQWSUDFWLWLRQHURIWKHSURIHVVLRQLQZKLFK&RQVXOWDQWLVHQJDJHGLQ
WKHJHRJUDSKLFDODUHDLQZKLFK&RQVXOWDQWSUDFWLFHVLWVSURIHVVLRQ$OOZRUN
SURGXFWRIZKDWVRHYHUQDWXUHZKLFK&RQVXOWDQWGHOLYHUVWR&LW\SXUVXDQWWRWKLV
DJUHHPHQWVKDOOEHSUHSDUHGLQDVXEVWDQWLDOILUVWFODVVDQGZRUNPDQOLNHPDQQHU
DQGFRQIRUPWRWKHVWDQGDUGVRITXDOLW\QRUPDOO\REVHUYHGE\DSHUVRQSUDFWLFLQJ
LQ&RQVXOWDQW¶VSURIHVVLRQ
1.4 Qualifications.&RQVXOWDQWUHSUHVHQWVDQGZDUUDQWVWR&LW\WKDWWKH&RQVXOWDQWLV
TXDOLILHGWRSHUIRUPWKHVHUYLFHVDVFRQWHPSODWHGE\WKLVDJUHHPHQWDQGWKDWDOO
ZRUNSHUIRUPHGXQGHUWKLVDJUHHPHQWVKDOOEHSHUIRUPHGRQO\E\SHUVRQQHOXQGHU
WKHVXSHUYLVLRQRIWKH&RQVXOWDQWDVDQHPSOR\HHRULIDXWKRUL]HGE\WKH6FRSHRI
:RUNDVXEFRQWUDFWRU$OOSHUVRQQHOHQJDJHGLQWKHZRUNVKDOOEHIXOO\TXDOLILHG
DQGVKDOOEHDXWKRUL]HGOLFHQVHGDQGFHUWLILHGXQGHUVWDWHDQGORFDOODZWRSHUIRUP
VXFKZRUNLIDXWKRUL]DWLRQOLFHQVLQJRUFHUWLILFDWLRQLVUHTXLUHG7KH&RQVXOWDQW
VKDOOFRPPLWDGHTXDWHUHVRXUFHVDQGWLPHWRFRPSOHWHWKHSURMHFWZLWKLQWKH
SURMHFWVFKHGXOHVSHFLILHGLQWKLVDJUHHPHQW
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
75
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
1.5 Use of City Equipment.&LW\VKDOOQRWEHUHVSRQVLEOHIRUDQ\GDPDJHWRSHUVRQV
RUSURSHUW\DVDUHVXOWRIWKHXVHPLVXVHRUIDLOXUHRIDQ\HTXLSPHQWXVHGE\
&RQVXOWDQWRUE\DQ\RILWVHPSOR\HHVHYHQWKRXJKVXFKHTXLSPHQWEHIXUQLVKHG
UHQWHGRUORDQHGWR&RQVXOWDQWE\&LW\
1.6 Payment of Taxes and Other Expenses.6KRXOG&LW\LQLWVGLVFUHWLRQRUD
UHOHYDQWWD[LQJDXWKRULW\LQFOXGLQJEXWQRWOLPLWHGWRWKH,QWHUQDO5HYHQXH
6HUYLFHRUWKH6WDWH(PSOR\PHQW'HYHORSPHQW'LYLVLRQGHWHUPLQHWKDWWKH
&RQVXOWDQWLVDQHPSOR\HHIRUSXUSRVHVRIFROOHFWLRQRIDQ\HPSOR\PHQWWD[HV
WKHDPRXQWVSD\DEOHXQGHUWKLVDJUHHPHQWVKDOOEHUHGXFHGE\DPRXQWVHTXDOWR
ERWKWKHHPSOR\HHDQGHPSOR\HUSRUWLRQVRIWKHWD[GXH DQGRIIVHWWLQJDQ\
FUHGLWVIRUDPRXQWVDOUHDG\SDLGE\WKH&RQVXOWDQWZKLFKFDQEHDSSOLHGDJDLQVW
WKLVOLDELOLW\ &LW\VKDOOWKHQIRUZDUGWKRVHDPRXQWVWRWKHUHOHYDQWWD[LQJ
DXWKRULW\6KRXOGDUHOHYDQWWD[LQJDXWKRULW\GHWHUPLQHDOLDELOLW\IRUSDVW
VHUYLFHVSHUIRUPHGE\WKH&RQVXOWDQWIRU&LW\XSRQQRWLILFDWLRQRIVXFKIDFWE\
WKH&LW\WKH&RQVXOWDQWVKDOOSURPSWO\UHPLWVXFKDPRXQWGXHRUDUUDQJHZLWKWKH
&LW\WRKDYHWKHDPRXQWGXHZLWKKHOGIURPIXWXUHSD\PHQWVWRWKH&RQVXOWDQW
XQGHUWKLVDJUHHPHQW DJDLQRIIVHWWLQJDQ\DPRXQWVDOUHDG\SDLGE\WKH
&RQVXOWDQWZKLFKFDQEHDSSOLHGDVDFUHGLWDJDLQVWVXFKOLDELOLW\ $Q\
GHWHUPLQDWLRQRIHPSOR\PHQWVWDWXVDERYHVKDOOEHVROHO\IRUWKHSXUSRVHVRIWKH
SDUWLFXODUWD[LQTXHVWLRQDQGIRUDOORWKHUSXUSRVHVRIWKLVDJUHHPHQW7KH
&RQVXOWDQWVKDOOQRWEHFRQVLGHUHGDQHPSOR\HHRI&LW\1RWZLWKVWDQGLQJWKH
IRUHJRLQJVKRXOGDQ\FRXUWDUELWUDWRURUDGPLQLVWUDWLYHDXWKRULW\GHWHUPLQHWKDW
WKH&RQVXOWDQWLVDQHPSOR\HHIRUDQ\RWKHUSXUSRVHWKHQWKH&RQVXOWDQWDJUHHVWR
DUHGXFWLRQLQWKH&LW\
VILQDQFLDOOLDELOLW\VRWKDWWKH&LW\
VWRWDOH[SHQVHVXQGHU
WKLVDJUHHPHQWDUHQRWJUHDWHUWKDQWKH\ZRXOGKDYHEHHQKDGWKHFRXUWDUELWUDWRU
RUDGPLQLVWUDWLYHDXWKRULW\GHWHUPLQHGWKDWWKH&RQVXOWDQWZDVQRWDQHPSOR\HH
2. COMMUNICATION AND NOTICES7KH$GPLQLVWUDWRUGHVLJQDWHGLQVHFWLRQRQ
SDJHRIWKLVDJUHHPHQWLVDXWKRUL]HGWRUHFHLYHLQIRUPDWLRQLQWHUSUHWDQGGHILQH&LW\
V
SROLFLHVFRQVLVWHQWZLWKWKLVDJUHHPHQWDQGFRPPXQLFDWHZLWK&RQVXOWDQWFRQFHUQLQJ
WKLVDJUHHPHQW$OOFRUUHVSRQGHQFHDQGRWKHUFRPPXQLFDWLRQVVKDOOEHGLUHFWHGWRRU
WKURXJKWKH$GPLQLVWUDWRURUWKH$GPLQLVWUDWRU¶VGHVLJQHH
2.1 In General.$OOQRWLFHVRUFRPPXQLFDWLRQFRQFHUQLQJDSDUW\
VFRPSOLDQFHZLWK
WKHWHUPVRIWKLVDJUHHPHQWVKDOOEHLQZULWLQJDQGPD\EHJLYHQHLWKHUSHUVRQDOO\
E\FHUWLILHGPDLOUHWXUQUHFHLSWUHTXHVWHGRUE\RYHUQLJKWH[SUHVVFDUULHU7KH
QRWLFHVKDOOEHGHHPHGWRKDYHEHHQJLYHQDQGUHFHLYHGRQWKHGDWHGHOLYHUHGLQ
SHUVRQRUWKHGDWHXSRQZKLFKWKHSRVWDODXWKRULW\RURYHUQLJKWH[SUHVVFDUULHU
LQGLFDWHVWKDWWKHPDLOLQJZDVGHOLYHUHGWRWKHDGGUHVVRIWKHUHFHLYLQJSDUW\7KH
SDUWLHVVKDOOPDNHJRRGIDLWKHIIRUWVWRSURYLGHDGYDQFHFRXUWHV\QRWLFHRIDQ\
QRWLFHVRUFRPPXQLFDWLRQVKHUHXQGHUYLDHPDLO+RZHYHUXQGHUQR
FLUFXPVWDQFHVVKDOOVXFKFRXUWHV\QRWLFHVDWLVI\WKHQRWLFHUHTXLUHPHQWVVHWIRUWK
DERYH QRUVKDOOODFNRIVXFKFRXUWHV\QRWLFHDIIHFWWKHYDOLGLW\RIVHUYLFHSXUVXDQW
WRWKHQRWLFHUHTXLUHPHQWVHWIRUWKDERYH
2.2 Addresses for Notice.1RWLFHVRUFRPPXQLFDWLRQVVKDOOEHJLYHQWRWKHSDUWLHVDW
WKHDGGUHVVHVVHWIRUWKLQVHFWLRQ ³&RQWUDFW$GPLQLVWUDWLRQ´ XQOHVVRWKHUZLVH
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
76
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
GHVLJQDWHGLQDZULWWHQQRWLFHWRWKHRWKHUSDUW\,QDGGLWLRQQRWLFHVWR&LW\VKDOO
EHFRSLHGWR
-DPHV/LQGVD\
&LW\0DQDJHU
&LW\RI6DUDWRJD
)UXLWYDOH$YHQXH
6DUDWRJD&$
'HEELH%UHWVFKQHLGHU
&LW\&OHUN
&LW\RI6DUDWRJD
)UXLWYDOH$YHQXH
6DUDWRJD&$
7KHVHFRSLHVVKDOOQRWFRQVWLWXWHQRWLFH
2.3 Change of Address.$Q\SDUW\KHUHWRE\JLYLQJWHQ GD\VZULWWHQQRWLFHWR
WKHRWKHUPD\GHVLJQDWHDQ\RWKHUDGGUHVVDVVXEVWLWXWLRQRIWKHDGGUHVVWRZKLFK
WKHQRWLFHRUFRPPXQLFDWLRQVKDOOEHJLYHQ
3. PAYMENT. 7KHSD\PHQWVVSHFLILHGLQWKLVSDUDJUDSKVKDOOEHWKHRQO\SD\PHQWVWREH
PDGHWR&RQVXOWDQWLQFRQQHFWLRQZLWK&RQVXOWDQW¶VFRPSOHWLRQRIWKH6FRSHRI:RUN
SXUVXDQWWRWKLVDJUHHPHQW5HLPEXUVDEOHH[SHQVHVVKDOOEHELOOHGRQO\DWWKHLUDFWXDO
FRVW&RQVXOWDQWVKDOOVXEPLWDOOELOOLQJVWR&LW\DQG&LW\VKDOOSD\VXFKELOOLQJVLQWKH
PDQQHUVSHFLILHGLQWKLVSDUDJUDSK3D\PHQWVKDOOEHPDGHSD\DEOHWR&RQVXOWDQWDQG
GHOLYHUHGWRWKHDGGUHVVVSHFLILHGLQVHFWLRQRQSDJHRIWKLVDJUHHPHQW7KHPDNLQJ
RIDQ\SD\PHQWE\&LW\RUWKHUHFHLSWWKHUHRIE\WKH&RQVXOWDQWVKDOOLQQRZD\OHVVHQ
WKHOLDELOLW\RIWKH&RQVXOWDQWWRFRUUHFWRUUHYLVHXQVDWLVIDFWRU\ZRUNHYHQWKRXJKWKH
XQVDWLVIDFWRU\FKDUDFWHURIVXFKZRUNPD\QRWKDYHEHHQDSSDUHQWRUGHWHFWHGDWWKHWLPH
VXFKSD\PHQWZDVPDGH&LW\PD\ZLWKKROGSD\PHQWWR&RQVXOWDQWLQDQ\LQVWDQFHLQ
ZKLFKWKH&RQVXOWDQWKDVIDLOHGRUUHIXVHGWRVDWLVI\DQ\PDWHULDOREOLJDWLRQSURYLGHGIRU
LQWKLVDJUHHPHQW,QQRHYHQWVKDOO&LW\EHOLDEOHIRULQWHUHVWRUODWHFKDUJHVIRUDQ\ODWH
SD\PHQWV
3.1 Time and Materials.,IWKLVFRQWUDFWLVGHVLJQDWHGDVD7LPHDQG0DWHULDOV
FRQWUDFWLQYRLFLQJDQGSD\PHQWVKDOOEHDVIROORZV
(a)&RQVXOWDQWVKDOOVXEPLWLQYRLFHVQRWPRUHRIWHQWKDQRQFHDPRQWKGXULQJ
WKHWHUPRIWKLVDJUHHPHQWEDVHGRQWKHFRVWIRUZRUNSHUIRUPHGLQ
DFFRUGDQFHZLWKWKH5DWH6FKHGXOHLQWKH6FRSHRI:RUNDQGDXWKRUL]HG
UHLPEXUVDEOHH[SHQVHVLQFXUUHGSULRUWRWKHLQYRLFHGDWH,QYRLFHVVKDOO
FRQWDLQWKHIROORZLQJLQIRUPDWLRQ
(i)6HULDOLGHQWLILFDWLRQVRIELOOVLH%LOO1R
(ii)7KHEHJLQQLQJDQGHQGLQJGDWHVRIWKHELOOLQJSHULRG
(iii)$VXPPDU\FRQWDLQLQJWKHWRWDOFRQWUDFWDPRXQWWKHDPRXQWRI
SULRUELOOLQJVWKHWRWDOGXHWKLVSHULRGSHUFHQWDJHRIZRUN
FRPSOHWHGWKHUHPDLQLQJEDODQFHDYDLODEOHIRUDOOUHPDLQLQJ
ELOOLQJSHULRGVDQGDEULHIGHVFULSWLRQRIZRUNFRPSOHWHGGXULQJ
WKHELOOLQJSHULRG
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
77
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
(b)&LW\VKDOOPDNHPRQWKO\SD\PHQWVEDVHGRQVXFKLQYRLFHVIRU
VDWLVIDFWRU\SURJUHVVLQFRPSOHWLRQRIWKH6FRSHRI:RUNDQGIRU
DXWKRUL]HGUHLPEXUVDEOHH[SHQVHVLQFXUUHG
3.2 Lump Sum.,IWKLVFRQWUDFWLVGHVLJQDWHGDVD/XPS6XPFRQWUDFWRQSDJH
IROORZLQJFRPSOHWLRQRIWKHZRUN&RQVXOWDQWVKDOOVXEPLWDVLQJOHLQYRLFH
FRQWDLQLQJWKHEHJLQQLQJDQGHQGLQJGDWHVRIWKHELOOLQJSHULRGDQGWKHWRWDO
FRQWUDFWDPRXQW&LW\VKDOOPDNHDVLQJOHSD\PHQWEDVHGRQVXFKLQYRLFHIRU
VDWLVIDFWRU\FRPSOHWLRQRIWKH6FRSHRI:RUN
4. CONTRACTOR NOT AGENT.([FHSWDV&LW\PD\VSHFLI\LQZULWLQJ&RQVXOWDQW
VKDOOKDYHQRDXWKRULW\H[SUHVVRULPSOLHGWRDFWRQEHKDOIRI&LW\LQDQ\FDSDFLW\
ZKDWVRHYHUDVDQDJHQW&RQVXOWDQWVKDOOKDYHQRDXWKRULW\H[SUHVVRULPSOLHGSXUVXDQW
WRWKLVDJUHHPHQWWRELQG&LW\WRDQ\REOLJDWLRQZKDWVRHYHU
5. BENEFITS AND TAXES. &RQVXOWDQWVKDOOQRWKDYHDQ\FODLPXQGHUWKLVDJUHHPHQWRU
RWKHUZLVHDJDLQVW&LW\IRUVHQLRULW\YDFDWLRQWLPHYDFDWLRQSD\VLFNOHDYHSHUVRQDOWLPH
RIIRYHUWLPHKHDOWKLQVXUDQFHPHGLFDOFDUHKRVSLWDOFDUHLQVXUDQFHEHQHILWVVRFLDO
VHFXULW\GLVDELOLW\XQHPSOR\PHQWZRUNHUVFRPSHQVDWLRQRUHPSOR\HHEHQHILWVRIDQ\
NLQG&RQVXOWDQWVKDOOEHVROHO\OLDEOHIRUDQGREOLJDWHGWRSD\GLUHFWO\DOODSSOLFDEOH
WD[HVLQFOXGLQJEXWQRWOLPLWHGWRIHGHUDODQGVWDWHLQFRPHWD[HVDQGLQFRQQHFWLRQ
WKHUHZLWK&RQVXOWDQWVKDOOLQGHPQLI\DQGKROG&LW\KDUPOHVVIURPDQ\DQGDOOOLDELOLW\
WKDW&LW\PD\LQFXUEHFDXVHRI&RQVXOWDQW
VIDLOXUHWRSD\VXFKWD[HV&LW\VKDOOKDYHQR
REOLJDWLRQZKDWVRHYHUWRSD\RUZLWKKROGDQ\WD[HVRQEHKDOIRI&RQVXOWDQW
6. ASSIGNMENT PROHIBITED.7KHVHUYLFHVWREHSHUIRUPHGE\WKH&RQVXOWDQWDUH
SHUVRQDOLQFKDUDFWHUDQGQRSDUW\WRWKLVDJUHHPHQWPD\DVVLJQDQ\ULJKWRUREOLJDWLRQ
XQGHUWKLVDJUHHPHQW$Q\DWWHPSWHGRUSXUSRUWHGDVVLJQPHQWRIDQ\ULJKWRUREOLJDWLRQ
XQGHUWKLVDJUHHPHQWVKDOOEHYRLGDQGRIQRHIIHFW+RZHYHUZLWKWKHFRQVHQWRIWKH
&LW\JLYHQLQZULWLQJ&RQVXOWDQWLVHQWLWOHGWRVXEFRQWUDFWVXFKSRUWLRQVRIWKHZRUNWREH
SHUIRUPHGXQGHUWKLVDJUHHPHQWDVPD\EHVSHFLILHGE\&LW\
7. PERSONNEL.&RQVXOWDQWVKDOODVVLJQRQO\FRPSHWHQWSHUVRQQHOWRFRPSOHWHWKH6FRSH
RI:RUNSXUVXDQWWRWKLVDJUHHPHQW,QWKHHYHQWWKDW&LW\LQLWVVROHGLVFUHWLRQDWDQ\
WLPHGXULQJWKHWHUPRIWKLVDJUHHPHQWGHVLUHVWKHUHPRYDORIDQ\VXFKSHUVRQV
&RQVXOWDQWVKDOOLPPHGLDWHO\XSRQUHFHLYLQJQRWLFHIURPFLW\RIVXFKGHVLUHRI&LW\
FDXVHWKHUHPRYDORIVXFKSHUVRQRUSHUVRQVIURPZRUNLQFRQQHFWLRQZLWKWKH6FRSHRI
:RUN
8. CONFLICT OF INTEREST.
8.1 In General.&RQVXOWDQWXQGHUVWDQGVWKDWLWVSURIHVVLRQDOUHVSRQVLELOLW\LVVROHO\
WR&LW\&RQVXOWDQWUHSUHVHQWVDQGZDUUDQWVWKDWLWSUHVHQWO\KDVQRLQWHUHVWDQG
ZLOOQRWDFTXLUHDQ\GLUHFWRULQGLUHFWLQWHUHVWWKDWZRXOGFRQIOLFWZLWKLWV
SHUIRUPDQFHRIWKLVDJUHHPHQW&RQVXOWDQWVKDOOQRWHPSOR\RUVXEFRQWUDFWZLWKD
SHUVRQKDYLQJVXFKDQLQWHUHVWLQWKHSHUIRUPDQFHRIWKLVDJUHHPHQW
8.2 Subsequent Conflict of Interest.&RQVXOWDQWDJUHHVWKDWLIDQDFWXDORUSRWHQWLDO
FRQIOLFWRILQWHUHVWRQWKHSDUWRI&RQVXOWDQWLVGLVFRYHUHGDIWHUDZDUGWKH
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
78
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
&RQVXOWDQWZLOOPDNHDIXOOGLVFORVXUHLQZULWLQJWRWKH&LW\7KLVGLVFORVXUHVKDOO
LQFOXGHDGHVFULSWLRQRIDFWLRQVZKLFKWKH&RQVXOWDQWKDVWDNHQRUSURSRVHVWR
WDNHDIWHUFRQVXOWDWLRQZLWKWKH&LW\WRDYRLGPLWLJDWHRUQHXWUDOL]HWKHDFWXDORU
SRWHQWLDOFRQIOLFW:LWKLQGD\VWKH&RQVXOWDQWVKDOOKDYHWDNHQDOOQHFHVVDU\
VWHSVWRDYRLGPLWLJDWHRUQHXWUDOL]HWKHFRQIOLFWRILQWHUHVWWRWKHVDWLVIDFWLRQRI
WKH&LW\
8.3 Interests of City Officers and Staff.1RRIILFHUPHPEHURUHPSOR\HHRI&LW\
DQGQRPHPEHURIWKH&LW\&RXQFLOVKDOOKDYHDQ\SHFXQLDU\LQWHUHVWGLUHFWRU
LQGLUHFWLQWKLVDJUHHPHQWRUWKHSURFHHGVWKHUHRI1HLWKHU&RQVXOWDQWQRUDQ\
PHPEHURIDQ\&RQVXOWDQW¶VIDPLO\VKDOOVHUYHRQDQ\&LW\ERDUGRUFRPPLWWHHRU
KROGDQ\VXFKSRVLWLRQZKLFKHLWKHUE\UXOHSUDFWLFHRUDFWLRQQRPLQDWHV
UHFRPPHQGVRUVXSHUYLVHV&RQVXOWDQW
VSHUIRUPDQFHRIWKH6FRSHRI:RUNRU
DXWKRUL]HVIXQGLQJWR&RQVXOWDQW
9. COMPLIANCE WITH LAWS
9.1 In General. &RQVXOWDQWVKDOONHHSLWVHOIIXOO\LQIRUPHGRIDQGFRPSO\ZLWKDOO
ODZVSROLFLHVJHQHUDOUXOHVDQGUHJXODWLRQVHVWDEOLVKHGE\&LW\DQGVKDOOFRPSO\
ZLWKWKHFRPPRQODZDQGDOOODZVRUGLQDQFHVFRGHVDQGUHJXODWLRQVRI
JRYHUQPHQWDODJHQFLHV LQFOXGLQJIHGHUDOVWDWHPXQLFLSDODQGORFDOJRYHUQLQJ
ERGLHV DSSOLFDEOHWRWKHSHUIRUPDQFHRIWKH6FRSHRI:RUNKHUHXQGHU
9.2 Licenses and Permits. &RQVXOWDQWUHSUHVHQWVDQGZDUUDQWVWR&LW\WKDWLWKDVDOO
OLFHQVHVSHUPLWVTXDOLILFDWLRQVDQGDSSURYDOVRIZKDWVRHYHUQDWXUHZKLFKDUH
OHJDOO\UHTXLUHGIRU&RQVXOWDQWWRSUDFWLFHLWVSURIHVVLRQ&RQVXOWDQWUHSUHVHQWV
DQGZDUUDQWVWR&LW\WKDW&RQVXOWDQWVKDOODWLWVVROHFRVWDQGH[SHQVHNHHSLQ
HIIHFWDWDOOWLPHVGXULQJWKHWHUPRIWKLVDJUHHPHQWDQ\OLFHQVHVSHUPLWVDQG
DSSURYDOVZKLFKDUHOHJDOO\UHTXLUHGIRU&RQVXOWDQWWRSUDFWLFHLWVSURIHVVLRQ,Q
DGGLWLRQWRWKHIRUHJRLQJ&RQVXOWDQWVKDOOREWDLQDQGPDLQWDLQGXULQJWKHWHUP
KHUHRIDYDOLG&LW\RI6DUDWRJD%XVLQHVV/LFHQVH
10. WORK PRODUCT AND RECORDS
10.1 Property of City.$OOUHSRUWVGDWDPDSVPRGHOVFKDUWVVWXGLHVVXUYH\V
SKRWRJUDSKVPHPRUDQGDRURWKHUZULWWHQGRFXPHQWVRUPDWHULDOVSUHSDUHGE\
&RQVXOWDQWSXUVXDQWWRWKLVDJUHHPHQWVKDOOEHFRPHWKHSURSHUW\RI&LW\XSRQ
FRPSOHWLRQRIWKHZRUNWREHSHUIRUPHGKHUHXQGHURUXSRQWHUPLQDWLRQRIWKLV
DJUHHPHQW:LWKRXWOLPLWLQJWKHJHQHUDOLW\RIWKHIRUHJRLQJLILQFRQQHFWLRQ
ZLWKVHUYLFHVSHUIRUPHGXQGHUWKLVDJUHHPHQWWKH&RQVXOWDQWRULWVVXEFRQWUDFWRUV
FUHDWHDUWZRUNFRS\SRVWHUVELOOERDUGVSKRWRJUDSKVYLGHRWDSHVDXGLRWDSHV
V\VWHPVGHVLJQVVRIWZDUHUHSRUWVGLDJUDPVVXUYH\VVRXUFHFRGHVRUDQ\RWKHU
RULJLQDOZRUNVRIDXWKRUVKLSVXFKZRUNVRIDXWKRUVKLSVKDOOEHZRUNVIRUKLUHDV
GHILQHGXQGHU7LWOHRIWKH8QLWHG6WDWHV&RGHDQGDOOFRS\ULJKWVLQVXFKZRUNV
DUHWKHSURSHUW\RI&LW\,ILWLVHYHUGHWHUPLQHGWKDWDQ\ZRUNVFUHDWHGE\WKH
&RQVXOWDQWRULWVVXEFRQWUDFWRUVXQGHUWKLVDJUHHPHQWDUHQRWZRUNVIRUKLUHXQGHU
86ODZWKH&RQVXOWDQWKHUHE\DVVLJQVDOOFRS\ULJKWVWRVXFKZRUNVWR&LW\
JUDQWV&LW\DUR\DOW\IUHHH[FOXVLYHDQGLUUHYRFDEOHOLFHQVHWRUHSURGXFH
SXEOLVKXVHDQGWRDXWKRUL]HRWKHUVWRGRVRDOOVXFKZRUNVDQGDJUHHVWRSURYLGH
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
79
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
DQ\PDWHULDODQGH[HFXWHDQ\GRFXPHQWVQHFHVVDU\WRHIIHFWXDWHVXFKDVVLJQPHQW
DQGOLFHQVH7KH&RQVXOWDQWPD\UHWDLQDQGXVHFRSLHVRIVXFKZRUNVIRU
UHIHUHQFHDQGDVGRFXPHQWDWLRQRILWVH[SHULHQFHDQGFDSDELOLWLHV
10.2 Intellectual Property. &RQVXOWDQWUHSUHVHQWVDQGZDUUDQWVWKDWLWKDVWKHOHJDO
ULJKWWRXWLOL]HDOOLQWHOOHFWXDOSURSHUW\LWZLOOXWLOL]HLQWKHSHUIRUPDQFHRIWKLV
DJUHHPHQW&RQVXOWDQWIXUWKHUUHSUHVHQWVWKDWLWVKDOOHQVXUH&LW\KDVWKHOHJDO
ULJKWWRXWLOL]HDOOLQWHOOHFWXDOSURSHUW\LQYROYHGLQDQGRUUHVXOWLQJIURP
&RQVXOWDQW¶VSHUIRUPDQFHRIWKLVDJUHHPHQW&RQVXOWDQWVKDOOLQGHPQLI\DQGKROG
&LW\KDUPOHVVIURPDOOORVVDQGOLDELOLW\LQFOXGLQJDWWRUQH\V¶IHHVFRXUWFRVWVDQG
DOORWKHUOLWLJDWLRQH[SHQVHVIRUDQ\LQIULQJHPHQWRIWKHSDWHQWULJKWVFRS\ULJKW
WUDGHVHFUHWRUDQ\RWKHUSURSULHWDU\ULJKWRUWUDGHPDUNDQGDOORWKHULQWHOOHFWXDO
SURSHUW\FODLPVRIDQ\SHUVRQRUSHUVRQVLQFRQVHTXHQFHRIWKHXVHE\&LW\RU
DQ\RILWVRIILFHUVRUDJHQWVRIDUWLFOHVRUVHUYLFHVWREHVXSSOLHGLQWKH
SHUIRUPDQFHRIWKLVDJUHHPHQW
10.3 Retention of Records. 8QWLOWKHH[SLUDWLRQRIILYH\HDUVDIWHUWKHIXUQLVKLQJRI
DQ\VHUYLFHVSXUVXDQWWRWKLVDJUHHPHQW&RQVXOWDQWVKDOOUHWDLQDQGPDNH
DYDLODEOHWRWKH&LW\RUDQ\SDUW\GHVLJQDWHGE\WKH&LW\XSRQZULWWHQUHTXHVWE\
&LW\WKLVDJUHHPHQWDQGVXFKERRNVGRFXPHQWVDQGUHFRUGVRI&RQVXOWDQW DQG
DQ\ERRNVGRFXPHQWVDQGUHFRUGVRIDQ\VXEFRQWUDFWRU V WKDWDUHQHFHVVDU\RU
FRQYHQLHQWIRUDXGLWSXUSRVHVWRFHUWLI\WKHQDWXUHDQGH[WHQWRIWKHUHDVRQDEOH
FRVWRIVHUYLFHVWR&LW\
10.4 Use of Recycled Paper and Electronic Documents.&RQVXOWDQWVKDOOSUHSDUH
DQGVXEPLWDOOUHSRUWVZULWWHQVWXGLHVDQGRWKHUSULQWHGPDWHULDORQUHF\FOHG
SDSHUWRWKHH[WHQWLWLVDYDLODEOHDWHTXDORUOHVVFRVWWKDQYLUJLQSDSHU
'RFXPHQWVVKDOOEHSULQWHGRQERWKVLGHVRIWKHSDJHDQG&LW\VKDOOEHSURYLGHG
ZLWKHOHFWURQLFFRSLHVRIGRFXPHQWV LQ:RUGRUSGIIRUPDW H[FHSWZKHUH
XQXVXDOFLUFXPVWDQFHVPDNHLWLQIHDVLEOHWRGRVR
11. CONFIDENTIAL INFORMATION&RQVXOWDQWVKDOOKROGDQ\FRQILGHQWLDO
LQIRUPDWLRQUHFHLYHGIURP&LW\LQWKHFRXUVHRISHUIRUPLQJWKLVDJUHHPHQWLQWUXVWDQG
FRQILGHQFHDQGZLOOQRWUHYHDOVXFKFRQILGHQWLDOLQIRUPDWLRQWRDQ\SHUVRQRUHQWLW\
HLWKHUGXULQJWKHWHUPRIWKHDJUHHPHQWRUDWDQ\WLPHWKHUHDIWHU8SRQH[SLUDWLRQRIWKLV
DJUHHPHQWRUWHUPLQDWLRQDVSURYLGHGKHUHLQ&RQVXOWDQWVKDOOUHWXUQPDWHULDOVZKLFK
FRQWDLQDQ\FRQILGHQWLDOLQIRUPDWLRQWR&LW\&RQVXOWDQWPD\NHHSRQHFRS\IRULWV
FRQILGHQWLDOILOH)RUSXUSRVHVRIWKLVSDUDJUDSKFRQILGHQWLDOLQIRUPDWLRQLVGHILQHGDVDOO
LQIRUPDWLRQGLVFORVHGWR&RQVXOWDQWZKLFKUHODWHVWR&LW\
VSDVWSUHVHQWDQGIXWXUH
DFWLYLWLHVDVZHOODVDFWLYLWLHVXQGHUWKLVDJUHHPHQWZKLFKLQIRUPDWLRQLVQRWRWKHUZLVH
RISXEOLFUHFRUGXQGHU&DOLIRUQLDODZ
12. RESPONSIBILITY OF CONSULTANT&RQVXOWDQWVKDOOWDNHDOOUHVSRQVLELOLW\IRU
WKHZRUNVKDOOEHDUDOOORVVHVDQGGDPDJHVGLUHFWO\RULQGLUHFWO\UHVXOWLQJWR&RQVXOWDQW
WRDQ\VXEFRQWUDFWRUWRWKH&LW\WR&LW\RIILFHUVDQGHPSOR\HHVRUWRSDUWLHVGHVLJQDWHG
E\WKH&LW\RQDFFRXQWRIWKHSHUIRUPDQFHRUFKDUDFWHURIWKHZRUNXQIRUHVHHQ
GLIILFXOWLHVDFFLGHQWVRFFXUUHQFHVRURWKHUFDXVHVWRWKHH[WHQWSUHGLFDWHGRQDFWLYHRU
SDVVLYHQHJOLJHQFHRIWKH&RQVXOWDQWRURIDQ\VXEFRQWUDFWRU
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
80
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
13. INDEMNIFICATION. &RQVXOWDQWDQG&LW\DJUHHWKDW&LW\LWVHPSOR\HHVDJHQWVDQG
RIILFLDOVVKDOOEHIXOO\SURWHFWHGIURPDQ\ORVVLQMXU\GDPDJHFODLPODZVXLWFRVW
H[SHQVHDWWRUQH\VIHHVOLWLJDWLRQFRVWVGHIHQVHFRVWVFRXUWFRVWVRUDQ\RWKHUFRVW
LQFXUUHGLQUHODWLRQWRDVDFRQVHTXHQFHRIRUDULVLQJRXWRIRULQDQ\ZD\DWWULEXWDEOH
DFWXDOO\DOOHJHGO\RULPSOLHGO\LQZKROHRULQSDUWWRWKHSHUIRUPDQFHRIWKLVDJUHHPHQW
DVVHWIRUWKEHORZ$FFRUGLQJO\WKHSURYLVLRQVRIWKLVLQGHPQLW\SURYLVLRQDUHLQWHQGHG
E\WKHSDUWLHVWREHLQWHUSUHWHGDQGFRQVWUXHGWRSURYLGHWKHIXOOHVWSURWHFWLRQSRVVLEOH
XQGHUWKHODZWRWKH&LW\&RQVXOWDQWDFNQRZOHGJHVWKDW&LW\ZRXOGQRWHQWHULQWRWKLV
DJUHHPHQWLQWKHDEVHQFHRIWKHFRPPLWPHQWRI&RQVXOWDQWWRLQGHPQLI\DQGSURWHFW&LW\
DVVHWIRUWKEHORZ
13.1 General Indemnity7RWKHIXOOHVWH[WHQWSHUPLWWHGE\ODZ&RQVXOWDQWVKDOO
LQGHPQLI\DQGKROGKDUPOHVV&LW\LWVHPSOR\HHVDJHQWVDQGRIILFLDOVIURPDQ\
OLDELOLW\FODLPVVXLWVDFWLRQVDUELWUDWLRQSURFHHGLQJVDGPLQLVWUDWLYH
SURFHHGLQJVUHJXODWRU\SURFHHGLQJVORVVHVH[SHQVHVRUFRVWV LQFOXGLQJZLWKRXW
OLPLWDWLRQFRVWVDQGIHHVRIDOWHUQDWLYHGLVSXWHUHVROXWLRQDQGOLWLJDWLRQ RIDQ\
NLQGZKDWVRHYHUZLWKRXWUHVWULFWLRQRUOLPLWDWLRQLQFXUUHGLQUHODWLRQWRDVD
FRQVHTXHQFHRIRUDULVLQJRXWRIRULQDQ\ZD\DWWULEXWDEOHDFWXDOO\DOOHJHGO\RU
LPSOLHGO\LQZKROHRULQSDUWWR&RQVXOWDQWRULWVHPSOR\HHVDJHQWVRU
VXEFRQWUDFWRUV$OOREOLJDWLRQVXQGHUWKLVSURYLVLRQDUHWREHSDLGE\&RQVXOWDQW
DVWKH\DUHLQFXUUHGE\WKH&LW\
13.2 Duty to Defend.,QDGGLWLRQWR&RQVXOWDQW¶VREOLJDWLRQWRLQGHPQLI\&LW\
&RQVXOWDQWVKDOOGHIHQGLQDOOOHJDOHTXLWDEOHDGPLQLVWUDWLYHRUVSHFLDO
SURFHHGLQJVZLWKFRXQVHODSSURYHGE\WKH&LW\WKH&LW\DQGLWVFRXQFLOPHPEHUV
RIILFHUVDQGHPSOR\HHVLPPHGLDWHO\XSRQWHQGHUWR&RQVXOWDQWRIWKHFODLPLQ
DQ\IRUPRUDWDQ\VWDJHRIDQDFWLRQRUSURFHHGLQJZKHWKHURUQRWOLDELOLW\LV
HVWDEOLVKHG$QDOOHJDWLRQRUGHWHUPLQDWLRQWKDWSHUVRQVRWKHUWKDQ&RQVXOWDQWDUH
UHVSRQVLEOHIRUWKHFODLPGRHVQRWUHOLHYH&RQVXOWDQWIURPLWVVHSDUDWHDQGGLVWLQFW
REOLJDWLRQWRGHIHQG7KHREOLJDWLRQWRGHIHQGH[WHQGVWKURXJKILQDOMXGJPHQW
LQFOXGLQJH[KDXVWLRQRIDQ\DSSHDOV7KHGHIHQVHREOLJDWLRQLQFOXGHVDQ
REOLJDWLRQWRSURYLGHLQGHSHQGHQWGHIHQVHFRXQVHOLI&RQVXOWDQWDVVHUWVWKDW
OLDELOLW\LVFDXVHGLQZKROHRULQSDUWE\WKHQHJOLJHQFHRUZLOOIXOPLVFRQGXFWRI
WKHLQGHPQLILHGSDUW\,ILWLVILQDOO\DGMXGLFDWHGWKDWOLDELOLW\ZDVFDXVHGVROHO\E\
WKHQHJOLJHQFHRUZLOOIXOPLVFRQGXFWRIDQLQGHPQLILHGSDUW\&RQVXOWDQWPD\
VXEPLWDFODLPWRWKH&LW\IRUUHLPEXUVHPHQWRIUHDVRQDEOHDWWRUQH\V¶IHHVDQG
GHIHQVHFRVWVLQSURSRUWLRQWRWKHHVWDEOLVKHGFRPSDUDWLYHOLDELOLW\RIWKH
LQGHPQLILHGSDUW\
13.3 Limitation on Indemnity:LWKRXWDIIHFWLQJWKHULJKWVRI&LW\XQGHUDQ\
SURYLVLRQRIWKLVDJUHHPHQWRUWKLVVHFWLRQ&RQVXOWDQWVKDOOQRWEHUHTXLUHGWR
GHIHQGLQGHPQLI\DQGKROGKDUPOHVV&LW\DVVHWIRUWKDERYHIRUOLDELOLW\
DWWULEXWDEOHWRWKHVROHIDXOWRI&LW\SURYLGHGVXFKVROHIDXOWLVGHWHUPLQHGE\
DJUHHPHQWEHWZHHQWKHSDUWLHVRUWKHILQGLQJVRIDFRXUWRIFRPSHWHQWMXULVGLFWLRQ
7KLVH[FHSWLRQZLOODSSO\RQO\LQLQVWDQFHVZKHUHWKH&LW\LVVKRZQWRKDYHEHHQ
VROHO\DWIDXOWDQGQRWLQLQVWDQFHVZKHUH&RQVXOWDQWLVVROHO\RUSDUWLDOO\DWIDXOW
RULQLQVWDQFHVZKHUH&LW\
VIDXOWDFFRXQWVIRURQO\DSHUFHQWDJHRIWKHOLDELOLW\
LQYROYHG,QWKRVHLQVWDQFHVWKHREOLJDWLRQRI&RQVXOWDQWZLOOEHDOOLQFOXVLYHDQG
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
81
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
&LW\ZLOOEHKHOGKDUPOHVVLQGHPQLILHGDQGGHIHQGHGIRUDOOOLDELOLW\LQFXUUHG
HYHQWKRXJKDSHUFHQWDJHRIWKHOLDELOLW\LVDWWULEXWDEOHWRFRQGXFWRIWKH&LW\
13.4 Acknowledgement.&RQVXOWDQWDFNQRZOHGJHVWKDWLWVREOLJDWLRQSXUVXDQWWRWKLV
VHFWLRQH[WHQGVWROLDELOLW\DWWULEXWDEOHWR&LW\LIWKDWOLDELOLW\LVOHVVWKDQWKHVROH
