RFP No. 2022-20 - Website Design and Content Management
NOTICE INVITING PROPOSALS
NOTICE IS HEREBY GIVEN that the City of Rosemead is accepting proposals from qualified
companies to redesign the City’s website. Proposals shall be submitted in a sealed envelope
marked “City of Rosemead Website Design Services and Content Management System” and shall
be sent to the City Clerk of the City of Rosemead, 8838 E. Valley Blvd., Rosemead, California,
91770; or an electronic proposal shall be submitted via the PlanetBids Vendor Portal at
https://pbsystem.planetbids.com/portal/54150/portal-home. Proposals are due no later than
10:30 a.m. on Thursday, October 27, 2022, at which time the names of the proposers shall be
public.
Copies of the proposal may be obtained from the City Clerk’s Office, City of Rosemead,
8838 E. Valley Blvd., Rosemead, California, 91770, after the contract has been awarded. Said
specifications and proposal forms are hereby referred to and incorporated herein and made a
part by reference and all proposals must comply therewith.
The City of Rosemead reserves the right to accept in whole or part or reject any and all
proposals and to waive any informalities in the proposal process, and all proposals are binding
for a period of ninety (90) days after the proposal opening and may be retained by the City for
examination and comparison, as specified in the proposal documents. The award of this contract
shall be made by the Rosemead City Council.
CITY OF ROSEMEAD
CITY MANAGER’S OFFICE
Dated: Thursday, September 29, 2022
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REQUEST FOR PROPOSAL NO. 2022-20
CITY OF ROSEMEAD WEBSITE DESIGN SERVICES AND
CONTENT MANAGEMENT SYSTEM
City of Rosemead Proposal Issue Date: September 29, 2022
City Manager’s Office Written Questions Due: October 13, 2022
8838 E. Valley Blvd. Proposals Due: October 27, 2022
Rosemead, CA 91770
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TABLE OF CONTENTS
Introduction ................................................................................................................................... 4
Background .................................................................................................................................... 4
Project Objectives .......................................................................................................................... 4
Scope of Services/Scope of Work .................................................................................................. 5
4.1 Vendor Experience and Development Criteria ................................................................................... 5
4.2 Content Management System (CMS) Software ................................................................................. 6
4.3 System Functionality ........................................................................................................................... 7
4.4 Third Party Integrations ..................................................................................................................... 8
4.5 Design Guidelines and Qualifications .................................................................................................. 8
4.6 Training and Documentation .............................................................................................................. 9
4.7 Hosting, Maintenance, and Support .................................................................................................. 9
4.8 Security/Authorization ....................................................................................................................... 9
4.9 Add Alternate - Intranet ................................................................................................................... 10
Evaluation Criteria ........................................................................................................................ 10
Proposal Submission .................................................................................................................... 10
Calendar of Events ....................................................................................................................... 11
Selection of Vendor ...................................................................................................................... 12
Permits & Fees ............................................................................................................................. 12
Contract Award ............................................................................................................................ 12
Terms & Conditions ...................................................................................................................... 12
Sample Professional Services Agreement ..................................................................................... 13
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INTRODUCTION
John Guess and his wife, Harriet, arrived in the San Gabriel Valley in 1852 in an ox-drawn wagon
from Arkansas. They settled in 1855 on a 100-acre ranch called Savannah on the site of what is
now Savannah School. Others followed, including Frank Frost and Leonard Rose. Rose purchased
500 to 700 acres to breed and train horses and called his place Rose's Meadow, which was
shortened to Rosemead and gave the city its name. Small truck farms and chicken and rabbit
ranches became popular, and the city incorporated in 1959. The quiet, pastoral lands are now
crowded with businesses, industries, shops and some 53,000 people. Once a lush green pasture
extending from the Los Angeles River east to the Pomona area, Rosemead was indeed a fine place
for early settlers to raise fruits, vegetables, grain, and feed. Today, the city boasts that its goals
include the improvement of quality of life offered in Rosemead in a business-friendly atmosphere
conducive to continued economic growth and prosperity. The city offers a desirable and
affordable community in which to live and a dynamic and expanding business sector that is an
economic growth engine for West Coast commerce.
BACKGROUND
The City of Rosemead’s website (www.cityofrosemead.org) was last upgraded in 2017. While it
continues to be a functional site, the website’s design is limited in terms of navigation and how
information is presented to the public. Current trends in website design have necessitated a
rethinking of the City’s current format and platform. Further, the Content Management System
(CMS) software that manages public information, analytics, customer relations, and other
important engagement tools is cumbersome and outdated by today’s standards. While there are
several website and content management system vendors that service government as an
industry, the City of Rosemead is seeking proposals from firms that will INNOVATE from
previous models that are utilized throughout the public sector. The City of Rosemead is seeking
a great website, not a government website.
PROJECT OBJECTIVES:
The City of Rosemead is seeking proposals from highly qualified vendors specializing in web
design services and implementation of state-of-the-art Content Management System (CMS)
software. The new website will be contemporary, intuitive, multi-modal, and accessible. The
successful vendor will provide the City with an innovative, cutting-edge, information-ready, turn-
key website and an intuitive, user-friendly, and robust CMS that includes a full suite of web
editing analytics tools, and citizen engagement functionalities. The planned website redesign
project will start in Fiscal Year 2023 and has an estimated completion date of June 30, 2023. The
specific project objects are as follows:
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• Design the City’s website utilizing current trends in website development in both the public
and private sector to provide a website architecture that is accessible, easy to use, and
engaging to the visitor.
• Provide a best-in-class search engine for information accessibility, searchability, and
optimization.
• Provide a best-in-class content management system software.
