HomeMy WebLinkAboutLRC Library and Recreation Security Services 2019AGREEMENT FOR PROFESSIONAL SERVICES
FOR LIBRARY AND RECREATION SECURITY SERVICES
This Agreement is made and entered into this I S day of u j , 2019, by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and BAIRBIER SECURITY
GROUP, a California Corporation (hereinafter "CONTRACTOR").
RECITALS
WHEREAS, the CITY operates the San Rafael Public Library ("LIBRARY"); and
WHEREAS, the CITY owns and operates the Albert J. Boro Community Center, Falkirk
Cultural Center, Pickleweed Field, San Rafael Community Center and Terra Linda Community
Center ("COMMUNITY CENTERS"); and
WHEREAS, the CITY has a need for regular professional security services in connection
with the Downtown Library ("LIBRARY") and the San Rafael Community Center; and
WHEREAS, when the CITY rents out the COMMUNITY CENTERS to members of the
public for large events, the renters are required to use professional security services contracted
through the CITY; and
WHEREAS, the CONTRACTOR has the expertise required to provide such services and
is willing to do so on the terms and conditions set forth in this Agreement.
AGREEMENT
NOW, THFREFORE, the parties hereby agree as follows:
1. PROJECT COORDINATION.
A. CITY'S Project Manager. The Library, Recreation and Childcare Director is
hereby designated the PROJECT MANAGER for the CITY and said PROJECT MANAGER shall
supervise all aspects of the progress and execution of this Agreement.
B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONTRACTOR. Evan Barbier, Principal, is hereby designated as the PROJECT
DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the
execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the
CONTRACTOR shall notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONTRACTOR.
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A. CONTRACTOR shall provide the following services to CITY:
• One professionally trained security guard on-site at the LIBRARY. CONTRACTOR
will be responsible for the general security of the interior and exterior, assisting staff
with unruly visitors and enforcing library policies.
• One professionally trained security guard on-site at the San Rafael Community Center.
CONTRACTOR will be responsible for the general security of the interior and
exterior, assisting staff with unruly visitors and enforcing library policies.
• As needed security guards for private events held at the COMMUNITY CENTERS;
CONTRACTOR will be responsible for crowd and access control, event safety and
customer service.
• Nightly foot patrols of the San Rafael Community Center and Albert Park, 618 B Street.
B. Exact schedules for CONTRACTOR'S services will be coordinated in advance between
CITY and CONTRACTOR. The parties agree that as of the effective date of this
Agreement, CITY requires one security guard at the LIBRARY for 30-35 hours per week,
one security guard at the San Rafael Community Center for 25 hours a week from May
through September, and 2 patrols per night 7 nights per week at the San Rafael Community
Center and Albert Park. However, CITY shall have the right to reduce the hours of or
eliminate this service at any time during the Term of this Agreement.
C. CONTRACTOR will conduct background checks and fingerprinting of all of
CONTRACTOR'S staff prior to their assignment to services for the CITY.
D. CONTRACTOR will be responsible for all planning, scheduling, coordination and general
training for security guards provided to the CITY.
E. CONTRACTOR will be responsible for promptly providing the CITY with information
about security incidents.
DUTIES OF CITY.
CITY shall pay the compensation as provided in Paragraph 4, and shall provide
CONTRACTOR with access to the LIBRARY and COMMUNITY CENTERS as appropriate,
coordinate scheduling of security services in a timely manner and shall otherwise cooperate as
necessary for the performance of CONTRACTOR's service hereunder.