IDXOWRI&LW\&RQVXOWDQWKDVQRREOLJDWLRQXQGHUWKLVDJUHHPHQWIRUOLDELOLW\
SURYHQLQDFRXUWRIFRPSHWHQWMXULVGLFWLRQRUE\ZULWWHQDJUHHPHQWEHWZHHQWKH
SDUWLHVWREHWKHVROHIDXOWRI&LW\
13.5 Scope of Consultant Obligation7KHREOLJDWLRQVRI&RQVXOWDQWXQGHUWKLVRU
DQ\RWKHUSURYLVLRQRIWKLVDJUHHPHQWZLOOQRWEHOLPLWHGE\WKHSURYLVLRQVRIDQ\
ZRUNHUV
FRPSHQVDWLRQDFWRUVLPLODUDFW&RQVXOWDQWH[SUHVVO\ZDLYHVLWVVWDWXWRU\
LPPXQLW\XQGHUVXFKVWDWXWHVRUODZVDVWR&LW\LWVHPSOR\HHVDQGRIILFLDOV
13.6 Subcontractors.&RQVXOWDQWDJUHHVWRREWDLQH[HFXWHGLQGHPQLW\DJUHHPHQWV
ZLWKSURYLVLRQVLGHQWLFDOWRWKRVHVHWIRUWKKHUHLQWKLVVHFWLRQIURPHDFKDQG
HYHU\VXEFRQWUDFWRUVXEWLHUFRQWUDFWRURUDQ\RWKHUSHUVRQRUHQWLW\LQYROYHGE\
IRUZLWKRURQEHKDOIRI&RQVXOWDQWLQWKHSHUIRUPDQFHRUVXEMHFWPDWWHURIWKLV
DJUHHPHQW
13.7 No Waiver)DLOXUHRI&LW\WRPRQLWRUFRPSOLDQFHZLWKWKHVHUHTXLUHPHQWV
LPSRVHVQRDGGLWLRQDOREOLJDWLRQVRQ&LW\DQGZLOOLQQRZD\DFWDVDZDLYHURI
DQ\ULJKWVKHUHXQGHU7KLVREOLJDWLRQWRLQGHPQLI\DQGGHIHQG&LW\DVVHWIRUWK
KHUHLQLVELQGLQJRQWKHVXFFHVVRUVDVVLJQVRUKHLUVRI&RQVXOWDQWDQGVKDOO
VXUYLYHWKHWHUPLQDWLRQRIWKLVDJUHHPHQWRUWKLVVHFWLRQ)RUSXUSRVHVRI6HFWLRQ
RIWKH&LYLO&RGHWKHSDUWLHVKHUHWRUHFRJQL]HDQGDJUHHWKDWWKLVDJUHHPHQW
LVQRWDFRQVWUXFWLRQFRQWUDFW%\H[HFXWLRQRIWKLVDJUHHPHQW&RQVXOWDQW
DFNQRZOHGJHVDQGDJUHHVWKDWLWKDVUHDGDQGXQGHUVWDQGVWKHSURYLVLRQVKHUHRI
DQGWKDWWKLVSDUDJUDSKLVDPDWHULDOHOHPHQWRIFRQVLGHUDWLRQ&LW\DSSURYDORI
LQVXUDQFHUHTXLUHGE\WKLVDJUHHPHQWGRHVQRWUHOLHYHWKH&RQVXOWDQWRU
VXEFRQWUDFWRUVIURPOLDELOLW\XQGHUWKLVVHFWLRQ
13.8 Relation to Insurance Obligations.7KHGHIHQVHDQGLQGHPQLILFDWLRQREOLJDWLRQV
RIWKLVDJUHHPHQWDUHXQGHUWDNHQLQDGGLWLRQWRDQGVKDOOQRWLQDQ\ZD\EH
OLPLWHGE\WKHLQVXUDQFHREOLJDWLRQVFRQWDLQHGLQWKLVDJUHHPHQW
14. DEFAULT AND REMEDIES.
14.1 Events of default(DFKRIWKHIROORZLQJVKDOOFRQVWLWXWHDQHYHQWRIGHIDXOW
KHUHXQGHU
(a))DLOXUHE\&RQVXOWDQWWRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG
IDLOXUHWRFXUHVXFKEUHDFKLPPHGLDWHO\XSRQUHFHLYLQJQRWLFHRIVXFK
EUHDFKLIWKHEUHDFKLVVXFKWKDWWKH&LW\GHWHUPLQHVWKHKHDOWKZHOIDUHRU
VDIHW\RIWKHSXEOLFLVLPPHGLDWHO\HQGDQJHUHG RU
(b))DLOXUHE\HLWKHUSDUW\WRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG
IDLOXUHWRFXUHVXFKEUHDFKZLWKLQILIWHHQ GD\VRIUHFHLYLQJQRWLFHRI
VXFKEUHDFK H[FHSWIRUEUHDFKHVVXEMHFWWRVXESDUDJUDSK D DERYH
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
82
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJH RI
SURYLGHGWKDWLIWKHQDWXUHRIWKHEUHDFKLVVXFKWKDWWKHQRQEUHDFKLQJ
SDUW\GHWHUPLQHVLWZLOOUHDVRQDEO\UHTXLUHPRUHWKDQILIWHHQ GD\VWR
FXUHWKHEUHDFKLQJSDUW\VKDOOQRWEHLQGHIDXOWLILWSURPSWO\FRPPHQFHV
WKHFXUHDQGGLOLJHQWO\SURFHHGVWRFRPSOHWLRQRIWKHFXUH
14.2 Remedies upon default8SRQDQ\GHIDXOWWKHQRQGHIDXOWLQJSDUW\VKDOOKDYH
WKHULJKWWRLPPHGLDWHO\VXVSHQGRUWHUPLQDWHWKLVDJUHHPHQWVHHNVSHFLILF
SHUIRUPDQFHDQGRUVHHNGDPDJHVWRWKHIXOOH[WHQWDOORZHGE\ODZ&LW\VKDOO
KDYHWKHULJKWWRFRQWUDFWZLWKDQRWKHUSDUW\WRSHUIRUPWKLVDJUHHPHQW
14.3 No Waiver)DLOXUHE\&LW\WRVHHNDQ\UHPHG\IRUDQ\GHIDXOWKHUHXQGHUVKDOO
QRWFRQVWLWXWHDZDLYHURIDQ\RWKHUULJKWVKHUHXQGHURUDQ\ULJKWWRVHHNDQ\
UHPHG\IRUDQ\VXEVHTXHQWGHIDXOW
15. TERMINATION.(LWKHUSDUW\PD\WHUPLQDWHWKLVDJUHHPHQWZLWKRUZLWKRXWFDXVHE\
SURYLGLQJGD\V¶QRWLFHLQZULWLQJWRWKHRWKHUSDUW\7KH&LW\PD\WHUPLQDWHWKLV
DJUHHPHQWDWDQ\WLPHZLWKRXWSULRUQRWLFHLQWKHHYHQWWKDW&RQVXOWDQWFRPPLWVD
PDWHULDOEUHDFKRIWKHWHUPVRIWKLVDJUHHPHQW8SRQWHUPLQDWLRQWKLVDJUHHPHQWVKDOO
EHFRPHRIQRIXUWKHUIRUFHRUDIIHFWZKDWVRHYHUDQGHDFKRIWKHSDUWLHVKHUHWRVKDOOEH
UHOLHYHGDQGGLVFKDUJHGIURPWKHULJKWVDQGREOLJDWLRQVRIWKLVDJUHHPHQWVXEMHFWWR
SD\PHQWIRUDFFHSWDEOHVHUYLFHVUHQGHUHGSULRUWRWKHH[SLUDWLRQRIWKHQRWLFHRI
WHUPLQDWLRQDQGGHOLYHU\WR&LW\RIDQ\ZRUNLQSURJUHVVFRPSOHWHGZRUNVXSSOLHV
HTXLSPHQWDQGRWKHUPDWHULDOVSURGXFHGDVDSDUWRIRUDFTXLUHGLQFRQQHFWLRQZLWKWKH
SHUIRUPDQFHRIWKLVDJUHHPHQWDQGDQ\FRPSOHWHGRUSDUWLDOO\FRPSOHWHGZRUNZKLFKLI
WKLVDJUHHPHQWKDGEHHQFRPSOHWHGZRXOGKDYHEHHQUHTXLUHGWREHIXUQLVKHGWR&LW\
1RWZLWKVWDQGLQJWKHIRUHJRLQJDQGVHFWLRQRQSDJHWKLVVHFWLRQDQGWKHSURYLVLRQVRI
WKLVDJUHHPHQWFRQFHUQLQJLQVXUDQFH ([KLELW% )XQGLQJ$JHQF\5HTXLUHPHQWV DVVHW
IRUWKLQ([KLELW'LIDSSOLFDEOH :RUN3URGXFWDQG5HFRUGV&RQILGHQWLDO,QIRUPDWLRQ
5HVSRQVLELOLW\RI&RQVXOWDQW,QGHPQLILFDWLRQ'HIDXOWDQG5HPHGLHV/LWLJDWLRQDQG
-XULVGLFWLRQDQG6HYHUDELOLW\VKDOOVXUYLYHWHUPLQDWLRQRUH[SLUDWLRQRIWKLVDJUHHPHQW
16. DISPUTE RESOLUTION7KHSDUWLHVVKDOOPDNHDJRRGIDLWKHIIRUWWRVHWWOHDQ\
GLVSXWHRUFODLPDULVLQJXQGHUWKLVDJUHHPHQW,IWKHSDUWLHVIDLOWRUHVROYHVXFKGLVSXWHV
RUFODLPVWKH\VKDOOVXEPLWWKHPWRQRQELQGLQJPHGLDWLRQLQ&DOLIRUQLDDWVKDUHG
H[SHQVHRIWKHSDUWLHVIRUDWOHDVWKRXUVRIPHGLDWLRQ,IPHGLDWLRQGRHVQRWDUULYHDWD
VDWLVIDFWRU\UHVXOWDUELWUDWLRQLIDJUHHGWRE\DOOSDUWLHVRUOLWLJDWLRQPD\EHSXUVXHG,Q
WKHHYHQWDQ\GLVSXWHUHVROXWLRQSURFHVVHVDUHLQYROYHGHDFKSDUW\VKDOOEHDULWVRZQ
FRVWVDQGDWWRUQH\V¶IHHV
17. LITIGATION,IDQ\OLWLJDWLRQLVFRPPHQFHGEHWZHHQSDUWLHVWRWKLVDJUHHPHQW
FRQFHUQLQJDQ\SURYLVLRQKHUHRIRUWKHULJKWVDQGGXWLHVRIDQ\SHUVRQLQUHODWLRQWKHUHWR
HDFKSDUW\VKDOOEHDULWVRZQDWWRUQH\V¶IHHVDQGFRVWV
18. JURISDICTION AND SEVERABILITY7KLVDJUHHPHQWVKDOOEHDGPLQLVWHUHGDQG
LQWHUSUHWHGXQGHUWKHODZVRIWKH6WDWHRI&DOLIRUQLD-XULVGLFWLRQRIOLWLJDWLRQDULVLQJIURP
WKLVDJUHHPHQWVKDOOEHLQWKDWVWDWHDQGYHQXHVKDOOEHLQ6DQWD&ODUD&RXQW\&DOLIRUQLD
,IDQ\SDUWRIWKLVDJUHHPHQWLVIRXQGWRFRQIOLFWZLWKDSSOLFDEOHODZVVXFKSDUWVKDOOEH
LQRSHUDWLYHQXOODQGYRLGLQVRIDUDVLWFRQIOLFWVZLWKVDLGODZVEXWWKHUHPDLQGHURIWKLV
DJUHHPHQWVKDOOEHLQIXOOIRUFHDQGHIIHFW
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
83
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
19. NOTICE OF NON-RENEWAL&RQVXOWDQWXQGHUVWDQGVDQGDJUHHVWKDWWKHUHLVQR
UHSUHVHQWDWLRQLPSOLFDWLRQRUXQGHUVWDQGLQJWKDWWKH&LW\ZLOOUHTXHVWWKDWZRUNSURGXFW
SURYLGHGE\&RQVXOWDQWXQGHUWKLVDJUHHPHQWEHVXSSOHPHQWHGRUFRQWLQXHGE\
&RQVXOWDQWXQGHUDQHZDJUHHPHQWIROORZLQJH[SLUDWLRQRUWHUPLQDWLRQRIWKLVDJUHHPHQW
&RQVXOWDQWZDLYHVDOOULJKWVRUFODLPVWRQRWLFHRUKHDULQJUHVSHFWLQJDQ\IDLOXUHE\&LW\
WRFRQWLQXHWRUHTXHVWRUUHWDLQDOORUDQ\SRUWLRQRIWKHZRUNSURGXFWIURP&RQVXOWDQW
IROORZLQJWKHH[SLUDWLRQRUWHUPLQDWLRQRIWKLVDJUHHPHQW
20. PARTIES IN INTEREST7KLVDJUHHPHQWLVHQWHUHGRQO\IRUWKHEHQHILWRIWKHSDUWLHV
H[HFXWLQJWKLVDJUHHPHQWDQGQRWIRUWKHEHQHILWRIDQ\RWKHULQGLYLGXDOHQWLW\RUSHUVRQ
21. WAIVER.1HLWKHUWKHDFFHSWDQFHRIZRUNRUSD\PHQWIRUZRUNSXUVXDQWWRWKLV
DJUHHPHQWVKDOOFRQVWLWXWHDZDLYHURIDQ\ULJKWVRUREOLJDWLRQVDULVLQJXQGHUWKLV
DJUHHPHQW7KHIDLOXUHE\WKH&LW\WRHQIRUFHDQ\RI&RQVXOWDQW¶VREOLJDWLRQVRUWR
H[HUFLVH&LW\
VULJKWVVKDOOLQQRHYHQWEHGHHPHGDZDLYHURIWKHULJKWWRGRVRWKHUHDIWHU
-End of Exhibit C-
H. T. Harvey and Associates
Saratoga to Sanborn Trail - Biological Compliance
84
SARATOGA CITY COUNCIL
MEETING DATE:November 6, 2019
DEPARTMENT:Public Works Department
PREPARED BY:Emma Burkhalter, Assistant Engineer
SUBJECT:Saratoga to Sanborn Trail -Trail Signage and Amenities Contract with
Placeworks
RECOMMENDED ACTION:
1.Approve Trail Signage and Amenities Contract with Placeworks for the Saratoga to
Sanborn Trail project, in the amount of $45,706, and authorize the City Manager to execute
the same.
2.Authorize staff to execute change orders to the contract up to $4,600.
BACKGROUND:
On August 21, 2019, City Council approved Amendment 1 to the Partnership Agreement with
Midpeninsula Regional Open Space District (District). The amendment funded the construction
of the trail, which includes hiring consultants to maintain project compliance and design trail
signage and amenities. At the last City Council meeting, Council approved a construction
contract with Mountain Bikers of Santa Cruz
City Staff received a proposal in the amount of $45,706 from Placeworks for the design of trail
signage and amenities. Placeworks has worked with City Staff in the past, most notably in the
creation of the trail signage and amenities for Saratoga Quarry Park, which serves as the trail
head for the new Saratoga to Sanborn trail.
It is therefore recommended that City Council approve the Trail Signage and Amenities Contract
with Placeworks and authorize staff to execute change orders to the contract up to $4,600.
ATTACHMENTS:
Attachment A –Trail Signage and Amenities Contract
85
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW 3DJHRI
City of Saratoga
Standard Professional Design Services Contract
7KLVDJUHHPHQWLVPDGHDW6DUDWRJD&DOLIRUQLDE\DQGEHWZHHQWKH&LW\RI6DUDWRJDDPXQLFLSDO
FRUSRUDWLRQ ³&LW\´ DQGBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
³&RQWUDFWRU´ ZKRDJUHHWKDW
1. Purpose of Contract.
7KLVLVDFRQWUDFWIRU
7KHSXUSRVHRIWKHFRQWUDFWLVPRUHVSHFLILFDOO\GHVFULEHGLQ([KLELW$RIWKLVDJUHHPHQW
³6FRSHRI:RUNDQG3D\PHQW7HUPV´ ,QWKHHYHQWRIDFRQIOLFWEHWZHHQWKHWHUPVRIWKLV
DJUHHPHQWDQGWKH6FRSHRI:RUNRUDQ\RIWKHH[KLELWVUHIHUHQFHGLQWKLV([KLELW$WKHWHUPV
RIWKHDJUHHPHQWVKDOOJRYHUQ
2. Term.
6WDUW'DWH (QG'DWH
,I6WDUW'DWHLVOHIWEODQNVWDUWGDWHZLOOEH
GDWHODVWVLJQHGEHORZ
2UXSRQSURMHFWFRPSOHWLRQZKLFKHYHU
RFFXUVILUVW
3. Payment&LW\VKDOOSD\&RQWUDFWRUIRUZRUNSURGXFWSURGXFHGDQGDQ\DXWKRUL]HG
UHLPEXUVDEOHFRVWVSXUVXDQWWRWKLVDJUHHPHQWDQDPRXQWQRWWRH[FHHGWKHWRWDOVXPRI
BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
7KLVFRQWUDFWLVD FKHFNRQH
)L[HG$PRXQW&RQWUDFW±0RQWKO\,QYRLFHV
)L[HG$PRXQW&RQWUDFW±'HOLYHUDEOH7DVN%DVHG,QYRLFHV
1RWWR([FHHG$PRXQW&RQWUDFW±+RXUO\6HUYLFHV
1RWWR([FHHGDPRXQW&RQWUDFW±7DVN%DVHG,QYRLFHV
6HH([KLELW$BBBBBBLQFRUSRUDWHGE\WKLVUHIHUHQFHIRUDGGLWLRQDOSD\PHQWWHUP
LQIRUPDWLRQ
&RQWUDFWRULVnot authorizedWRXQGHUWDNHDQ\HIIRUWVRULQFXUDQ\FRVWVZKDWVRHYHUXQGHUWKH
WHUPVRIWKLVDJUHHPHQWXQWLOUHFHLSWRIDIXOO\H[HFXWHG3XUFKDVH2UGHUIURPWKH)LQDQFH
'HSDUWPHQWRIWKH&LW\RI6DUDWRJD
Placeworks Saratoga to Sanborn Trail - Signage Design
Placeworks
Saratoga to Sanborn Trail - Signage Design
10/22/2019 12/31/2022
45,706
✔
✔1
86
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW 3DJHRI
4. Contract Administration7KHDXWKRUL]HGUHSUHVHQWDWLYHRI&LW\DQG&RQWUDFWRUIRU
&RQWUDFWDGPLQLVWUDWLRQDUHOLVWHGEHORZ7KH&LW\¶VFRQWDFWSHUVRQLVWKH$GPLQLVWUDWRU
Contractor:
&RQWUDFWRU1DPH
&RQWDFW3HUVRQ
6WUHHW$GGUHVV
&LW\6WDWH=LS
7HOHSKRQH V
)D[
(PDLO$GGUHVV
6DUDWRJD%XVLQHVV
/LF
City of Saratoga
'HSDUWPHQW
&RQWDFW3HUVRQ
6WUHHW$GGUHVV
&LW\6WDWH=LS
7HOHSKRQH
)D[
(PDLO$GGUHVV
5. Insurance&RQWUDFWRUDJUHHVWRSURFXUHDQGPDLQWDLQLQVXUDQFHDVUHTXLUHGE\WKH
SURYLVLRQVVHWIRUWKLQ([KLELW%&HUWLILFDWHVRIVXFKLQVXUDQFHDQGFRSLHVRIWKHLQVXUDQFH
SROLFLHVDQGHQGRUVHPHQWVVKDOOEHGHOLYHUHGWR&LW\ZLWKLQWHQ GD\VDIWHUEHLQJQRWLILHGRI
WKHDZDUGRIWKHFRQWUDFWDQGEHIRUHH[HFXWLRQRIWKLVDJUHHPHQWE\WKH&LW\
6. General Provisions.&LW\DQG&RQWUDFWRUDJUHHWRDQGVKDOODELGHE\WKHJHQHUDO
SURYLVLRQVVHWIRUWKLQ([KLELW&
Placeworks Saratoga to Sanborn Trail - Signage Design
Placeworks
Sarah Gronquist, Associate Principal
1625 Shattuck Avenue, Suite 300
Berkeley, CA 94709
1-510-848-3815
sgronquist@placeworks.com
BUS-009583
Public Works Department
Emma Burkhalter
13777 Fruitvale Avenue
Saratoga, CA 95070
1-408-868-1274
1-408-868-1274
eburkhalter@saratoga.ca.us
87
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW 3DJHRI
7. Supplemental Provisions. ,IRQHRUERWKER[HVDUHFKHFNHGEHORZWKLVDJUHHPHQW
LQFOXGHVVXSSOHPHQWDOSURYLVLRQVGHVFULEHGLQFRQQHFWLRQZLWKWKHFKHFNHGER[ HV
7KLVDJUHHPHQWLVIXQGHGLQZKROHRULQSDUWE\DQHQWLW\RWKHUWKDQ&LW\&RQWUDFWRUVKDOO
FRPSO\ZLWKDOOUXOHVDQGUHJXODWLRQVUHTXLUHGE\VXFKIXQGLQJHQWLW\$SSOLFDEOHIXQGLQJ
HQWLW\UHTXLUHPHQWVDUHVHWIRUWKLQ([KLELW'1RWKLQJLQWKLVSDUDJUDSKRULQWKHIXQGLQJ
HQWLW\UHTXLUHPHQWVVKDOOEHFRQVWUXHGWRUHOLHYH&RQWUDFWRURILWVGXW\WRHQVXUHWKDWLWLV
LQFRPSOLDQFHZLWKDOODSSOLFDEOHODZVDQGUHJXODWLRQV
([KLELW(VHWVIRUWKSURYLVLRQVUHJDUGLQJ
8. Exhibits$OOH[KLELWVUHIHUUHGWRLQWKLVDJUHHPHQWDUHDWWDFKHGKHUHWRDQGDUHE\WKLV
UHIHUHQFHLQFRUSRUDWHGKHUHLQDQGPDGHDSDUWRIWKLVDJUHHPHQW
9. Entire agreement.7KLVDJUHHPHQWVXSHUVHGHVDQ\DQGDOODJUHHPHQWVHLWKHURUDORU
ZULWWHQEHWZHHQWKHSDUWLHVZLWKUHVSHFWWR&RQWUDFWRU
VFRPSOHWLRQRIWKH6FRSHRI:RUNRQ
EHKDOIRI&LW\DQGFRQWDLQVDOORIWKHFRYHQDQWVDQGDJUHHPHQWVEHWZHHQWKHSDUWLHVZLWKUHVSHFW
WRWKHUHQGHULQJRIVXFKVHUYLFHVLQDQ\PDQQHUZKDWVRHYHU1RDPHQGPHQWDOWHUDWLRQRU
YDULDWLRQRIWKHWHUPVRIWKLVDJUHHPHQWVKDOOEHYDOLGXQOHVVPDGHLQZULWLQJDQGVLJQHGE\WKH
SDUWLHVKHUHWR
10.$uthority to Execute agreement. (DFKLQGLYLGXDOH[HFXWLQJWKLVDJUHHPHQWUHSUHVHQWV
WKDWKHRUVKHLVGXO\DXWKRUL]HGWRVLJQDQGGHOLYHUWKHDJUHHPHQWRQEHKDOIRIWKHSDUW\
LQGLFDWHGDQGWKDWWKLVDJUHHPHQWLVELQGLQJRQVXFKSDUW\LQDFFRUGDQFHZLWKLWVWHUPV7KLV
DJUHHPHQWPD\EHH[HFXWHGLQFRXQWHUSDUWVHDFKRIZKLFKVKDOOEHGHHPHGDQRULJLQDOEXWDOORI
ZKLFKWDNHQWRJHWKHUVKDOOFRQVWLWXWHRQHDQGWKHVDPHLQVWUXPHQW
,1:,71(66:+(5(2)WKHSDUWLHVKHUHWRKDYHH[HFXWHGWKLVDJUHHPHQW
ContractorCity of Saratoga
6LJQDWXUH -DPHV/LQGVD\&LW\0DQDJHU
'DWH
6LJQHU1DPH
$77(67
6LJQHU7LWOH
'DWH 'HEELH%UHWVFKQHLGHU&LW\&OHUN
&RQWUDFW'HVFULSWLRQ 'DWH
$33529('$672)250
5LFKDUG7D\ORU&LW\$WWRUQH\
'DWH
Placeworks Saratoga to Sanborn Trail - Signage Design
Saratoga to Sanborn Trail - Signage Design
88
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW$ 3DJHRI
City of Saratoga Design Services Contract
Exhibit A – Scope of Work and Payment Terms
&RQWUDFWRUVKDOOFRPSOHWHWKHVFRSHRIZRUNDQGLQYRLFHWKH&LW\LQDFFRUGDQFHZLWKWKH
SD\PHQWWHUPVVKRZQEHORZ
$1'256HH([KLELW V $LQFRUSRUDWHGE\WKLVUHIHUHQFH
-End of Exhibit A-
Placeworks Saratoga to Sanborn Trail - Signage Design
✔1
89
October 22, 2019
Emma Burkhalter, PE, Assistant Engineer
Public Works Department | City of Saratoga
13777 Fruitvale Avenue | Saratoga, CA | 95070
Subject: Saratoga to the Sea Trail - Signage Design Proposal
Dear Emma:
Thank you for the opportunity to propose on the trail signage design for the Saratoga to the Sea Trail.
We understand that construction of the trail is to begin soon, and the City would like to develop
signage for installation following trail construction. Following please find our scope to develop a trail
identity package, including a trail logo, and to design interpretive, wayfinding, and regulatory signage
for the trail.
Scope of Work
Task 1. Trail Logo
PlaceWorks will work with the City to create a trail logo that is consistent with the City’s graphic design
standards and the imagery used in Quarry Park.
11.1 Logo Alternatives
PlaceWorks will develop up to five (5) alternative logos for the trail and illustrate how they will be used
on the various trail signage.
1.2 Preferred Logo
Based on feedback from the City, PlaceWorks will revise one alternative and present a refined version
to the City for comment.
1.3 Final Logo
Based on City feedback, PlaceWorks will revise the Preferred Logo for final use on trail signage.
Task 2. Interpretive, Wayfinding, and Regulatory Signage
In addition to providing necessary informational and regulatory information, signage at the trailhead
and along the trail will broaden the opportunities for understanding and engaging with the nearby
cultural and ecological resources, as well the regional context and importance of the trail gap
completion.
PlaceWorks will work with the City to develop thematic interpretive signage for up to four key sites
and assist with the design of other regulatory and wayfinding signage. All signage will be designed to
Contractor: Placeworks Project Name: Saratoga to Sanborn Trail - Signage Design
Exhibit A-1 Page 1 of 4
90
be consistent with relevant design standards, and to build upon Quarry Park and/or Sanborn County
Park if determined appropriate. The signs will include the trail logo developed in Task 1.
22.1 Content and Template Development
PlaceWorks will develop draft content for up to four interpretive panels, including draft text and
identification of photos and/or graphics to be included in each sign. This scope assumes that the City
will provide historic photos or images where appropriate, and that new graphics to be developed will
be limited to a trail map and up to four additional custom graphics. PlaceWorks will also prepare a
draft interpretive sign template illustrating colors, fonts, and overall graphic style and layout. As part
of this task, PlaceWorks content will be identified for up to six regulatory/wayfinding signs. Following
review of this submittal by the City, PlaceWorks will participate in a conference call to review the
submission and identify revisions.
2.2 Draft and Final Draft Signage
PlaceWorks will revise content based on input from the City and develop the graphic layout for all signs
with the agreed upon content. Following a conference call with City staff to review the draft signs,
PlaceWorks will incorporate City input into Final Draft Signage.
2.3 Final Signage
PlaceWorks will refine the final graphic layout for all signs based on the City’s input, and submit the
production-ready version.
2.4 Updates to Quarry Park sign
PlaceWorks will provide minor updates to an existing Quarry Park sign.
Proposed Schedule
The dates below are based upon an anticipated contract finalization date of November 4. Task 2 could
run concurrently with Task 1 if the City prefers to accelerate the schedule.
We have included a week for City review at each milestone. We anticipate that the design work will
be complete by April of 2020.
Table 1. Proposed Schedule
TASK DATE DUE
1.1 Logo Alternatives 11/15/2020
1.2 Preferred Logo 11/29/2019
1.3 Final Logo 12/13/2019
2.1 Content and Template Development 1/10/2020
2.2 Draft and Final Draft Signage 2/7/2020
2.3 Final Signage 3/6/2020
Contractor: Placeworks Project Name: Saratoga to Sanborn Trail - Signage Design
Exhibit A-1 Page 2 of 4
91
Cost Estimate
The following costs are associated with each task. Refer to Att achment A for a more detailed breakdown
of costs by staff and phase.
Table 2. Cost Estimate
TASK COST
1.1 Logo Alternatives $5,692
1.2 Preferred Logo $2,234
1.3 Final Logo $1,663
TTask 1 SSubtotal $$9,589
2.1 Content and Template Development $12,827
2.2 Draft and Final Draft Signage $14,586
2.3 Final Signage $6,513
2.4 Updates to Quarry Park sign $1826
TTask 2 Subtotal $$336,057
GGRAND TOTAL $$445,706
Acknowledgement
This proposal shall remain valid for a period of 90 days from t he time of submittal. The attached Service
Authorization, which includes our General Terms of Consulting Agreement, is a part of this proposal.
If the contents of this Proposal and Agreement are satisfactory, please indicate your approval by
signing the Service Authorization and sending it to our Corporate office. As Associate Principal, I am
authorized to bind PlaceWorks and the project team to the contents of this proposal.
We look forward to working with you to bring about the successful completion of this project. If you
have any questions regarding the contents of this proposal, please contact me directly.