• Ensure the website has multilingual translation capabilities pursuant to City policies, industry
standards, and best practices.
• Provide for the latest technology to support customer service, online services (including third
party integrations), and citizen engagement tools.
• Integration with chat/messenger-based customer service tool (vendor proposed) if not
already included in CMS.
• Enable updating the website on an as-needed basis by facilitating content creation and
editing.
• Incorporate multimedia imagery in the website design including high-definition photography
and video.
• Exceptional website and content management system support services.
SCOPE OF SERVICES/SCOPE OF WORK
Vendors replying to this RFP are asked to organize and itemize their submissions into eight (8)
main areas for the City’s consideration of their services: vendor experience and development
criteria, proposed content management system (CMS) software, system functionality, third party
integrations, design guidelines and qualifications, training and documentation, hosting,
maintenance and support, and security/authorization.
4.1 Vendor Experience and Development Criteria
Preference will be given to vendors who demonstrate the most innovative approach using state-
of-the-art website design standards, with special attention given to vendors’ breadth of
experience, references, number of years of experience, and expertise of staff. Experience
working with government is preferred but not required. A vendor that can demonstrate a
capacity to innovate and re-invent the government website model is highly desirable. The chosen
vendor must have expertise with best practices regarding:
• Innovative website design
• User experience and usability testing
• Website development and deployment
• Website hosting
• Information content strategy
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• Social media integration
• Search engine optimization
• Responsive web design, include mobile platforms
• Chat/messenger customer service tool
• Exceptional customer service
In addition, the vendor should have a proven development process, flexible timeline structure,
and in-house resources that favor the availability and time commitment of the City of Rosemead.
4.2 Proposed Content Management System (CMS) Software
A successful Content Management System (CMS) will provide maximum functionality for the best
possible cost. At a minimum, the CMS should include the following functionality and services:
1. The CMS is accessible from any location with internet connection and adaptable to current
and changing technology. Software updates are included in user/maintenance fees.
2. SSL/HTTPS encryption, user security, and audit trail.
3. The website/CMS includes a search engine solution that will support indexing of all content
within the CMS.
4. The CMS must support multi-user entry and specify licensing/cost implications for additional
users, if any. An unlimited number of users is preferred. Role based security that integrates
with Rosemead’s identity and management.
5. The CMS must be able to easily create and manage content for website display to include but
is not limited to:
a. Unlimited number of pages; add/delete functionality
b. Advanced editing tools
c. No HTML requirements
d. Interactive forms
e. Embedded mapping tool
f. Multiple calendars
g. News, press releases, and public announcements
h. E-Newsletters
i. Customer service chat feature, support both live and chatbot interaction.
j. Streaming video
k. Ability to organize, manage, and archive uploaded documents and images by
department or group
l. Ability to automatically optimize uploaded pictures and graphic files for quickest page
loading
m. Ability to create interactive photo galleries to publish and display photos
n. Special event registration tools
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o. Translation tools
p. Versions control capability
q. Social media integration
r. Website must have a responsive design and support modern web design element
(Web 2.0 and beyond)
s. Comply with all Federal, State, and local laws regard to data security, retention, and
privacy
4.3 System Functionality
The administrative portion of the CMS shall be accessible for all content contributors and feature
an intuitive guided user interface that allows for, but is not limited to, the following:
1. Add, edit, and move content directly on an assigned webpage.
2. Content publishers must have the ability to preview changes prior to publishing on the site.
3. Content scheduling to the site shall feature delayed posting and automatic expiration
abilities.
4. Hyperlinking to internal or external pages.
5. Editor should include spell-check functionality.
6. Robust analytics tool to drive website engagement strategies, including the ability to export
and filter data.
7. Creation of user-friendly URLs.
8. Advanced site search capability.
9. Solution must have a citizen service request module that allows citizens to submit requests
using quick and easy forms and provides online progress tracking. Administrative side of
solution should allow for workflow and automatic deadline notification.
10. A service directory that organizes the service offering or functions of an organization instead
of by department. The service directory should allow users to search by keyword and should
filter by category.
11. A document archive/storage for specified categories of documents with built-in filtering
abilities and search capabilities.
12. E-notifications feature.
13. Site must allow for redirection.
14. Embedded audio/video/media and social media.
15. Solution should have an easily visible and changeable emergency alert notification banner or
homepage.
16. An event calendar application that allows an unlimited number of calendar categories or
types to be added to the site, with an unlimited number of items allowed to be added within
each individual category.
17. Image management tools for the addition of images to on-site content.
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18. State of the art website content translation capabilities.
19. Solution must have a public meetings module to efficiently manage the Council and
Commission meeting process, including the ability to submit meeting agenda items, build
agendas, and log minutes.
20. Solution must have content quality review capabilities, including detailing broken links on the
website.
21. Solution should have the ability to post press releases and featured stories on the site. News
content should have an auto archiving functionality to archive posts after a certain time
frame.
22. Solution must integrate Twitter, Facebook, Instagram, and other social media feeds and tools.
23. Robust translation functions.
24. Interactive mapping tool for City facilities, points of interests, and other customizable
locations.
25. Curated content-controlled search tool engine.
4.4 Third Party Integrations
Vendor must analyze all third-party plug-ins, APIs, and user interfaces for integration with a new
web design. Vendor must ensure all third-party applications are compatible with the new website
and provide recommendations and solutions to the City to maintain and/or enhance the
customer experience. Included in their response the vendor shall:
1. Analyze the City’s current website for all third-party applications.
2. Provide a list to the City of Rosemead of all third-party applications.
3. Include recommendations for enhancing the end-user experience with third party
applications.