4. COMPENSATION.
For the full performance of the on-site and event security services described herein by
CONTRACTOR, CITY shall pay CONTRACTOR on an hourly basis per person as follows:
Downtown San Rafael Library (on site)
$27; hour regular
$40.50/hour OT/holiday
San Rafael Community Center (on site)
$30/hour regular
$45/hour OT/holiday
Albert J. Boro Community Center (event)
$40/hour regular
$55/hour OT/holiday
Falkirk Cultural Center (event)
$40/hour regular
$55/hour OT/holiday
Pickleweed Soccer Field (event)
$30/hour regular
$45/hour OT/holiday
San Rafael Community Center (event)
$40/hour regular
$55/hour OT/holiday
Terra Linda Community Center (event)
$40/hour regular
$55/hour OT/holiday
For the patrol services described herein by CONTRACTOR, CITY shall pay
CONTRACTOR as follows:
2 patrols per night 7 nights per week $750.00 per month
4 patrols per night 7 nights per week $1,000.00 per month
Total payments for work provided at the LIBRARY pursuant to this agreement shall not
exceed $40,000 per year. Total payments for work provided at the COMMUNITY CENTERS and
security patrols pursuant to this agreement shall not exceed $120,000 per year.
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized
invoices submitted by CONTRACTOR.
TERM OF AGREEMENT.
The term of this Agreement shall be for five (5) years commencing on August 1, 2019 and
ending on July 31, 2024.
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon
thirty (30) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified party's failure to
cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such
notice, within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
D. Return of Documents. Upon termination, any and all CITY documents or
materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and
materials prepared for or relating to the performance of its duties under this Agreement, shall be
delivered to CITY as soon as possible, but not later than thirty (30) days after termination.
OWNERS] IIP OF DOCUMENTS.
The written documents and materials prepared by the CONTRACTOR in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
8. INSPECTION AND AUDIT.
Upon reasonable notice, CONTRACTOR shall snake available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONTRACTOR in connection
with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate
with CITY or its agent in any such audit or inspection.
9. ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of
the other party, and any attempt to so assign this Agreement or any rights, duties or obligations
arising hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/three million dollars ($3,000,000) aggregate, for
death, bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount
of one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to
cover any claims arising out of the CONTRACTOR's performance of services under this
Agreement. Where CONTRACTOR is a professional not required to have a professional license,
CITY reserves the right to require CONTRACTOR to provide professional liability insurance
pursuant to this section.
4. If it employs any person, CONTRACTOR shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. CONTRACTOR's worker's compensation insurance shall
be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONTRACTOR in subparagraph A of this section above shall also meet the following
requirements:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONTRACTOR'S insurance
policies shall be "primary and noncontributory" with respect to any insurance or coverage
maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any
contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies shall be
at least as broad as ISO form CG20 0104 13.
3. Except for professional
insurance, the insurance policies shall include,
contractual liability and personal injury.
liability insurance or worker's compensation
in their text or by endorsement, coverage for
4. By execution of this Agreement, CONTRACTOR hereby grants to
CITY a waiver of any right to subrogation which any insurer of CONTRACTOR may acquire
against CITY by virtue of the payment of any loss under such insurance. CONTRACTOR
agrees to obtain any endorsement that may be necessary to effect this waiver of subrogation, but
this provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following
termination of this Agreement, said insurance coverage shall survive for a period of not less than
five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement)
before CITY'S own insurance or self-insurance shall be called upon to protect it as a named
insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements
and/or limits shall be available to CITY or any other additional insured party. Furthermore, the
requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this
Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or
proceeds available to the named insured; whichever is greater. No representation is made that the
minimum Insurance requirements of this agreement are sufficient to cover the obligations of the
CONTRACTOR under this agreement.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in
CONTRACTOR's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any
self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be
satisfied by either the named insured or CITY or other additional insured party. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER
or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance
coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement
page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of
policy language or specific endorsements evidencing the other insurance requirements set forth in
this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and
endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of
the right to exercise it later. The insurance shall be approved as to form and sufficiency by
PROJECT MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the
fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and
hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City
Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of
any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of
litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its
obligations or conduct of its operations under this Agreement. The CONTRACTOR's
obligations apply regardless of whether or not a liability is caused or contributed to by the active
or passive negligence of the City Indemnitees. However, to the extent that liability is caused by
the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's
indemnification obligation shall be reduced in proportion to the City Indemnitees' share of
liability for the active negligence or willful misconduct. In addition, the acceptance or approval
of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial
proceeding arising from CONTRACTOR'S performance of or operations under this
Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S
option reimburse the City Indemnitees their costs of defense, including reasonable attorneys'
fees, incurred in defense of such claims.