Respectfully submitted,
PlaceWorks
Sarah Gronquist, Associate Principal
510.848.3815
Contractor: Placeworks Project Name: Saratoga to Sanborn Trail - Signage Design
Exhibit A-1 Page 3 of 4
92
Attachment A
Contractor: Placeworks Project Name: Saratoga to Sanborn Trail - Signage Design
Exhibit A-1 Page 4 of 4
93
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
City of Saratoga Design Services Contract
Exhibit B – Insurance
7KHLQVXUDQFHUHTXLUHPHQWVOLVWHGEHORZWKDWKDYHDQ³9´LQGLFDWHGLQWKHVSDFHEHIRUHWKH
UHTXLUHPHQWDSSO\WRWKLVDJUHHPHQWWRJHWKHUZLWKWKHJHQHUDOUHTXLUHPHQWV
0RGLILFDWLRQVRUZDLYHUVWRWKHEHORZUHTXLUHPHQWVDUHVKRZQLQ([KLELW(
&RQWUDFWRUVKDOOSURYLGHLWVLQVXUDQFHEURNHU V DJHQW V ZLWKDFRS\RIWKHVHUHTXLUHPHQWVDQG
UHTXHVWWKDWWKH\SURYLGHFHUWLILFDWHVRILQVXUDQFHFRPSOHWHZLWKFRSLHVRIDOOUHTXLUHG
HQGRUVHPHQWVWR 5LVN0DQDJHU&LW\RI6DUDWRJD)UXLWYDOH$YHQXH6DUDWRJD&$
ZLWKDFRS\WRWKH3ULPDU\5HSUHVHQWDWLYHOLVWHGLQVHFWLRQRQSDJH'XULQJWKHWHUPRIWKLV
DJUHHPHQW&RQWUDFWRUVKDOOHQVXUHWKDWLWVEURNHU V DJHQW V SURYLGHWKH5LVN0DQDJHUDQG
3ULPDU\5HSUHVHQWDWLYHZLWKXSGDWHGFHUWLILFDWHVRILQVXUDQFHUHIOHFWLQJFRQWLQXHGVDWLVIDFWLRQRI
WKHUHTXLUHPHQWVRIWKLVDJUHHPHQWWRJHWKHUZLWKXSGDWHGHQGRUVHPHQWVLQWKHHYHQWRIDFKDQJH
LQWKHXQGHUO\LQJLQVXUDQFHSROLF\ LHV
$OOHQGRUVHPHQWVVKDOOEHVLJQHGE\DSHUVRQDXWKRUL]HGE\WKDWLQVXUHUWRELQGFRYHUDJHRQLWV
EHKDOI&LW\KDVWKHULJKWWRUHTXLUH&RQWUDFWRU¶VLQVXUHUWRSURYLGHFRPSOHWHFHUWLILHGFRSLHVRI
DOOUHTXLUHGLQVXUDQFHSROLFLHV$VGHVFULEHGLQPRUHGHWDLOEHORZWKH&LW\LWVRIILFHUVRIILFLDOV
HPSOR\HHVDJHQWVDQGYROXQWHHUVDUHWREHFRYHUHGDVLQVXUHGV
$OOFHUWLILFDWHVDQGHQGRUVHPHQWVPXVWEHUHFHLYHGDQGDSSURYHGE\&LW\EHIRUHZRUN
FRPPHQFHV
,QVXUDQFH5HTXLUHPHQWV
&RPPHUFLDO*HQHUDO%XVLQHVV/LDELOLW\,QVXUDQFHZLWKFRYHUDJHDWOHDVWDVEURDGDVLQGLFDWHG
SHURFFXUUHQFHDJJUHJDWHOLPLWVIRUERGLO\LQMXU\DQGSURSHUW\
GDPDJH
&RYHUDJHIRU;&8KD]DUGV0867EHHYLGHQFHGRQWKH&HUWLILFDWHRI,QVXUDQFH
$XWR/LDELOLW\,QVXUDQFHZLWKFRYHUDJHDVLQGLFDWHG
FRPELQHGVLQJOHOLPLWIRUERGLO\LQMXU\DQGSURSHUW\GDPDJH
FRPELQHGVLQJOHOLPLWIRUERGLO\LQMXU\DQGSURSHUW\GDPDJH
*DUDJHNHHSHUV¶H[WUDOLDELOLW\HQGRUVHPHQWWRH[WHQGFRYHUDJHWRDOOYHKLFOHVLQWKH
FDUHFXVWRG\DQGFRQWURORIWKH&RQWUDFWRUUHJDUGOHVVRIZKHUHWKHYHKLFOHVDUHNHSW
RUGULYHQ
3URIHVVLRQDO(UURUVDQG2PLVVLRQV/LDELOLW\ ³( 2´ ZLWKFRYHUDJHDVLQGLFDWHG
SHUORVVDJJUHJDWH
SHUORVVDJJUHJDWH
Placeworks Saratoga to Sanborn Trail - Signage Design
✔
✔
✔
94
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
:RUNHUV
&RPSHQVDWLRQDVUHTXLUHGE\WKH6WDWHRI&DOLIRUQLDZLWKVWDWXWRU\OLPLWVDQG
(PSOR\HU¶V/LDELOLW\,QVXUDQFHZLWKDOLPLWRIQROHVVWKDQSHUDFFLGHQWIRU
ERGLO\LQMXU\RUGLVHDVH
The Employer's Liability policy shall be endorsed to waive any right of subrogation against
the City, its employees or agents.
$OOVXEFRQWUDFWRUVXVHGPXVWFRPSO\ZLWKWKHDERYHUHTXLUHPHQWVH[FHSWDVQRWHGEHORZ
*HQHUDO5HTXLUHPHQWV
$VWRDOORIWKHFKHFNHGLQVXUDQFHUHTXLUHPHQWVDERYHWKHIROORZLQJVKDOODSSO\
1. Insurance Provisions. 7KHSROLFLHVDUHWRFRQWDLQRUEHHQGRUVHGWRFRQWDLQWKH
IROORZLQJSURYLVLRQV
x 7KH&LW\LWVRIILFHUVRIILFLDOVHPSOR\HHVDJHQWVDQGYROXQWHHUV HDFKDQ³DGGLWLRQDO
LQVXUHG´ DUHWREHFRYHUHGDVLQVXUHGVZLWKWKHVDPHFRYHUDJHDQGOLPLWVDYDLODEOHWRWKH
QDPHGLQVXUHGUHJDUGLQJ OLDELOLW\DULVLQJRXWRIDFWLYLWLHVSHUIRUPHGE\RURQEHKDOIRI
WKH&RQWUDFWRU SURGXFWVDQGFRPSOHWHGRSHUDWLRQVRIWKH&RQWUDFWRU SUHPLVHVRZQHG
RFFXSLHGRUXVHGE\WKH&RQWUDFWRU RUDXWRPRELOHVRZQHGOHDVHGKLUHGRUERUURZHGE\
WKH&RQWUDFWRU7KHFRYHUDJHVKDOOFRQWDLQQRVSHFLDOOLPLWDWLRQVRQWKHVFRSHRIWKH
SURWHFWLRQDIIRUGHGWRWKH&LW\LWVRIILFHUVRIILFLDOVHPSOR\HHVDJHQWVRUYROXQWHHUV
$Q\DYDLODEOHLQVXUDQFHSURFHHGVEURDGHUWKDQRULQH[FHVVRIWKHPLQLPXPLQVXUDQFH
FRYHUDJHUHTXLUHPHQWVDQGRUOLPLWVVSHFLILHGLQWKLVDJUHHPHQWVKDOOEHDYDLODEOHWRWKH
DGGLWLRQDOLQVXUHG7KHUHTXLUHPHQWVIRUFRYHUDJHDQGOLPLWVVKDOOEH WKHPLQLPXP
FRYHUDJHDQGOLPLWVVSHFLILHGLQWKLVDJUHHPHQW RU WKHEURDGHUFRYHUDJHDQG
PD[LPXPOLPLWVRIFRYHUDJHRIDQ\LQVXUDQFHSROLF\RUSURFHHGVDYDLODEOHWRWKHQDPHG
LQVXUHG ZKLFKHYHULVJUHDWHU7KHDGGLWLRQDOLQVXUHGFRYHUDJHXQGHU&RQWUDFWRU¶VSROLF\
VKDOOEH
SULPDU\DQGQRQFRQWULEXWRU\DQGZLOOQRWVHHNFRQWULEXWLRQIURPWKH&LW\¶V
LQVXUDQFHRUVHOILQVXUDQFHDQGVKDOOEHDWOHDVWDVEURDGDV&*7KLV
UHTXLUHPHQWGRHVQRWDSSO\WRHUURUVDQGRPLVVLRQVLQVXUDQFH
x $Q\IDLOXUHWRFRPSO\ZLWKUHSRUWLQJSURYLVLRQVRIWKHSROLFLHVVKDOOQRWDIIHFWFRYHUDJH
SURYLGHGWRWKH&LW\LWVRIILFHUVRIILFLDOVHPSOR\HHVRUYROXQWHHUV
x 7KH&RQWUDFWRU¶VLQVXUDQFHVKDOODSSO\VHSDUDWHO\WRHDFKLQVXUHGDJDLQVWZKRPFODLPLV
PDGHRUVXLWLVEURXJKWH[FHSWZLWKUHVSHFWWRWKHOLPLWVRIWKHLQVXUHU
VOLDELOLW\
2. Deductibles and Self Insured Retentions. $Q\GHGXFWLEOHVRUVHOILQVXUHGUHWHQWLRQV
PXVWEHGHFODUHGWRDQGDSSURYHGE\WKH&LW\$WWKHRSWLRQRIWKH&LW\HLWKHU WKHLQVXUHU
VKDOOUHGXFHRUHOLPLQDWHVXFKGHGXFWLEOHVRUVHOILQVXUHGUHWHQWLRQVDVUHVSHFWVWKH&LW\LWV
RIILFHUVRIILFLDOVDQGHPSOR\HHV RU WKH&RQWUDFWRUVKDOOSURFXUHDERQGJXDUDQWHHLQJ
SD\PHQWRIORVVHVDQGUHODWHGLQYHVWLJDWLRQVFODLPDGPLQLVWUDWLRQDQGGHIHQVHH[SHQVHV7KH
Placeworks Saratoga to Sanborn Trail - Signage Design
✔
95
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
OLPLWVRILQVXUDQFHUHTXLUHGLQWKLVDJUHHPHQWPD\EHVDWLVILHGE\DFRPELQDWLRQRISULPDU\DQG
XPEUHOODRUH[FHVVLQVXUDQFH$Q\XPEUHOODRUH[FHVVLQVXUDQFHVKDOOFRQWDLQRUEHHQGRUVHGWR
FRQWDLQDSURYLVLRQWKDWVXFKFRYHUDJHVKDOODOVRDSSO\RQDSULPDU\DQGQRQFRQWULEXWRU\EDVLV
IRUWKHEHQHILWRI&LW\ LIDJUHHGWRLQDZULWWHQFRQWUDFWRUDJUHHPHQW EHIRUHWKH&LW\¶VRZQ
LQVXUDQFHRUVHOILQVXUDQFHVKDOOEHFDOOHGXSRQWRSURWHFWLWDVDQDPHGLQVXUHG
3. Waiver of Subrogation.&RQWUDFWRUKHUHE\JUDQWVWR&LW\DZDLYHURIDQ\ULJKWWR
VXEURJDWLRQZKLFKDQ\LQVXUHURI&RQWUDFWRUPD\DFTXLUHDJDLQVW&LW\E\YLUWXHRIWKHSD\PHQW
RIDQ\ORVVXQGHUVXFKLQVXUDQFH&RQWUDFWRUDJUHHVWRREWDLQDQ\HQGRUVHPHQWWKDWPD\EH
QHFHVVDU\WRHIIHFWWKLVZDLYHURIVXEURJDWLRQEXWWKLVSURYLVLRQDSSOLHVUHJDUGOHVVRIZKHWKHU
&LW\KDVUHFHLYHGDZDLYHURIVXEURJDWLRQHQGRUVHPHQWIURPWKHLQVXUHU
4. Verification of Coverage.&RQWUDFWRUVKDOOIXUQLVKWKH&LW\ZLWKRULJLQDOFHUWLILFDWHVDQG
DPHQGDWRU\HQGRUVHPHQWVHIIHFWLQJFRYHUDJHUHTXLUHGE\WKLV([KLELW$OOFHUWLILFDWHVDQG
HQGRUVHPHQWVDUHWREHUHFHLYHGDQGDSSURYHGE\WKH&LW\EHIRUHZRUNFRPPHQFHV7KH&LW\
UHVHUYHVWKHULJKWWRUHTXLUHDWDQ\WLPHFRPSOHWHFHUWLILHGFRSLHVRIDOOUHTXLUHGLQVXUDQFH
SROLFLHVLQFOXGLQJHQGRUVHPHQWVHIIHFWLQJWKHFRYHUDJHUHTXLUHGE\WKHVHVSHFLILFDWLRQVDQG
IDLOXUHWRH[HUFLVHWKLVULJKWVKDOOQRWFRQVWLWXWHDZDLYHURIDQ\RI&LW\¶VULJKWVSXUVXDQWWRWKLV
DJUHHPHQW
5. Maintenance of Coverage.&RQWUDFWRUVKDOOQRWFDQFHODVVLJQRUFKDQJHDQ\SROLF\RI
LQVXUDQFHUHTXLUHGE\WKLVDJUHHPHQWRUHQJDJHLQDQ\DFWRURPLVVLRQWKDWZLOOFDXVHLWVLQVXUHU
WRFDQFHODQ\LQVXUDQFHSROLF\UHTXLUHGE\WKLVDJUHHPHQWH[FHSWDIWHUSURYLGLQJGD\VSULRU
QRWLFHWRWKH&LW\,IDQLQVXUDQFHSROLF\UHTXLUHGE\WKLVDJUHHPHQWLVXQLODWHUDOO\FDQFHOOHGRU
FKDQJHGE\WKHLQVXUHU&RQWUDFWRUVKDOOLPPHGLDWHO\SURYLGHZULWWHQQRWLFHWRWKH&LW\DQG
REWDLQVXEVWLWXWHLQVXUDQFHPHHWLQJWKHUHTXLUHPHQWVRIWKLVDJUHHPHQW1RWKLQJLQWKLV
SDUDJUDSKUHOLHYHV&RQWUDFWRURILWVREOLJDWLRQWRPDLQWDLQDOOLQVXUDQFHUHTXLUHGE\WKLV
DJUHHPHQWDWDOOWLPHVGXULQJWKHWHUPRIWKHDJUHHPHQW
6. Claims Made Policies.,IDQ\RIWKHUHTXLUHGSROLFLHVSURYLGHFODLPVPDGHFRYHUDJH
WKHFRYHUDJHVKDOOEHPDLQWDLQHGIRUDSHULRGRIILYH\HDUVDIWHUFRPSOHWLRQRIWKHFRQWUDFW
&RQWUDFWRUPD\VDWLVI\WKLVUHTXLUHPHQWE\UHQHZDORIH[LVWLQJFRYHUDJHRUSXUFKDVHRIHLWKHU
SULRUDFWVRUWDLOFRYHUDJHDSSOLFDEOHWRVDLGILYH\HDUSHULRG
7. Acceptability of Insurers.,QVXUDQFHLVWREHSODFHGZLWKLQVXUHUVZLWKD%HVWV
UDWLQJRI
QROHVVWKDQ$ 9,,
8. Subcontractors&RQWUDFWRUDJUHHVWRLQFOXGHZLWKDOOVXEFRQWUDFWRUVLQWKHLUVXEFRQWUDFW
WKHVDPHUHTXLUHPHQWVDQGSURYLVLRQVRIWKLVDJUHHPHQWLQFOXGLQJWKHLQGHPQLW\DQGLQVXUDQFH
UHTXLUHPHQWVWRWKHH[WHQWWKH\DSSO\WRWKHVFRSHRIWKHVXEFRQWUDFWRU
VZRUN6XEFRQWUDFWRUV
KLUHGE\&RQWUDFWRUVKDOODJUHHWREHERXQGWR&RQWUDFWRUDQG&LW\LQWKHVDPHPDQQHUDQGWRWKH
VDPHH[WHQWDV&RQWUDFWRULVERXQGWRWKH&LW\XQGHUWKLVDJUHHPHQW6XEFRQWUDFWRUVVKDOOIXUWKHU
DJUHHWRLQFOXGHWKHVHVDPHSURYLVLRQVZLWKDQ\VXEVXEFRQWUDFWRU&RQWUDFWRUVKDOOSURYLGH
VXEFRQWUDFWRUZLWKDFRS\RIWKHLQGHPQLW\DQGLQVXUDQFHSURYLVLRQVRIWKLVDJUHHPHQWDVDSDUW
RI&RQWUDFWRU¶VVXEFRQWUDFWZLWKVXEFRQWUDFWRU&RQWUDFWRUVKDOOUHTXLUHDOOVXEFRQWUDFWRUVWR
Placeworks Saratoga to Sanborn Trail - Signage Design
96
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
SURYLGHDYDOLGFHUWLILFDWHRILQVXUDQFHDQGWKHUHTXLUHGHQGRUVHPHQWVLQFOXGHGLQWKHDJUHHPHQW
SULRUWRFRPPHQFHPHQWRIDQ\ZRUNDQGZLOOSURYLGHSURRIRIFRPSOLDQFHWRWKH&LW\
9. Special Risks or Circumstances.&LW\UHVHUYHVWKHULJKWWRPRGLI\WKHVHUHTXLUHPHQWV
LQFOXGLQJOLPLWVEDVHGRQWKHQDWXUHRIWKHULVNSULRUH[SHULHQFHLQVXUHUFRYHUDJHRURWKHU
VSHFLDOFLUFXPVWDQFHV
-End of Exhibit B-
Placeworks Saratoga to Sanborn Trail - Signage Design
97
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
City of Saratoga Design Services Contract
Exhibit C – General Provisions
1. INDEPENDENT CONTRACTOR. &LW\UHTXLUHVWKHVHUYLFHVRIDTXDOLILHGFRQWUDFWRU
WRSURYLGHWKHZRUNSURGXFWGHVFULEHGLQ([KLELW$EHFDXVHLWODFNVWKHTXDOLILHG
SHUVRQQHOWRSURYLGHWKHVSHFLILHGZRUNSURGXFW&RQWUDFWRULVTXDOLILHGWRSURYLGHWKH
UHTXLUHGZRUNSURGXFWDQGLVDJUHHDEOHWRSURYLGLQJVXFKZRUNSURGXFWRQWKHWHUPVDQG
FRQGLWLRQVLQWKLVDJUHHPHQW
1.1 In General$WDOOWLPHVGXULQJWKHWHUPRIWKLVDJUHHPHQW&RQWUDFWRUVKDOOEHDQ
LQGHSHQGHQWFRQWUDFWRUDQGVKDOOQRWEHDQHPSOR\HHRI&LW\&RQWUDFWRUVKDOO
FRPSOHWHWKH6FRSHRI:RUNKHUHXQGHULQDFFRUGDQFHZLWKFXUUHQWO\DSSURYHG
PHWKRGVDQGSUDFWLFHVLQ&RQWUDFWRU
VILHOG1RUHODWLRQVKLSRIHPSOR\HUDQG
HPSOR\HHLVFUHDWHGE\WKLVDJUHHPHQWEHWZHHQWKH&LW\DQG&RQWUDFWRURUDQ\
VXEFRQWUDFWRURUHPSOR\HHRI&RQWUDFWRU&LW\VKDOOKDYHWKHULJKWWRFRQWURO
&RQWUDFWRURQO\ZLWKUHVSHFWWRVSHFLI\LQJWKHUHVXOWVWREHREWDLQHGIURP
&RQWUDFWRUSXUVXDQWWRWKLVDJUHHPHQW&LW\VKDOOQRWKDYHWKHULJKWWRFRQWUROWKH
PHDQVE\ZKLFK&RQWUDFWRUDFFRPSOLVKHVVHUYLFHVUHQGHUHGSXUVXDQWWRWKLV
DJUHHPHQW$Q\WHUPVLQWKLVDJUHHPHQWUHIHUULQJWRGLUHFWLRQIURP&LW\VKDOOEH
FRQVWUXHGDVSURYLGLQJIRUGLUHFWLRQDVWRSROLF\DQGWKHUHVXOWRIWKH&RQWUDFWRU¶V
ZRUNRQO\DQGQRWDVWRWKHPHDQVE\ZKLFKVXFKDUHVXOWLVREWDLQHG
1.2 Non-Exclusive Contract.1RWKLQJFRQWDLQHGLQWKLVDJUHHPHQWVKDOOEH
FRQVWUXHGDVOLPLWLQJWKHULJKWRI&RQWUDFWRUWRHQJDJHLQ&RQWUDFWRU
VSURIHVVLRQ
VHSDUDWHDQGDSDUWIURPWKLVDJUHHPHQWVRORQJDVVXFKDFWLYLWLHVGRQRWLQWHUIHUH
RUFRQIOLFWZLWKWKHSHUIRUPDQFHE\&RQWUDFWRURIWKHREOLJDWLRQVVHWIRUWKLQWKLV
DJUHHPHQW,QWHUIHUHQFHRUFRQIOLFWZLOOEHGHWHUPLQHGDWWKHVROHGLVFUHWLRQRIWKH
&LW\
1.3 Standard of Care.&RQWUDFWRUVKDOOFRPSOHWHWKH6FRSHRI:RUNUHTXLUHG
SXUVXDQWWRWKLVDJUHHPHQWLQWKHPDQQHUDQGDFFRUGLQJWRWKHVWDQGDUGVREVHUYHG
E\DFRPSHWHQWSUDFWLWLRQHURIWKHSURIHVVLRQLQZKLFK&RQWUDFWRULVHQJDJHGLQ
WKHJHRJUDSKLFDODUHDLQZKLFK&RQWUDFWRUSUDFWLFHVLWVSURIHVVLRQ$OOZRUN
SURGXFWRIZKDWVRHYHUQDWXUHZKLFK&RQWUDFWRUGHOLYHUVWR&LW\SXUVXDQWWRWKLV
DJUHHPHQWVKDOOEHSUHSDUHGLQDVXEVWDQWLDOILUVWFODVVDQGZRUNPDQOLNHPDQQHU
DQGFRQIRUPWRWKHVWDQGDUGVRITXDOLW\QRUPDOO\REVHUYHGE\DSHUVRQSUDFWLFLQJ
LQ&RQWUDFWRU¶VSURIHVVLRQ
1.4 Qualifications.&RQWUDFWRUUHSUHVHQWVDQGZDUUDQWVWR&LW\WKDWWKH&RQWUDFWRULV
TXDOLILHGWRSHUIRUPWKHVHUYLFHVDVFRQWHPSODWHGE\WKLVDJUHHPHQWDQGWKDWDOO
ZRUNSHUIRUPHGXQGHUWKLVDJUHHPHQWVKDOOEHSHUIRUPHGRQO\E\SHUVRQQHOXQGHU
WKHVXSHUYLVLRQRIWKH&RQWUDFWRUDVDQHPSOR\HHRULIDXWKRUL]HGE\WKH6FRSHRI
:RUNDVXEFRQWUDFWRU$OOSHUVRQQHOHQJDJHGLQWKHZRUNVKDOOEHIXOO\TXDOLILHG
DQGVKDOOEHDXWKRUL]HGOLFHQVHGDQGFHUWLILHGXQGHUVWDWHDQGORFDOODZWRSHUIRUP
VXFKZRUNLIDXWKRUL]DWLRQOLFHQVLQJRUFHUWLILFDWLRQLVUHTXLUHG7KH&RQWUDFWRU
VKDOOFRPPLWDGHTXDWHUHVRXUFHVDQGWLPHWRFRPSOHWHWKHSURMHFWZLWKLQWKH
SURMHFWVFKHGXOHVSHFLILHGLQWKLVDJUHHPHQW
1.5 Professional Seal:KHUHDSSOLFDEOHLQWKHGHWHUPLQDWLRQRIWKH$GPLQLVWUDWRU
WKHILUVWSDJHRIDWHFKQLFDOUHSRUWILUVWSDJHRIGHVLJQVSHFLILFDWLRQVDQGHDFK
SDJHRIFRQVWUXFWLRQGUDZLQJVVKDOOEHVWDPSHGVHDOHGDQGVLJQHGE\WKHOLFHQVHG
SURIHVVLRQDOUHVSRQVLEOHIRUWKHUHSRUWGHVLJQSUHSDUDWLRQ7KHVWDPSVHDOVKDOOEH
Placeworks Saratoga to Sanborn Trail - Signage Design
98
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
LQDEORFNHQWLWOHG6HDODQG6LJQDWXUHRI5HJLVWHUHG3URIHVVLRQDOZLWK
UHSRUWGHVLJQUHVSRQVLELOLW\DVSHUWKHVDPSOHEHORZ
______________________________
Seal and Signature of Registered Professional
with report/design responsibility.