4.5 Design Guidelines and Qualifications
The redesign of the website should be welcoming, user-friendly, state of the art, and created by
a professional design staff with significant input from the City of Rosemead. The final version of
the design should be a collaborative effort between the City of Rosemead and the vendor,
incorporating elements that represent the City of Rosemead’s brand and image.
1. Vendor must provide a project plan for the design phase of the website.
2. Vendor shall provide a minimum of three (3) distinct and unique designs of the proposed
website to the City and allow for several iterative changes on a proposed final design.
3. Vendor must provide design mockups of primary website sections.
4. Vendor will work with City staff to determine a new website content information architecture
and navigation framework to support easy navigation to key City services. Intuitive navigation
with a site structure that does not require multiple clicks to reach desired page.
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5. Vendor must determine a consistent look and feel for the website, including color schemes,
graphic elements, and navigation tools that provide straightforward navigation within a
unifying graphic theme.
6. Vendor must design the website to support the City’s social media platform integrations as
well as the design needs of specific departments/services.
4.6 Training and Documentation
The vendor will provide full and complete training on the use of the CMS, including:
1. Complete manuals must be supplied.
2. A style guide with graphic design standards, font/colors and digital images must be supplied.
3. Identify and provide web information management tools to comply with the State of
California Public Records retention guidelines.
4. Vendor to provide fixed numbers of annual training for new users.
4.7 Hosting, Maintenance, and Support
In all submitted proposals, vendors shall be able to produce a Service Level Agreement that
outlines all website/CMS hosting and maintenance services, and details guarantees of customer
support as well as a service escalation process. While the website content updates are to be
managed by the City of Rosemead through the CMS, the vendor must commit to hosting, and
regular maintenance and updating of the CMS and associated applications for the purpose of
keeping the existing software up-to-date as well as introducing new functionality and
applications. Vendor must also provide help-desk services during normal business hours and
emergency support services for nights and weekends.
1. Provide hosting services, including data back-up and storage service providers.
2. Content creators of the CMS shall have access to live support via e-mail, phone, or chat during
the City of Rosemead’s normal business hours.
3. Designated administrators shall have access to live support 24/7 for emergencies.
4.8 Security/Authorization
In all submitted proposals, vendors shall be able to provide an overview of security, encryption,
and other website protections to ensure that the City’s website and content management
systems are safe and secure. Should a breach occur, the vendor shall assist the City of Rosemead
in restoring all website data at no cost. Additional security features shall include:
1. Ability to centrally add and manage users and specify access rights.
2. Ability to create groups with different access rights.
3. Ability to limit certain group members from specific content and content management
functionality.
4. Publishing workflow with the ability to customize by security group and user.
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4.9 Add Alternate - Intranet
The vendor shall provide separate pricing for a City of Rosemead Intranet to be included in their
proposal. The intranet should generally provide the same functionality as the City’s website and
content management system.
EVALUATION CRITERIA
A qualifying proposal must address all the following points:
1. Cover Letter
a. Project title
b. Firm name
c. Summary of key elements of the proposal
2. Firm qualifications
a. Type of organization, size, professional registration, and affiliations
b. Identify and present qualifications of key team members and partners
c. Resume of the principal individual(s) to contact for referral
d. The proposal must provide a minimum of three (3) reference accounts at which similar
work, both in scope and design, has been completed by the contractor within the last
two (2) years
3. Understanding of and approach to the project
4. Proposer should clearly address in the RFP response how each element of the Scope of Work
will be accomplished, as well as provide a project schedule
5. Summary of approach to be taken
6. Overall costs associated with the project
7. Indication of information and participation required from City staff
8. Other information that may be appropriate
PROPOSAL SUBMISSION
Hardcopy or Electronic proposals will be accepted as follows:
Hardcopy proposals must be filed with the Office of the City Clerk, on or before 10:30 A.M., on
Thursday, October, 27, 2022.
Three (3) complete copies of the bid proposal and related information must be submitted in a
sealed envelope or box clearly marked as stated below:
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City of Rosemead
“Website Design Services and Content Management System”
Attn: City Clerk’s Office
8838 E. Valley Blvd.
Rosemead, CA 91770
Electronic Proposal Submittals:
Electronic proposal submittal through the City of Rosemead’s Vendor Portal hosted by PlanetBids
at: https://pbsystem.planetbids.com/portal/54150/portal-home. Proposal submittal due date is
10:30 A.M., on Thursday, October, 27, 2022.
It is the sole responsibility of the Bidder to see that their bid is submitted in proper time. Any
proposal received after the scheduled closing time for receipt of proposals will be returned to
the Bidder unopened. Faxed, emailed, or proposals submitted in a format other than specified
will be rejected.
To expedite the evaluation of the proposals, it is mandatory that the instructions and format
contained in this RFP be expressly followed. Any submission of proposals that does not follow
the instructions and format, and/or fails to comply with the requirements set forth in this RFP, in
the sole opinion of the City of Rosemead, may be judged non-responsive and rejected by the City
from further consideration. The City reserves the right to reject any and all proposals. The City
will not be liable for, nor pay any costs incurred by responding firms relating to the preparation
of the proposal.
CALENDAR OF EVENTS
The following is an anticipated RFP and project timeline:
ACTION: DATES:
RFP ISSUED September 29, 2022
WRITTEN QUESTIONS DUE October 13, 2022
RESPONSES TO QUESTIONS October 20, 2022
PROPOSALS DUE October 27, 2022
POSSIBLE INTERVIEWS* Week of November 7, 2022
REPORT TO CITY COUNCIL December 13, 2022
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SELECTION OF VENDOR
The City Manager’s Office will review and evaluate the proposals submitted based on each
responding firm’s knowledge, experience, skills, past performance, and quality of the proposal.