B. Where the services to be provided by CONTRACTOR under this Agreement are
design professional services to be performed by a design professional as that term is defined
under Civil Code Section 2782.8, then, to the extent permitted by law including without
limitation, Civil Code sections 2782, 2782.6 and 2782.8, CONTRACTOR shall indemnify and
hold harmless the CITY and its officers, officials, and employees (collectively City
Indemnitees) from and against damages, liabilities or costs (including incidental damages. Court
costs, reasonable attorney's fees as may be determined by the Court, litigation expenses and fees
of expert witnesses incurred in connection therewith and costs of investigation) to the extent they
are caused by the negligence, recklessness, or willful misconduct of CONTRACTOR, or any
subconsultants, or subcontractor or anyone directly or indirectly employed by them, or anyone
for whom they are legally liable (collectively Liabilities). Such obligation to hold harmless and
indemnify any indemnity shall not apply to the extent that such Liabilities are caused in part by
the negligence or willful misconduct of such City Indemnitee.
C. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period
of time allowed by law.
12. NONDISCRIMINATION.
CONTRACTOR shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
13. COMPLIANCE WI`TTII ALL LAWS.
CONTRACTOR shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify
and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given under this
Agreement, including any notice of change of address, shall be in writing and given by personal
delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the
parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or
if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as
follows:
TO CITY's Project Manager: Susan Andrade -Wax
City of San Rafael
618 B Street
San Rafael, CA 94901
TO CONTRACTOR's Project Director: Evan Barbier
Barbier Security Group
369-B Third Street #440
San Rafael, CA 94901
16. INDEPENDENT CONTRACTOR.
For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees
of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of
CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONTRACTOR and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terns and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONTRACTOR and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terns and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONTRACTOR agrees that CITY may deduct from any payment due to
CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under
any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments,
unpaid checks or other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or
violation of the same or other term, covenant, condition, ordinance, law or regulation. The
subsequent acceptance by either party of any fee, performance, or other consideration which may
become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding
breach or violation by the other party of any term, condition, covenant of this Agreement or any
applicable law, ordinance or regulation.
20. COSTS AND ATTORNEY'S FEES.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and
all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any
work performed under this Agreement, until CONTRACTOR has provided CITY with a
completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and
Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled, and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed in any number of counterparts, each of which shall be
deemed an original, but all of which together shall constitute one document. Counterpart signature
pages may be delivered by telecopier, email or other means of electronic transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year fust above written.
CITY OF SAN RAFAEL CONTRACTOR
JIM S TZ, City ana r
ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
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ROBERT F. EPSTEIN City A rney
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CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: Library, Recreation & Childcare
Project Manager: Catherine Quffa Extension: 3078
Contractor Name: Barbier Security Group
Contractor's Contact: Evan Barbier Contact's Email: ebarbier@barbiersecurity.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
6/21/2019
®LG
6/21/2019
b. Email contract (in Word) and attachments to City
Attorney c/o Laraine.Gittens@cityofsanrafael.org
®CGQ
2
City Attorney
a. Review, revise, and comment on draft agreement
6/21/2019
® LG
and return to Project Manager
6/21/2019
® LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
Department Director
Approval of final agreement form to send to
6/21/2019
® SAW_
contractor
4
Project Manager
Forward three (3) originals of final agreement to
7/2/2019
®CGQ
contractor for their signature
5
Project Manager
When necessary, contractor -signed agreement
❑ N/A
agendized for City Council approval *
*City Council approval required for Professional Services
®CGQ
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
7/15/2019
Date of City Council approval
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
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Attorney with printed copy of this routing form
7
City Attorney
Review and approve hard copy of signed
7/1-7 /' n
agreement
-
8
City Attorney
Review and approve insurance in PINS, and bonds
(for Public Works Contracts)
7 )lq
9
City Manager/ Mayor
Agreement executed by City Council authorized
official
I
10
City Clerk
Attest signatures, retains original agreement and
1I1
forwards copies to Project Manager
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