1.6 Use of City Equipment.&LW\VKDOOQRWEHUHVSRQVLEOHIRUDQ\GDPDJHWRSHUVRQV
RUSURSHUW\DVDUHVXOWRIWKHXVHPLVXVHRUIDLOXUHRIDQ\HTXLSPHQWXVHGE\
&RQWUDFWRURUE\DQ\RILWVHPSOR\HHVHYHQWKRXJKVXFKHTXLSPHQWEHIXUQLVKHG
UHQWHGRUORDQHGWR&RQWUDFWRUE\&LW\
1.7 Payment of Taxes and Other Expenses.6KRXOG&LW\LQLWVGLVFUHWLRQRUD
UHOHYDQWWD[LQJDXWKRULW\LQFOXGLQJEXWQRWOLPLWHGWRWKH,QWHUQDO5HYHQXH
6HUYLFHRUWKH6WDWH(PSOR\PHQW'HYHORSPHQW'LYLVLRQGHWHUPLQHWKDWWKH
&RQWUDFWRULVDQHPSOR\HHIRUSXUSRVHVRIFROOHFWLRQRIDQ\HPSOR\PHQWWD[HV
WKHDPRXQWVSD\DEOHXQGHUWKLVDJUHHPHQWVKDOOEHUHGXFHGE\DPRXQWVHTXDOWR
ERWKWKHHPSOR\HHDQGHPSOR\HUSRUWLRQVRIWKHWD[GXH DQGRIIVHWWLQJDQ\
FUHGLWVIRUDPRXQWVDOUHDG\SDLGE\WKH&RQWUDFWRUZKLFKFDQEHDSSOLHGDJDLQVW
WKLVOLDELOLW\ &LW\VKDOOWKHQIRUZDUGWKRVHDPRXQWVWRWKHUHOHYDQWWD[LQJ
DXWKRULW\6KRXOGDUHOHYDQWWD[LQJDXWKRULW\GHWHUPLQHDOLDELOLW\IRUSDVW
VHUYLFHVSHUIRUPHGE\WKH&RQWUDFWRUIRU&LW\XSRQQRWLILFDWLRQRIVXFKIDFWE\
WKH&LW\WKH&RQWUDFWRUVKDOOSURPSWO\UHPLWVXFKDPRXQWGXHRUDUUDQJHZLWKWKH
&LW\WRKDYHWKHDPRXQWGXHZLWKKHOGIURPIXWXUHSD\PHQWVWRWKH&RQWUDFWRU
XQGHUWKLVDJUHHPHQW DJDLQRIIVHWWLQJDQ\DPRXQWVDOUHDG\SDLGE\WKH
&RQWUDFWRUZKLFKFDQEHDSSOLHGDVDFUHGLWDJDLQVWVXFKOLDELOLW\ $Q\
GHWHUPLQDWLRQRIHPSOR\PHQWVWDWXVDERYHVKDOOEHVROHO\IRUWKHSXUSRVHVRIWKH
SDUWLFXODUWD[LQTXHVWLRQDQGIRUDOORWKHUSXUSRVHVRIWKLVDJUHHPHQW7KH
&RQWUDFWRUVKDOOQRWEHFRQVLGHUHGDQHPSOR\HHRI&LW\1RWZLWKVWDQGLQJWKH
IRUHJRLQJVKRXOGDQ\FRXUWDUELWUDWRURUDGPLQLVWUDWLYHDXWKRULW\GHWHUPLQHWKDW
WKH&RQWUDFWRULVDQHPSOR\HHIRUDQ\RWKHUSXUSRVHWKHQWKH&RQWUDFWRUDJUHHVWR
DUHGXFWLRQLQWKH&LW\
VILQDQFLDOOLDELOLW\VRWKDWWKH&LW\
VWRWDOH[SHQVHVXQGHU
WKLVDJUHHPHQWDUHQRWJUHDWHUWKDQWKH\ZRXOGKDYHEHHQKDGWKHFRXUWDUELWUDWRU
RUDGPLQLVWUDWLYHDXWKRULW\GHWHUPLQHGWKDWWKH&RQWUDFWRUZDVQRWDQHPSOR\HH
2. COMMUNICATION AND NOTICES7KH$GPLQLVWUDWRUGHVLJQDWHGLQVHFWLRQRQ
SDJHRIWKLVDJUHHPHQWLVDXWKRUL]HGWRUHFHLYHLQIRUPDWLRQLQWHUSUHWDQGGHILQH&LW\
V
SROLFLHVFRQVLVWHQWZLWKWKLVDJUHHPHQWDQGFRPPXQLFDWHZLWK&RQWUDFWRUFRQFHUQLQJ
WKLVDJUHHPHQW$OOFRUUHVSRQGHQFHDQGRWKHUFRPPXQLFDWLRQVVKDOOEHGLUHFWHGWRRU
WKURXJKWKH$GPLQLVWUDWRURUWKH$GPLQLVWUDWRU¶VGHVLJQHH
2.1 In General.$OOQRWLFHVRUFRPPXQLFDWLRQFRQFHUQLQJDSDUW\
VFRPSOLDQFHZLWK
WKHWHUPVRIWKLVDJUHHPHQWVKDOOEHLQZULWLQJDQGPD\EHJLYHQHLWKHUSHUVRQDOO\
E\FHUWLILHGPDLOUHWXUQUHFHLSWUHTXHVWHGRUE\RYHUQLJKWH[SUHVVFDUULHU7KH
Placeworks Saratoga to Sanborn Trail - Signage Design
99
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
QRWLFHVKDOOEHGHHPHGWRKDYHEHHQJLYHQDQGUHFHLYHGRQWKHGDWHGHOLYHUHGLQ
SHUVRQRUWKHGDWHXSRQZKLFKWKHSRVWDODXWKRULW\RURYHUQLJKWH[SUHVVFDUULHU
LQGLFDWHVWKDWWKHPDLOLQJZDVGHOLYHUHGWRWKHDGGUHVVRIWKHUHFHLYLQJSDUW\7KH
SDUWLHVVKDOOPDNHJRRGIDLWKHIIRUWVWRSURYLGHDGYDQFHFRXUWHV\QRWLFHRIDQ\
QRWLFHVRUFRPPXQLFDWLRQVKHUHXQGHUYLDHPDLO+RZHYHUXQGHUQR
FLUFXPVWDQFHVVKDOOVXFKFRXUWHV\QRWLFHVDWLVI\WKHQRWLFHUHTXLUHPHQWVVHWIRUWK
DERYH QRUVKDOOODFNRIVXFKFRXUWHV\QRWLFHDIIHFWWKHYDOLGLW\RIVHUYLFHSXUVXDQW
WRWKHQRWLFHUHTXLUHPHQWVHWIRUWKDERYH
2.2 Addresses for Notice.1RWLFHVRUFRPPXQLFDWLRQVVKDOOEHJLYHQWRWKHSDUWLHVDW
WKHDGGUHVVHVVHWIRUWKLQVHFWLRQ ³&RQWUDFW$GPLQLVWUDWLRQ´ XQOHVVRWKHUZLVH
GHVLJQDWHGLQDZULWWHQQRWLFHWRWKHRWKHUSDUW\,QDGGLWLRQQRWLFHVWR&LW\VKDOO
EHFRSLHGWR
-DPHV/LQGVD\
&LW\0DQDJHU
&LW\RI6DUDWRJD
)UXLWYDOH$YHQXH
6DUDWRJD&$
'HEELH%UHWVFKQHLGHU
&LW\&OHUN
&LW\RI6DUDWRJD
)UXLWYDOH$YHQXH
6DUDWRJD&$
7KHVHFRSLHVVKDOOQRWFRQVWLWXWHQRWLFH
2.3 Change of Address.$Q\SDUW\KHUHWRE\JLYLQJWHQ GD\VZULWWHQQRWLFHWR
WKHRWKHUPD\GHVLJQDWHDQ\RWKHUDGGUHVVDVVXEVWLWXWLRQRIWKHDGGUHVVWRZKLFK
WKHQRWLFHRUFRPPXQLFDWLRQVKDOOEHJLYHQ
3. PAYMENT. 7KHSD\PHQWVVSHFLILHGLQWKLVSDUDJUDSKVKDOOEHWKHRQO\SD\PHQWVWREH
PDGHWR&RQWUDFWRULQFRQQHFWLRQZLWK&RQWUDFWRU¶VFRPSOHWLRQRIWKH6FRSHRI:RUN
SXUVXDQWWRWKLVDJUHHPHQW5HLPEXUVDEOHH[SHQVHVVKDOOEHELOOHGRQO\DWWKHLUDFWXDO
FRVW&RQWUDFWRUVKDOOVXEPLWDOOELOOLQJVWR&LW\DQG&LW\VKDOOSD\VXFKELOOLQJVLQWKH
PDQQHUVSHFLILHGLQWKLVSDUDJUDSK3D\PHQWVKDOOEHPDGHSD\DEOHWR&RQWUDFWRUDQG
GHOLYHUHGWRWKHDGGUHVVVSHFLILHGLQVHFWLRQRQSDJHRIWKLVDJUHHPHQW7KHPDNLQJ
RIDQ\SD\PHQWE\&LW\RUWKHUHFHLSWWKHUHRIE\WKH&RQWUDFWRUVKDOOLQQRZD\OHVVHQ
WKHOLDELOLW\RIWKH&RQWUDFWRUWRFRUUHFWRUUHYLVHXQVDWLVIDFWRU\ZRUNHYHQWKRXJKWKH
XQVDWLVIDFWRU\FKDUDFWHURIVXFKZRUNPD\QRWKDYHEHHQDSSDUHQWRUGHWHFWHGDWWKHWLPH
VXFKSD\PHQWZDVPDGH&LW\PD\ZLWKKROGSD\PHQWWR&RQWUDFWRULQDQ\LQVWDQFHLQ
ZKLFKWKH&RQWUDFWRUKDVIDLOHGRUUHIXVHGWRVDWLVI\DQ\PDWHULDOREOLJDWLRQSURYLGHGIRU
LQWKLVDJUHHPHQW,QQRHYHQWVKDOO&LW\EHOLDEOHIRULQWHUHVWRUODWHFKDUJHVIRUDQ\ODWH
SD\PHQWV
3.1 Time and Materials.,IWKLVFRQWUDFWLVGHVLJQDWHGDVD7LPHDQG0DWHULDOV
FRQWUDFWRQSDJHLQYRLFLQJDQGSD\PHQWVKDOOEHDVIROORZV
(a)&RQWUDFWRUVKDOOVXEPLWLQYRLFHVQRWPRUHRIWHQWKDQRQFHDPRQWKGXULQJ
WKHWHUPRIWKLVDJUHHPHQWEDVHGRQWKHFRVWIRUZRUNSHUIRUPHGLQ
DFFRUGDQFHZLWKWKH5DWH6FKHGXOHLQWKH6FRSHRI:RUNDQGDXWKRUL]HG
UHLPEXUVDEOHH[SHQVHVLQFXUUHGSULRUWRWKHLQYRLFHGDWH,QYRLFHVVKDOO
FRQWDLQWKHIROORZLQJLQIRUPDWLRQ
(i)6HULDOLGHQWLILFDWLRQVRIELOOVLH%LOO1R
(ii)7KHEHJLQQLQJDQGHQGLQJGDWHVRIWKHELOOLQJSHULRG
Placeworks Saratoga to Sanborn Trail - Signage Design
100
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
(iii)$VXPPDU\FRQWDLQLQJWKHWRWDOFRQWUDFWDPRXQWWKHDPRXQWRI
SULRUELOOLQJVWKHWRWDOGXHWKLVSHULRGSHUFHQWDJHRIZRUN
FRPSOHWHGWKHUHPDLQLQJEDODQFHDYDLODEOHIRUDOOUHPDLQLQJ
ELOOLQJSHULRGVDQGDEULHIGHVFULSWLRQRIZRUNFRPSOHWHGGXULQJ
WKHELOOLQJSHULRG
(b)&LW\VKDOOPDNHPRQWKO\SD\PHQWVEDVHGRQVXFKLQYRLFHVIRU
VDWLVIDFWRU\SURJUHVVLQFRPSOHWLRQRIWKH6FRSHRI:RUNDQGIRU
DXWKRUL]HGUHLPEXUVDEOHH[SHQVHVLQFXUUHG
3.2 Lump Sum.,IWKLVFRQWUDFWLVGHVLJQDWHGDVD/XPS6XPFRQWUDFWRQSDJH
IROORZLQJFRPSOHWLRQRIWKHZRUN&RQWUDFWRUVKDOOVXEPLWDVLQJOHLQYRLFH
FRQWDLQLQJWKHEHJLQQLQJDQGHQGLQJGDWHVRIWKHELOOLQJSHULRGDQGWKHWRWDO
FRQWUDFWDPRXQW&LW\VKDOOPDNHDVLQJOHSD\PHQWEDVHGRQVXFKLQYRLFHIRU
VDWLVIDFWRU\FRPSOHWLRQRIWKH6FRSHRI:RUN
4. CONTRACTOR NOT AGENT.([FHSWDV&LW\PD\VSHFLI\LQZULWLQJ&RQWUDFWRU
VKDOOKDYHQRDXWKRULW\H[SUHVVRULPSOLHGWRDFWRQEHKDOIRI&LW\LQDQ\FDSDFLW\
ZKDWVRHYHUDVDQDJHQW&RQWUDFWRUVKDOOKDYHQRDXWKRULW\H[SUHVVRULPSOLHGSXUVXDQW
WRWKLVDJUHHPHQWWRELQG&LW\WRDQ\REOLJDWLRQZKDWVRHYHU
5. BENEFITS AND TAXES. &RQWUDFWRUVKDOOQRWKDYHDQ\FODLPXQGHUWKLVDJUHHPHQWRU
RWKHUZLVHDJDLQVW&LW\IRUVHQLRULW\YDFDWLRQWLPHYDFDWLRQSD\VLFNOHDYHSHUVRQDOWLPH
RIIRYHUWLPHKHDOWKLQVXUDQFHPHGLFDOFDUHKRVSLWDOFDUHLQVXUDQFHEHQHILWVVRFLDO
VHFXULW\GLVDELOLW\XQHPSOR\PHQWZRUNHUVFRPSHQVDWLRQRUHPSOR\HHEHQHILWVRIDQ\
NLQG&RQWUDFWRUVKDOOEHVROHO\OLDEOHIRUDQGREOLJDWHGWRSD\GLUHFWO\DOODSSOLFDEOH
WD[HVLQFOXGLQJEXWQRWOLPLWHGWRIHGHUDODQGVWDWHLQFRPHWD[HVDQGLQFRQQHFWLRQ
WKHUHZLWK&RQWUDFWRUVKDOOLQGHPQLI\DQGKROG&LW\KDUPOHVVIURPDQ\DQGDOOOLDELOLW\
WKDW&LW\PD\LQFXUEHFDXVHRI&RQWUDFWRU
VIDLOXUHWRSD\VXFKWD[HV&LW\VKDOOKDYHQR
REOLJDWLRQZKDWVRHYHUWRSD\RUZLWKKROGDQ\WD[HVRQEHKDOIRI&RQWUDFWRU
6. ASSIGNMENT PROHIBITED.7KHVHUYLFHVWREHSHUIRUPHGE\WKH&RQWUDFWRUDUH
SHUVRQDOLQFKDUDFWHUDQGQRSDUW\WRWKLVDJUHHPHQWPD\DVVLJQDQ\ULJKWRUREOLJDWLRQ
XQGHUWKLVDJUHHPHQW$Q\DWWHPSWHGRUSXUSRUWHGDVVLJQPHQWRIDQ\ULJKWRUREOLJDWLRQ
XQGHUWKLVDJUHHPHQWVKDOOEHYRLGDQGRIQRHIIHFW+RZHYHUZLWKWKHFRQVHQWRIWKH
&LW\JLYHQLQZULWLQJ&RQWUDFWRULVHQWLWOHGWRVXEFRQWUDFWVXFKSRUWLRQVRIWKHZRUNWREH
SHUIRUPHGXQGHUWKLVDJUHHPHQWDVPD\EHVSHFLILHGE\&LW\
7. PERSONNEL.&RQWUDFWRUVKDOODVVLJQRQO\FRPSHWHQWSHUVRQQHOWRFRPSOHWHWKH6FRSH
RI:RUNSXUVXDQWWRWKLVDJUHHPHQW,QWKHHYHQWWKDW&LW\LQLWVVROHGLVFUHWLRQDWDQ\
WLPHGXULQJWKHWHUPRIWKLVDJUHHPHQWGHVLUHVWKHUHPRYDORIDQ\VXFKSHUVRQV
&RQWUDFWRUVKDOOLPPHGLDWHO\XSRQUHFHLYLQJQRWLFHIURPFLW\RIVXFKGHVLUHRI&LW\
FDXVHWKHUHPRYDORIVXFKSHUVRQRUSHUVRQVIURPZRUNLQFRQQHFWLRQZLWKWKH6FRSHRI
:RUN
8. CONFLICT OF INTEREST.
8.1 In General.&RQWUDFWRUXQGHUVWDQGVWKDWLWVSURIHVVLRQDOUHVSRQVLELOLW\LVVROHO\
WR&LW\&RQWUDFWRUUHSUHVHQWVDQGZDUUDQWVWKDWLWSUHVHQWO\KDVQRLQWHUHVWDQG
Placeworks Saratoga to Sanborn Trail - Signage Design
101
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
ZLOOQRWDFTXLUHDQ\GLUHFWRULQGLUHFWLQWHUHVWWKDWZRXOGFRQIOLFWZLWKLWV
SHUIRUPDQFHRIWKLVDJUHHPHQW&RQWUDFWRUVKDOOQRWHPSOR\RUVXEFRQWUDFWZLWKD
SHUVRQKDYLQJVXFKDQLQWHUHVWLQWKHSHUIRUPDQFHRIWKLVDJUHHPHQW
8.2 Subsequent Conflict of Interest.&RQWUDFWRUDJUHHVWKDWLIDQDFWXDORUSRWHQWLDO
FRQIOLFWRILQWHUHVWRQWKHSDUWRI&RQWUDFWRULVGLVFRYHUHGDIWHUDZDUGWKH
&RQWUDFWRUZLOOPDNHDIXOOGLVFORVXUHLQZULWLQJWRWKH&LW\7KLVGLVFORVXUHVKDOO
LQFOXGHDGHVFULSWLRQRIDFWLRQVZKLFKWKH&RQWUDFWRUKDVWDNHQRUSURSRVHVWR
WDNHDIWHUFRQVXOWDWLRQZLWKWKH&LW\WRDYRLGPLWLJDWHRUQHXWUDOL]HWKHDFWXDORU
SRWHQWLDOFRQIOLFW:LWKLQGD\VWKH&RQWUDFWRUVKDOOKDYHWDNHQDOOQHFHVVDU\
VWHSVWRDYRLGPLWLJDWHRUQHXWUDOL]HWKHFRQIOLFWRILQWHUHVWWRWKHVDWLVIDFWLRQRI
WKH&LW\
8.3 Interests of City Officers and Staff.1RRIILFHUPHPEHURUHPSOR\HHRI&LW\
DQGQRPHPEHURIWKH&LW\&RXQFLOVKDOOKDYHDQ\SHFXQLDU\LQWHUHVWGLUHFWRU
LQGLUHFWLQWKLVDJUHHPHQWRUWKHSURFHHGVWKHUHRI1HLWKHU&RQWUDFWRUQRUDQ\
PHPEHURIDQ\&RQWUDFWRU¶VIDPLO\VKDOOVHUYHRQDQ\&LW\ERDUGRUFRPPLWWHHRU
KROGDQ\VXFKSRVLWLRQZKLFKHLWKHUE\UXOHSUDFWLFHRUDFWLRQQRPLQDWHV
UHFRPPHQGVRUVXSHUYLVHV&RQWUDFWRU
VSHUIRUPDQFHRIWKH6FRSHRI:RUNRU
DXWKRUL]HVIXQGLQJWR&RQWUDFWRU
9. COMPLIANCE WITH LAWS
9.1 In General. &RQWUDFWRUVKDOONHHSLWVHOIIXOO\LQIRUPHGRIDQGFRPSO\ZLWKDOO
ODZVSROLFLHVJHQHUDOUXOHVDQGUHJXODWLRQVHVWDEOLVKHGE\&LW\DQGVKDOOFRPSO\
ZLWKWKHFRPPRQODZDQGDOOODZVRUGLQDQFHVFRGHVDQGUHJXODWLRQVRI
JRYHUQPHQWDODJHQFLHV LQFOXGLQJIHGHUDOVWDWHPXQLFLSDODQGORFDOJRYHUQLQJ
ERGLHV DSSOLFDEOHWRWKHSHUIRUPDQFHRIWKH6FRSHRI:RUNKHUHXQGHU
9.2 Licenses and Permits. &RQWUDFWRUUHSUHVHQWVDQGZDUUDQWVWR&LW\WKDWLWKDVDOO
OLFHQVHVSHUPLWVTXDOLILFDWLRQVDQGDSSURYDOVRIZKDWVRHYHUQDWXUHZKLFKDUH
OHJDOO\UHTXLUHGIRU&RQWUDFWRUWRSUDFWLFHLWVSURIHVVLRQ&RQWUDFWRUUHSUHVHQWV
DQGZDUUDQWVWR&LW\WKDW&RQWUDFWRUVKDOODWLWVVROHFRVWDQGH[SHQVHNHHSLQ
HIIHFWDWDOOWLPHVGXULQJWKHWHUPRIWKLVDJUHHPHQWDQ\OLFHQVHVSHUPLWVDQG
DSSURYDOVZKLFKDUHOHJDOO\UHTXLUHGIRU&RQWUDFWRUWRSUDFWLFHLWVSURIHVVLRQ,Q
DGGLWLRQWRWKHIRUHJRLQJ&RQWUDFWRUVKDOOREWDLQDQGPDLQWDLQGXULQJWKHWHUP
KHUHRIDYDOLG&LW\RI6DUDWRJD%XVLQHVV/LFHQVH
10. WORK PRODUCT AND RECORDS
10.1 Property of City.$OOUHSRUWVGDWDPDSVPRGHOVFKDUWVVWXGLHVVXUYH\V
SKRWRJUDSKVPHPRUDQGDRURWKHUZULWWHQGRFXPHQWVRUPDWHULDOVSUHSDUHGE\
&RQWUDFWRUSXUVXDQWWRWKLVDJUHHPHQWVKDOOEHFRPHWKHSURSHUW\RI&LW\XSRQ
FRPSOHWLRQRIWKHZRUNWREHSHUIRUPHGKHUHXQGHURUXSRQWHUPLQDWLRQRIWKLV
DJUHHPHQW:LWKRXWOLPLWLQJWKHJHQHUDOLW\RIWKHIRUHJRLQJLILQFRQQHFWLRQ
ZLWKVHUYLFHVSHUIRUPHGXQGHUWKLVDJUHHPHQWWKH&RQWUDFWRURULWVVXEFRQWUDFWRUV
FUHDWHDUWZRUNFRS\SRVWHUVELOOERDUGVSKRWRJUDSKVYLGHRWDSHVDXGLRWDSHV
V\VWHPVGHVLJQVVRIWZDUHUHSRUWVGLDJUDPVVXUYH\VVRXUFHFRGHVRUDQ\RWKHU
RULJLQDOZRUNVRIDXWKRUVKLSVXFKZRUNVRIDXWKRUVKLSVKDOOEHZRUNVIRUKLUHDV
GHILQHGXQGHU7LWOHRIWKH8QLWHG6WDWHV&RGHDQGDOOFRS\ULJKWVLQVXFKZRUNV
DUHWKHSURSHUW\RI&LW\,ILWLVHYHUGHWHUPLQHGWKDWDQ\ZRUNVFUHDWHGE\WKH
Placeworks Saratoga to Sanborn Trail - Signage Design
102
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
&RQWUDFWRURULWVVXEFRQWUDFWRUVXQGHUWKLVDJUHHPHQWDUHQRWZRUNVIRUKLUHXQGHU
86ODZWKH&RQWUDFWRUKHUHE\DVVLJQVDOOFRS\ULJKWVWRVXFKZRUNVWR&LW\
JUDQWV&LW\DUR\DOW\IUHHH[FOXVLYHDQGLUUHYRFDEOHOLFHQVHWRUHSURGXFH
SXEOLVKXVHDQGWRDXWKRUL]HRWKHUVWRGRVRDOOVXFKZRUNVDQGDJUHHVWRSURYLGH
DQ\PDWHULDODQGH[HFXWHDQ\GRFXPHQWVQHFHVVDU\WRHIIHFWXDWHVXFKDVVLJQPHQW
DQGOLFHQVH7KH&RQWUDFWRUPD\UHWDLQDQGXVHFRSLHVRIVXFKZRUNVIRU
UHIHUHQFHDQGDVGRFXPHQWDWLRQRILWVH[SHULHQFHDQGFDSDELOLWLHV
10.2 Intellectual Property. &RQWUDFWRUUHSUHVHQWVDQGZDUUDQWVWKDWLWKDVWKHOHJDO
ULJKWWRXWLOL]HDOOLQWHOOHFWXDOSURSHUW\LWZLOOXWLOL]HLQWKHSHUIRUPDQFHRIWKLV
DJUHHPHQW&RQWUDFWRUIXUWKHUUHSUHVHQWVWKDWLWVKDOOHQVXUH&LW\KDVWKHOHJDO
ULJKWWRXWLOL]HDOOLQWHOOHFWXDOSURSHUW\LQYROYHGLQDQGRUUHVXOWLQJIURP
&RQWUDFWRU¶VSHUIRUPDQFHRIWKLVDJUHHPHQW&RQWUDFWRUVKDOOLQGHPQLI\DQGKROG
&LW\KDUPOHVVIURPDOOORVVDQGOLDELOLW\LQFOXGLQJDWWRUQH\V¶IHHVFRXUWFRVWVDQG
DOORWKHUOLWLJDWLRQH[SHQVHVIRUDQ\LQIULQJHPHQWRIWKHSDWHQWULJKWVFRS\ULJKW
WUDGHVHFUHWRUDQ\RWKHUSURSULHWDU\ULJKWRUWUDGHPDUNDQGDOORWKHULQWHOOHFWXDO
SURSHUW\FODLPVRIDQ\SHUVRQRUSHUVRQVLQFRQVHTXHQFHRIWKHXVHE\&LW\RU
DQ\RILWVRIILFHUVRUDJHQWVRIDUWLFOHVRUVHUYLFHVWREHVXSSOLHGLQWKH
SHUIRUPDQFHRIWKLVDJUHHPHQW
10.3 Retention of Records. 8QWLOWKHH[SLUDWLRQRIILYH\HDUVDIWHUWKHIXUQLVKLQJRI
DQ\VHUYLFHVSXUVXDQWWRWKLVDJUHHPHQW&RQWUDFWRUVKDOOUHWDLQDQGPDNH
DYDLODEOHWRWKH&LW\RUDQ\SDUW\GHVLJQDWHGE\WKH&LW\XSRQZULWWHQUHTXHVWE\
&LW\WKLVDJUHHPHQWDQGVXFKERRNVGRFXPHQWVDQGUHFRUGVRI&RQWUDFWRU DQG
DQ\ERRNVGRFXPHQWVDQGUHFRUGVRIDQ\VXEFRQWUDFWRU V WKDWDUHQHFHVVDU\RU
FRQYHQLHQWIRUDXGLWSXUSRVHVWRFHUWLI\WKHQDWXUHDQGH[WHQWRIWKHUHDVRQDEOH
FRVWRIVHUYLFHVWR&LW\
10.4 Use of Recycled Paper and Electronic Documents.&RQWUDFWRUVKDOOSUHSDUH
DQGVXEPLWDOOUHSRUWVZULWWHQVWXGLHVDQGRWKHUSULQWHGPDWHULDORQUHF\FOHG
SDSHUWRWKHH[WHQWLWLVDYDLODEOHDWHTXDORUOHVVFRVWWKDQYLUJLQSDSHU
'RFXPHQWVVKDOOEHSULQWHGRQERWKVLGHVRIWKHSDJHDQG&LW\VKDOOEHSURYLGHG
ZLWKHOHFWURQLFFRSLHVRIGRFXPHQWV LQ:RUGRUSGIIRUPDW H[FHSWZKHUH
XQXVXDOFLUFXPVWDQFHVPDNHLWLQIHDVLEOHWRGRVR
11. CONFIDENTIAL INFORMATION&RQWUDFWRUVKDOOKROGDQ\FRQILGHQWLDO
LQIRUPDWLRQUHFHLYHGIURP&LW\LQWKHFRXUVHRISHUIRUPLQJWKLVDJUHHPHQWLQWUXVWDQG
FRQILGHQFHDQGZLOOQRWUHYHDOVXFKFRQILGHQWLDOLQIRUPDWLRQWRDQ\SHUVRQRUHQWLW\
HLWKHUGXULQJWKHWHUPRIWKHDJUHHPHQWRUDWDQ\WLPHWKHUHDIWHU8SRQH[SLUDWLRQRIWKLV
DJUHHPHQWRUWHUPLQDWLRQDVSURYLGHGKHUHLQ&RQWUDFWRUVKDOOUHWXUQPDWHULDOVZKLFK
FRQWDLQDQ\FRQILGHQWLDOLQIRUPDWLRQWR&LW\&RQWUDFWRUPD\NHHSRQHFRS\IRULWV
FRQILGHQWLDOILOH)RUSXUSRVHVRIWKLVSDUDJUDSKFRQILGHQWLDOLQIRUPDWLRQLVGHILQHGDVDOO
LQIRUPDWLRQGLVFORVHGWR&RQWUDFWRUZKLFKUHODWHVWR&LW\
VSDVWSUHVHQWDQGIXWXUH
DFWLYLWLHVDVZHOODVDFWLYLWLHVXQGHUWKLVDJUHHPHQWZKLFKLQIRUPDWLRQLVQRWRWKHUZLVH
RISXEOLFUHFRUGXQGHU&DOLIRUQLDODZ
12. RESPONSIBILITY OF CONTRACTOR&RQWUDFWRUVKDOOWDNHDOOUHVSRQVLELOLW\IRU
WKHZRUNVKDOOEHDUDOOORVVHVDQGGDPDJHVGLUHFWO\RULQGLUHFWO\UHVXOWLQJWR&RQWUDFWRU
WRDQ\VXEFRQWUDFWRUWRWKH&LW\WR&LW\RIILFHUVDQGHPSOR\HHVRUWRSDUWLHVGHVLJQDWHG
Placeworks Saratoga to Sanborn Trail - Signage Design
103
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
E\WKH&LW\RQDFFRXQWRIWKHSHUIRUPDQFHRUFKDUDFWHURIWKHZRUNXQIRUHVHHQ
GLIILFXOWLHVDFFLGHQWVRFFXUUHQFHVRURWKHUFDXVHVWRWKHH[WHQWSUHGLFDWHGRQDFWLYHRU
SDVVLYHQHJOLJHQFHRIWKH&RQWUDFWRURURIDQ\VXEFRQWUDFWRU
13. INDEMNIFICATION. 7RWKHIXOOHVWH[WHQWSHUPLWWHGE\ODZ&RQWUDFWRUVKDOO
LPPHGLDWHO\GHIHQGLQGHPQLI\DQGKROGKDUPOHVV&LW\LWV&RXQFLOPHPEHUV
HPSOR\HHVDJHQWVDQGRIILFLDOVIURPDQ\OLDELOLW\FODLPVVXLWVDFWLRQVDUELWUDWLRQ
SURFHHGLQJVDGPLQLVWUDWLYHSURFHHGLQJVUHJXODWRU\SURFHHGLQJVORVVHVH[SHQVHVRU
FRVWV LQFOXGLQJZLWKRXWOLPLWDWLRQFRVWVDQGIHHVRIDOWHUQDWLYHGLVSXWHUHVROXWLRQDQG
OLWLJDWLRQ RIDQ\NLQGZKDWVRHYHUZLWKRXWUHVWULFWLRQRUOLPLWDWLRQLQFXUUHGDULVLQJRXW
RISHUWDLQLQJWRRUUHODWLQJWRWKHQHJOLJHQFHUHFNOHVVQHVVRUZLOOIXOPLVFRQGXFWRI
&RQWUDFWRURULWVHPSOR\HHVDJHQWVRUVXEFRQWUDFWRUV$OOREOLJDWLRQVXQGHUWKLV
SURYLVLRQDUHWREHSDLGE\&RQWUDFWRUDVWKH\DUHLQFXUUHGE\WKH&LW\&RQWUDFWRU¶V
REOLJDWLRQWRLQGHPQLI\DSSOLHVXQOHVVLWLVILQDOO\DGMXGLFDWHGWKDWWKHOLDELOLW\ZDV
FDXVHGE\WKHVROHDFWLYHQHJOLJHQFHRUVROHZLOOIXOPLVFRQGXFWRIDQLQGHPQLILHGSDUW\
,ILWLVILQDOO\DGMXGLFDWHGWKDWOLDELOLW\LVFDXVHGE\WKHFRPSDUDWLYHDFWLYHQHJOLJHQFHRU
ZLOOIXOPLVFRQGXFWRIDQLQGHPQLILHGSDUW\WKHQ&RQWUDFWRU¶VLQGHPQLILFDWLRQREOLJDWLRQ
VKDOOEHUHGXFHGLQSURSRUWLRQWRWKHHVWDEOLVKHGFRPSDUDWLYHOLDELOLW\
13.1 Scope of Contractor Obligation.7KHREOLJDWLRQVRI&RQWUDFWRUXQGHUWKLVRU
DQ\RWKHUSURYLVLRQRIWKLVDJUHHPHQWZLOOQRWEHOLPLWHGE\WKHSURYLVLRQVRIDQ\
ZRUNHUV
FRPSHQVDWLRQDFWRUVLPLODUDFW&RQWUDFWRUH[SUHVVO\ZDLYHVLWVVWDWXWRU\
LPPXQLW\XQGHUVXFKVWDWXWHVRUODZVDVWR&LW\LWVHPSOR\HHVDQGRIILFLDOV
13.2 Subcontractors.&RQWUDFWRUDJUHHVWRREWDLQH[HFXWHGLQGHPQLW\DJUHHPHQWV
ZLWKSURYLVLRQVLGHQWLFDOWRWKRVHVHWIRUWKLQWKLVVHFWLRQIURPHDFKDQGHYHU\
VXEFRQWUDFWRUVXEWLHUFRQWUDFWRURUDQ\RWKHUSHUVRQRUHQWLW\LQYROYHGE\IRU
ZLWKRURQEHKDOIRI&RQWUDFWRULQWKHSHUIRUPDQFHRUVXEMHFWPDWWHURIWKLV
DJUHHPHQW,QWKHHYHQW&RQWUDFWRUIDLOVWRREWDLQVXFKLQGHPQLW\REOLJDWLRQV
IURPRWKHUVDVUHTXLUHGKHUH&RQWUDFWRUDJUHHVWREHIXOO\UHVSRQVLEOHDFFRUGLQJ
WRWKHWHUPVRIWKLVVHFWLRQ
13.3 Duty to Defend.,QDGGLWLRQWR&RQWUDFWRU¶VREOLJDWLRQWRLQGHPQLI\&RQWUDFWRU
VKDOOGHIHQGLQDOOOHJDOHTXLWDEOHDGPLQLVWUDWLYHRUVSHFLDOSURFHHGLQJVZLWK
FRXQVHODSSURYHGE\WKH&LW\WKH&LW\LWV&RXQFLOPHPEHUVHPSOR\HHVDJHQWV
DQGRIILFLDOVLPPHGLDWHO\XSRQWHQGHUWR&RQWUDFWRURIWKHFODLPLQDQ\IRUPRU
DWDQ\VWDJHRIDQDFWLRQRUSURFHHGLQJZKHWKHURUQRWOLDELOLW\LVHVWDEOLVKHG$Q
DOOHJDWLRQRUGHWHUPLQDWLRQWKDWSHUVRQVRWKHUWKDQ&RQWUDFWRUDUHUHVSRQVLEOHIRU
WKHFODLPGRHVQRWUHOLHYH&RQWUDFWRUIURPLWVVHSDUDWHDQGGLVWLQFWREOLJDWLRQWR
GHIHQG7KHREOLJDWLRQWRGHIHQGH[WHQGVWKURXJKILQDOMXGJPHQWLQFOXGLQJ
H[KDXVWLRQRIDQ\DSSHDOV7KHGHIHQVHREOLJDWLRQLQFOXGHVDQREOLJDWLRQWR
SURYLGHLQGHSHQGHQWGHIHQVHFRXQVHOLI&RQWUDFWRUDVVHUWVWKDWOLDELOLW\LVFDXVHG
LQZKROHRULQSDUWE\WKHQHJOLJHQFHRUZLOOIXOPLVFRQGXFWRIWKHLQGHPQLILHG
SDUW\,ILWLVILQDOO\DGMXGLFDWHGWKDWOLDELOLW\ZDVFDXVHGE\WKHFRPSDUDWLYH
DFWLYHQHJOLJHQFHRUZLOOIXOPLVFRQGXFWRIDQLQGHPQLILHGSDUW\&RQWUDFWRUPD\
VXEPLWDFODLPWRWKH&LW\IRUUHLPEXUVHPHQWRIUHDVRQDEOHDWWRUQH\V¶IHHVDQG
GHIHQVHFRVWVLQSURSRUWLRQWRWKHHVWDEOLVKHGFRPSDUDWLYHOLDELOLW\RIWKH
LQGHPQLILHGSDUW\
Placeworks Saratoga to Sanborn Trail - Signage Design
104
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
13.4 In General.)DLOXUHRI&LW\WRPRQLWRUFRPSOLDQFHZLWKWKHVHUHTXLUHPHQWV
LPSRVHVQRDGGLWLRQDOREOLJDWLRQVRQ&LW\DQGZLOOLQQRZD\DFWDVDZDLYHURI
DQ\ULJKWVKHUHXQGHU7KLVREOLJDWLRQWRLQGHPQLI\DQGGHIHQG&LW\DVVHWIRUWK
KHUHLQLVELQGLQJRQWKHVXFFHVVRUVDVVLJQVRUKHLUVRI&RQWUDFWRUDQGVKDOO
VXUYLYHWKHWHUPLQDWLRQRIWKLVDJUHHPHQWRUWKLVVHFWLRQ7KLVVHFWLRQVKDOOLQ
QRHYHQWEHFRQVWUXHGWRUHTXLUHLQGHPQLILFDWLRQE\&RQWUDFWRUWRDJUHDWHUH[WHQW
WKDQSHUPLWWHGXQGHUWKHSXEOLFSROLF\RIWKH6WDWHRI&DOLIRUQLD)RUSXUSRVHVRI
6HFWLRQRIWKH&LYLO&RGHWKHSDUWLHVKHUHWRUHFRJQL]HDQGDJUHHWKDWWKLV
DJUHHPHQWLVQRWDFRQVWUXFWLRQFRQWUDFW%\H[HFXWLRQRIWKLVDJUHHPHQW
&RQWUDFWRUDFNQRZOHGJHVDQGDJUHHVWKDWLWKDVUHDGDQGXQGHUVWDQGVWKH
SURYLVLRQVKHUHRIDQGWKDWWKLVSDUDJUDSKLVDPDWHULDOHOHPHQWRIFRQVLGHUDWLRQ
&LW\DSSURYDORILQVXUDQFHUHTXLUHGE\WKLVDJUHHPHQWGRHVQRWUHOLHYHWKH
&RQWUDFWRURUVXEFRQWUDFWRUVIURPOLDELOLW\XQGHUWKLVSDUDJUDSK
14. DEFAULT AND REMEDIES.
14.1 Events of default(DFKRIWKHIROORZLQJVKDOOFRQVWLWXWHDQHYHQWRIGHIDXOW
KHUHXQGHU
(a))DLOXUHE\&RQWUDFWRUWRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG
IDLOXUHWRFXUHVXFKEUHDFKLPPHGLDWHO\XSRQUHFHLYLQJQRWLFHRIVXFK
EUHDFKLIWKHEUHDFKLVVXFKWKDWWKH&LW\GHWHUPLQHVWKHKHDOWKZHOIDUHRU
VDIHW\RIWKHSXEOLFLVLPPHGLDWHO\HQGDQJHUHG RU
(b))DLOXUHE\HLWKHUSDUW\WRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG
IDLOXUHWRFXUHVXFKEUHDFKZLWKLQILIWHHQ GD\VRIUHFHLYLQJQRWLFHRI
VXFKEUHDFK H[FHSWIRUEUHDFKHVVXEMHFWWRVXESDUDJUDSK D DERYH
SURYLGHGWKDWLIWKHQDWXUHRIWKHEUHDFKLVVXFKWKDWWKHQRQEUHDFKLQJ
SDUW\GHWHUPLQHVLWZLOOUHDVRQDEO\UHTXLUHPRUHWKDQILIWHHQ GD\VWR
FXUHWKHEUHDFKLQJSDUW\VKDOOQRWEHLQGHIDXOWLILWSURPSWO\FRPPHQFHV
WKHFXUHDQGGLOLJHQWO\SURFHHGVWRFRPSOHWLRQRIWKHFXUH
14.2 Remedies upon default8SRQDQ\GHIDXOWWKHQRQGHIDXOWLQJSDUW\VKDOOKDYH
WKHULJKWWRLPPHGLDWHO\VXVSHQGRUWHUPLQDWHWKLVDJUHHPHQWVHHNVSHFLILF
SHUIRUPDQFHDQGRUVHHNGDPDJHVWRWKHIXOOH[WHQWDOORZHGE\ODZ&LW\VKDOO
KDYHWKHULJKWWRFRQWUDFWZLWKDQRWKHUSDUW\WRSHUIRUPWKLVDJUHHPHQW
14.3 No Waiver)DLOXUHE\&LW\WRVHHNDQ\UHPHG\IRUDQ\GHIDXOWKHUHXQGHUVKDOO
QRWFRQVWLWXWHDZDLYHURIDQ\RWKHUULJKWVKHUHXQGHURUDQ\ULJKWWRVHHNDQ\
UHPHG\IRUDQ\VXEVHTXHQWGHIDXOW
15. TERMINATION.(LWKHUSDUW\PD\WHUPLQDWHWKLVDJUHHPHQWZLWKRUZLWKRXWFDXVHE\
SURYLGLQJGD\V¶QRWLFHLQZULWLQJWRWKHRWKHUSDUW\7KH&LW\PD\WHUPLQDWHWKLV
DJUHHPHQWDWDQ\WLPHZLWKRXWSULRUQRWLFHLQWKHHYHQWWKDW&RQWUDFWRUFRPPLWVD
PDWHULDOEUHDFKRIWKHWHUPVRIWKLVDJUHHPHQW8SRQWHUPLQDWLRQWKLVDJUHHPHQWVKDOO
EHFRPHRIQRIXUWKHUIRUFHRUDIIHFWZKDWVRHYHUDQGHDFKRIWKHSDUWLHVKHUHWRVKDOOEH
UHOLHYHGDQGGLVFKDUJHGIURPWKHULJKWVDQGREOLJDWLRQVRIWKLVDJUHHPHQWVXEMHFWWR
SD\PHQWIRUDFFHSWDEOHVHUYLFHVUHQGHUHGSULRUWRWKHH[SLUDWLRQRIWKHQRWLFHRI
WHUPLQDWLRQDQGGHOLYHU\WR&LW\RIDQ\ZRUNLQSURJUHVVFRPSOHWHGZRUNVXSSOLHV
HTXLSPHQWDQGRWKHUPDWHULDOVSURGXFHGDVDSDUWRIRUDFTXLUHGLQFRQQHFWLRQZLWKWKH
SHUIRUPDQFHRIWKLVDJUHHPHQWDQGDQ\FRPSOHWHGRUSDUWLDOO\FRPSOHWHGZRUNZKLFKLI
Placeworks Saratoga to Sanborn Trail - Signage Design
105
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJH RI
WKLVDJUHHPHQWKDGEHHQFRPSOHWHGZRXOGKDYHEHHQUHTXLUHGWREHIXUQLVKHGWR&LW\
1RWZLWKVWDQGLQJWKHIRUHJRLQJDQGVHFWLRQRQSDJHWKLVVHFWLRQDQGWKHSURYLVLRQVRI
WKLVDJUHHPHQWFRQFHUQLQJLQVXUDQFH ([KLELW% )XQGLQJ$JHQF\5HTXLUHPHQWV DVVHW
IRUWKLQ([KLELW'LIDSSOLFDEOH :RUN3URGXFWDQG5HFRUGV&RQILGHQWLDO,QIRUPDWLRQ
5HVSRQVLELOLW\RI&RQWUDFWRU,QGHPQLILFDWLRQ'HIDXOWDQG5HPHGLHV/LWLJDWLRQDQG
-XULVGLFWLRQDQG6HYHUDELOLW\VKDOOVXUYLYHWHUPLQDWLRQRUH[SLUDWLRQRIWKLVDJUHHPHQW
16. DISPUTE RESOLUTION7KHSDUWLHVVKDOOPDNHDJRRGIDLWKHIIRUWWRVHWWOHDQ\
GLVSXWHRUFODLPDULVLQJXQGHUWKLVDJUHHPHQW,IWKHSDUWLHVIDLOWRUHVROYHVXFKGLVSXWHV
RUFODLPVWKH\VKDOOVXEPLWWKHPWRQRQELQGLQJPHGLDWLRQLQ&DOLIRUQLDDWVKDUHG
H[SHQVHRIWKHSDUWLHVIRUDWOHDVWKRXUVRIPHGLDWLRQ,IPHGLDWLRQGRHVQRWDUULYHDWD
VDWLVIDFWRU\UHVXOWDUELWUDWLRQLIDJUHHGWRE\DOOSDUWLHVRUOLWLJDWLRQPD\EHSXUVXHG,Q
WKHHYHQWDQ\GLVSXWHUHVROXWLRQSURFHVVHVDUHLQYROYHGHDFKSDUW\VKDOOEHDULWVRZQ
FRVWVDQGDWWRUQH\V¶IHHV
17. LITIGATION,IDQ\OLWLJDWLRQLVFRPPHQFHGEHWZHHQSDUWLHVWRWKLVDJUHHPHQW
FRQFHUQLQJDQ\SURYLVLRQKHUHRIRUWKHULJKWVDQGGXWLHVRIDQ\SHUVRQLQUHODWLRQWKHUHWR
HDFKSDUW\VKDOOEHDULWVRZQDWWRUQH\V¶IHHVDQGFRVWV
18. JURISDICTION AND SEVERABILITY7KLVDJUHHPHQWVKDOOEHDGPLQLVWHUHGDQG
LQWHUSUHWHGXQGHUWKHODZVRIWKH6WDWHRI&DOLIRUQLD-XULVGLFWLRQRIOLWLJDWLRQDULVLQJIURP
WKLVDJUHHPHQWVKDOOEHLQWKDWVWDWHDQGYHQXHVKDOOEHLQ6DQWD&ODUD&RXQW\&DOLIRUQLD
,IDQ\SDUWRIWKLVDJUHHPHQWLVIRXQGWRFRQIOLFWZLWKDSSOLFDEOHODZVVXFKSDUWVKDOOEH
LQRSHUDWLYHQXOODQGYRLGLQVRIDUDVLWFRQIOLFWVZLWKVDLGODZVEXWWKHUHPDLQGHURIWKLV
DJUHHPHQWVKDOOEHLQIXOOIRUFHDQGHIIHFW
19. NOTICE OF NON-RENEWAL&RQWUDFWRUXQGHUVWDQGVDQGDJUHHVWKDWWKHUHLVQR
UHSUHVHQWDWLRQLPSOLFDWLRQRUXQGHUVWDQGLQJWKDWWKH&LW\ZLOOUHTXHVWWKDWZRUNSURGXFW
SURYLGHGE\&RQWUDFWRUXQGHUWKLVDJUHHPHQWEHVXSSOHPHQWHGRUFRQWLQXHGE\
&RQWUDFWRUXQGHUDQHZDJUHHPHQWIROORZLQJH[SLUDWLRQRUWHUPLQDWLRQRIWKLVDJUHHPHQW
&RQWUDFWRUZDLYHVDOOULJKWVRUFODLPVWRQRWLFHRUKHDULQJUHVSHFWLQJDQ\IDLOXUHE\&LW\
WRFRQWLQXHWRUHTXHVWRUUHWDLQDOORUDQ\SRUWLRQRIWKHZRUNSURGXFWIURP&RQWUDFWRU
IROORZLQJWKHH[SLUDWLRQRUWHUPLQDWLRQRIWKLVDJUHHPHQW
20. PARTIES IN INTEREST7KLVDJUHHPHQWLVHQWHUHGRQO\IRUWKHEHQHILWRIWKHSDUWLHV
H[HFXWLQJWKLVDJUHHPHQWDQGQRWIRUWKHEHQHILWRIDQ\RWKHULQGLYLGXDOHQWLW\RUSHUVRQ
21. WAIVER.1HLWKHUWKHDFFHSWDQFHRIZRUNRUSD\PHQWIRUZRUNSXUVXDQWWRWKLV
DJUHHPHQWVKDOOFRQVWLWXWHDZDLYHURIDQ\ULJKWVRUREOLJDWLRQVDULVLQJXQGHUWKLV
DJUHHPHQW7KHIDLOXUHE\WKH&LW\WRHQIRUFHDQ\RI&RQWUDFWRU¶VREOLJDWLRQVRUWR
H[HUFLVH&LW\
VULJKWVVKDOOLQQRHYHQWEHGHHPHGDZDLYHURIWKHULJKWWRGRVRWKHUHDIWHU
-End of Exhibit C-
Placeworks Saratoga to Sanborn Trail - Signage Design
106
SARATOGA CITY COUNCIL
MEETING DATE:November 6, 2019
DEPARTMENT:Public Works Department
PREPARED BY:Emma Burkhalter, Assistant Engineer
SUBJECT:Saratoga to Sanborn Trail Construction Observation Contract with
Timothy C. Best, CEG
RECOMMENDED ACTION:
1.Approve Construction Observation Contract with Timothy C. Best, CEG for the Saratoga
to Sanborn Trail project, in the amount of $78,960, and authorize the City Manager to
execute the same.