In addition, the following criteria will also be used in the evaluation process:
1. Demonstrated professional skills and credentials of staff to be assigned to the services.
2. Quality of previous services.
3. Overall cost and fees associated with services.
4. The contractor’s responsiveness to the requirements of the agreement as set forth in the RFP.
5. A demonstrated understanding of the contractor’s work plan and other proposal documents.
6. The contractor’s recent experience in conducting contracts of similar scope, complexity,
and magnitude, particularly for government agencies.
7. Recent references from local clients with particular emphasis on local government.
PERMITS AND FEES
All business licenses, permits and/or fees required by codes, ordinances, and statutes of the State
of California, the County of Los Angeles, and the City of Rosemead is the sole responsibility of the
contractor. The successful vendor will be required to obtain, at its cost, a City of Rosemead
business license before final contract approval.
CONTRACT AWARD
The final contract award will be subject to the approval of the Rosemead City Council. The
successful bidder will be notified as to the date and time of the City Council meeting so it may
send a representative to the meeting to present himself/herself to the Council and respond to
technical questions.
TERMS AND CONDITIONS
The following terms and conditions apply to this RFP:
1. Any submission of proposals received after the date and time specified in this RFP will not be
considered and will be returned unopened.
2. All material received relative to this RFP will become public information and be available for
inspection. The City reserves the right to retain all proposals submitted, whether or not the
proposal was selected or judged to be responsive.
3. Due care and diligence has been exercised in the preparation of this RFP and all information
contained herein is believed to be substantially correct; however, the responsibility for
determining the full extent of the services rests solely with those making responses. Neither
the City nor its representatives shall be responsible for any error or omission in this response,
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nor for the failure on the part of the respondents to determine the full extent of their
exposures.
4. The RFP does not commit the City of Rosemead to award a contract. The City reserves the
right to select a vendor from the responses received; to waive any or all informalities and/or
irregularities; to re-advertise with either an identical or revised scope, to cancel any
requirement in its entirety; or to reject any or all proposals received. The City also reserves
the right to approve any subcontractors used by submitting vendors.
5. The City retains the right to contact any/all proposing vendors after submittal in order to
obtain supplemental information and/or clarification in either oral or written form.
Furthermore, an explicit provision of this RFP is that any oral communication made is not
binding on the City’s proposal process.
6. The City will not be liable for, nor pay for any costs incurred by responding firms relating to
the preparation of any proposal for this RFP.
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PROFESSIONAL SERVICES AGREEMENT NAME OF PROJECT (CONTRACTOR NAME)
1. PARTIES AND DATE. This Agreement is made and entered into this INSERT DATE (Effective Date) by
and between the City of Rosemead, a municipal organization organized under the laws
of the State of California with its principal place of business at 8838 E. Valley Blvd., Rosemead, California 91770 (“City”) and CONTRACTOR NAME with its principal place of business at ADDRESS (“Consultant”). City and Consultant are sometimes individually referred to herein as “Party” and collectively as “Parties.”
2. RECITALS. 2.1 Consultant. Consultant desires to perform and assume responsibility for the provision of certain
professional services required by the City on the terms and conditions set forth in this
Agreement. Consultant represents that it is experienced in providing TYPE OF SERVICE to public clients, is licensed in the State of California and is familiar with the plans of City. 2.2 Project.
City desires to engage Consultant to render PROJECT SERVICE OR NAME
(“Services”) as set forth in this Agreement. 3. TERMS.
3.1 Scope of Services and Term.
3.1.1 General Scope of Services. Consultant promises and agrees to furnish to the City all labor, materials, tools, equipment, services, and incidental and customary work necessary to fully and adequately supply the TYPE OF SERVICE
services necessary for the City, herein referred to a “Services”. The Services are more
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particularly described in Exhibit "A" attached hereto and incorporated herein by reference.
All Services shall be subject to, and performed in accordance with, this Agreement, the
exhibits attached hereto and incorporated herein by reference, and all applicable local, state and federal laws, rules and regulations. 3.1.2 Term. The term of this Agreement shall be for a INSERT TERM
YEAR year time period from Effective date with the option for up to two (2) one-year
extensions at the sole and absolute discretion of the City, unless earlier terminated as provided herein. Consultant shall complete the Services within the term of the Agreement, and shall meet any other established schedules and deadlines.
3.2 Responsibilities of Consultant.
3.2.1 Control and Payment of Subordinates; Independent Contractor. The Services shall be performed by Consultant or under its supervision. Consultant will determine the means, methods and details of performing the Services subject to the
requirements of this Agreement. City retains Consultant on an independent contractor
basis and not as an employee. Consultant retains the right to perform similar or different services for others during the term of this Agreement. Any additional personnel performing the Services under this Agreement on behalf of Consultant shall also not be employees of City and shall at all times be under Consultant’s exclusive direction and
control. Consultant shall pay all wages, salaries, and other amounts due such personnel in connection with their performance of Services under this Agreement and as required by law. Consultant shall be responsible for all reports and obligations respecting such additional personnel, including, but not limited to: social security taxes, income tax withholding, unemployment insurance, disability insurance, and workers’ compensation
insurance. 3.2.2 Schedule of Services. Consultant shall perform the Services expeditiously, within the term of this Agreement. Consultant represents that it has the professional and technical personnel required to perform the Services in conformance
with such conditions. In order to facilitate Consultant’s conformance with the Schedule, City shall respond to Consultant’s submittals in a timely manner. Upon request of City, Consultant shall provide a more detailed schedule of anticipated performance to meet the Schedule of Services.
3.2.3 Conformance to Applicable Requirements. All work prepared by Consultant shall be subject to the approval of City. 3.2.4 Substitution of Key Personnel. Consultant has represented to City that certain key personnel will perform and coordinate the Services under this Agreement.
Should one or more of such personnel become unavailable, Consultant may substitute other personnel of at least equal competence upon written approval of City. In the event that City and Consultant cannot agree as to the substitution of key personnel, City shall be entitled to terminate this Agreement for cause. As discussed below, any personnel who fail or refuse to perform the Services in a manner acceptable to the City, or who are
determined by the City to be uncooperative, incompetent, a threat to the adequate or timely completion of the Project or a threat to the safety of persons or property, shall be
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promptly removed from the Project by the Consultant at the request of the City.
3.2.5 City’s Representative. The City hereby designates the City Manager, or his or her designee, to act as its representative for the performance of this Agreement (“City’s Representative”). City’s Representative shall have the power to act on behalf of the City for all purposes under this Agreement. Consultant shall not accept
direction or orders from any person other than the City’s Representative or his or her
designee. 3.2.6 Consultant’s Representative. Consultant will designate to act as its representative for the performance of this Agreement (“Consultant’s Representative”).
Consultant’s Representative shall have full authority to represent and act on behalf of the
Consultant for all purposes under this Agreement. The Consultant’s Representative shall supervise and direct the Services, using his/her best skill and attention, and shall be responsible for all means, methods, techniques, sequences and procedures and for the satisfactory coordination of all portions of the Services under this Agreement.
3.2.7 Coordination of Services: Consultant agrees to work closely with City staff in the performance of Services and shall be available to City’s staff, consultants and other staff at all reasonable times.
3.2.8 Standard of Care; Performance of Employees: Consultant shall perform all Services under this Agreement in a skillful and competent manner, consistent with the standards generally recognized as being employed by professionals in the same discipline in the State of California. Consultant represents and maintains that it is skilled in the professional calling necessary to perform the Services. Consultant warrants that
all employees and subcontractors shall have sufficient skill and experience to perform the Services assigned to them. Finally, Consultant represents that it, its employees and subcontractors have all licenses, permits, qualifications and approvals of whatever nature that are legally required to perform the Services, including a City Business License, and that such licenses and approvals shall be maintained throughout the term of this
Agreement. As provided for in the indemnification provisions of this Agreement, Consultant shall perform, at its own cost and expense and without reimbursement from the City, any services necessary to correct errors or omissions which are caused by the Consultant’s failure to comply with the standard of care provided for herein.
3.2.9 Laws and Regulations. Consultant shall keep itself fully informed of and in compliance with all local, state and federal laws, rules and regulations in any manner affecting the performance of the Project or the Services, including all Cal/OSHA requirements, and shall give all notices required by law. Consultant shall be liable for all violations of such laws and regulations in connection with Services. If the Consultant
performs any work knowing it to be contrary to such laws, rules and regulations and without giving written notice to the City, Consultant shall be solely responsible for all costs arising therefrom. Consultant shall defend, indemnify and hold City, its officials, directors, officers, employees and agents free and harmless, pursuant to the indemnification provisions of this Agreement, from any claim or liability arising out of any failure or alleged
failure to comply with such laws, rules or regulations.
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3.2.10 Insurance: Consultant shall maintain prior to the beginning
of and for the duration of this Agreement insurance coverage as specified in Exhibit B
attached to and part of this agreement. 3.2.11 Safety: Contractor shall execute and maintain its work so as to avoid injury or damage to any person or property. In carrying out its Services, the
Consultant shall at all times be in compliance with all applicable local, state and federal
laws, rules and regulations, and shall exercise all necessary precautions for the safety of employees appropriate to the nature of the work and the conditions under which the work is to be performed. Safety precautions as applicable shall include, but shall not be limited to: (A) adequate life protection and lifesaving equipment and procedures; (B) instructions
in accident prevention for all employees and subcontractors, such as safe walkways,
scaffolds, fall protection ladders, bridges, gang planks, confined space procedures, trenching and shoring, equipment and other safety devices, equipment and wearing apparel as are necessary or lawfully required to prevent accidents or injuries; and (C) adequate facilities for the proper inspection and maintenance of all safety measures.
3.3 Fees and Payments. 3.3.1 Compensation. Consultant shall receive compensation, including authorized reimbursements, for all Services rendered under this Agreement and shall not
exceed INSERT COST AMOUNT per fiscal year. The City agrees to pay Consultant a fee of INSERT COST AMOUNT WRITTEN ($INSERT NUMBERICAL COST) a month. Extra Work may be authorized in writing, as described below, and will be compensated at the rates and manner set forth in this Agreement.
3.3.2 Payment of Compensation. Consultant shall submit to City a monthly itemized statement which indicates work completed and Services rendered by Consultant. The statement shall describe the amount of Services and supplies provided since the initial commencement date, or since the start of the subsequent billing periods, as appropriate, through the date of the statement. City shall, within 45 days of receiving
such statement, review the statement and pay all approved charges thereon. 3.3.3 Reimbursement for Expenses: Consultant shall not be reimbursed for any expenses unless authorized in writing by City.