2.Authorize staff to execute change orders to the contract up to $8,000.
BACKGROUND:
On August 21, 2019, City Council approved Amendment 1 to the Partnership Agreement with
Midpeninsula Regional Open Space District (District). The amendment funded the construction
of the trail, which includes hiring consultants to maintain project compliance and design trail
signage and amenities. At the last City Council meeting, Council approved a construction
contract with Mountain Bikers of Santa Cruz
City Staff received a proposal in the amount of $78,960 from Timothy C. Best, CEG for
construction observation and preparation of the SWPPP. Mr. Best prepared the design plans for
the Saratoga to Sanborn Trail, and City Staff wishes to continue using his services throughout the
trail construction.
It is therefore recommended that City Council approve the Construction Observation Contract
with Timothy C. Best, CEG and authorize staff to execute change orders to the contract up to
$8,000.
ATTACHMENTS:
Attachment A –Construction Observation Contract
107
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW 3DJHRI
City of Saratoga
Standard Professional Design Services Contract
7KLVDJUHHPHQWLVPDGHDW6DUDWRJD&DOLIRUQLDE\DQGEHWZHHQWKH&LW\RI6DUDWRJDDPXQLFLSDO
FRUSRUDWLRQ ³&LW\´ DQGBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
³&RQWUDFWRU´ ZKRDJUHHWKDW
1. Purpose of Contract.
7KLVLVDFRQWUDFWIRU
7KHSXUSRVHRIWKHFRQWUDFWLVPRUHVSHFLILFDOO\GHVFULEHGLQ([KLELW$RIWKLVDJUHHPHQW
³6FRSHRI:RUNDQG3D\PHQW7HUPV´ ,QWKHHYHQWRIDFRQIOLFWEHWZHHQWKHWHUPVRIWKLV
DJUHHPHQWDQGWKH6FRSHRI:RUNRUDQ\RIWKHH[KLELWVUHIHUHQFHGLQWKLV([KLELW$WKHWHUPV
RIWKHDJUHHPHQWVKDOOJRYHUQ
2. Term.
6WDUW'DWH (QG'DWH
,I6WDUW'DWHLVOHIWEODQNVWDUWGDWHZLOOEH
GDWHODVWVLJQHGEHORZ
2UXSRQSURMHFWFRPSOHWLRQZKLFKHYHU
RFFXUVILUVW
3. Payment&LW\VKDOOSD\&RQWUDFWRUIRUZRUNSURGXFWSURGXFHGDQGDQ\DXWKRUL]HG
UHLPEXUVDEOHFRVWVSXUVXDQWWRWKLVDJUHHPHQWDQDPRXQWQRWWRH[FHHGWKHWRWDOVXPRI
BBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBBB
7KLVFRQWUDFWLVD FKHFNRQH
)L[HG$PRXQW&RQWUDFW±0RQWKO\,QYRLFHV
)L[HG$PRXQW&RQWUDFW±'HOLYHUDEOH7DVN%DVHG,QYRLFHV
1RWWR([FHHG$PRXQW&RQWUDFW±+RXUO\6HUYLFHV
1RWWR([FHHGDPRXQW&RQWUDFW±7DVN%DVHG,QYRLFHV
6HH([KLELW$BBBBBBLQFRUSRUDWHGE\WKLVUHIHUHQFHIRUDGGLWLRQDOSD\PHQWWHUP
LQIRUPDWLRQ
&RQWUDFWRULVnot authorizedWRXQGHUWDNHDQ\HIIRUWVRULQFXUDQ\FRVWVZKDWVRHYHUXQGHUWKH
WHUPVRIWKLVDJUHHPHQWXQWLOUHFHLSWRIDIXOO\H[HFXWHG3XUFKDVH2UGHUIURPWKH)LQDQFH
'HSDUWPHQWRIWKH&LW\RI6DUDWRJD
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
10/25/2019 12/31/2022
78,960
✔
✔1
108
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW 3DJHRI
4. Contract Administration7KHDXWKRUL]HGUHSUHVHQWDWLYHRI&LW\DQG&RQWUDFWRUIRU
&RQWUDFWDGPLQLVWUDWLRQDUHOLVWHGEHORZ7KH&LW\¶VFRQWDFWSHUVRQLVWKH$GPLQLVWUDWRU
Contractor:
&RQWUDFWRU1DPH
&RQWDFW3HUVRQ
6WUHHW$GGUHVV
&LW\6WDWH=LS
7HOHSKRQH V
)D[
(PDLO$GGUHVV
6DUDWRJD%XVLQHVV
/LF
City of Saratoga
'HSDUWPHQW
&RQWDFW3HUVRQ
6WUHHW$GGUHVV
&LW\6WDWH=LS
7HOHSKRQH
)D[
(PDLO$GGUHVV
5. Insurance&RQWUDFWRUDJUHHVWRSURFXUHDQGPDLQWDLQLQVXUDQFHDVUHTXLUHGE\WKH
SURYLVLRQVVHWIRUWKLQ([KLELW%&HUWLILFDWHVRIVXFKLQVXUDQFHDQGFRSLHVRIWKHLQVXUDQFH
SROLFLHVDQGHQGRUVHPHQWVVKDOOEHGHOLYHUHGWR&LW\ZLWKLQWHQ GD\VDIWHUEHLQJQRWLILHGRI
WKHDZDUGRIWKHFRQWUDFWDQGEHIRUHH[HFXWLRQRIWKLVDJUHHPHQWE\WKH&LW\
6. General Provisions.&LW\DQG&RQWUDFWRUDJUHHWRDQGVKDOODELGHE\WKHJHQHUDO
SURYLVLRQVVHWIRUWKLQ([KLELW&
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
Timothy C. Best, CEG
Timothy C. Best, CEG
1002 Columbia Street
Santa Cruz, CA 95060
1-831-425-5832 (o) / 1-831-332-7791(c)
timbest@coastgeo.com
BUS-012333
PublicWorks
Emma Burkhalter
13777 Fruitvale Avenue
Saratoga, CA 95070
1-408-868-1274
1-408-868-1274
eburkhalter@saratoga.ca.us
109
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW 3DJHRI
7. Supplemental Provisions. ,IRQHRUERWKER[HVDUHFKHFNHGEHORZWKLVDJUHHPHQW
LQFOXGHVVXSSOHPHQWDOSURYLVLRQVGHVFULEHGLQFRQQHFWLRQZLWKWKHFKHFNHGER[ HV
7KLVDJUHHPHQWLVIXQGHGLQZKROHRULQSDUWE\DQHQWLW\RWKHUWKDQ&LW\&RQWUDFWRUVKDOO
FRPSO\ZLWKDOOUXOHVDQGUHJXODWLRQVUHTXLUHGE\VXFKIXQGLQJHQWLW\$SSOLFDEOHIXQGLQJ
HQWLW\UHTXLUHPHQWVDUHVHWIRUWKLQ([KLELW'1RWKLQJLQWKLVSDUDJUDSKRULQWKHIXQGLQJ
HQWLW\UHTXLUHPHQWVVKDOOEHFRQVWUXHGWRUHOLHYH&RQWUDFWRURILWVGXW\WRHQVXUHWKDWLWLV
LQFRPSOLDQFHZLWKDOODSSOLFDEOHODZVDQGUHJXODWLRQV
([KLELW(VHWVIRUWKSURYLVLRQVUHJDUGLQJ
8. Exhibits$OOH[KLELWVUHIHUUHGWRLQWKLVDJUHHPHQWDUHDWWDFKHGKHUHWRDQGDUHE\WKLV
UHIHUHQFHLQFRUSRUDWHGKHUHLQDQGPDGHDSDUWRIWKLVDJUHHPHQW
9. Entire agreement.7KLVDJUHHPHQWVXSHUVHGHVDQ\DQGDOODJUHHPHQWVHLWKHURUDORU
ZULWWHQEHWZHHQWKHSDUWLHVZLWKUHVSHFWWR&RQWUDFWRU
VFRPSOHWLRQRIWKH6FRSHRI:RUNRQ
EHKDOIRI&LW\DQGFRQWDLQVDOORIWKHFRYHQDQWVDQGDJUHHPHQWVEHWZHHQWKHSDUWLHVZLWKUHVSHFW
WRWKHUHQGHULQJRIVXFKVHUYLFHVLQDQ\PDQQHUZKDWVRHYHU1RDPHQGPHQWDOWHUDWLRQRU
YDULDWLRQRIWKHWHUPVRIWKLVDJUHHPHQWVKDOOEHYDOLGXQOHVVPDGHLQZULWLQJDQGVLJQHGE\WKH
SDUWLHVKHUHWR
10.$uthority to Execute agreement. (DFKLQGLYLGXDOH[HFXWLQJWKLVDJUHHPHQWUHSUHVHQWV
WKDWKHRUVKHLVGXO\DXWKRUL]HGWRVLJQDQGGHOLYHUWKHDJUHHPHQWRQEHKDOIRIWKHSDUW\
LQGLFDWHGDQGWKDWWKLVDJUHHPHQWLVELQGLQJRQVXFKSDUW\LQDFFRUGDQFHZLWKLWVWHUPV7KLV
DJUHHPHQWPD\EHH[HFXWHGLQFRXQWHUSDUWVHDFKRIZKLFKVKDOOEHGHHPHGDQRULJLQDOEXWDOORI
ZKLFKWDNHQWRJHWKHUVKDOOFRQVWLWXWHRQHDQGWKHVDPHLQVWUXPHQW
,1:,71(66:+(5(2)WKHSDUWLHVKHUHWRKDYHH[HFXWHGWKLVDJUHHPHQW
ContractorCity of Saratoga
6LJQDWXUH -DPHV/LQGVD\&LW\0DQDJHU
'DWH
6LJQHU1DPH
$77(67
6LJQHU7LWOH
'DWH 'HEELH%UHWVFKQHLGHU&LW\&OHUN
&RQWUDFW'HVFULSWLRQ 'DWH
$33529('$672)250
5LFKDUG7D\ORU&LW\$WWRUQH\
'DWH
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
Saratoga-to-Sanborn Trail - Construction
Observation
110
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW$ 3DJHRI
City of Saratoga Design Services Contract
Exhibit A – Scope of Work and Payment Terms
&RQWUDFWRUVKDOOFRPSOHWHWKHVFRSHRIZRUNDQGLQYRLFHWKH&LW\LQDFFRUGDQFHZLWKWKH
SD\PHQWWHUPVVKRZQEHORZ
$1'256HH([KLELW V $LQFRUSRUDWHGE\WKLVUHIHUHQFH
-End of Exhibit A-
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
✔1
111
ENGINEERINGGEOLOGYGEOMORPHOLOGYHYDROLOGY
TIMOTHYC.BEST,CEG
ENGINEERINGGEOLOGYANDHYDROLOGY
1002ColumbiaStreet,SantaCruz,CA95060
(831)425Ͳ5832ƔFax:(831)425Ͳ5830ƔeͲmail:timbest@coastgeo.com
October25,2019
EmmaBurkhalter
AssistantEngineer
CityofSaratoga–PublicWorks
12777FruitvaleAve
Saratoga,CA95070JOB:SARͲSAR2SANͲ767
SUBJECT:PROPOSALFORSWPPPPREPARATIONANDCONSTRUCTIONOBSERVATION
SARATOGATOSANBORNTRAILCONNECTION
DearMs.Burkhalter:
ThefollowingisaproposalforpreparationofSWPPPandConstructionObservationservicesassociated
withtheSaratogatoSanbornTrailProject.Thesecostsarebasedonthefollowingassumptions:1)
elevenmonthsummerworkwindow;2)Contractorwillinformmeonaweeklybasistotheirprogress,
and3)significantadverseconditionsarenotencountered.Ihaveassumedweeklysiteinspectionsfor
myself,thoughthismaybereduceddependinghowconstructionproceeds.
TASKBESTNCRMHKAMAYONETOTAL
2019/20Rate$125$165$200
1PROJECTMANAGEMENT40 $5,000
2
SWPPPPREPARATIONANDREPORTING
Doesnotincludeinspections,whicharetobeundertakenby
Contractorand/orEngineer
$7,000 $7,000
3
TRAILCONSTRUCTIONOBSERVATIONSandRESPONSETO
SUBMITTALS
1)SiteObservation:Assume44weekconstructionschedule,1.5
inspectionsperweek,6hoursperinspection=45x1.5x6=337.5hrs
2)Responsetosubmittalsandchangeorders=8hrs
3)Reviewpotentialrealignments:Assume2days@10hrday=20hrs
4)Poststormsiteinspections:Assume6extravisits@8hrs=48hrs
5)FinalInspectionLetter
472 $59,000
4BRIDGEFOUNDATIONINSPECTIONSANDREPORTING24$3,960
5BRIDGESTRUCTURALINSPECTIONS,RESPONSETOSUBMITTALS,AND
REPORTING 20$4,000
TOTAL$64,000$7,000$3,960$4,000$78,960
Pleasegivemyofficeacallifyouhavequestions.
Sincerely,
TimothyC.Best,CEG
112
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
City of Saratoga Design Services Contract
Exhibit B – Insurance
7KHLQVXUDQFHUHTXLUHPHQWVOLVWHGEHORZWKDWKDYHDQ³9´LQGLFDWHGLQWKHVSDFHEHIRUHWKH
UHTXLUHPHQWDSSO\WRWKLVDJUHHPHQWWRJHWKHUZLWKWKHJHQHUDOUHTXLUHPHQWV
0RGLILFDWLRQVRUZDLYHUVWRWKHEHORZUHTXLUHPHQWVDUHVKRZQLQ([KLELW(
&RQWUDFWRUVKDOOSURYLGHLWVLQVXUDQFHEURNHU V DJHQW V ZLWKDFRS\RIWKHVHUHTXLUHPHQWVDQG
UHTXHVWWKDWWKH\SURYLGHFHUWLILFDWHVRILQVXUDQFHFRPSOHWHZLWKFRSLHVRIDOOUHTXLUHG
HQGRUVHPHQWVWR 5LVN0DQDJHU&LW\RI6DUDWRJD)UXLWYDOH$YHQXH6DUDWRJD&$
ZLWKDFRS\WRWKH3ULPDU\5HSUHVHQWDWLYHOLVWHGLQVHFWLRQRQSDJH'XULQJWKHWHUPRIWKLV
DJUHHPHQW&RQWUDFWRUVKDOOHQVXUHWKDWLWVEURNHU V DJHQW V SURYLGHWKH5LVN0DQDJHUDQG
3ULPDU\5HSUHVHQWDWLYHZLWKXSGDWHGFHUWLILFDWHVRILQVXUDQFHUHIOHFWLQJFRQWLQXHGVDWLVIDFWLRQRI
WKHUHTXLUHPHQWVRIWKLVDJUHHPHQWWRJHWKHUZLWKXSGDWHGHQGRUVHPHQWVLQWKHHYHQWRIDFKDQJH
LQWKHXQGHUO\LQJLQVXUDQFHSROLF\ LHV
$OOHQGRUVHPHQWVVKDOOEHVLJQHGE\DSHUVRQDXWKRUL]HGE\WKDWLQVXUHUWRELQGFRYHUDJHRQLWV
EHKDOI&LW\KDVWKHULJKWWRUHTXLUH&RQWUDFWRU¶VLQVXUHUWRSURYLGHFRPSOHWHFHUWLILHGFRSLHVRI
DOOUHTXLUHGLQVXUDQFHSROLFLHV$VGHVFULEHGLQPRUHGHWDLOEHORZWKH&LW\LWVRIILFHUVRIILFLDOV
HPSOR\HHVDJHQWVDQGYROXQWHHUVDUHWREHFRYHUHGDVLQVXUHGV
$OOFHUWLILFDWHVDQGHQGRUVHPHQWVPXVWEHUHFHLYHGDQGDSSURYHGE\&LW\EHIRUHZRUN
FRPPHQFHV
,QVXUDQFH5HTXLUHPHQWV
&RPPHUFLDO*HQHUDO%XVLQHVV/LDELOLW\,QVXUDQFHZLWKFRYHUDJHDWOHDVWDVEURDGDVLQGLFDWHG
SHURFFXUUHQFHDJJUHJDWHOLPLWVIRUERGLO\LQMXU\DQGSURSHUW\
GDPDJH
&RYHUDJHIRU;&8KD]DUGV0867EHHYLGHQFHGRQWKH&HUWLILFDWHRI,QVXUDQFH
$XWR/LDELOLW\,QVXUDQFHZLWKFRYHUDJHDVLQGLFDWHG
FRPELQHGVLQJOHOLPLWIRUERGLO\LQMXU\DQGSURSHUW\GDPDJH
FRPELQHGVLQJOHOLPLWIRUERGLO\LQMXU\DQGSURSHUW\GDPDJH
*DUDJHNHHSHUV¶H[WUDOLDELOLW\HQGRUVHPHQWWRH[WHQGFRYHUDJHWRDOOYHKLFOHVLQWKH
FDUHFXVWRG\DQGFRQWURORIWKH&RQWUDFWRUUHJDUGOHVVRIZKHUHWKHYHKLFOHVDUHNHSW
RUGULYHQ
3URIHVVLRQDO(UURUVDQG2PLVVLRQV/LDELOLW\ ³( 2´ ZLWKFRYHUDJHDVLQGLFDWHG
SHUORVVDJJUHJDWH
SHUORVVDJJUHJDWH
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
✔
✔
✔
113
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
:RUNHUV
&RPSHQVDWLRQDVUHTXLUHGE\WKH6WDWHRI&DOLIRUQLDZLWKVWDWXWRU\OLPLWVDQG
(PSOR\HU¶V/LDELOLW\,QVXUDQFHZLWKDOLPLWRIQROHVVWKDQSHUDFFLGHQWIRU
ERGLO\LQMXU\RUGLVHDVH
The Employer's Liability policy shall be endorsed to waive any right of subrogation against
the City, its employees or agents.
$OOVXEFRQWUDFWRUVXVHGPXVWFRPSO\ZLWKWKHDERYHUHTXLUHPHQWVH[FHSWDVQRWHGEHORZ
*HQHUDO5HTXLUHPHQWV
$VWRDOORIWKHFKHFNHGLQVXUDQFHUHTXLUHPHQWVDERYHWKHIROORZLQJVKDOODSSO\
1. Insurance Provisions. 7KHSROLFLHVDUHWRFRQWDLQRUEHHQGRUVHGWRFRQWDLQWKH
IROORZLQJSURYLVLRQV
x 7KH&LW\LWVRIILFHUVRIILFLDOVHPSOR\HHVDJHQWVDQGYROXQWHHUV HDFKDQ³DGGLWLRQDO
LQVXUHG´ DUHWREHFRYHUHGDVLQVXUHGVZLWKWKHVDPHFRYHUDJHDQGOLPLWVDYDLODEOHWRWKH
QDPHGLQVXUHGUHJDUGLQJ OLDELOLW\DULVLQJRXWRIDFWLYLWLHVSHUIRUPHGE\RURQEHKDOIRI
WKH&RQWUDFWRU SURGXFWVDQGFRPSOHWHGRSHUDWLRQVRIWKH&RQWUDFWRU SUHPLVHVRZQHG
RFFXSLHGRUXVHGE\WKH&RQWUDFWRU RUDXWRPRELOHVRZQHGOHDVHGKLUHGRUERUURZHGE\
WKH&RQWUDFWRU7KHFRYHUDJHVKDOOFRQWDLQQRVSHFLDOOLPLWDWLRQVRQWKHVFRSHRIWKH
SURWHFWLRQDIIRUGHGWRWKH&LW\LWVRIILFHUVRIILFLDOVHPSOR\HHVDJHQWVRUYROXQWHHUV
$Q\DYDLODEOHLQVXUDQFHSURFHHGVEURDGHUWKDQRULQH[FHVVRIWKHPLQLPXPLQVXUDQFH
FRYHUDJHUHTXLUHPHQWVDQGRUOLPLWVVSHFLILHGLQWKLVDJUHHPHQWVKDOOEHDYDLODEOHWRWKH
DGGLWLRQDOLQVXUHG7KHUHTXLUHPHQWVIRUFRYHUDJHDQGOLPLWVVKDOOEH WKHPLQLPXP
FRYHUDJHDQGOLPLWVVSHFLILHGLQWKLVDJUHHPHQW RU WKHEURDGHUFRYHUDJHDQG
PD[LPXPOLPLWVRIFRYHUDJHRIDQ\LQVXUDQFHSROLF\RUSURFHHGVDYDLODEOHWRWKHQDPHG
LQVXUHG ZKLFKHYHULVJUHDWHU7KHDGGLWLRQDOLQVXUHGFRYHUDJHXQGHU&RQWUDFWRU¶VSROLF\
VKDOOEH
SULPDU\DQGQRQFRQWULEXWRU\DQGZLOOQRWVHHNFRQWULEXWLRQIURPWKH&LW\¶V
LQVXUDQFHRUVHOILQVXUDQFHDQGVKDOOEHDWOHDVWDVEURDGDV&*7KLV
UHTXLUHPHQWGRHVQRWDSSO\WRHUURUVDQGRPLVVLRQVLQVXUDQFH
x $Q\IDLOXUHWRFRPSO\ZLWKUHSRUWLQJSURYLVLRQVRIWKHSROLFLHVVKDOOQRWDIIHFWFRYHUDJH
SURYLGHGWRWKH&LW\LWVRIILFHUVRIILFLDOVHPSOR\HHVRUYROXQWHHUV
x 7KH&RQWUDFWRU¶VLQVXUDQFHVKDOODSSO\VHSDUDWHO\WRHDFKLQVXUHGDJDLQVWZKRPFODLPLV
PDGHRUVXLWLVEURXJKWH[FHSWZLWKUHVSHFWWRWKHOLPLWVRIWKHLQVXUHU
VOLDELOLW\
2. Deductibles and Self Insured Retentions. $Q\GHGXFWLEOHVRUVHOILQVXUHGUHWHQWLRQV
PXVWEHGHFODUHGWRDQGDSSURYHGE\WKH&LW\$WWKHRSWLRQRIWKH&LW\HLWKHU WKHLQVXUHU
VKDOOUHGXFHRUHOLPLQDWHVXFKGHGXFWLEOHVRUVHOILQVXUHGUHWHQWLRQVDVUHVSHFWVWKH&LW\LWV
RIILFHUVRIILFLDOVDQGHPSOR\HHV RU WKH&RQWUDFWRUVKDOOSURFXUHDERQGJXDUDQWHHLQJ
SD\PHQWRIORVVHVDQGUHODWHGLQYHVWLJDWLRQVFODLPDGPLQLVWUDWLRQDQGGHIHQVHH[SHQVHV7KH
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
✔
114
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
OLPLWVRILQVXUDQFHUHTXLUHGLQWKLVDJUHHPHQWPD\EHVDWLVILHGE\DFRPELQDWLRQRISULPDU\DQG
XPEUHOODRUH[FHVVLQVXUDQFH$Q\XPEUHOODRUH[FHVVLQVXUDQFHVKDOOFRQWDLQRUEHHQGRUVHGWR
FRQWDLQDSURYLVLRQWKDWVXFKFRYHUDJHVKDOODOVRDSSO\RQDSULPDU\DQGQRQFRQWULEXWRU\EDVLV
IRUWKHEHQHILWRI&LW\ LIDJUHHGWRLQDZULWWHQFRQWUDFWRUDJUHHPHQW EHIRUHWKH&LW\¶VRZQ
LQVXUDQFHRUVHOILQVXUDQFHVKDOOEHFDOOHGXSRQWRSURWHFWLWDVDQDPHGLQVXUHG
3. Waiver of Subrogation.&RQWUDFWRUKHUHE\JUDQWVWR&LW\DZDLYHURIDQ\ULJKWWR
VXEURJDWLRQZKLFKDQ\LQVXUHURI&RQWUDFWRUPD\DFTXLUHDJDLQVW&LW\E\YLUWXHRIWKHSD\PHQW
RIDQ\ORVVXQGHUVXFKLQVXUDQFH&RQWUDFWRUDJUHHVWRREWDLQDQ\HQGRUVHPHQWWKDWPD\EH
QHFHVVDU\WRHIIHFWWKLVZDLYHURIVXEURJDWLRQEXWWKLVSURYLVLRQDSSOLHVUHJDUGOHVVRIZKHWKHU
&LW\KDVUHFHLYHGDZDLYHURIVXEURJDWLRQHQGRUVHPHQWIURPWKHLQVXUHU
4. Verification of Coverage.&RQWUDFWRUVKDOOIXUQLVKWKH&LW\ZLWKRULJLQDOFHUWLILFDWHVDQG
DPHQGDWRU\HQGRUVHPHQWVHIIHFWLQJFRYHUDJHUHTXLUHGE\WKLV([KLELW$OOFHUWLILFDWHVDQG
HQGRUVHPHQWVDUHWREHUHFHLYHGDQGDSSURYHGE\WKH&LW\EHIRUHZRUNFRPPHQFHV7KH&LW\
UHVHUYHVWKHULJKWWRUHTXLUHDWDQ\WLPHFRPSOHWHFHUWLILHGFRSLHVRIDOOUHTXLUHGLQVXUDQFH
SROLFLHVLQFOXGLQJHQGRUVHPHQWVHIIHFWLQJWKHFRYHUDJHUHTXLUHGE\WKHVHVSHFLILFDWLRQVDQG
IDLOXUHWRH[HUFLVHWKLVULJKWVKDOOQRWFRQVWLWXWHDZDLYHURIDQ\RI&LW\¶VULJKWVSXUVXDQWWRWKLV
DJUHHPHQW
5. Maintenance of Coverage.&RQWUDFWRUVKDOOQRWFDQFHODVVLJQRUFKDQJHDQ\SROLF\RI
LQVXUDQFHUHTXLUHGE\WKLVDJUHHPHQWRUHQJDJHLQDQ\DFWRURPLVVLRQWKDWZLOOFDXVHLWVLQVXUHU
WRFDQFHODQ\LQVXUDQFHSROLF\UHTXLUHGE\WKLVDJUHHPHQWH[FHSWDIWHUSURYLGLQJGD\VSULRU
QRWLFHWRWKH&LW\,IDQLQVXUDQFHSROLF\UHTXLUHGE\WKLVDJUHHPHQWLVXQLODWHUDOO\FDQFHOOHGRU
FKDQJHGE\WKHLQVXUHU&RQWUDFWRUVKDOOLPPHGLDWHO\SURYLGHZULWWHQQRWLFHWRWKH&LW\DQG
REWDLQVXEVWLWXWHLQVXUDQFHPHHWLQJWKHUHTXLUHPHQWVRIWKLVDJUHHPHQW1RWKLQJLQWKLV
SDUDJUDSKUHOLHYHV&RQWUDFWRURILWVREOLJDWLRQWRPDLQWDLQDOOLQVXUDQFHUHTXLUHGE\WKLV
DJUHHPHQWDWDOOWLPHVGXULQJWKHWHUPRIWKHDJUHHPHQW
6. Claims Made Policies.,IDQ\RIWKHUHTXLUHGSROLFLHVSURYLGHFODLPVPDGHFRYHUDJH
WKHFRYHUDJHVKDOOEHPDLQWDLQHGIRUDSHULRGRIILYH\HDUVDIWHUFRPSOHWLRQRIWKHFRQWUDFW
&RQWUDFWRUPD\VDWLVI\WKLVUHTXLUHPHQWE\UHQHZDORIH[LVWLQJFRYHUDJHRUSXUFKDVHRIHLWKHU
SULRUDFWVRUWDLOFRYHUDJHDSSOLFDEOHWRVDLGILYH\HDUSHULRG
7. Acceptability of Insurers.,QVXUDQFHLVWREHSODFHGZLWKLQVXUHUVZLWKD%HVWV
UDWLQJRI
QROHVVWKDQ$ 9,,
8. Subcontractors&RQWUDFWRUDJUHHVWRLQFOXGHZLWKDOOVXEFRQWUDFWRUVLQWKHLUVXEFRQWUDFW
WKHVDPHUHTXLUHPHQWVDQGSURYLVLRQVRIWKLVDJUHHPHQWLQFOXGLQJWKHLQGHPQLW\DQGLQVXUDQFH
UHTXLUHPHQWVWRWKHH[WHQWWKH\DSSO\WRWKHVFRSHRIWKHVXEFRQWUDFWRU
VZRUN6XEFRQWUDFWRUV
KLUHGE\&RQWUDFWRUVKDOODJUHHWREHERXQGWR&RQWUDFWRUDQG&LW\LQWKHVDPHPDQQHUDQGWRWKH
VDPHH[WHQWDV&RQWUDFWRULVERXQGWRWKH&LW\XQGHUWKLVDJUHHPHQW6XEFRQWUDFWRUVVKDOOIXUWKHU
DJUHHWRLQFOXGHWKHVHVDPHSURYLVLRQVZLWKDQ\VXEVXEFRQWUDFWRU&RQWUDFWRUVKDOOSURYLGH
VXEFRQWUDFWRUZLWKDFRS\RIWKHLQGHPQLW\DQGLQVXUDQFHSURYLVLRQVRIWKLVDJUHHPHQWDVDSDUW
RI&RQWUDFWRU¶VVXEFRQWUDFWZLWKVXEFRQWUDFWRU&RQWUDFWRUVKDOOUHTXLUHDOOVXEFRQWUDFWRUVWR
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
115
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW% 3DJHRI
SURYLGHDYDOLGFHUWLILFDWHRILQVXUDQFHDQGWKHUHTXLUHGHQGRUVHPHQWVLQFOXGHGLQWKHDJUHHPHQW
SULRUWRFRPPHQFHPHQWRIDQ\ZRUNDQGZLOOSURYLGHSURRIRIFRPSOLDQFHWRWKH&LW\
9. Special Risks or Circumstances.&LW\UHVHUYHVWKHULJKWWRPRGLI\WKHVHUHTXLUHPHQWV
LQFOXGLQJOLPLWVEDVHGRQWKHQDWXUHRIWKHULVNSULRUH[SHULHQFHLQVXUHUFRYHUDJHRURWKHU
VSHFLDOFLUFXPVWDQFHV
-End of Exhibit B-
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
116
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
City of Saratoga Design Services Contract
Exhibit C – General Provisions
1. INDEPENDENT CONTRACTOR. &LW\UHTXLUHVWKHVHUYLFHVRIDTXDOLILHGFRQWUDFWRU
WRSURYLGHWKHZRUNSURGXFWGHVFULEHGLQ([KLELW$EHFDXVHLWODFNVWKHTXDOLILHG
SHUVRQQHOWRSURYLGHWKHVSHFLILHGZRUNSURGXFW&RQWUDFWRULVTXDOLILHGWRSURYLGHWKH
UHTXLUHGZRUNSURGXFWDQGLVDJUHHDEOHWRSURYLGLQJVXFKZRUNSURGXFWRQWKHWHUPVDQG
FRQGLWLRQVLQWKLVDJUHHPHQW
1.1 In General$WDOOWLPHVGXULQJWKHWHUPRIWKLVDJUHHPHQW&RQWUDFWRUVKDOOEHDQ
LQGHSHQGHQWFRQWUDFWRUDQGVKDOOQRWEHDQHPSOR\HHRI&LW\&RQWUDFWRUVKDOO
FRPSOHWHWKH6FRSHRI:RUNKHUHXQGHULQDFFRUGDQFHZLWKFXUUHQWO\DSSURYHG
PHWKRGVDQGSUDFWLFHVLQ&RQWUDFWRU
VILHOG1RUHODWLRQVKLSRIHPSOR\HUDQG
HPSOR\HHLVFUHDWHGE\WKLVDJUHHPHQWEHWZHHQWKH&LW\DQG&RQWUDFWRURUDQ\
VXEFRQWUDFWRURUHPSOR\HHRI&RQWUDFWRU&LW\VKDOOKDYHWKHULJKWWRFRQWURO
&RQWUDFWRURQO\ZLWKUHVSHFWWRVSHFLI\LQJWKHUHVXOWVWREHREWDLQHGIURP
&RQWUDFWRUSXUVXDQWWRWKLVDJUHHPHQW&LW\VKDOOQRWKDYHWKHULJKWWRFRQWUROWKH
PHDQVE\ZKLFK&RQWUDFWRUDFFRPSOLVKHVVHUYLFHVUHQGHUHGSXUVXDQWWRWKLV
DJUHHPHQW$Q\WHUPVLQWKLVDJUHHPHQWUHIHUULQJWRGLUHFWLRQIURP&LW\VKDOOEH
FRQVWUXHGDVSURYLGLQJIRUGLUHFWLRQDVWRSROLF\DQGWKHUHVXOWRIWKH&RQWUDFWRU¶V
ZRUNRQO\DQGQRWDVWRWKHPHDQVE\ZKLFKVXFKDUHVXOWLVREWDLQHG
1.2 Non-Exclusive Contract.1RWKLQJFRQWDLQHGLQWKLVDJUHHPHQWVKDOOEH
FRQVWUXHGDVOLPLWLQJWKHULJKWRI&RQWUDFWRUWRHQJDJHLQ&RQWUDFWRU
VSURIHVVLRQ
VHSDUDWHDQGDSDUWIURPWKLVDJUHHPHQWVRORQJDVVXFKDFWLYLWLHVGRQRWLQWHUIHUH
RUFRQIOLFWZLWKWKHSHUIRUPDQFHE\&RQWUDFWRURIWKHREOLJDWLRQVVHWIRUWKLQWKLV
DJUHHPHQW,QWHUIHUHQFHRUFRQIOLFWZLOOEHGHWHUPLQHGDWWKHVROHGLVFUHWLRQRIWKH
&LW\
1.3 Standard of Care.&RQWUDFWRUVKDOOFRPSOHWHWKH6FRSHRI:RUNUHTXLUHG
SXUVXDQWWRWKLVDJUHHPHQWLQWKHPDQQHUDQGDFFRUGLQJWRWKHVWDQGDUGVREVHUYHG
E\DFRPSHWHQWSUDFWLWLRQHURIWKHSURIHVVLRQLQZKLFK&RQWUDFWRULVHQJDJHGLQ
WKHJHRJUDSKLFDODUHDLQZKLFK&RQWUDFWRUSUDFWLFHVLWVSURIHVVLRQ$OOZRUN
SURGXFWRIZKDWVRHYHUQDWXUHZKLFK&RQWUDFWRUGHOLYHUVWR&LW\SXUVXDQWWRWKLV
DJUHHPHQWVKDOOEHSUHSDUHGLQDVXEVWDQWLDOILUVWFODVVDQGZRUNPDQOLNHPDQQHU
DQGFRQIRUPWRWKHVWDQGDUGVRITXDOLW\QRUPDOO\REVHUYHGE\DSHUVRQSUDFWLFLQJ
LQ&RQWUDFWRU¶VSURIHVVLRQ
1.4 Qualifications.&RQWUDFWRUUHSUHVHQWVDQGZDUUDQWVWR&LW\WKDWWKH&RQWUDFWRULV
TXDOLILHGWRSHUIRUPWKHVHUYLFHVDVFRQWHPSODWHGE\WKLVDJUHHPHQWDQGWKDWDOO
ZRUNSHUIRUPHGXQGHUWKLVDJUHHPHQWVKDOOEHSHUIRUPHGRQO\E\SHUVRQQHOXQGHU
WKHVXSHUYLVLRQRIWKH&RQWUDFWRUDVDQHPSOR\HHRULIDXWKRUL]HGE\WKH6FRSHRI
:RUNDVXEFRQWUDFWRU$OOSHUVRQQHOHQJDJHGLQWKHZRUNVKDOOEHIXOO\TXDOLILHG
DQGVKDOOEHDXWKRUL]HGOLFHQVHGDQGFHUWLILHGXQGHUVWDWHDQGORFDOODZWRSHUIRUP
VXFKZRUNLIDXWKRUL]DWLRQOLFHQVLQJRUFHUWLILFDWLRQLVUHTXLUHG7KH&RQWUDFWRU
VKDOOFRPPLWDGHTXDWHUHVRXUFHVDQGWLPHWRFRPSOHWHWKHSURMHFWZLWKLQWKH
SURMHFWVFKHGXOHVSHFLILHGLQWKLVDJUHHPHQW
1.5 Professional Seal:KHUHDSSOLFDEOHLQWKHGHWHUPLQDWLRQRIWKH$GPLQLVWUDWRU
WKHILUVWSDJHRIDWHFKQLFDOUHSRUWILUVWSDJHRIGHVLJQVSHFLILFDWLRQVDQGHDFK
SDJHRIFRQVWUXFWLRQGUDZLQJVVKDOOEHVWDPSHGVHDOHGDQGVLJQHGE\WKHOLFHQVHG
SURIHVVLRQDOUHVSRQVLEOHIRUWKHUHSRUWGHVLJQSUHSDUDWLRQ7KHVWDPSVHDOVKDOOEH
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
117
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
LQDEORFNHQWLWOHG6HDODQG6LJQDWXUHRI5HJLVWHUHG3URIHVVLRQDOZLWK
UHSRUWGHVLJQUHVSRQVLELOLW\DVSHUWKHVDPSOHEHORZ
______________________________
Seal and Signature of Registered Professional
with report/design responsibility.