3.3.4 Extra Work: At any time during the term of this Agreement, City may request that Consultant perform Extra Work. As used herein, “Extra Work” means any work which is determined by City to be necessary for the proper completion of the Project, but which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Consultant shall not perform, nor be compensated for, Extra Work
without written authorization from City’s Representative. 3.3.5 Prevailing Wages: Consultant is aware of the requirements of California Labor Code Section 1720, et seq., and 1770, et seq., as well as California Code of Regulations, Title 8, Section 1600, et seq., (“Prevailing Wage Laws”), which require the
payment of prevailing wage rates and the performance of other requirements on “public works” and “maintenance” project, as defined by the Prevailing Wage Laws, and if the
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total compensation is $1,000 or more, Consultant agrees to fully comply with such
Prevailing Wage Laws. City shall provide Consultant with a copy of the prevailing rates
of per diem wages in effect at the commencement of this Agreement. Consultant shall make copies of the prevailing rates of per diem wages for each craft; classification or type of worker needed to execute the Services available to interested parties upon request, and shall post copies at the Consultant’s principal place of business and at the project
site. Consultant shall defend, indemnify and hold the City, its elected officials, officers,
employees and agents free and harmless from any claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage Laws. 3.4 Accounting Records.
3.4.1 Maintenance and Inspection: Consultant shall maintain complete and accurate records with respect to all costs and expenses incurred under this Agreement. All such records shall be clearly identifiable. Consultant shall allow a representative of City during normal business hours to examine, audit, and make
transcripts or copies of such records and any other documents created pursuant to this
Agreement. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement.
3.5 General Provisions. 3.5.1 Termination of Agreement. 3.5.1.1 Grounds for Termination: City may, by written notice to Consultant, terminate the whole or any part of this Agreement at any time and without
cause by giving written notice to Consultant of such termination, and specifying the effective date thereof, at least seven (7) days before the effective date of such termination. Upon termination, Consultant shall be compensated only for those services which have been adequately rendered to City, and Consultant shall be entitled to no further compensation. Consultant may not terminate this Agreement except for cause.
3.5.1.2 Effect of Termination: If this Agreement is terminated as provided herein, City may require Consultant to provide all finished or unfinished Documents/ Data and other information of any kind prepared by Consultant in connection with the performance of Services under this Agreement. Consultant shall be required to
provide such document and other information within fifteen (15) days of the request. 3.5.1.3 Additional Services: In the event this Agreement is terminated in whole or in part as provided herein, City may procure, upon such terms and in such manner as it may determine appropriate, services similar to those terminated.
3.5.2 Delivery of Notices. All notices permitted or required under this Agreement shall be given to the respective parties at the following address, or at such other address as the respective parties may provide in writing for this purpose:
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CONSULTANT: NAME ADDRESS Attn:
Tel:
CITY: City of Rosemead 8838 E. Valley Boulevard
Rosemead, CA 91770
Attn: City Manager
Such notice shall be deemed made when personally delivered or when mailed, forty-eight (48) hours after deposit in the U.S. Mail, first class postage prepaid and
addressed to the party at its applicable address. Actual notice shall be deemed adequate
notice on the date actual notice occurred, regardless of the method of service. 3.5.3 Ownership of Materials and Confidentiality.
3.5.3.1 Documents & Data; Licensing of Intellectual Property:
This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including
but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement (“Documents & Data”). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant
represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were prepared by design professionals other than Consultant or provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes
intended by this Agreement shall be at City’s sole risk. 3.5.3.2 Confidentiality. All ideas, memoranda, specifications, plans, procedures, drawings, descriptions, computer program data, input record data, written information, and other Documents and Data either created by or provided to
Consultant in connection with the performance of this Agreement shall be held confidential by Consultant. Such materials shall not, without the prior written consent of City, be used by Consultant for any purposes other than the performance of the Services. Nor shall such materials be disclosed to any person or entity not connected with the performance of the Services or the Project. Nothing furnished to Consultant which is
otherwise known to Consultant or is generally known, or has become known, to the
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related industry shall be deemed confidential. Consultant shall not use City’s name or
insignia, photographs of the Project, or any publicity pertaining to the Services or the
Project in any magazine, trade paper, newspaper, television or radio production or other similar medium without the prior written consent of City. 3.5.4 Cooperation; Further Acts: The Parties shall fully cooperate with one
another, and shall take any additional acts or sign any additional documents as may be
necessary, appropriate or convenient to attain the purposes of this Agreement. 3.5.5 Attorney’s Fees: If either party commences an action against the other party, either legal, administrative or otherwise, arising out of or in connection with
this Agreement, the prevailing party in such litigation shall be entitled to have and recover
from the losing party reasonable attorney’s fees and all costs of such action. 3.5.6 Indemnification: To the fullest extent permitted by law, Consultant shall defend, indemnify and hold the City, its officials, officers, employees, volunteers and
agents free and harmless from any and all claims, demands, causes of action, costs,
expenses, liability, loss, damage or injury, in law or equity, to property or persons, including wrongful death, in any manner arising out of or incident to any alleged acts, omissions or willful misconduct of Consultant, its officials, officers, employees, agents, consultants and contractors arising out of or in connection with the performance of the
Services, the Project or this Agreement, including without limitation the payment of all consequential damages and attorneys’ fees and other related costs and expenses. Consultant shall defend, at Consultant’s own cost, expense and risk, any and all such aforesaid suits, actions or other legal proceedings of every kind that may be brought or instituted against City, its directors, officials, officers, employees, agents or volunteers.
Consultant shall pay and satisfy any judgment, award or decree that may be rendered against City or its directors, officials, officers, employees, agents or volunteers, in any such suit, action or other legal proceeding. Consultant shall reimburse City and its directors, officials, officers, employees, agents and/or volunteers, for any and all legal expenses and costs incurred by each of them in connection therewith or in enforcing the
indemnity herein provided. Consultant’s obligation to indemnify shall not be restricted to insurance proceeds, if any, received by the City, its directors, officials officers, employees, agents or volunteers. 3.5.7 Entire Agreement: This Agreement contains the entire Agreement
of the parties with respect to the subject matter hereof, and supersedes all prior negotiations, understandings or agreements. This Agreement may only be modified by a writing signed by both parties. 3.5.8 Governing Law: This Agreement shall be governed by the laws of
the State of California. Venue shall be in Los Angeles County. 3.5.9 Time of Essence: Time is of the essence for each and every provision of this Agreement.
3.5.10 City’s Right to Employ Other Consultants: City reserves right to employ other consultants in connection with this Project.
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3.5.11 Successors and Assigns: This Agreement shall be binding on the
successors and assigns of the parties. 3.5.12 Assignment or Transfer: Consultant shall not assign, hypothecate, or transfer, either directly or by operation of law, this Agreement or any interest herein
without the prior written consent of the City. Any attempt to do so shall be null and void,
and any assignees, hypothecates or transferees shall acquire no right or interest by reason of such attempted assignment, hypothecation or transfer. 3.5.13 Construction; References; Captions: Since the Parties or their
agents have participated fully in the preparation of this Agreement, the language of this
Agreement shall be construed simply, according to its fair meaning, and not strictly for or against any Party. Any term referencing time, days or period for performance shall be deemed calendar days and not workdays. All references to Consultant include all personnel, employees, agents, and subcontractors of Consultant, except as otherwise
specified in this Agreement. All references to City include its elected officials, officers,
employees, agents, and volunteers except as otherwise specified in this Agreement. The captions of the various articles and paragraphs are for convenience and ease of reference only, and do not define, limit, augment, or describe the scope, content, or intent of this Agreement.
3.5.14 Amendment; Modification: No supplement, modification, or amendment of this Agreement shall be binding unless executed in writing and signed by both Parties. 3.5.15 Waiver: No waiver of any default shall constitute a waiver of any
other default or breach, whether of the same or other covenant or condition. No waiver, benefit, privilege, or service voluntarily given or performed by a Party shall give the other Party any contractual rights by custom, estoppel, or otherwise.
3.5.16 No Third-Party Beneficiaries: There are no intended third party beneficiaries of any right or obligation assumed by the Parties. 3.5.17 Invalidity; Severability: If any portion of this Agreement is declared invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the
remaining provisions shall continue in full force and effect. 3.5.18 Prohibited Interests: Consultant maintains and warrants that it has not employed nor retained any company or person, other than a bona fide employee working solely for Consultant, to solicit or secure this Agreement. Further, Consultant
warrants that it has not paid, nor has it agreed to pay any company or person, other than a bona fide employee working solely for Consultant, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Consultant further agrees to file, or shall cause its employees or subconsultants to file, a Statement of Economic Interest with the City’s Filing Officer
as required under state law in the performance of the Services. For breach or violation of this warranty, City shall have the right to rescind this Agreement without liability. For
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the term of this Agreement, no member, officer or employee of City, during the term of his
or her service with City, shall have any direct interest in this Agreement, or obtain any
present or anticipated material benefit arising therefrom. 3.5.19 Equal Opportunity Employment: Consultant represents that it is an equal opportunity employer, and it shall not discriminate against any subcontractor,
employee or applicant for employment because of race, religion, color, national origin,
handicap, ancestry, sex or age. Such non-discrimination shall include, but not be limited to, all activities related to initial employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination. Consultant shall also comply with all relevant provisions of City’s Minority Business Enterprise program, Affirmative Action
Plan or other related programs or guidelines currently in effect or hereinafter enacted.
3.5.20 Labor Certification: By its signature hereunder, Consultant certifies that it is aware of the provisions of Section 3700 of the California Labor Code which require every employer to be insured against liability for Worker’s Compensation or to
undertake self-insurance in accordance with the provisions of that Code and agrees to
comply with such provisions before commencing the performance of the Services. 3.5.21 Authority to Enter Agreement: Consultant has all requisite power and authority to conduct its business and to execute, deliver, and perform the Agreement.
Each Party warrants that the individuals who have signed this Agreement have the legal power, right, and authority to make this Agreement and bind each respective Party. 3.5.22 Counterparts: This Agreement may be signed in counterparts, each of which shall constitute an original.
3.6 Subcontracting. 3.6.1 Prior Approval Required: Consultant shall not subcontract any portion of the work required by this Agreement, except as expressly stated herein, without
prior written approval of City. Subcontracts, if any, shall contain a provision making them subject to all provisions stipulated in this Agreement.
[Signatures on next page]
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CITY OF ROSEMEAD CONTRACTOR
By: By:
City Manager Date Date Name: Attest:
Title: City Clerk Date
[If Corporation, TWO SIGNATURES, President OR Vice President AND Secretary, AND
CORPORATE SEAL OF CONTRACTOR REQUIRED] Approved as to Form: By:
Name: Date City Attorney
Title:
EXHIBIT A PROPOSAL FOR SERVICES/ RATE SCHEDULE/RESUME
EXHIBIT B
INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Work, Contractor will maintain insurance in conformance with the requirements set forth below. Contractor will use existing coverage to comply with these requirements. If that existing coverage does not meet the
requirements set forth here, Contractor agrees to amend, supplement or endorse the existing
coverage to do so. Contractor acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given loss, will be available to City.
Contractor shall provide the following types and amounts of insurance: Commercial General Liability Insurance: Contractor shall maintain commercial general liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in an
amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily injury, personal injury, and property damage. The policy must include contractual liability that has not been amended. Any endorsement restricting standard ISO “insured contract” language will not be accepted.
Business Auto Coverage on ISO Business Auto Coverage form CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less that $1,000,000 combined single limit per accident. If Contractor owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Contractor or Contractor employees will use personal autos in any way on this project,
Contractor shall provide evidence of personal auto liability coverage for each such person.