1.6 Use of City Equipment.&LW\VKDOOQRWEHUHVSRQVLEOHIRUDQ\GDPDJHWRSHUVRQV
RUSURSHUW\DVDUHVXOWRIWKHXVHPLVXVHRUIDLOXUHRIDQ\HTXLSPHQWXVHGE\
&RQWUDFWRURUE\DQ\RILWVHPSOR\HHVHYHQWKRXJKVXFKHTXLSPHQWEHIXUQLVKHG
UHQWHGRUORDQHGWR&RQWUDFWRUE\&LW\
1.7 Payment of Taxes and Other Expenses.6KRXOG&LW\LQLWVGLVFUHWLRQRUD
UHOHYDQWWD[LQJDXWKRULW\LQFOXGLQJEXWQRWOLPLWHGWRWKH,QWHUQDO5HYHQXH
6HUYLFHRUWKH6WDWH(PSOR\PHQW'HYHORSPHQW'LYLVLRQGHWHUPLQHWKDWWKH
&RQWUDFWRULVDQHPSOR\HHIRUSXUSRVHVRIFROOHFWLRQRIDQ\HPSOR\PHQWWD[HV
WKHDPRXQWVSD\DEOHXQGHUWKLVDJUHHPHQWVKDOOEHUHGXFHGE\DPRXQWVHTXDOWR
ERWKWKHHPSOR\HHDQGHPSOR\HUSRUWLRQVRIWKHWD[GXH DQGRIIVHWWLQJDQ\
FUHGLWVIRUDPRXQWVDOUHDG\SDLGE\WKH&RQWUDFWRUZKLFKFDQEHDSSOLHGDJDLQVW
WKLVOLDELOLW\ &LW\VKDOOWKHQIRUZDUGWKRVHDPRXQWVWRWKHUHOHYDQWWD[LQJ
DXWKRULW\6KRXOGDUHOHYDQWWD[LQJDXWKRULW\GHWHUPLQHDOLDELOLW\IRUSDVW
VHUYLFHVSHUIRUPHGE\WKH&RQWUDFWRUIRU&LW\XSRQQRWLILFDWLRQRIVXFKIDFWE\
WKH&LW\WKH&RQWUDFWRUVKDOOSURPSWO\UHPLWVXFKDPRXQWGXHRUDUUDQJHZLWKWKH
&LW\WRKDYHWKHDPRXQWGXHZLWKKHOGIURPIXWXUHSD\PHQWVWRWKH&RQWUDFWRU
XQGHUWKLVDJUHHPHQW DJDLQRIIVHWWLQJDQ\DPRXQWVDOUHDG\SDLGE\WKH
&RQWUDFWRUZKLFKFDQEHDSSOLHGDVDFUHGLWDJDLQVWVXFKOLDELOLW\ $Q\
GHWHUPLQDWLRQRIHPSOR\PHQWVWDWXVDERYHVKDOOEHVROHO\IRUWKHSXUSRVHVRIWKH
SDUWLFXODUWD[LQTXHVWLRQDQGIRUDOORWKHUSXUSRVHVRIWKLVDJUHHPHQW7KH
&RQWUDFWRUVKDOOQRWEHFRQVLGHUHGDQHPSOR\HHRI&LW\1RWZLWKVWDQGLQJWKH
IRUHJRLQJVKRXOGDQ\FRXUWDUELWUDWRURUDGPLQLVWUDWLYHDXWKRULW\GHWHUPLQHWKDW
WKH&RQWUDFWRULVDQHPSOR\HHIRUDQ\RWKHUSXUSRVHWKHQWKH&RQWUDFWRUDJUHHVWR
DUHGXFWLRQLQWKH&LW\
VILQDQFLDOOLDELOLW\VRWKDWWKH&LW\
VWRWDOH[SHQVHVXQGHU
WKLVDJUHHPHQWDUHQRWJUHDWHUWKDQWKH\ZRXOGKDYHEHHQKDGWKHFRXUWDUELWUDWRU
RUDGPLQLVWUDWLYHDXWKRULW\GHWHUPLQHGWKDWWKH&RQWUDFWRUZDVQRWDQHPSOR\HH
2. COMMUNICATION AND NOTICES7KH$GPLQLVWUDWRUGHVLJQDWHGLQVHFWLRQRQ
SDJHRIWKLVDJUHHPHQWLVDXWKRUL]HGWRUHFHLYHLQIRUPDWLRQLQWHUSUHWDQGGHILQH&LW\
V
SROLFLHVFRQVLVWHQWZLWKWKLVDJUHHPHQWDQGFRPPXQLFDWHZLWK&RQWUDFWRUFRQFHUQLQJ
WKLVDJUHHPHQW$OOFRUUHVSRQGHQFHDQGRWKHUFRPPXQLFDWLRQVVKDOOEHGLUHFWHGWRRU
WKURXJKWKH$GPLQLVWUDWRURUWKH$GPLQLVWUDWRU¶VGHVLJQHH
2.1 In General.$OOQRWLFHVRUFRPPXQLFDWLRQFRQFHUQLQJDSDUW\
VFRPSOLDQFHZLWK
WKHWHUPVRIWKLVDJUHHPHQWVKDOOEHLQZULWLQJDQGPD\EHJLYHQHLWKHUSHUVRQDOO\
E\FHUWLILHGPDLOUHWXUQUHFHLSWUHTXHVWHGRUE\RYHUQLJKWH[SUHVVFDUULHU7KH
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
118
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
QRWLFHVKDOOEHGHHPHGWRKDYHEHHQJLYHQDQGUHFHLYHGRQWKHGDWHGHOLYHUHGLQ
SHUVRQRUWKHGDWHXSRQZKLFKWKHSRVWDODXWKRULW\RURYHUQLJKWH[SUHVVFDUULHU
LQGLFDWHVWKDWWKHPDLOLQJZDVGHOLYHUHGWRWKHDGGUHVVRIWKHUHFHLYLQJSDUW\7KH
SDUWLHVVKDOOPDNHJRRGIDLWKHIIRUWVWRSURYLGHDGYDQFHFRXUWHV\QRWLFHRIDQ\
QRWLFHVRUFRPPXQLFDWLRQVKHUHXQGHUYLDHPDLO+RZHYHUXQGHUQR
FLUFXPVWDQFHVVKDOOVXFKFRXUWHV\QRWLFHVDWLVI\WKHQRWLFHUHTXLUHPHQWVVHWIRUWK
DERYH QRUVKDOOODFNRIVXFKFRXUWHV\QRWLFHDIIHFWWKHYDOLGLW\RIVHUYLFHSXUVXDQW
WRWKHQRWLFHUHTXLUHPHQWVHWIRUWKDERYH
2.2 Addresses for Notice.1RWLFHVRUFRPPXQLFDWLRQVVKDOOEHJLYHQWRWKHSDUWLHVDW
WKHDGGUHVVHVVHWIRUWKLQVHFWLRQ ³&RQWUDFW$GPLQLVWUDWLRQ´ XQOHVVRWKHUZLVH
GHVLJQDWHGLQDZULWWHQQRWLFHWRWKHRWKHUSDUW\,QDGGLWLRQQRWLFHVWR&LW\VKDOO
EHFRSLHGWR
-DPHV/LQGVD\
&LW\0DQDJHU
&LW\RI6DUDWRJD
)UXLWYDOH$YHQXH
6DUDWRJD&$
'HEELH%UHWVFKQHLGHU
&LW\&OHUN
&LW\RI6DUDWRJD
)UXLWYDOH$YHQXH
6DUDWRJD&$
7KHVHFRSLHVVKDOOQRWFRQVWLWXWHQRWLFH
2.3 Change of Address.$Q\SDUW\KHUHWRE\JLYLQJWHQ GD\VZULWWHQQRWLFHWR
WKHRWKHUPD\GHVLJQDWHDQ\RWKHUDGGUHVVDVVXEVWLWXWLRQRIWKHDGGUHVVWRZKLFK
WKHQRWLFHRUFRPPXQLFDWLRQVKDOOEHJLYHQ
3. PAYMENT. 7KHSD\PHQWVVSHFLILHGLQWKLVSDUDJUDSKVKDOOEHWKHRQO\SD\PHQWVWREH
PDGHWR&RQWUDFWRULQFRQQHFWLRQZLWK&RQWUDFWRU¶VFRPSOHWLRQRIWKH6FRSHRI:RUN
SXUVXDQWWRWKLVDJUHHPHQW5HLPEXUVDEOHH[SHQVHVVKDOOEHELOOHGRQO\DWWKHLUDFWXDO
FRVW&RQWUDFWRUVKDOOVXEPLWDOOELOOLQJVWR&LW\DQG&LW\VKDOOSD\VXFKELOOLQJVLQWKH
PDQQHUVSHFLILHGLQWKLVSDUDJUDSK3D\PHQWVKDOOEHPDGHSD\DEOHWR&RQWUDFWRUDQG
GHOLYHUHGWRWKHDGGUHVVVSHFLILHGLQVHFWLRQRQSDJHRIWKLVDJUHHPHQW7KHPDNLQJ
RIDQ\SD\PHQWE\&LW\RUWKHUHFHLSWWKHUHRIE\WKH&RQWUDFWRUVKDOOLQQRZD\OHVVHQ
WKHOLDELOLW\RIWKH&RQWUDFWRUWRFRUUHFWRUUHYLVHXQVDWLVIDFWRU\ZRUNHYHQWKRXJKWKH
XQVDWLVIDFWRU\FKDUDFWHURIVXFKZRUNPD\QRWKDYHEHHQDSSDUHQWRUGHWHFWHGDWWKHWLPH
VXFKSD\PHQWZDVPDGH&LW\PD\ZLWKKROGSD\PHQWWR&RQWUDFWRULQDQ\LQVWDQFHLQ
ZKLFKWKH&RQWUDFWRUKDVIDLOHGRUUHIXVHGWRVDWLVI\DQ\PDWHULDOREOLJDWLRQSURYLGHGIRU
LQWKLVDJUHHPHQW,QQRHYHQWVKDOO&LW\EHOLDEOHIRULQWHUHVWRUODWHFKDUJHVIRUDQ\ODWH
SD\PHQWV
3.1 Time and Materials.,IWKLVFRQWUDFWLVGHVLJQDWHGDVD7LPHDQG0DWHULDOV
FRQWUDFWRQSDJHLQYRLFLQJDQGSD\PHQWVKDOOEHDVIROORZV
(a)&RQWUDFWRUVKDOOVXEPLWLQYRLFHVQRWPRUHRIWHQWKDQRQFHDPRQWKGXULQJ
WKHWHUPRIWKLVDJUHHPHQWEDVHGRQWKHFRVWIRUZRUNSHUIRUPHGLQ
DFFRUGDQFHZLWKWKH5DWH6FKHGXOHLQWKH6FRSHRI:RUNDQGDXWKRUL]HG
UHLPEXUVDEOHH[SHQVHVLQFXUUHGSULRUWRWKHLQYRLFHGDWH,QYRLFHVVKDOO
FRQWDLQWKHIROORZLQJLQIRUPDWLRQ
(i)6HULDOLGHQWLILFDWLRQVRIELOOVLH%LOO1R
(ii)7KHEHJLQQLQJDQGHQGLQJGDWHVRIWKHELOOLQJSHULRG
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
119
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
(iii)$VXPPDU\FRQWDLQLQJWKHWRWDOFRQWUDFWDPRXQWWKHDPRXQWRI
SULRUELOOLQJVWKHWRWDOGXHWKLVSHULRGSHUFHQWDJHRIZRUN
FRPSOHWHGWKHUHPDLQLQJEDODQFHDYDLODEOHIRUDOOUHPDLQLQJ
ELOOLQJSHULRGVDQGDEULHIGHVFULSWLRQRIZRUNFRPSOHWHGGXULQJ
WKHELOOLQJSHULRG
(b)&LW\VKDOOPDNHPRQWKO\SD\PHQWVEDVHGRQVXFKLQYRLFHVIRU
VDWLVIDFWRU\SURJUHVVLQFRPSOHWLRQRIWKH6FRSHRI:RUNDQGIRU
DXWKRUL]HGUHLPEXUVDEOHH[SHQVHVLQFXUUHG
3.2 Lump Sum.,IWKLVFRQWUDFWLVGHVLJQDWHGDVD/XPS6XPFRQWUDFWRQSDJH
IROORZLQJFRPSOHWLRQRIWKHZRUN&RQWUDFWRUVKDOOVXEPLWDVLQJOHLQYRLFH
FRQWDLQLQJWKHEHJLQQLQJDQGHQGLQJGDWHVRIWKHELOOLQJSHULRGDQGWKHWRWDO
FRQWUDFWDPRXQW&LW\VKDOOPDNHDVLQJOHSD\PHQWEDVHGRQVXFKLQYRLFHIRU
VDWLVIDFWRU\FRPSOHWLRQRIWKH6FRSHRI:RUN
4. CONTRACTOR NOT AGENT.([FHSWDV&LW\PD\VSHFLI\LQZULWLQJ&RQWUDFWRU
VKDOOKDYHQRDXWKRULW\H[SUHVVRULPSOLHGWRDFWRQEHKDOIRI&LW\LQDQ\FDSDFLW\
ZKDWVRHYHUDVDQDJHQW&RQWUDFWRUVKDOOKDYHQRDXWKRULW\H[SUHVVRULPSOLHGSXUVXDQW
WRWKLVDJUHHPHQWWRELQG&LW\WRDQ\REOLJDWLRQZKDWVRHYHU
5. BENEFITS AND TAXES. &RQWUDFWRUVKDOOQRWKDYHDQ\FODLPXQGHUWKLVDJUHHPHQWRU
RWKHUZLVHDJDLQVW&LW\IRUVHQLRULW\YDFDWLRQWLPHYDFDWLRQSD\VLFNOHDYHSHUVRQDOWLPH
RIIRYHUWLPHKHDOWKLQVXUDQFHPHGLFDOFDUHKRVSLWDOFDUHLQVXUDQFHEHQHILWVVRFLDO
VHFXULW\GLVDELOLW\XQHPSOR\PHQWZRUNHUVFRPSHQVDWLRQRUHPSOR\HHEHQHILWVRIDQ\
NLQG&RQWUDFWRUVKDOOEHVROHO\OLDEOHIRUDQGREOLJDWHGWRSD\GLUHFWO\DOODSSOLFDEOH
WD[HVLQFOXGLQJEXWQRWOLPLWHGWRIHGHUDODQGVWDWHLQFRPHWD[HVDQGLQFRQQHFWLRQ
WKHUHZLWK&RQWUDFWRUVKDOOLQGHPQLI\DQGKROG&LW\KDUPOHVVIURPDQ\DQGDOOOLDELOLW\
WKDW&LW\PD\LQFXUEHFDXVHRI&RQWUDFWRU
VIDLOXUHWRSD\VXFKWD[HV&LW\VKDOOKDYHQR
REOLJDWLRQZKDWVRHYHUWRSD\RUZLWKKROGDQ\WD[HVRQEHKDOIRI&RQWUDFWRU
6. ASSIGNMENT PROHIBITED.7KHVHUYLFHVWREHSHUIRUPHGE\WKH&RQWUDFWRUDUH
SHUVRQDOLQFKDUDFWHUDQGQRSDUW\WRWKLVDJUHHPHQWPD\DVVLJQDQ\ULJKWRUREOLJDWLRQ
XQGHUWKLVDJUHHPHQW$Q\DWWHPSWHGRUSXUSRUWHGDVVLJQPHQWRIDQ\ULJKWRUREOLJDWLRQ
XQGHUWKLVDJUHHPHQWVKDOOEHYRLGDQGRIQRHIIHFW+RZHYHUZLWKWKHFRQVHQWRIWKH
&LW\JLYHQLQZULWLQJ&RQWUDFWRULVHQWLWOHGWRVXEFRQWUDFWVXFKSRUWLRQVRIWKHZRUNWREH
SHUIRUPHGXQGHUWKLVDJUHHPHQWDVPD\EHVSHFLILHGE\&LW\
7. PERSONNEL.&RQWUDFWRUVKDOODVVLJQRQO\FRPSHWHQWSHUVRQQHOWRFRPSOHWHWKH6FRSH
RI:RUNSXUVXDQWWRWKLVDJUHHPHQW,QWKHHYHQWWKDW&LW\LQLWVVROHGLVFUHWLRQDWDQ\
WLPHGXULQJWKHWHUPRIWKLVDJUHHPHQWGHVLUHVWKHUHPRYDORIDQ\VXFKSHUVRQV
&RQWUDFWRUVKDOOLPPHGLDWHO\XSRQUHFHLYLQJQRWLFHIURPFLW\RIVXFKGHVLUHRI&LW\
FDXVHWKHUHPRYDORIVXFKSHUVRQRUSHUVRQVIURPZRUNLQFRQQHFWLRQZLWKWKH6FRSHRI
:RUN
8. CONFLICT OF INTEREST.
8.1 In General.&RQWUDFWRUXQGHUVWDQGVWKDWLWVSURIHVVLRQDOUHVSRQVLELOLW\LVVROHO\
WR&LW\&RQWUDFWRUUHSUHVHQWVDQGZDUUDQWVWKDWLWSUHVHQWO\KDVQRLQWHUHVWDQG
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
120
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
ZLOOQRWDFTXLUHDQ\GLUHFWRULQGLUHFWLQWHUHVWWKDWZRXOGFRQIOLFWZLWKLWV
SHUIRUPDQFHRIWKLVDJUHHPHQW&RQWUDFWRUVKDOOQRWHPSOR\RUVXEFRQWUDFWZLWKD
SHUVRQKDYLQJVXFKDQLQWHUHVWLQWKHSHUIRUPDQFHRIWKLVDJUHHPHQW
8.2 Subsequent Conflict of Interest.&RQWUDFWRUDJUHHVWKDWLIDQDFWXDORUSRWHQWLDO
FRQIOLFWRILQWHUHVWRQWKHSDUWRI&RQWUDFWRULVGLVFRYHUHGDIWHUDZDUGWKH
&RQWUDFWRUZLOOPDNHDIXOOGLVFORVXUHLQZULWLQJWRWKH&LW\7KLVGLVFORVXUHVKDOO
LQFOXGHDGHVFULSWLRQRIDFWLRQVZKLFKWKH&RQWUDFWRUKDVWDNHQRUSURSRVHVWR
WDNHDIWHUFRQVXOWDWLRQZLWKWKH&LW\WRDYRLGPLWLJDWHRUQHXWUDOL]HWKHDFWXDORU
SRWHQWLDOFRQIOLFW:LWKLQGD\VWKH&RQWUDFWRUVKDOOKDYHWDNHQDOOQHFHVVDU\
VWHSVWRDYRLGPLWLJDWHRUQHXWUDOL]HWKHFRQIOLFWRILQWHUHVWWRWKHVDWLVIDFWLRQRI
WKH&LW\
8.3 Interests of City Officers and Staff.1RRIILFHUPHPEHURUHPSOR\HHRI&LW\
DQGQRPHPEHURIWKH&LW\&RXQFLOVKDOOKDYHDQ\SHFXQLDU\LQWHUHVWGLUHFWRU
LQGLUHFWLQWKLVDJUHHPHQWRUWKHSURFHHGVWKHUHRI1HLWKHU&RQWUDFWRUQRUDQ\
PHPEHURIDQ\&RQWUDFWRU¶VIDPLO\VKDOOVHUYHRQDQ\&LW\ERDUGRUFRPPLWWHHRU
KROGDQ\VXFKSRVLWLRQZKLFKHLWKHUE\UXOHSUDFWLFHRUDFWLRQQRPLQDWHV
UHFRPPHQGVRUVXSHUYLVHV&RQWUDFWRU
VSHUIRUPDQFHRIWKH6FRSHRI:RUNRU
DXWKRUL]HVIXQGLQJWR&RQWUDFWRU
9. COMPLIANCE WITH LAWS
9.1 In General. &RQWUDFWRUVKDOONHHSLWVHOIIXOO\LQIRUPHGRIDQGFRPSO\ZLWKDOO
ODZVSROLFLHVJHQHUDOUXOHVDQGUHJXODWLRQVHVWDEOLVKHGE\&LW\DQGVKDOOFRPSO\
ZLWKWKHFRPPRQODZDQGDOOODZVRUGLQDQFHVFRGHVDQGUHJXODWLRQVRI
JRYHUQPHQWDODJHQFLHV LQFOXGLQJIHGHUDOVWDWHPXQLFLSDODQGORFDOJRYHUQLQJ
ERGLHV DSSOLFDEOHWRWKHSHUIRUPDQFHRIWKH6FRSHRI:RUNKHUHXQGHU
9.2 Licenses and Permits. &RQWUDFWRUUHSUHVHQWVDQGZDUUDQWVWR&LW\WKDWLWKDVDOO
OLFHQVHVSHUPLWVTXDOLILFDWLRQVDQGDSSURYDOVRIZKDWVRHYHUQDWXUHZKLFKDUH
OHJDOO\UHTXLUHGIRU&RQWUDFWRUWRSUDFWLFHLWVSURIHVVLRQ&RQWUDFWRUUHSUHVHQWV
DQGZDUUDQWVWR&LW\WKDW&RQWUDFWRUVKDOODWLWVVROHFRVWDQGH[SHQVHNHHSLQ
HIIHFWDWDOOWLPHVGXULQJWKHWHUPRIWKLVDJUHHPHQWDQ\OLFHQVHVSHUPLWVDQG
DSSURYDOVZKLFKDUHOHJDOO\UHTXLUHGIRU&RQWUDFWRUWRSUDFWLFHLWVSURIHVVLRQ,Q
DGGLWLRQWRWKHIRUHJRLQJ&RQWUDFWRUVKDOOREWDLQDQGPDLQWDLQGXULQJWKHWHUP
KHUHRIDYDOLG&LW\RI6DUDWRJD%XVLQHVV/LFHQVH
10. WORK PRODUCT AND RECORDS
10.1 Property of City.$OOUHSRUWVGDWDPDSVPRGHOVFKDUWVVWXGLHVVXUYH\V
SKRWRJUDSKVPHPRUDQGDRURWKHUZULWWHQGRFXPHQWVRUPDWHULDOVSUHSDUHGE\
&RQWUDFWRUSXUVXDQWWRWKLVDJUHHPHQWVKDOOEHFRPHWKHSURSHUW\RI&LW\XSRQ
FRPSOHWLRQRIWKHZRUNWREHSHUIRUPHGKHUHXQGHURUXSRQWHUPLQDWLRQRIWKLV
DJUHHPHQW:LWKRXWOLPLWLQJWKHJHQHUDOLW\RIWKHIRUHJRLQJLILQFRQQHFWLRQ
ZLWKVHUYLFHVSHUIRUPHGXQGHUWKLVDJUHHPHQWWKH&RQWUDFWRURULWVVXEFRQWUDFWRUV
FUHDWHDUWZRUNFRS\SRVWHUVELOOERDUGVSKRWRJUDSKVYLGHRWDSHVDXGLRWDSHV
V\VWHPVGHVLJQVVRIWZDUHUHSRUWVGLDJUDPVVXUYH\VVRXUFHFRGHVRUDQ\RWKHU
RULJLQDOZRUNVRIDXWKRUVKLSVXFKZRUNVRIDXWKRUVKLSVKDOOEHZRUNVIRUKLUHDV
GHILQHGXQGHU7LWOHRIWKH8QLWHG6WDWHV&RGHDQGDOOFRS\ULJKWVLQVXFKZRUNV
DUHWKHSURSHUW\RI&LW\,ILWLVHYHUGHWHUPLQHGWKDWDQ\ZRUNVFUHDWHGE\WKH
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
121
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
&RQWUDFWRURULWVVXEFRQWUDFWRUVXQGHUWKLVDJUHHPHQWDUHQRWZRUNVIRUKLUHXQGHU
86ODZWKH&RQWUDFWRUKHUHE\DVVLJQVDOOFRS\ULJKWVWRVXFKZRUNVWR&LW\
JUDQWV&LW\DUR\DOW\IUHHH[FOXVLYHDQGLUUHYRFDEOHOLFHQVHWRUHSURGXFH
SXEOLVKXVHDQGWRDXWKRUL]HRWKHUVWRGRVRDOOVXFKZRUNVDQGDJUHHVWRSURYLGH
DQ\PDWHULDODQGH[HFXWHDQ\GRFXPHQWVQHFHVVDU\WRHIIHFWXDWHVXFKDVVLJQPHQW
DQGOLFHQVH7KH&RQWUDFWRUPD\UHWDLQDQGXVHFRSLHVRIVXFKZRUNVIRU
UHIHUHQFHDQGDVGRFXPHQWDWLRQRILWVH[SHULHQFHDQGFDSDELOLWLHV
10.2 Intellectual Property. &RQWUDFWRUUHSUHVHQWVDQGZDUUDQWVWKDWLWKDVWKHOHJDO
ULJKWWRXWLOL]HDOOLQWHOOHFWXDOSURSHUW\LWZLOOXWLOL]HLQWKHSHUIRUPDQFHRIWKLV
DJUHHPHQW&RQWUDFWRUIXUWKHUUHSUHVHQWVWKDWLWVKDOOHQVXUH&LW\KDVWKHOHJDO
ULJKWWRXWLOL]HDOOLQWHOOHFWXDOSURSHUW\LQYROYHGLQDQGRUUHVXOWLQJIURP
&RQWUDFWRU¶VSHUIRUPDQFHRIWKLVDJUHHPHQW&RQWUDFWRUVKDOOLQGHPQLI\DQGKROG
&LW\KDUPOHVVIURPDOOORVVDQGOLDELOLW\LQFOXGLQJDWWRUQH\V¶IHHVFRXUWFRVWVDQG
DOORWKHUOLWLJDWLRQH[SHQVHVIRUDQ\LQIULQJHPHQWRIWKHSDWHQWULJKWVFRS\ULJKW
WUDGHVHFUHWRUDQ\RWKHUSURSULHWDU\ULJKWRUWUDGHPDUNDQGDOORWKHULQWHOOHFWXDO
SURSHUW\FODLPVRIDQ\SHUVRQRUSHUVRQVLQFRQVHTXHQFHRIWKHXVHE\&LW\RU
DQ\RILWVRIILFHUVRUDJHQWVRIDUWLFOHVRUVHUYLFHVWREHVXSSOLHGLQWKH
SHUIRUPDQFHRIWKLVDJUHHPHQW
10.3 Retention of Records. 8QWLOWKHH[SLUDWLRQRIILYH\HDUVDIWHUWKHIXUQLVKLQJRI
DQ\VHUYLFHVSXUVXDQWWRWKLVDJUHHPHQW&RQWUDFWRUVKDOOUHWDLQDQGPDNH
DYDLODEOHWRWKH&LW\RUDQ\SDUW\GHVLJQDWHGE\WKH&LW\XSRQZULWWHQUHTXHVWE\
&LW\WKLVDJUHHPHQWDQGVXFKERRNVGRFXPHQWVDQGUHFRUGVRI&RQWUDFWRU DQG
DQ\ERRNVGRFXPHQWVDQGUHFRUGVRIDQ\VXEFRQWUDFWRU V WKDWDUHQHFHVVDU\RU
FRQYHQLHQWIRUDXGLWSXUSRVHVWRFHUWLI\WKHQDWXUHDQGH[WHQWRIWKHUHDVRQDEOH
FRVWRIVHUYLFHVWR&LW\
10.4 Use of Recycled Paper and Electronic Documents.&RQWUDFWRUVKDOOSUHSDUH
DQGVXEPLWDOOUHSRUWVZULWWHQVWXGLHVDQGRWKHUSULQWHGPDWHULDORQUHF\FOHG
SDSHUWRWKHH[WHQWLWLVDYDLODEOHDWHTXDORUOHVVFRVWWKDQYLUJLQSDSHU
'RFXPHQWVVKDOOEHSULQWHGRQERWKVLGHVRIWKHSDJHDQG&LW\VKDOOEHSURYLGHG
ZLWKHOHFWURQLFFRSLHVRIGRFXPHQWV LQ:RUGRUSGIIRUPDW H[FHSWZKHUH
XQXVXDOFLUFXPVWDQFHVPDNHLWLQIHDVLEOHWRGRVR
11. CONFIDENTIAL INFORMATION&RQWUDFWRUVKDOOKROGDQ\FRQILGHQWLDO
LQIRUPDWLRQUHFHLYHGIURP&LW\LQWKHFRXUVHRISHUIRUPLQJWKLVDJUHHPHQWLQWUXVWDQG
FRQILGHQFHDQGZLOOQRWUHYHDOVXFKFRQILGHQWLDOLQIRUPDWLRQWRDQ\SHUVRQRUHQWLW\
HLWKHUGXULQJWKHWHUPRIWKHDJUHHPHQWRUDWDQ\WLPHWKHUHDIWHU8SRQH[SLUDWLRQRIWKLV
DJUHHPHQWRUWHUPLQDWLRQDVSURYLGHGKHUHLQ&RQWUDFWRUVKDOOUHWXUQPDWHULDOVZKLFK
FRQWDLQDQ\FRQILGHQWLDOLQIRUPDWLRQWR&LW\&RQWUDFWRUPD\NHHSRQHFRS\IRULWV
FRQILGHQWLDOILOH)RUSXUSRVHVRIWKLVSDUDJUDSKFRQILGHQWLDOLQIRUPDWLRQLVGHILQHGDVDOO
LQIRUPDWLRQGLVFORVHGWR&RQWUDFWRUZKLFKUHODWHVWR&LW\
VSDVWSUHVHQWDQGIXWXUH
DFWLYLWLHVDVZHOODVDFWLYLWLHVXQGHUWKLVDJUHHPHQWZKLFKLQIRUPDWLRQLVQRWRWKHUZLVH
RISXEOLFUHFRUGXQGHU&DOLIRUQLDODZ
12. RESPONSIBILITY OF CONTRACTOR&RQWUDFWRUVKDOOWDNHDOOUHVSRQVLELOLW\IRU
WKHZRUNVKDOOEHDUDOOORVVHVDQGGDPDJHVGLUHFWO\RULQGLUHFWO\UHVXOWLQJWR&RQWUDFWRU
WRDQ\VXEFRQWUDFWRUWRWKH&LW\WR&LW\RIILFHUVDQGHPSOR\HHVRUWRSDUWLHVGHVLJQDWHG
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
122
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
E\WKH&LW\RQDFFRXQWRIWKHSHUIRUPDQFHRUFKDUDFWHURIWKHZRUNXQIRUHVHHQ
GLIILFXOWLHVDFFLGHQWVRFFXUUHQFHVRURWKHUFDXVHVWRWKHH[WHQWSUHGLFDWHGRQDFWLYHRU
SDVVLYHQHJOLJHQFHRIWKH&RQWUDFWRURURIDQ\VXEFRQWUDFWRU
13. INDEMNIFICATION. 7RWKHIXOOHVWH[WHQWSHUPLWWHGE\ODZ&RQWUDFWRUVKDOO
LPPHGLDWHO\GHIHQGLQGHPQLI\DQGKROGKDUPOHVV&LW\LWV&RXQFLOPHPEHUV
HPSOR\HHVDJHQWVDQGRIILFLDOVIURPDQ\OLDELOLW\FODLPVVXLWVDFWLRQVDUELWUDWLRQ
SURFHHGLQJVDGPLQLVWUDWLYHSURFHHGLQJVUHJXODWRU\SURFHHGLQJVORVVHVH[SHQVHVRU
FRVWV LQFOXGLQJZLWKRXWOLPLWDWLRQFRVWVDQGIHHVRIDOWHUQDWLYHGLVSXWHUHVROXWLRQDQG
OLWLJDWLRQ RIDQ\NLQGZKDWVRHYHUZLWKRXWUHVWULFWLRQRUOLPLWDWLRQLQFXUUHGDULVLQJRXW
RISHUWDLQLQJWRRUUHODWLQJWRWKHQHJOLJHQFHUHFNOHVVQHVVRUZLOOIXOPLVFRQGXFWRI
&RQWUDFWRURULWVHPSOR\HHVDJHQWVRUVXEFRQWUDFWRUV$OOREOLJDWLRQVXQGHUWKLV
SURYLVLRQDUHWREHSDLGE\&RQWUDFWRUDVWKH\DUHLQFXUUHGE\WKH&LW\&RQWUDFWRU¶V
REOLJDWLRQWRLQGHPQLI\DSSOLHVXQOHVVLWLVILQDOO\DGMXGLFDWHGWKDWWKHOLDELOLW\ZDV
FDXVHGE\WKHVROHDFWLYHQHJOLJHQFHRUVROHZLOOIXOPLVFRQGXFWRIDQLQGHPQLILHGSDUW\
,ILWLVILQDOO\DGMXGLFDWHGWKDWOLDELOLW\LVFDXVHGE\WKHFRPSDUDWLYHDFWLYHQHJOLJHQFHRU
ZLOOIXOPLVFRQGXFWRIDQLQGHPQLILHGSDUW\WKHQ&RQWUDFWRU¶VLQGHPQLILFDWLRQREOLJDWLRQ
VKDOOEHUHGXFHGLQSURSRUWLRQWRWKHHVWDEOLVKHGFRPSDUDWLYHOLDELOLW\
13.1 Scope of Contractor Obligation.7KHREOLJDWLRQVRI&RQWUDFWRUXQGHUWKLVRU
DQ\RWKHUSURYLVLRQRIWKLVDJUHHPHQWZLOOQRWEHOLPLWHGE\WKHSURYLVLRQVRIDQ\
ZRUNHUV
FRPSHQVDWLRQDFWRUVLPLODUDFW&RQWUDFWRUH[SUHVVO\ZDLYHVLWVVWDWXWRU\
LPPXQLW\XQGHUVXFKVWDWXWHVRUODZVDVWR&LW\LWVHPSOR\HHVDQGRIILFLDOV
13.2 Subcontractors.&RQWUDFWRUDJUHHVWRREWDLQH[HFXWHGLQGHPQLW\DJUHHPHQWV
ZLWKSURYLVLRQVLGHQWLFDOWRWKRVHVHWIRUWKLQWKLVVHFWLRQIURPHDFKDQGHYHU\
VXEFRQWUDFWRUVXEWLHUFRQWUDFWRURUDQ\RWKHUSHUVRQRUHQWLW\LQYROYHGE\IRU
ZLWKRURQEHKDOIRI&RQWUDFWRULQWKHSHUIRUPDQFHRUVXEMHFWPDWWHURIWKLV
DJUHHPHQW,QWKHHYHQW&RQWUDFWRUIDLOVWRREWDLQVXFKLQGHPQLW\REOLJDWLRQV
IURPRWKHUVDVUHTXLUHGKHUH&RQWUDFWRUDJUHHVWREHIXOO\UHVSRQVLEOHDFFRUGLQJ
WRWKHWHUPVRIWKLVVHFWLRQ
13.3 Duty to Defend.,QDGGLWLRQWR&RQWUDFWRU¶VREOLJDWLRQWRLQGHPQLI\&RQWUDFWRU
VKDOOGHIHQGLQDOOOHJDOHTXLWDEOHDGPLQLVWUDWLYHRUVSHFLDOSURFHHGLQJVZLWK
FRXQVHODSSURYHGE\WKH&LW\WKH&LW\LWV&RXQFLOPHPEHUVHPSOR\HHVDJHQWV
DQGRIILFLDOVLPPHGLDWHO\XSRQWHQGHUWR&RQWUDFWRURIWKHFODLPLQDQ\IRUPRU
DWDQ\VWDJHRIDQDFWLRQRUSURFHHGLQJZKHWKHURUQRWOLDELOLW\LVHVWDEOLVKHG$Q
DOOHJDWLRQRUGHWHUPLQDWLRQWKDWSHUVRQVRWKHUWKDQ&RQWUDFWRUDUHUHVSRQVLEOHIRU
WKHFODLPGRHVQRWUHOLHYH&RQWUDFWRUIURPLWVVHSDUDWHDQGGLVWLQFWREOLJDWLRQWR
GHIHQG7KHREOLJDWLRQWRGHIHQGH[WHQGVWKURXJKILQDOMXGJPHQWLQFOXGLQJ
H[KDXVWLRQRIDQ\DSSHDOV7KHGHIHQVHREOLJDWLRQLQFOXGHVDQREOLJDWLRQWR
SURYLGHLQGHSHQGHQWGHIHQVHFRXQVHOLI&RQWUDFWRUDVVHUWVWKDWOLDELOLW\LVFDXVHG
LQZKROHRULQSDUWE\WKHQHJOLJHQFHRUZLOOIXOPLVFRQGXFWRIWKHLQGHPQLILHG
SDUW\,ILWLVILQDOO\DGMXGLFDWHGWKDWOLDELOLW\ZDVFDXVHGE\WKHFRPSDUDWLYH
DFWLYHQHJOLJHQFHRUZLOOIXOPLVFRQGXFWRIDQLQGHPQLILHGSDUW\&RQWUDFWRUPD\
VXEPLWDFODLPWRWKH&LW\IRUUHLPEXUVHPHQWRIUHDVRQDEOHDWWRUQH\V¶IHHVDQG
GHIHQVHFRVWVLQSURSRUWLRQWRWKHHVWDEOLVKHGFRPSDUDWLYHOLDELOLW\RIWKH
LQGHPQLILHGSDUW\
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
123
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJHRI
13.4 In General.)DLOXUHRI&LW\WRPRQLWRUFRPSOLDQFHZLWKWKHVHUHTXLUHPHQWV
LPSRVHVQRDGGLWLRQDOREOLJDWLRQVRQ&LW\DQGZLOOLQQRZD\DFWDVDZDLYHURI
DQ\ULJKWVKHUHXQGHU7KLVREOLJDWLRQWRLQGHPQLI\DQGGHIHQG&LW\DVVHWIRUWK
KHUHLQLVELQGLQJRQWKHVXFFHVVRUVDVVLJQVRUKHLUVRI&RQWUDFWRUDQGVKDOO
VXUYLYHWKHWHUPLQDWLRQRIWKLVDJUHHPHQWRUWKLVVHFWLRQ7KLVVHFWLRQVKDOOLQ
QRHYHQWEHFRQVWUXHGWRUHTXLUHLQGHPQLILFDWLRQE\&RQWUDFWRUWRDJUHDWHUH[WHQW
WKDQSHUPLWWHGXQGHUWKHSXEOLFSROLF\RIWKH6WDWHRI&DOLIRUQLD)RUSXUSRVHVRI
6HFWLRQRIWKH&LYLO&RGHWKHSDUWLHVKHUHWRUHFRJQL]HDQGDJUHHWKDWWKLV
DJUHHPHQWLVQRWDFRQVWUXFWLRQFRQWUDFW%\H[HFXWLRQRIWKLVDJUHHPHQW
&RQWUDFWRUDFNQRZOHGJHVDQGDJUHHVWKDWLWKDVUHDGDQGXQGHUVWDQGVWKH
SURYLVLRQVKHUHRIDQGWKDWWKLVSDUDJUDSKLVDPDWHULDOHOHPHQWRIFRQVLGHUDWLRQ
&LW\DSSURYDORILQVXUDQFHUHTXLUHGE\WKLVDJUHHPHQWGRHVQRWUHOLHYHWKH
&RQWUDFWRURUVXEFRQWUDFWRUVIURPOLDELOLW\XQGHUWKLVSDUDJUDSK
14. DEFAULT AND REMEDIES.
14.1 Events of default(DFKRIWKHIROORZLQJVKDOOFRQVWLWXWHDQHYHQWRIGHIDXOW
KHUHXQGHU
(a))DLOXUHE\&RQWUDFWRUWRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG
IDLOXUHWRFXUHVXFKEUHDFKLPPHGLDWHO\XSRQUHFHLYLQJQRWLFHRIVXFK
EUHDFKLIWKHEUHDFKLVVXFKWKDWWKH&LW\GHWHUPLQHVWKHKHDOWKZHOIDUHRU
VDIHW\RIWKHSXEOLFLVLPPHGLDWHO\HQGDQJHUHG RU
(b))DLOXUHE\HLWKHUSDUW\WRSHUIRUPDQ\REOLJDWLRQXQGHUWKLVDJUHHPHQWDQG
IDLOXUHWRFXUHVXFKEUHDFKZLWKLQILIWHHQ GD\VRIUHFHLYLQJQRWLFHRI
VXFKEUHDFK H[FHSWIRUEUHDFKHVVXEMHFWWRVXESDUDJUDSK D DERYH
SURYLGHGWKDWLIWKHQDWXUHRIWKHEUHDFKLVVXFKWKDWWKHQRQEUHDFKLQJ
SDUW\GHWHUPLQHVLWZLOOUHDVRQDEO\UHTXLUHPRUHWKDQILIWHHQ GD\VWR
FXUHWKHEUHDFKLQJSDUW\VKDOOQRWEHLQGHIDXOWLILWSURPSWO\FRPPHQFHV
WKHFXUHDQGGLOLJHQWO\SURFHHGVWRFRPSOHWLRQRIWKHFXUH
14.2 Remedies upon default8SRQDQ\GHIDXOWWKHQRQGHIDXOWLQJSDUW\VKDOOKDYH
WKHULJKWWRLPPHGLDWHO\VXVSHQGRUWHUPLQDWHWKLVDJUHHPHQWVHHNVSHFLILF
SHUIRUPDQFHDQGRUVHHNGDPDJHVWRWKHIXOOH[WHQWDOORZHGE\ODZ&LW\VKDOO
KDYHWKHULJKWWRFRQWUDFWZLWKDQRWKHUSDUW\WRSHUIRUPWKLVDJUHHPHQW
14.3 No Waiver)DLOXUHE\&LW\WRVHHNDQ\UHPHG\IRUDQ\GHIDXOWKHUHXQGHUVKDOO
QRWFRQVWLWXWHDZDLYHURIDQ\RWKHUULJKWVKHUHXQGHURUDQ\ULJKWWRVHHNDQ\
UHPHG\IRUDQ\VXEVHTXHQWGHIDXOW
15. TERMINATION.(LWKHUSDUW\PD\WHUPLQDWHWKLVDJUHHPHQWZLWKRUZLWKRXWFDXVHE\
SURYLGLQJGD\V¶QRWLFHLQZULWLQJWRWKHRWKHUSDUW\7KH&LW\PD\WHUPLQDWHWKLV
DJUHHPHQWDWDQ\WLPHZLWKRXWSULRUQRWLFHLQWKHHYHQWWKDW&RQWUDFWRUFRPPLWVD
PDWHULDOEUHDFKRIWKHWHUPVRIWKLVDJUHHPHQW8SRQWHUPLQDWLRQWKLVDJUHHPHQWVKDOO
EHFRPHRIQRIXUWKHUIRUFHRUDIIHFWZKDWVRHYHUDQGHDFKRIWKHSDUWLHVKHUHWRVKDOOEH
UHOLHYHGDQGGLVFKDUJHGIURPWKHULJKWVDQGREOLJDWLRQVRIWKLVDJUHHPHQWVXEMHFWWR
SD\PHQWIRUDFFHSWDEOHVHUYLFHVUHQGHUHGSULRUWRWKHH[SLUDWLRQRIWKHQRWLFHRI
WHUPLQDWLRQDQGGHOLYHU\WR&LW\RIDQ\ZRUNLQSURJUHVVFRPSOHWHGZRUNVXSSOLHV
HTXLSPHQWDQGRWKHUPDWHULDOVSURGXFHGDVDSDUWRIRUDFTXLUHGLQFRQQHFWLRQZLWKWKH
SHUIRUPDQFHRIWKLVDJUHHPHQWDQGDQ\FRPSOHWHGRUSDUWLDOO\FRPSOHWHGZRUNZKLFKLI
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
124
&RQWUDFWRU 3URMHFW1DPH
5HY &LW\RI6DUDWRJD'HVLJQ6HUYLFHV&RQWUDFW±([KLELW& 3DJH RI
WKLVDJUHHPHQWKDGEHHQFRPSOHWHGZRXOGKDYHEHHQUHTXLUHGWREHIXUQLVKHGWR&LW\
1RWZLWKVWDQGLQJWKHIRUHJRLQJDQGVHFWLRQRQSDJHWKLVVHFWLRQDQGWKHSURYLVLRQVRI
WKLVDJUHHPHQWFRQFHUQLQJLQVXUDQFH ([KLELW% )XQGLQJ$JHQF\5HTXLUHPHQWV DVVHW
IRUWKLQ([KLELW'LIDSSOLFDEOH :RUN3URGXFWDQG5HFRUGV&RQILGHQWLDO,QIRUPDWLRQ
5HVSRQVLELOLW\RI&RQWUDFWRU,QGHPQLILFDWLRQ'HIDXOWDQG5HPHGLHV/LWLJDWLRQDQG
-XULVGLFWLRQDQG6HYHUDELOLW\VKDOOVXUYLYHWHUPLQDWLRQRUH[SLUDWLRQRIWKLVDJUHHPHQW
16. DISPUTE RESOLUTION7KHSDUWLHVVKDOOPDNHDJRRGIDLWKHIIRUWWRVHWWOHDQ\
GLVSXWHRUFODLPDULVLQJXQGHUWKLVDJUHHPHQW,IWKHSDUWLHVIDLOWRUHVROYHVXFKGLVSXWHV
RUFODLPVWKH\VKDOOVXEPLWWKHPWRQRQELQGLQJPHGLDWLRQLQ&DOLIRUQLDDWVKDUHG
H[SHQVHRIWKHSDUWLHVIRUDWOHDVWKRXUVRIPHGLDWLRQ,IPHGLDWLRQGRHVQRWDUULYHDWD
VDWLVIDFWRU\UHVXOWDUELWUDWLRQLIDJUHHGWRE\DOOSDUWLHVRUOLWLJDWLRQPD\EHSXUVXHG,Q
WKHHYHQWDQ\GLVSXWHUHVROXWLRQSURFHVVHVDUHLQYROYHGHDFKSDUW\VKDOOEHDULWVRZQ
FRVWVDQGDWWRUQH\V¶IHHV
17. LITIGATION,IDQ\OLWLJDWLRQLVFRPPHQFHGEHWZHHQSDUWLHVWRWKLVDJUHHPHQW
FRQFHUQLQJDQ\SURYLVLRQKHUHRIRUWKHULJKWVDQGGXWLHVRIDQ\SHUVRQLQUHODWLRQWKHUHWR
HDFKSDUW\VKDOOEHDULWVRZQDWWRUQH\V¶IHHVDQGFRVWV
18. JURISDICTION AND SEVERABILITY7KLVDJUHHPHQWVKDOOEHDGPLQLVWHUHGDQG
LQWHUSUHWHGXQGHUWKHODZVRIWKH6WDWHRI&DOLIRUQLD-XULVGLFWLRQRIOLWLJDWLRQDULVLQJIURP
WKLVDJUHHPHQWVKDOOEHLQWKDWVWDWHDQGYHQXHVKDOOEHLQ6DQWD&ODUD&RXQW\&DOLIRUQLD
,IDQ\SDUWRIWKLVDJUHHPHQWLVIRXQGWRFRQIOLFWZLWKDSSOLFDEOHODZVVXFKSDUWVKDOOEH
LQRSHUDWLYHQXOODQGYRLGLQVRIDUDVLWFRQIOLFWVZLWKVDLGODZVEXWWKHUHPDLQGHURIWKLV
DJUHHPHQWVKDOOEHLQIXOOIRUFHDQGHIIHFW
19. NOTICE OF NON-RENEWAL&RQWUDFWRUXQGHUVWDQGVDQGDJUHHVWKDWWKHUHLVQR
UHSUHVHQWDWLRQLPSOLFDWLRQRUXQGHUVWDQGLQJWKDWWKH&LW\ZLOOUHTXHVWWKDWZRUNSURGXFW
SURYLGHGE\&RQWUDFWRUXQGHUWKLVDJUHHPHQWEHVXSSOHPHQWHGRUFRQWLQXHGE\
&RQWUDFWRUXQGHUDQHZDJUHHPHQWIROORZLQJH[SLUDWLRQRUWHUPLQDWLRQRIWKLVDJUHHPHQW
&RQWUDFWRUZDLYHVDOOULJKWVRUFODLPVWRQRWLFHRUKHDULQJUHVSHFWLQJDQ\IDLOXUHE\&LW\
WRFRQWLQXHWRUHTXHVWRUUHWDLQDOORUDQ\SRUWLRQRIWKHZRUNSURGXFWIURP&RQWUDFWRU
IROORZLQJWKHH[SLUDWLRQRUWHUPLQDWLRQRIWKLVDJUHHPHQW
20. PARTIES IN INTEREST7KLVDJUHHPHQWLVHQWHUHGRQO\IRUWKHEHQHILWRIWKHSDUWLHV
H[HFXWLQJWKLVDJUHHPHQWDQGQRWIRUWKHEHQHILWRIDQ\RWKHULQGLYLGXDOHQWLW\RUSHUVRQ
21. WAIVER.1HLWKHUWKHDFFHSWDQFHRIZRUNRUSD\PHQWIRUZRUNSXUVXDQWWRWKLV
DJUHHPHQWVKDOOFRQVWLWXWHDZDLYHURIDQ\ULJKWVRUREOLJDWLRQVDULVLQJXQGHUWKLV
DJUHHPHQW7KHIDLOXUHE\WKH&LW\WRHQIRUFHDQ\RI&RQWUDFWRU¶VREOLJDWLRQVRUWR
H[HUFLVH&LW\
VULJKWVVKDOOLQQRHYHQWEHGHHPHGDZDLYHURIWKHULJKWWRGRVRWKHUHDIWHU
-End of Exhibit C-
Timothy C. Best, CEG
Saratoga-to-Sanborn Trail - Construction Observation
125
SARATOGA CITY COUNCIL
MEETING DATE:November 6, 2019
DEPARTMENT:Public Works
PREPARED BY:Emma Burkhalter, Assistant Engineer
SUBJECT:19361 Valle Vista Drive –Storm Drain Easement Relocation
RECOMMENDED ACTION:
1.Adopt Resolution Accepting Offer to Dedicate Easement for Storm Drainage from the
property owners of 19361 Valle Vista Drive to the City of Saratoga for a Storm Drainage
System at 19361 Valle Vista Drive, City of Saratoga (APN 397-11-014).
2.Adopt Resolution Vacating the Existing Storm Drainage Easement currently held by the
City of Saratoga.
BACKGROUND:
City Staff inspected the condition of the existing storm drainage pipeline that runs through the
property in anticipation of a new single-family home being built at 19361 Valle Vista Drive in
Saratoga. It was determined that the pipeline would require minor repairs and that the pipeline
was not within the existing storm drain easement that was established by Tract Map No. 373
Montecito Heights in 1947.
To maintain access to the pipeline for repairs and maintenance, the City must relocate the
drainage easement to match the existing pipeline alignment. The attached Resolutions, if
adopted, will confirm the new location of the storm drainage easement, and vacate the storm
drainage easement no longer needed.
It is therefore recommended that City Council accept the Offer to Dedicate Easement for Storm
Drainage, and adopt the attached Resolutions Accepting Offer to Dedicate Easement for Storm
Drainage and Vacating the Existing Storm Drainage Easement.
ATTACHMENTS:
Attachment A –Resolution Accepting Offer to Dedicate Easement for Storm Drainage
Attachment B –Resolution Vacating Storm Drainage Easement
Attachment C –Tract Map No. 373 Montecito Heights
126
RESOLUTION NO. _____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
TO ACCEPT AN OFFER TO DEDICATE TO THE CITY OF SARATOGA AN
EASEMENT FOR STORM DRAINAGE
APN 397-11-014
WHEREAS, as a result of an inspection performed by Public Works Staff and their
contractors, it was determined that the existing storm drainage facilities were not properly
located within the existing drainage easement that runs under and/or through the real property
commonly known as 19361 Valle Vista Drive, Saratoga, California or Lot 31, Tract No. 373
Montecito Heights, Tract Map filed on January 13, 1947, Map Book 12, Pages 34 and 35, Santa
Clara County Records, APN 397-11-014; and
WHEREAS, the City requires an easement along the pipeline to perform maintenance
and repairs; and
WHEREAS, the current owners, Anil W. Ubale and Anuradha U. Sonvane, as Trustees
of the Ubale and Sonvane Family Trust, executed on September 5, 2014, submitted a design
review application No. PDR19-0006, which application was approved by Planning Commission
Resolution No. 19-027 on September 25, 2019; and
WHEREAS, the current owners have agreed to dedicate an easement for storm drainage
purposes to the City of Saratoga, which will allow the City to vacate the existing storm drainage
easement and relocate it to the correct alignment; and
WHEREAS, the location of the new Easement for Storm Drainage is described in
attached Exhibit A Legal Description and shown in Exhibit B Plat to accompany description; and
WHEREAS, the City Council desires to accept and authorize the recordation of the
“Offer to Dedicate Easement for Storm Drainage” for the property referenced above and located
in the City of Saratoga and more fully described in Exhibit C attached thereto; and
NOW, THEREFORE BE IT RESOLVED, by the City Council of the City of Saratoga
as follows:
1. The City Council hereby accepts the “Offer of Dedication of Easement for Storm
Drainage,” attached hereto as Exhibit C.
2. The City Manager of the City of Saratoga is hereby authorized to execute the
Certificate of Acceptance attached as Exhibit D on behalf of the City and to record
the “Offer of Dedication of Easement for Storm Drainage” and Certificate of
Acceptance thereof.
3. This action is categorically exempt from CEQA pursuant to CEQA Guidelines
sections 15303 (small facilities) and 15061(b)(3), which provides that CEQA applies
only to projects which have the potential to cause a significant effect on the
environment and where, as here, it can be seen with certainty that there is no
127
reasonable possibility that the activity in question may have a significant effect on the
environment, the activity is not subject to CEQA.
The above and foregoing resolution was passed and adopted at a regular meeting of the Saratoga
City Council held on the 6th day of November 2019 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Manny Cappello, Mayor
City of Saratoga
ATTEST:
Debbie Bretschneider, City Clerk Date
1173543.1
128
EXHIBIT “A”
Storm Drainage Easement over parcel APN 397-11 -014
SITUATE in City of Saratoga, the County of Santa Clara and State of
California.
BEING a storm drainage easement, 5 feet wide, for ingress, egress,
construction, replacement, inspection, mai ntenance of existing storm
drainage system and accessories, lying within the lands conveyed by Grant
Deed to Anil W. Ubale and Anuradha U. Sonvane, Trustees of the Ubale and
Sonvane Family Trust dated 9/5/2014, or their successors in trust, under the
Ubale and Sonvane Family Trust dated 9/5/2014, recorded May 04, 2018 in
Document # 23925808, Santa Clara County Records, which the centerline of
said easement is described as follows:
COMMENCING at the north corner of said lands of Ubale and Sonvane;
Thence South 16°31’50” West along the westerly boundary of said lands
37.73 feet to the Point of Beginning;
Thence leaving said boundary and along existing storm line South
10°53’00” West 53.10 feet;
Thence South 05°13’00” West 131.10 feet;
Thence South 21°16’00” West 40.00 feet;
Thence South 48°08’00” West 75.92 feet to the northerly boundary of Valle
Vista Drive.
Exhibit “B” Plat to accompany this Exhibit “A” Legal description.
END OF DESCRIPTION
This description and plat was prepared by me or under my direction in
conformance with the requirements of the Land Surveyor’s Act.
Prepared by: Paul Jensen
Professional Land Surveyor #4627
October 29, 2019
129
130
Offer Of Dedication Of Easement For Storm Drainage
1
RECORDING REQUESTED BY
City of Saratoga
WHEN RECORDED MAIL TO
City Clerk
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
SPACE ABOVE THIS LINE IS FOR RECORDER’S USE
OFFER OF DEDICATION OF EASEMENT FOR STORM DRAINAGE
For valuable consideration, Anil W. Ubale and Anuradha U. Sonvane, as Trustees of the
Ubale and Sonvane Family Trust, executed on September 5, 2014, the undersigned
owners of the hereinafter described real property, hereby warranting that they are the sole
owners thereof, for themselves, their heirs, successors, and assigns, hereby irrevocably
offer to dedicate in perpetuity to the City of Saratoga, a Municipal Corporation (“City”):
(1) An easement for storm water drainage improvements under, over, and across
that certain real property described in Paragraph (2), below, situated in the
City of Saratoga, County of Santa Clara, State of California, which easement
is more particularly described in Exhibit “A” and Exhibit “B” attached hereto.
Said property is to be kept open and free from buildings and structures of any
kind except irrigation systems, and the City of Saratoga shall have the
perpetual right to remove buildings, structures, vines, trees, bushes,
undergrowth, and any other obstructions interfering with the use of said
easement and incidental access easement rights by the City and, in addition
thereto, to remove soil and other materials within said easement and to use the
same in such manner and at such locations as the City may deem necessary or
convenient in the construction, reconstruction, operation, maintenance, and
repair of said improvements or structures incidental thereto. Prior to
acceptance of this Offer of Dedication, the boundaries or the centerline of the
easement area shall be clearly and durably marked to the satisfaction of the
City by the owners of the real property described in Exhibit “A” and Exhibit
“B”.
(2) An easement for maintenance and repair, replacement, and reconstruction of
the improvements described in paragraph (1) above, subject (upon acceptance
by City of this Offer of Dedication) to the obligation of the City to maintain
and repair the same. The City of Saratoga shall, by this dedication, have
access, for the purpose of maintaining and repairing the storm water drainage
system, to the easement area under, over, and across the undersigned owners’
real property, more particularly described as:
131
Offer Of Dedication Of Easement For Storm Drainage
2
Lot 31, Tract No. 373 Montecito Heights, Map filed for record on January
13, 1947, Map Book 12, Page(s) 34 and 35, Santa Clara County Records
APN: 397-11-014
(3) The storm water drainage improvements contained within the above-
referenced easement. By acceptance of this offer of dedication, the City shall
accept ownership of said improvements and system and the obligation to
maintain and repair the same.
The undersigned owners, for themselves and on behalf of their heirs, successors, and
assigns, agree to avoid any actions on the easement areas that will damage or adversely
impact the storm water drainage improvements or access thereto; and further, understand
and agree that any damage or adverse impact caused to the easement area by the activities
of the undersigned owners and their heirs, successors, and assigns shall be repaired at the
sole expense of the undersigned owners and the said heirs, successors, and assigns and
shall in no way be the responsibility of the City.
This Offer affects the title to or possession of the undersigned owners’ real property
described in Paragraph (2), above. All the terms of this Offer and of the easements
granted upon acceptance of this Offer shall be binding upon and burden said real property
and shall continue as an interest in, and running with, the land in perpetuity.
Owners warrant to City that:
A. The easement areas are, as of the date this Offer is executed by the
undersigned owners, free and clear of all liens and encumbrances not subordinated to this
Easement, and that said owners shall keep each easement area so while the Offer remains
open to acceptance and recordation.
B. No one has the legally enforceable right (for example, under a lease,
easement or right-of-way agreement in existence as of the date this Offer is executed by
the undersigned owners) to prevent the use of any easement area for the purposes
contemplated by this Offer and that the undersigned owners shall keep it so while the
Offer remains open to acceptance and recordation.
C. To the best of the undersigned owners’ knowledge, the easement areas are
not contaminated with materials identified as hazardous or toxic under applicable law and
no such materials have been stored or generated within any e asement area.
D. The legal descriptions and drawing thereof contained in Exhibits “A” and
“B” accurately describe and show the actual location of the storm drainage, retention, and
control improvements and system as constructed.
132
Offer Of Dedication Of Easement For Storm Drainage
3
F. The undersigned owners understand and agree that the within offer can
only be accepted by resolution of the City Council of the City of Saratoga, and that
recordation of this instrument without such resolution shall not and will not constitute
acceptance of the within offer to dedicate. This offer shall be irrevocable and shall be
binding upon the undersigned owners’ heirs, personal representatives, successors,
transferees, and assigns. The plural as used herein shall include the singular, and the
singular shall include the plural.
Date: _______________ ____________________________________
Anil W. Ubale, Trustees
Owner
Date: _______________ ____________________________________
Anuradha U. Sonvane, Trustee
Owner
Owners signatures shall be notarized.
1173544.1
133
CERTIFICATE OF ACCEPTANCE
THIS IS TO CERTIFY that the interest in real property conveyed by the Deed
dated the ______ day of _________________, 2019, from ANIL W. UBALE &
ANURADHA U. SONVANE, trustees of the Ubale and Sonvane Family Trust, executed
on September 5, 2014, to the CITY OF SARATOGA, Santa Clara County, California,
organized under the laws of the State of California, is hereby accepted by the CITY OF
SARATOGA, pursuant to authorized signature of its City Manager conferred by
Resolution No. ______ of the City of Saratoga City Council adopted on the ______ day
of _________________, 2019, and the Grantee consents to recordation thereof by its duly
authorized officer.
Dated: ___________________, 2019.
CITY OF SARATOGA
______________________________
James Lindsay, City Manager
1173546.1
134
RECORDING REQUESTED BY
City of Saratoga
WHEN RECORDED MAIL TO
City Clerk
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
SPACE ABOVE THIS LINE IS FOR RECORDER’S USE
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF SARATOGA
VACATING A PUBLIC SERVICE EASEMENT
WHEREAS, a public service easement for the purposes of storm water drainage runs
under and/or through the real property commonly known as 19361 Valle Vista Drive, Saratoga,
California or Lot 31, Tract No. 373 Montecito Heights, Tract Map filed on January 13, 1947,
Map Book 12, Pages 34 and 35, Santa Clara County Records, APN 397-11-014, (“the
Property”); and
WHEREAS, a Certificate of Owner for the Property was recorded on said Tract Map
dedicating a Public Use Easement (“Drainage Easement”) for storm drain purposes; and
WHEREAS, the current owners Anil W. Ubale and Anuradha U. Sonvane, as Trustees of
the Ubale and Sonvane Family Trust, executed on September 5, 2014 submitted a design review
application No. PDR19-0006, which application was approved by Planning Commission
Resolution No. 19-027 on September 25, 2019; and
WHEREAS, Public Works Staff inspected the storm drainage pipeline and determined
that it is not located within the existing 5-foot easement; and
WHEREAS, the current owners agree to dedicate a new Easement for Storm Drain
Purposes to relocate the existing storm drainage easement to the correct alignment; and
WHEREAS, the location of the new Easement for Storm Drain Purposes is described in
attached Exhibit A Legal Description and shown in Exhibit B Plat to accompany description; and
WHEREAS, the new Easement for Storm Drain Purposes is adequate, and no storm
water drainage improvements are required at this time; and
WHEREAS, a public service easement may be summarily vacated pursuant to Streets and
Highways Code Section 8333 if the easement has been superseded by relocation or determined to
be excess by the easement holder, and there are no other public facilities located within the
easement; and
135
WHEREAS, no other easement is vacated by this resolution.
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of
Saratoga hereby finds that:
1) The foregoing recitals are true and correct;
2) The January 13, 1947 Drainage Easement as described in the Owner’s Certificate is
unnecessary for present or prospective use because it is being replaced by the new
Storm Drain Easement as described in the “Offer of Dedication of Easement for
Storm Drainage”;
3) The City hereby vacates the Storm Drain Easement pursuant to Streets and Highways
Code section 8335; and
4) From and after the date of this resolution is recorded, the street, highway, or public
service easement vacated no longer constitutes a street, highway, or public service
easement.
The above Resolution was passed and adopted at a regular meeting of the City Council of the
City of Saratoga held on the 6th day of November, 2019 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
______________________________
Manny Cappello, Mayor
City of Saratoga
ATTEST:
__________________________________ _______________________
Debbie Bretschneider, City Clerk Date
1173547.1
136
EXHIBIT “A”
Storm Drainage Easement over parcel APN 397-11 -014
SITUATE in City of Saratoga, the County of Santa Clara and State of
California.
BEING a storm drainage easement, 5 feet wide, for ingress, egress,
construction, replacement, inspection, mai ntenance of existing storm
drainage system and accessories, lying within the lands conveyed by Grant
Deed to Anil W. Ubale and Anuradha U. Sonvane, Trustees of the Ubale and
Sonvane Family Trust dated 9/5/2014, or their successors in trust, under the
Ubale and Sonvane Family Trust dated 9/5/2014, recorded May 04, 2018 in
Document # 23925808, Santa Clara County Records, which the centerline of
said easement is described as follows:
COMMENCING at the north corner of said lands of Ubale and Sonvane;
Thence South 16°31’50” West along the westerly boundary of said lands
37.73 feet to the Point of Beginning;
Thence leaving said boundary and along existing storm line South
10°53’00” West 53.10 feet;
Thence South 05°13’00” West 131.10 feet;
Thence South 21°16’00” West 40.00 feet;
Thence South 48°08’00” West 75.92 feet to the northerly boundary of Valle
Vista Drive.
Exhibit “B” Plat to accompany this Exhibit “A” Legal description.
END OF DESCRIPTION
This description and plat was prepared by me or under my direction in
conformance with the requirements of the Land Surveyor’s Act.
Prepared by: Paul Jensen
Professional Land Surveyor #4627
October 29, 2019
137
138
139
140
SARATOGA CITY COUNCIL
MEETING DATE: November 6, 2019
DEPARTMENT: Community Development Department
PREPARED BY: Keith Weiner, Building Official
SUBJECT: 2019 California Building Standards (Title 24) Code Adoption
RECOMMENDED ACTION:
Staff recommends that the City Council open the public hearing and continue the hearing to the
November 20, 2019 meeting.
DISCUSSION:
The State of California Building Standards Commission reviews and amends the model codes
every three years. In July, the Building Standards Commission published the 2019 California
Codes which will take effect on January 1, 2020.
Local jurisdictions can make amendments to the codes as long as the modification are: 1) substantially
equivalent to, or more stringent than the building standards published in the California Building
Standards Code; and 2) specific or express findings are made by the local jurisdiction that such
changes are reasonably necessary because of local climatic, geologic or topographic conditions.
Staff is requesting additional time to prepare the ordinance in order to properly incorporate
amendments to the Fire Code proposed by the Santa Clara County Fire Department. It is requested
that the first reading of the amended 2019 California Building Standards Code be continued to the
City Council meeting on November 20, 2019.
141
SARATOGA CITY COUNCIL
MEETING DATE:November 6, 2019
DEPARTMENT:Community Development Department
PREPARED BY:Nicole Johnson, Planner II
SUBJECT:Mills Act Agreement for 14475 Oak Place – Application No. MIL19-002
RECOMMENDED ACTION:
Adopt the attached Resolution authorizing the City Manager to enter into a Mills Act Agreement
for the property located at 14475 Oak Place.
BACKGROUND:
In March 2003 the City Council approved Resolution 03-016 establishing the City’s participation
in the Mills Act Program. The Mills Act is state legislation granting local governments the
authority to enter into agreements with owners of qualified historical properties to provide for the
use, maintenance, and restoration of the properties to retain characteristics of their historical
significance. In exchange for these restrictions the owners receive a reduced assessed valuation
of their property thereby lowering their property taxes. It is Council policy that no more than
three applications for the Mills Act be approved per year.The subject application is the second
request for a Mills Act in 2019. The City has entered into a total of ten (10) Mills Act contracts
since the program was created.
On September 23, 2019, the owner of the subject property submitted a request to enter into a
Mills Act Agreement for the “Almond Hill” home built between 1910-1912. The home was
added to the City’s Heritage Resource Inventory in 1988 (HP-88-01) and was designated as a
local Historic Landmark in 1995 (Ordinance No. HP-23).
Mrs. John Bell (Mrs. E.R.H. Bell or Emily Ruth Harris) built this home shortly after the death of
her husband. She lived here as a widow with her three daughters. Her husband was the brother of
Mr. David Bell of "Bellgrove" on Saratoga-Los Gatos Rd. The Bells were all from Minneapolis.
Mrs. John Bell purchased the land from her brother-in-law, since the David Bells and G.A.
Woods owned most of the land in this area at the time.
The house represents a Craftsman design from the early-twentieth century. Houses from the
Craftsman era embody a local design response to the Arts-and-Crafts movement, as presented in
such historic magazines as Craftsman.The character of this house is embodied in its deep eaves,
broad bell-cast roof, and shed dormer. Part of the roofline covers a recessed porch while a gable
extends over a porte cochere. The porch is surrounded by massive square posts and wrapped in
the same shingles as the house. The architect and builder are unknown.
142
Although its windows were altered and subsequently restored, the house retains much of its
character-defining architectural design, workmanship and materials, as well as a historic location
and compatible setting, and the property continues to represent the overall historical associations
and feelings of the residence.
In 1995 then owner obtained a building permit (Permit #95-0092) to rebuild the chimney, re-pipe
with copper, new wiring and install a new electrical service. In addition, the floor framing on the
second floor was repaired and the master bedroom ceiling was vaulted. Furthermore, in 2015 the
property owner at the time applied for a building permit (Permit #15-0337) to remodel the
kitchen and four (4) bathrooms in the home.
The Restoration Plan contained in the draft Mills Act Agreement (Attachment D) provides for
maintenance of the building such as paint, roof maintenance, electrical updates, window repairs,
and wood floor repairs.
FISCAL STATEMENT:
With an approval of the Mills Act Agreement the City would lose a portion of the property tax
collected from the property. The City receives annually approximately $1,960.90 for a property
assessed at $3,225,172.The Mills Act would reduce that amount of revenue by approximately
60% to $784.36.
ENVIRONMENTAL DETERMINATION:
The proposed resolution is exempt from California Environmental Quality Act (CEQA) pursuant
to CEQA Guidelines section 15061(b)(3). CEQA applies only to projects which have the
potential of causing a significant effect on the environment. Where it can be seen with certainty
that there is no reasonably possibility that the activity in question may have a significant effect
on the environment, the activity is not subject to CEQA. In this circumstance, the resolution
would have a no impact on the environment.
ATTACHMENTS:
Attachment A- Resolution approving Mills Act Agreement
Attachment B- Draft Mills Act Historic Property Preservation Agreement
143
RESOLUTION NO.