Workers Compensation on a state-approved policy form providing statutory benefits as required by law with employer’s liability limits no less than $1,000,000 per accident or disease.
Contractor shall submit to Agency, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of Agency, its officers, agents, employees and volunteers. Excess or Umbrella Liability Insurance (Over Primary) if used to meet limit requirements, shall provide coverage at least as broad as specified for the underlying coverages. Contractor shall
obtain and maintain an umbrella or excess liability insurance policy with limits that will provide bodily injury, personal injury and property damage liability coverage at least as broad as the primary coverages set forth above, including commercial general liability, automobile liability, and employer’s liability. Such policy or policies shall include the following terms and conditions: • A drop down feature requiring the policy to respond if any primary insurance that would
otherwise have applied proves to be uncollectible in whole or in part for any reason; • Pay on behalf of wording as opposed to reimbursement; • Concurrency of effective dates with primary policies; and • Policies shall “follow form” to the underlying primary policies.
• Insureds under primary policies shall also be insureds under the umbrella or excess policies.
Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designed to protect against acts, errors or omissions of the Contractor and “Covered Professional Services” as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and
in the aggregate. The policy must “pay on behalf of” the insured and must include a provision establishing the insurer’s duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Cyber security and privacy liability: Contractor shall procure and maintain insurance with limits
of $1,000,000 per occurrence/loss, $2,000,000 general aggregate, which shall include the following coverage: a. Liability arising from the theft, dissemination and/or use of confidential or personally identifiable information; including but not limited to personally identifiable information (PII), protected health information (PHI), security codes, access codes, passwords, etc.
b. Network security liability arising from the unauthorized use of, access to, or tampering with computer systems, including hacker or denial of service attacks.
c. Liability arising from introducing a computer virus into or otherwise causing damage to
vendor (first-party) or customer’s (third party) computer, computer system, network, or similarly related property and the data, software, and programs.
d. Liability arising from professional misconduct or lack of the requisite skill required for performing services defined in the contract or agreement.
e. Costs associated with restoring, updating, or replacing data.
f. Costs associated with a privacy breach, including notification costs, customer support, forensics, crises management, public relations consulting, legal services of a privacy
attorney, credit monitoring, and identity fraud resolution services for affected
individuals. Requirements not limiting: Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of
any coverage normally provided by any insurance. Specific reference to a given coverage feature
is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the Agency requires and shall be entitled to coverage for the higher limits maintained by the Consultant. Any available insurance
proceeds in excess of the specified minimum limits of insurance and coverage shall be available
to the Agency.
Insurance procured pursuant to these requirements shall be written by insurers that are admitted carriers in the state of California and with an A.M. Bests rating of A- or better and a minimum
financial size VII.
General conditions pertaining to provision of insurance coverage by Contractor. Contractor and City agree to the following with respect to insurance provided by Contractor:
1. Contractor agrees to have its insurer endorse the third-party general liability coverage required herein to include as additional insureds City, its officials, employees and agents, using standard ISO endorsement No. CG 2010. Contractor also agrees to require all contractors, and subcontractors to do likewise.
2. No liability insurance coverage provided to comply with this Agreement shall prohibit Contractor, or Contractor’s employees, or agents, from waiving the right of subrogation prior to a loss. Contractor agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all contractors and subcontractors
to do likewise. 3. All insurance coverage and limits provided by Contractor and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the
application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing.
5. No liability policy shall contain any provision or definition that would serve to eliminate so-called “third party action over” claims, including any exclusion for bodily injury to an employee of the insured or of any contractor or subcontractor.
6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Contractor shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City’s protection without City’s prior written consent.
7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Contractor ‘s general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement
coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Contractor or deducted from sums due Contractor, at City option.
8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage. Contractor agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of cancellation imposes no obligation, or that any party will “endeavor” (as opposed to
being required) to comply with the requirements of the certificate.
9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Contractor or any subcontractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self-insurance available to City. 10. Contractor agrees to ensure that subcontractors, and any other party involved with the
project who is brought onto or involved in the project by Contractor, provide the same minimum insurance coverage required of Contractor. Contractor agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Contractor agrees that upon request, all agreements with subcontractors and others engaged in the project will be
submitted to City for review. 11. Contractor agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any contractor, subcontractor, Architect, Engineer or other entity or person in any way involved
in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Contractor’s existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to the City. At that time the City shall review options with the Contractor, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or
other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Contractor ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Contractor,
the City will negotiate additional compensation proportional to the increased benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to
be in furtherance of or towards performance of this Agreement. 14. Contractor acknowledges and agrees that any actual or alleged failure on the part of City to inform Contractor of non-compliance with any insurance requirement in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any
other regard. 15. Contractor will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason.
Termination of this obligation is not effective until City executes a written statement to that effect. 16. Contractor shall provide proof that policies of insurance required herein expiring during
the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior
to expiration. A coverage binder or letter from Contractor’s insurance agent to this effect is acceptable. A certificate of insurance and/or additional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City within five days of the expiration of the coverages.
17. The provisions of any workers’ compensation or similar act will not limit the obligations of Contractor under this agreement. Contractor expressly agrees not to use any statutory immunity defenses under such laws with respect to City, its employees, officials and agents.
18. Requirements of specific coverage features or limits contained in this section are not intended as limitations on coverage, limits or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be limiting or all-inclusive.
19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this
Agreement to the extent that any other section or provision conflicts with or impairs the provisions of this Section. 21. Contractor agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Contractor for the cost of
additional insurance coverage required by this agreement. Any such provisions are to be deleted with reference to City. It is not the intent of City to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto.
Contractor agrees to provide immediate notice to City of any claim or loss against Contractor arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City.