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SARATOGA
APPROVING A MILLS ACT CONTRACT FOR THE PROPERTY LOCATED AT
14475 OAK PLACE (APN 397-22-053)
WHEREAS, the City of Saratoga City Council recognizes the importance of preserving
historic resources in the community and the need to enhance and maintain the unique character of the
historic resources; and
WHEREAS,the City of Saratoga City Council has chosen to participate and support the Mills
Act Property Tax Abatement Program in accordance with California Constitution, Article XIII, section
8, California Government Code sections 50280-50290, and California Revenue and Taxation Code
sections 439-439.4; and
WHEREAS,the City of Saratoga City Council finds that entering Mills Act agreements for
historic properties is consistent with the City of Saratoga Heritage Preservation Code Chapter 13, and
the General Plan Open Space and Conservation Element Goal OSC 14, “through coordination with and
implementation of other related General Plan Policies, encourage preservation of the City’s heritage by
providing for the protection of irreplaceable historic and cultural resources representing significant
elements of City and regional history”; and
WHEREAS,the residence located at 14475 Oak Place has been designated by the City
Council as a Historic Landmark and therefore the preservation of the property as a historic resource is
of utmost importance.
NOW, THEREFORE, BE IT RESOLVED by the City Council of City of Saratoga that it authorizes
the City Manager, to enter into a Mills Act agreement for the property located at 14475 Oak Place. No
later than 20 days after the contract has been signed by both parties the City Clerk shall record the
contract with the County Recorder.
The above and foregoing Resolution was passed and adopted at a regular meeting of the City Council
of the City of Saratoga held on the 6
th day of November 2019 by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
E. Manny Cappello, Mayor
ATTEST:
DATE:
Debbie Bretschneider, City Clerk
1170550.1
Attachment A
144
Page 1 of 14
Recording Requested by:
City Attorney
City of Saratoga, California
When Recorded, Mail to:
Office of the City Clerk
City of Saratoga
13777 Fruitvale Avenue
Saratoga, CA 95070
Form per Gov't Code Section 27361.6 [SPACE ABOVE THIS LINE FOR RECORDER'S USE]
MILLS ACT HISTORIC PROPERTY PRESERVATION AGREEMENT
This Agreement, ("Agreement"), is made and entered into this ___day ofNovember2019 by
and between, Matthew Duchesne and Ashley G. Duchesne ("Owner"), Owner of the real property
described below, and the City of Saratoga, California, a municipal corporation, ("City"). City and
Owner may be referred to herein individually as a "Party" or collectively as the "Parties" or the
"Parties to this Agreement."
A.Recitals.
(1) California Government Code Section 50280, et seq. authorizes the City to enter into
contracts with owners of qualified historical properties to provide for the use, maintenance, and
restoration of historical properties to retain characteristics of historical significance.
(2) Owner possesses fee title in and to (together with associated structures and improvements
thereon) the real property described in Exhibit A to this Agreement and referenced herein as the
Historic Property. The Historic Property is shown as Assessors' Parcel Number 397-22-053 on the
2019Santa Clara County Assessors' Roll and is generally referenced by the following street address:
14475 Oak Park Place in the City of Saratoga, as of the Effective Date.
(3) The Historic Property was designated by the City as a historic landmark by Ordinance
No. HP-23 adopted July 19, 1995 and the City has determined that this Agreement is necessary to
allow the restoration, rehabilitation, and maintenance of the Historic Property.
(4) City and Owner, for their mutual benefit, now desire to enter into this agreementbothto
protect and preserve the characteristics of historical significance of the Historic Property and to
qualify the Historic Property for an assessment of valuation pursuant to Sections 439-439.4 of the
California Revenue and Taxation Code. The Resolution of the City Council approving this
Agreement is attached hereto as Exhibit B.
B.Agreement.
City and Owner, in consideration of the mutual covenants and conditions set forth herein and
the recitals set forth above, do hereby agree as follows:
145
Page 2 of 14
(1)Term of Agreement.
(a) This Agreement shall be effective and commence on the date recorded in the Santa Clara
County Recorder’s Office (“Effective Date”) and shall remain in effect for a term of ten (10) years
thereafter.
(b) Each year on the anniversary of the Effective Date ("Renewal Date"), the term of the
Agreement shall be extended by one year unless notice of non-renewal is served as provided herein.
(c) In accordance with Government Code section 50282 if either Owner or City desire in any
year not to renew the Agreement, that Party shall serve on the other Party written notice of non-
renewal. Notice of non-renewal by City shall be filed at least sixty days prior to the Renewal Date.
Notice ofnon-renewal byOwner shall be filed at leastninetydays prior to the Renewal Date. Either
party may protest a notice of non-renewal. A notice of non-renewal may be withdrawn at any time
prior to the Renewal Date by serving the other Party with a noticeof withdrawal of the notice of non-
renewal. If a Party serves and does not withdraw a notice of non-renewal the Agreement shall
remain in effect for ten years from the next Renewal Date as stated in this contract.
(2)Condition of Historic Property. The characteristics that contribute to the historic
significance of the Historic Property and the condition of the Historic Property as of the Effective
Date are documented in Exhibit C to this Agreement (“Baseline Conditions”).
(3)Standards for Historical Property. During the term of this Agreement, the Historic
Property shall be subject to the following conditions, requirements, and restrictions:
(a) Owner shall immediately implement the list of goals and general improvement plans for
maintenance, restoration and rehabilitation of the Historic Property as set forth in Exhibit D to this
Agreement (“Restoration Plan”) in order to bring the Historic Property into conformance with the
rules and regulations of the Office of Historic Preservation of the California Department of Parks and
Recreation, the Secretary of the Interior’s Standards for Rehabilitation and the State of California's
Historic Building Code (collectively, the “Applicable Rules”). Thereafter, Owner shall preserve and
maintain the characteristics that contribute to the historic significance of the Historic Property. This
shall include, but not be limited to, maintaining the Historic Property in good repair and conducting
all use, maintenance, repair, restoration, and preservation in accordance with the Applicable Rules
and all other City, State, and Federal laws.
(b) Nothing in this Agreement shall be construed to prevent the ordinary maintenance or
repair of any exterior architectural feature in or on the Historic Property that does not involve a
change in design, material, or external appearance thereof. Nor does this Agreement prevent the
construction, reconstruction, alteration, restoration, demolition, or removal of any such external
architectural feature when the Community Development Director determines that such action is
required for the public safety due to an unsafe or dangerous condition which cannot be rectified
through the use of the California State Historic Building Code and when such architectural feature
can be replaced according to the standards described in subsection (a), above.
146
Page 3 of 14
(c) The California State Historic Building Code ("SHBC") provides alternative building
regulations for the rehabilitation, preservation, restoration, or relocation of structures designated as
Historic Properties. The SHBC shall be used inthe City’s building permit procedure for the Historic
Property, except as otherwise provided in this agreement or the SHBC. Nothing in this Agreement
shall be deemed to prevent any fire, building, health, or safety official from enforcing laws,
ordinances, rules, regulations, and standards to protect the health, safety, welfare, and property of the
Owner or occupants of the Historic Property or the public.
(d) Owner shall maintain the Historic Propertyin a manner that does not block the view of
the Historic Property from sites accessible to the public with any new structure, fence, shrubbery, or
other landscaping.
(4)Provision of Information.
(a) Within thirty days of any request, Owner shall furnish City with anyand all information
requested by City relevant tothis contract to determine compliance with the terms and provisions of
this Agreement.
(b) Owner shall keep and preserve, for at least ten years beyond the term of this Agreement,
all records as may be necessary to determine the eligibility of the property involved, and Owner’s
compliance with the terms and provisions of this Agreement. These records shall include, but not be
limited to photographs, blueprints, permits, historical and/or architectural review approvals. In the
event the Historic Property is sold, the Owner of the property at the time of sale shall transfer all
such records to the new Owner of the Historic Property.
(c) Owner shall submit annually to the Community Development Director a report which
shall specify all work completed during the preceding twelve months to comply with the
requirements of this Agreement and report on such other items as may be specified by the
Community Development Director.
(d) Owner shall allow for periodic examinations, by prior appointment, of the interior and
exterior of the Historic Property by representatives of the County Assessor, State Department of
Parks and Recreation, State Board of Equalization, (collectively the “Interested Agencies”) and/or
the City. The CommunityDevelopment Director shalldetermine when periodic examinations by the
City may be necessary to determine the eligibility of the property involved, and to determine
Owner’s compliance with the terms and provisions of this Agreement; these examinations shall take
place not less than once every five years. Examinations by representatives ofthe InterestedAgencies
shall be made as deemed necessary by those agencies.
(5)Cancellation.
(a) CITY, following a duly noticed public hearing as set forth in California Government
Code Section 50285, may cancel this Agreement if it determines one or more of the following:
147
Page 4 of 14
(i) Owner has breached any of the terms or conditions of this Agreement;
(ii) Owner has allowed the Historic Property to deteriorate to the point that it no
longer meets the standards of the Applicable Rules or no longer qualifies as a City of
Saratoga historic landmark;
(iii) Owner has allowed the property to deteriorate to the point that it no longer
meets standards as provided for in Chapter 16 of the Saratoga City Code including, but are
not limited to, the Uniform Housing Code, the Uniform Fire Code, and the Uniform Code for
the Abatement of Dangerous Buildings;
(iv) Owner has not complied with other local, state, or federal laws and regulations.
(b) In the event of cancellation, OWNER shall be subject to payment of those cancellation
fees set forth in California Government Code Sections 50280, et seq.
(6) No Waiver of Breach. No waiver by City of any breach under this Agreement shall be
deemed to be a waiver of any other subsequent breach. City does not waive any claim of breach by
Owner if City does not enforce or cancel this Agreement. All other remedies at law or in equity
which are not otherwise provided for under the terms of this Agreement or in the City's laws and
regulations are available to the City.
(7) Enforcement. Inlieu of and/or in addition to any provisions to cancel the Agreement,
City may specifically enforce, or enjoin the breach of the terms of this Agreement. In the event of a
default by Owner City shall give written notice of the violation to Owner by registered or certified
mail addressed to the address provided for notice in this Agreement. The violation shall be corrected
to the reasonable satisfaction of City within thirty days of the date the notice is mailed. Where the
violation cannot reasonably be cured within sixty days, actions to cure the violation shall be
commenced within sixty days and pursued diligently to completion within a reasonable period of
time to be determined by the City. If the violation is not timely cured then the City may, without
further notice, declare a default and bring any action necessary to specifically enforce the obligations
of Owner under this Agreement, apply to any state or federal court for injunctive relief or apply for
such other relief as may be appropriate. The City’s right to enforce this Agreement shall in no way
limit or restrict its rights or legal remedies arising under other provisions of local, state, or federal
law, including the historic preservation regulations under the City’s municipal code.
(8) Binding Effect of Agreement.
(a) Owner hereby voluntarily subjects the Historic Property to the covenants, reservations,
and restrictions as set forth in this Agreement. The Parties hereby declare their specific intent and
agreement that all of the agreements, rights, covenants, reservations, and restrictions contained in
this Agreement shall be binding upon and shall inure to the benefit of the parties herein, their heirs,
successors, legal representatives, assigns and all persons acquiring any part or portion of the Historic
148
Page 5 of 14
Property, whether by operation of law or in any manner pursuant to this Agreement. Each and every
contract, deed, or other instrument hereinafter executed, covering, encumbering, or conveying the
Historic Property, or any portion thereof, shall conclusively be held to have been executed, delivered,
and accepted subject to the covenants, reservations, and restrictions expressed in this Agreement,
regardless of whether such covenants, reservations, and restrictions are set forth in such contract,
deed, or other instrument. Prior to sale of the Historic Property, Owner shall give notice to the City.
(b) City and Owner hereby declare their understanding and intent that the burden of the
covenants, reservations, and restrictions set forth herein touch and concern the land in that Owner
has a legal interest in the Historic Property and this Agreement relates to and affects the use of the
Historic Property.
(c) City and Owner hereby further declare their understanding and intent that the benefit of
such covenants, reservations, and restrictions touch and concern the land by enhancing and
maintaining the historic characteristics and significance of the Historic Property for the benefit,
which includes, but is not limited to the benefit to the public street named in the recitals to this
Agreement, City, residents of City and of the State of California, and Owner.
(9) Notice.
(a) Any notice required to be givenbythe terms of this Agreement shall be provided at the
address of the respective parties as specified below or at any other address as may be later specified
by the parties hereto.
CITY:City of Saratoga
Attn: City Clerk
13777 Fruitvale Avenue
Saratoga, CA 95070
OWNER:Matthew Duchesne and Ashely G. Duchesne
14475 Oak Park Place
Saratoga, CA 95070
(10) No Partnership or Joint Enterprise Created. None of the terms, provisions, or
conditions of this Agreement shall be deemed to create a partnership between theparties hereto and
any of their heirs, successors, or assigns; nor shall such terms, provisions, or conditions cause them
to be considered joint ventures or members of any joint enterprise.
(11) Hold Harmless and Indemnification. Owner agrees to protect, defend, hold harmless
and indemnify City, its City Council, commissions, officers,agents, and employees from and against
any claim, injury, liability, loss, cost, and/or expense or damage, however same may be caused,
including all costs and reasonable attorney's fees in providing a defense to any claim arising there
from for which Owner shall become legally liable arising from Owner’s acts, errors, or omissions
with respect to or in any way connected with the prosecution of the work performed by Owner
149
Page 6 of 14
pursuant to this Agreement. This hold harmless provision applies to all damages and claims for
damages suffered, or alleged to have been suffered, by reason of the conduct referenced in this
Agreement regardless of whether City prepared, supplied, or approved any plans, specifications,
other documents, or any proposed conduct relating to the Historic Property.
(12) Attorneys' Fees. In the event legal proceedings are brought by any Party or Parties to
enforce or restrain a violation of any of the covenants, reservations, or restrictions contained herein,
or to determine the rights and duties of any Party hereunder, each party in the proceedings shall pay
its own attorney's fees.
(13) Recordation and Notice. No later than twenty (20) days after the parties execute and
enter into this Agreement, City shall cause this Agreement to be recorded in the office of the County
Recorder of the County of Santa Clara. Owner shall provide written notice of this agreement to the
Office of Historic Preservation of the Department of Parks and Recreation no later than six (6)
months of entering into this Agreement and shall provide the City with a copy of such notice at the
time it is filed.
(14) Fees. The Community Development Director may assess and Owner shall pay such
Mills Act Historic Property Contract fees for the administration of this Agreement as may be
authorized from time to time by the City Council.
(15) Severability. If any section, sentence, clause, or phrase of this Agreement is, for any
reason, held tobeinvalid or unconstitutional by a decision of any court of competent jurisdiction,or
by subsequent preemptive legislation, such decision shall not affect the validity and enforceability of
the remaining provisions, or portions of this Agreement, and shallnot be affected thereby. City and
Owner hereby declare that each would have approved and accepted this Agreement, and each
section, sentence, clause, or phrase thereof, irrespective of the fact that any one or more sections,
subsections, sentences, clauses, or phrases be declared invalid or unconstitutional.
(16) Integrated Agreement - Totality of Agreement. This Agreement embodies the
agreement between City and Owner and its terms and conditions. No other understanding,
agreements, or conversations, or otherwise, with any officer, agent, or employee of City prior to
execution of this Agreement shall affect or modify any of the terms or obligations contained in any
documents comprising this Agreement. Any such verbal agreement shall be considered asunofficial
information and in no way binding upon City. All Exhibits to this Agreement are hereby
incorporated and made a part of this Agreement.
(17) Captions. The captions of the various sections, paragraphs and subparagraphs are for
convenience onlyand shall not be considered or referred to in resolving questions of interpretation.
(18) Governing Statutes and Law. This Agreement shall be governed and construed in
accordance with the statutes and laws of the State of California.
(19) Amendments. This Agreement may be amended, in whole or in part, only by a written
150
Page 7 of 14
recorded instrument executed by the parties hereto.
IN WITNESS WHEREOF, CITY and OWNER have executed this Agreement on the day
and year first written above.
CITY OF SARATOGA, CALIFORNIA, a California municipal corporation
____________________________
JAMES LINDSAY
CITY MANAGER
Address:
13777 Fruitvale Avenue
Saratoga, CA 95070
Telephone:(408) 868-1222
Fax Number: (408) 868-8555
ATTEST:
____________________________
Debbie Bretschneider
CITY CLERK
Approved as to Form:
_____________________________
RICHARD TAYLOR
CITY ATTORNEY
OWNER [Notarized Signature(s) Required]
By: _____________________________
By: _____________________________
Name: Matthew Duchesne and Ashley G. Duchesne
Title: Property Owner
Local Address: 14475 Oak Place, Saratoga, CA 95070
Telephone: (408)693-0896
151
Page 8 of 14
Exhibit List
Exhibit A – Legal Description of Historic Property
Exhibit B – City Council Resolution Approving Agreement
Exhibit C – Baseline Conditions of Historic Property
Exhibit D – Restoration Plan
152
Exhibit A
The Historic Property that is the subject of this Agreement is the real property described below
including all structures and improvements thereon:
All that certain real property situated in the City of Saratoga, County of Santa Clara, State of
California, described as follows.
Lot 9 and 10, Block 2, as shown on that certain map entitled "Amended Map of Saratoga Park
Lots", which map was filed for record in the Office of the recorder of The County of Santa Clara,
State of California, on August 17, 1914 in Book "O" of maps at Page(s) 58 and 59.
APN: 397-22-053
153
Exhibit B
RESOLUTION NO. 19-XXX
APPROVING MILLS ACT CONTRACT
[Begins on following page.]
154
Exhibit C
1. NAME OF PROPOSED MONUMENT: Almond Hill
2. ADDRESS: 14475 Oak Place, Saratoga, CA 95070
3. ASSESSOR’S PARCEL NUMBER: 397-22-053
COMPLETE LEGAL DESCRIPTION: Lot 9 and 10, Block 2, as shown on that certain
map entitled "Amended Map of Saratoga Park Lots", which map was filed for record in the
Office of the recorder of The County of Santa Clara, State of California, on August 17, 1914
in Book "O" of maps at Page(s) 58 and 59.
4. RANGE OF ADDRESSES: 14475 Oak Place
5. PRESENT OWNERS: Mathew Duchesne and Ashley G. Duchesne
6. OWNERSHIP: Private
7. PRESENT AND ORIGINAL USE: Single Family Residential
8. ARCHITECTURAL STYLE: Craftsman
9. PRESENT PHYSICAL DESCRIPTION: This one-and-one-half-story house represents a
Craftsman design from the early-twentieth century. Houses from the Craftsman era—about
1905 to 1925—embody a local design response to the Arts-and-Crafts movement, as
presented in such historic magazines as Craftsman. The character of this house is embodied
in its deep eaves, broad bell-cast roof, and shed dormer.Part of the imposing roofline covers
a recessed "L"-shaped porch while a gable extends over a porte cochere. The porch is
surrounded by massive square posts, wrapped in the same shinglesas thehouse. A tripartite
focal window is featured at the first floor, while the second story includes an unusual
combination of wood slider unit surrounded by angled eave units. Cityrecords indicate that
the wood casement windows were restored from a former plate-glass alteration. Oak Place
reportedly separated the original carriage house from this property; ithas been renovated for
use as a residence
10. CONSTRUCTION DATE: 1910-1912
11. ARCHITECT, DESIGNER, OR ENGINEER: Unknown
155
12. CONTRACTOR/BUILDER: Unknown
13. PHOTOGRAPHS: Included in Department of Parks and Recreation Primary Record
14. CONDITION: Excellent with its age. Estimated maintenance and preservation costs are
$246,700 over the course of ten years. The roof, gutter, windows, wood siding and trim
require ongoing maintenance. Period woodwork insideand out requires annual treatment and
repairs.
15. ALTERATIONS: Although its windows were altered and subsequently restored, the house
retains much of its character-defining architectural design, workmanship and materials, as
well as a historiclocation and compatible setting, and the property continues to represent the
overall historical associations and feelings of the residence.
16. THREATS TO THE SITE: The site is located on Oak Placeand is inan areawhere homes
have been demolished and rebuilt.
17. STATEMENT OF SIGNIFICANCE: Mrs. John Bell (Mrs. E.R.H. Bell or Emily Ruth
Harris) built this home shortly after thedeathof her husband. She lived here as a widow with
her three daughters. Her husband was the brother of Mr. David Bell of "Bellgrove" on
Saratoga-Los Gatos Rd. The Bells were all from Minneapolis.Mrs. John Bell purchased the
land from her brother-in-law, since the David Bells and G.A. Woodsowned most of the land
in this area at the time.
Almond Hill is listed on the Saratoga Heritage Resources Inventory, included as a part of
HP-88-01. It qualified under Criteria a and b:a) the property exemplifies and reflects special
elements of the cultural, social, economic, aesthetic, and architectural history of Saratoga;
and b) the property is identified with persons significant in local history; Almond Hill is
eligible for the California Register of Historical Resources, as it is a Designated Landmark
Structure.
18. SOURCES: Department of Parks and Recreation Primary Record for 14475 Oak Place
which is part of the City of Saratoga Heritage Resource Inventory
19. PREPARER: Nicole Johnson, City of Saratoga, 13777 Fruitvale Avenue, Saratoga, CA
95070
156
Exhibit D
Maintenance Plan for Mills Act – 14475 Oak Place
Year Project Estimated
Expenses Yearly Expenses
Year 1
Paint and Roof Maintenance $5,000
$17,800Seal Exterior of House $5,800
Exterior Repairs $3,000
Electrical Updates $4,000
Year 2
Paint and Roof Maintenance $5,000
$19,000Window Repairs $5,000
Interior Repairs and Touchup $3,000
Exterior Lighting Improvements $6,000
Year 3
Paint and Roof Maintenance $5,000
$17,600Wood Flooring Repairs $3,000
Interior Painting $5,000
Trim All Exterior Trees $4,600
Year 4
Paint and Roof Maintenance $5,000
$15,000Landscape Irrigation Updates $3,000
Window Glass Repairs $3,000
Exterior Door Updates/Repair $4,000
Year 5
Paint and Roof Maintenance $5,000
$19,000Deck and Veranda Repairs $5,000
Electrical Improvements $5,000
Perimeter Fence Repairs $4,000
Year 6
Paint and Roof Maintenance $5,000
$20,700Repairs and Update gutters $5,600
Updates to Interior Lighting $5,500
Trim All Exterior Trees $4,600
Year 7
Paint and Roof Maintenance $5,000
$27,000Exterior Landscaping Updates $12,000
HVAC and Vent Updates $6,000
Deck Painting and Repairs $4,000
Year 8
Paint and Roof Maintenance $5,000
$26,500Foundation Repairs $6,500
Replace Interior Carpets $10,000
Garage Interior Updates $5,000
Year 9
Major Roofing Repairs $15,000
$29,600Interior Painting $8,000
Trim All Exterior Trees $4,600
Electrical Repairs $2,000
Year 10
Paint Entire House Exterior $20,000
$27,000Roof Maintenance $2,000
Interior Repairs $3,000
Veranda and Deck Fixes $2,000
157
1169026.1
158
SARATOGA CITY COUNCIL
MEETING DATE:November 6, 2019
DEPARTMENT:City Manager’s Department
PREPARED BY:Kayla Nakamoto, Community Engagement Coordinator
SUBJECT:Youth Commission Fundraising Plan
RECOMMENDED ACTION:
Approve the Youth Commission Fundraising Plan to collect donations and seek sponsorship of
various Youth Commission initiatives.
BACKGROUND:
On September 18, 2019, the City Council approved the Youth Commission’s work plan for the
2019/20 school year. The work plan includes hosting a fundraiser and partnering with the Parks
and Recreation Commission to create a more accessible playground. Additionally, the Youth
Commission has a number of activities planned with only $3,500 allocated for Youth Commission
activities in the Fiscal Year 2019/20 budget.
The Youth Commission would like permission from the City Council to raise the necessary funds
to fully implement the Commission’s work plan. Per the City of Saratoga Donation Policy, adopted
via Resolution 15-017, Commissioners must submit a Fundraising Plan for City Council
consideration before soliciting donations more than $500. Since more than $500 in donations is
expected, the Commission is proposing that the City Council approve the attached Fundraising
Plan (Attachment A).
The proposed plan includes a proposal to raise funds for an accessible playground in partnership
with the Parks and Recreation. Additionally, the Youth Commission is seeking permission to
charge $20.00 or more for participation in the Color Dash.In the past, the Youth Commission has
collected monetary donations at each of their events and charged admission for the Color Dash.
This year, the Commission would like to charge more for admission to provide participants with a
t-shirt.The Commission would also like to reach out to local organizations for donations and
sponsorships for various Youth Commission activities, including Walk-One-Week. Potential
sponsors include local stores, such as bagel shops, retail stores, coffee shops, grocery stores. The
Youth Commission proposal also includes plans to collect monetary donations at tabling events
where the Commission hosts a kid-friendly activity, such as face painting.
159
Donation receipts will be issued for any donations over $100. Upon request of the donor and as
appropriate based on donation amount, donors will be recognized through limited forms of
promotional activity, such as logo name on flyers or verbal recognition at the events.
In accordance with the City’s Fundraising policy, any restricted donation of more than $500 or
unrestricted donation of more than $5,000 will be brought to the City Council for consideration.
Restricted donations are defined as any donation where the donor has limited use of the donation
for a specific purpose. A donation is unrestricted if the donor has placed no limitations on the use
of the donation.
ATTACHMENTS:
Attachment A – Fundraising Plan
Attachment B – Donation Policy
160
CityofSaratogaFundraisingPlan
FundraisingPlanTitle&Purpose:Pleaseprovideatitleanddescriptionforyourfundraising
project.
FundraisingParticipants:Pleaselistthenamesforallgroupsandindividualsthatwill be
conductingfundraising.
DonationType/Amount:Pleasedescribethetypesandamountofdonationsthatwillbe
sought.
AnticipatedDonors:Pleasedescribewhowillbeapproachedfordonations.
DonorRecognitionPlan:Pleasedescribehowdonorswillberecognized.
FundraisingTimeline:
CouncilReviewofFundraisingPlan:
FundraisingStart:
FundraisingCompletion:
CouncilReviewofDonations:
DonorRecognitionComplete:
Restrictions/Reporting:Pleaseidentifyanyrestrictionsorreportingrequirements
associatedwiththisfundraisingplan.
Youth Commission Fundraising Plan. Collection of donations for and at Youth Commission events and activities to support Youth
Commission programs. Collection of funding for inclusive park features.
2019/20 Youth Commission & City Staff Liaison.
Donations are expected to be monetary and may also be in-kind. The amount is expected to exceed $500.
Local retail & grocery stores, bagel shops, Starbucks for hot water and coffee and other individuals or agencies that are interested.
Donation receipts will be issued for any donations over $100. Upon request of the donor and as appropriate based on donation
amount, donors will be recognized through limited forms of promotional activity (such as logo/name on flyers).
11/6/2019
11/7/2019
06/30/2020
As needed, if applicable.
As needed, if applicable.
N/A
161
Adopted Via City Council Resolution 15-017 (April 1, 2015)
Page 1 of 8
City of Saratoga
Donation Policy
I. Purpose
Members and supporters of the Saratoga community from time to time wish to support
the community by making donations to the City of Saratoga. The City Council
appreciates this generosity and has adopted this policy regarding donations to the City of
Saratoga, including City departments and City sponsored programs, activities, and events.
(This policy is distinct from the Employee Gifts Policy, which provides City of Saratoga
employees with a clear standard about when it is acceptable and prohibited to accept gifts
from a member of the public, a business, an organization, or other entity.)
II. Definitions
1. Donation: a contribution made to the City without expectation of goods, services, or
significant benefit or recognition in return. Donations may be in the form of money or
in-kind contributions of products, services, investment securities, real property (land),
or any combination thereof. A donation may be unrestricted, where the donor has
placed no limitation on its use, or restricted, where the donor has restricted its use to a
specified purpose. Donations that, if accepted, would obligate the City to enter into a
service, procurement, or other agreement shall not be considered a donation. Grants
to the City from a local, state, or federal agency are not subject to this policy.
2. Donor: Any organization or individual who provides the City with a donation.
3. Donation Agreement: An agreement between the City and the donor that details any
restrictions on a donation as well as the respective obligations of the donor and the
City.
4. Fundraising: Any activity conducted with the intent of generating donations to the
City. Fundraising activities may include, but are not limited to, promoting endowment
programs, program adoption or pledge drives, and contacting individuals, companies,
foundations, or other entities with a request for a donation to the City.
III. General Provisions
1. The City welcomes unrestricted donations as well as restricted donations that enhance
City services, reduce costs that the City would incur in the absence of the donation, or
that otherwise provide a benefit to the City. The City may decline any donation
without comment or cause.
162
Adopted Via City Council Resolution 15-017 (April 1, 2015)
Page 2 of 8
2. Donors shall not expect, nor shall the City grant, any extra consideration to the donor
in relation to City procurement, regulatory matters, or any other business, services, or
operations of the City. To avoid the possible appearance of extra considerations,
members of the Planning and Heritage Preservation Commissions and staff of the
Community Development Department are not authorized to solicit donations to the
City.
3. No City Council member, Commissioner, employee, or volunteer shall solicit
donations in excess of $500 in money or in-kind services for any City project,
program, activity, or event (“supported activity”) unless the City Council has
approved a fundraising plan for the supported activity. A recommended form for a
fundraising plan is attached as Exhibit A to be revised as appropriate for the
fundraising goal and type of supported activity in question.
4. Donations must be directly related to providing goods or services to the public or for
another valid public purpose. Donations may not be used for personal financial gain
of any City elected or appointed official or employee.
5. The net benefit of a donation should be considered when determining whether to
accept a donation. Net benefit includes all lifecycle costs of ownership, including
maintenance, repair, clean-up, administrative, and any potential liability or expenses
that may be associated with the donation.
a. Donations may not be used to implement new on-going programs or services
unless a permanent source of revenue is identified to support the program or
service.
b. Potential costs and liabilities should be considered if a donation of personal
property or of a service does not include the same indemnification, insurance,
bonding, or warranties that the City would normally receive through procurement
of personal property or services.
c. Real property may be donated to the City provided that it will not expose the City
to an unreasonable risk of litigation or liability, because of the physical condition
of the property or existence of claims, liens, and encumbrances against the
property.
6. Council members and other City officials are responsible for reporting fundraising
activities and donations as required by applicable laws and regulations.
IV. Procedures
1. Unrestricted donations of $5,000 or less may be accepted or declined by the City
Manager. Restricted donations of $500 or less may be accepted or declined by the
163
Adopted Via City Council Resolution 15-017 (April 1, 2015)
Page 3 of 8
City Manager. Unrestricted donations of more than $5,000 and restricted donations of
more than $500 must be brought to the City Council for consideration.
2. The City Manager may choose to request City Council consideration of any donation,
regardless of value.
3. The City Council shall consider proposed donations beyond the authority of the City
Manager set forth above and proposed donations referred to it by the City Manager.
The City Council may accept or decline any donation at its sole discretion.
4. All donations will receive appropriate recognition as determined by the City Manager
or City Council at the time the donation is accepted, taking into consideration the
nature and level of the donation. Upon request of the donor or if specified in a City-
initiated request for donors, limited forms of promotional activity (such as logo or
name placement on signs, flyers, and other materials related to a program or activity
supported by the donation) are permitted. The appearance of traditional commercial
advertising should be avoided and the size of donor recognition should be in keeping
with the size of non-recognition information used in the materials. The agreed upon
form of recognition should be identified in the donor receipt or a donation agreement.
Any naming of City parks, property, or facilities shall follow the guidelines set forth
in the City’s Policy Pertaining to Naming City-Owned Land and Facilities.
5. When donations with a value in excess of $100 are accepted or upon the request of
the donor, the City will issue the donor a receipt indicating the amount of the
donation or describing the goods or services donated within 30 days of receiving the
donation. (In accordance with the Internal Revenue Code the City does not provide
an estimated value of in-kind donations; donors may refer to IRS Publication 561 for
more information on valuing donated property.) The donation receipt shall also
include the date of the donation, the name of the donor, the purpose of the donation
(if a restricted donation), a brief description of any public recognition that will be
made by the City, and note that the donor received no goods or services in exchange.
The original receipt shall be submitted to the donor and the City shall retain a copy.
A sample donation receipt is attached as Exhibit B.
6. Before acceptance of a restricted donation valued at more than $500 or an
unrestricted donation valued at more than $5,000, the respective obligations of the
donor and the City shall be set forth in a donation agreement. A sample donation
agreement is attached as Exhibit C. The City Manager or City Council may require
donation agreements for donations valued at any amount.
164
Adopted Via City Council Resolution 15-017 (April 1, 2015)
Page 4 of 8
7. The City shall maintain records for the receipt of all donations and shall comply with
all reporting requirements and regulations including, but not limited to, FPPC
Regulation 18944.2 Gifts to an Agency. For donations that were made at the behest
of a City Council member that person shall determine whether a Form 803 (Behested
Payments Report) is required pursuant to the Political Reform Act.
165
Adopted Via City Council Resolution 15-017 (April 1, 2015)
Page 5 of 8
EXHIBIT A – FUNDRAISING PLAN FORM
City of Saratoga Fundraising Plan
Fundraising Plan Title & Purpose: Please provide a title and description for your fundraising
project.
Fundraising Participants: Please list the names for all groups and individuals that will be
conducting fundraising.
Donation Type/Amount: Please describe the types and amount of donations that will be
sought.
Anticipated Donors: Please describe who will be approached for donations.
Donor Recognition Plan: Please describe how donors will be recognized.
Fundraising Timeline:
Council Review of Fundraising Plan:
Fundraising Start:
Fundraising Completion:
Council Review of Donations:
Donor Recognition Complete:
Restrictions/Reporting: Please identify any restrictions or reporting requirements
associated with this fundraising plan.
166
Adopted Via City Council Resolution 15-017 (April 1, 2015)
Page 6 of 8
EXHIBIT B – SAMPLE DONATION RECEIPT
City of Saratoga Donation Receipt
This is to confirm that on __________________ [insert date] the City of Saratoga received from
__________________________________________________ [insert donor name and address]:
a monetary contribution of $_________________
a non‐monetary contribution consisting of [describe goods, services, property,
securities, etc.]:
No goods or services were provided by the City of Saratoga in return for the contribution.
The City sincerely appreciates your donation.
_______________________
Mary Furey
Administrative Services Director
City of Saratoga
167
Adopted Via City Council Resolution 15-017 (April 1, 2015)
Page 7 of 8
EXHIBIT C – SAMPLE DONATION AGREEMENT
City of Saratoga
Standard Donation Agreement
The undersigned Donor wishes to make a donation to the City of Saratoga as described in more
detail below.
Donor is (check and complete all that apply):
donating $_________________________ in a lump sum
donating $_________________________ in __________________ (monthly, quarterly,
etc.) payments of $_________________________ in __________________ installments.
donating the following (describe products, services, investment securities, real property,
etc.):
If this box is checked the City’s acceptance of the donation described above is subject to the
conditions specified on Attachment 1.
If this box is checked this donation is restricted to the following uses:
City will publicly recognize donor by (describe recognition):
If this box is checked this donation is being made at the behest of Council
Member/Commissioner/City Staff Member __________________________.
In connection with administering this agreement, Donor and City shall work through the
following primary representatives:
City of Saratoga Donor
Primary Representative:
Address:
Telephone:
Fax:
Cell Phone:
E-mail:
168
Adopted Via City Council Resolution 15-017 (April 1, 2015)
Page 8 of 8
In addition to the foregoing, Donor and City understand and agree that:
1. The City will provide Donor with a donation receipt indicating the amount of the
donation or estimated value of goods or services donated within 30 days of receiving the
donation.
2. Donor’s contribution to the City will be recognized publicly as described above.
3. Except as provided above, the City may use the donation in any manner at its sole
discretion and Donor has no right or obligation to control City’s use of the donation.
4. Donor has not and will not receive any goods or services in exchange for the donation
and the City will not grant any extra consideration to the donor in relation to City
procurement, regulatory matters, or any other business, services, or operations of the
City.
5. Donor confirms that unless indicated otherwise above this donation is not made at the
behest of a City Council Member or of any member of the Planning or Heritage
Preservation Commissions or staff of the Community Development Department.
IN WITNESS WHEREOF, the parties hereto have executed this agreement.
Donor City of Saratoga
James Lindsay, City Manager
Name Title
Date: Date:
ATTEST:
Crystal Bothelio, City Clerk
Date:
APPROVED AS TO FORM:
Richard Taylor, City Attorney
Date:
663906.5
169