HomeMy WebLinkAboutC-4540 - Agreement for the Fourth of July Holiday 2010 (Law Enforcement)1
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AGREEMENT
BETWEEN THE
COUNTY OF ORANGE
AND THE
CITY OF NEWPORT BEACH
THIS AGREEMENT is entered into this Fifteenth day of April, 2010,
which date is enumerated for purposes of reference only, by and between the
COUNTY OF ORANGE a political subdivision of the STATE OF CALIFORNIA,
hereinafter referred to as "COUNTY" and CITY OF NEWPORT BEACH, a municipal
corporation, hereinafter referred to as "CITY ".
WITNESSETH:
WHEREAS, CITY wishes to contract with COUNTY Sheriff - Coroner
Department, hereinafter referred to as "SHERIFF', for supplemental law enforcement
services during certain events; and
WHEREAS, COUNTY is agreeable to the rendering of such services, as
authorized in Government Code Sections 51301 and 55632, on the terms and
conditions hereinafter set forth:
NOW, THEREFORE, IT IS MUTUALLY AGREED AS FOLLOWS:
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TABLE OF CONTENTS
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SECTION
A.
Term
B.
Optional Termination
C.
Services by COUNTY
D.
Payment
E.
Alteration of Terms
F.
Status of COUNTY
G.
Indemnification
Signature Page
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A. TERM:
I B.
I C.
The term of this Agreement shall be for two days, commencing July 4, 2010
and terminating July 5, 2010, unless earlier terminated by either party in the
manner set forth herein.
OPTIONAL TERMINATION:
COUNTY or CITY may terminate this Agreement, without cause, upon twenty
(20) days written notice to the other party.
SERVICES BY COUNTY:
CITY occasionally has a need for supplemental law enforcement support during
special events. At the discretion of SHERIFF, COUNTY may provide such
support services as requested by CITY. These services will be utilized within
the COUNTY OF ORANGE. CITY shall notify COUNTY at least thirty (30) days
in advance of the need for these services.
I D. PAYMENT:
1. Pursuant to Government Code Section 51350, CITY agrees to pay to
COUNTY the costs of performing the services mutually agreed upon in this
Agreement. The cost of services includes: salaries, wages, benefits,
mileage, services, supplies, and divisional, departmental and COUNTY
General overhead.
2. The rate charged to CITY by COUNTY shall be computed by SHERIFF in
accordance with COUNTY Auditor - Controller's law enforcement cost study
in effect at the time the services are provided.
3. COUNTY shall invoice CITY upon completion of the specific event.
4. CITY shall pay COUNTY in accordance with COUNTY Board of
Supervisors' approved County Billing Policy, which is attached hereto as
Attachment A, and incorporated herein by this reference.
5. COUNTY shall charge CITY late payment penalties in accordance with
County Billing Policy.
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ALTERATION OF TERMS:
This Agreement fully expresses all understanding of CITY and COUNTY with
respect to the subject matter of this Agreement, and shall constitute the total
Agreement between the parties for these purposes. No addition to, or
alteration of, the terms of this Agreement shall be valid unless made in writing,
formally approved and executed by duly authorized agents of both parties.
STATUS OF COUNTY:
COUNTY is, and shall at all times be deemed to be, an independent contractor.
Nothing herein contained shall be construed as creating the relationship of
employer and employee, or principal and agent, between CITY and COUNTY
or any of COUNTY'S agents or employees. COUNTY and its SHERIFF shall
retain all authority for rendition of services, standards of performance, control of
personnel, and other matters incident to the performance of services by
COUNTY pursuant to this Agreement. COUNTY, its agents and employees,
shall not be entitled to any rights or privileges of CITY employees and shall not
be considered in any manner to be CITY employees.
INDEMNIFICATION:
1. COUNTY, its officers, agents and employees shall not be deemed to have
assumed any liability for the negligence or any other act or omission of CITY
or any of its officers or employees, or for any dangerous or defective
condition of any public street or work or property of CITY, or for any illegality
or unconstitutionality of CITY'S municipal ordinances. CITY shall indemnify
and hold COUNTY, its officers, agents, employees, and independent
contractors free and harmless from any claim or liability whatsoever, based
or asserted upon the condition of any public street or work or property of
CITY or upon the illegality or unconstitutionality of any municipal ordinances
of CITY that SHERIFF had enforced, or upon any act or omission of CITY,
its officers, agents, employees, subcontractors or independent contractors
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G. INDEMNIFICATION: (Continued)
related to this Agreement, for property damage, bodily injury or death or any
other element of damage of any kind or nature, and CITY shall defend at its
expense, including attorney fees, COUNTY, its officers, agents, employees
and independent contractors in any legal action or claim of any kind based
upon such condition of public street or work or property, or alleged illegality
or unconstitutionality of a municipal ordinance, or alleged acts or omissions.
2. COUNTY shall indemnify and hold CITY, its officers, agents, employees and
independent contractors free and harmless from any claim or liability
whatsoever, based or asserted upon any act or omission of COUNTY, its
officers, agents, employees, subcontractors or independent contractors
related to this Agreement, for property damage, bodily injury or death or any
other element of damage of any kind or nature, and COUNTY shall defend
at its expense, including attorney fees, CITY, its officers, agents, employees
and independent contractors in any legal action or claim of any kind based
upon such alleged acts or omissions.
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IN WITNESS WHEREOF, the parties have executed the AGREEMENT
in the County of Orange, State of California.
BY: DATED:
CITY
APPROVED AS TO FORM:
( - J
BY 5 f.
City AttorneyOlt
,
COUNTY OF ORANGE
BY:
She 76
oroner
APPROVED AS TO FORM:
Office of the County Counsel
Orange County, California
6/19/08 - (Public)
Deputy
DATED: � /,/-)Q/o
DATED: / 10? b
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ATTACHMENT A
COUNTY BILLING POLICY
APPROVED BY BOARD MINUTE ORDER DATED OCTOBER 27, 1992
POLICY
All County agencies /departments /districts (County) governed by the Board of Supervisors
shall bill contracting entities for materials and /or services provided under contract in
accordance with the following standardized billing and collection policy. Billing frequency is
dependent on whether the contract is a fixed price or actual cost contract. Payment due
date is designed to be both responsive to the County's cash flow needs and reasonable
enough as to not require special processing by the contracting entity. If payments are not
received by the required due dates, a late payment fee shall be computed and billed to the
contracting entity in accordance with the requirements of this procedure.
Nothing herein shall affect the liability, including pre - judgment interest, of the contracting
party for services or materials in as much as this is a policy to enact standard billing
practices.
II. DEFINITIONS
A. Contract for the purposes of this policy - A contract is a formal written agreement, a
purchase order from the contracting entity, or any other acceptable mutual
understanding between the contracting parties.
B. Received by the County - The phrase "received by the County ", as used in Section VI of
this policy, refers to the date a payment is received by the County. It is defined as the
date the payment is in the County's possession. It is not the date the payment is posted
or deposited by the County.
III. FIXED PRICE CONTRACTS
A. Fixed Price (One- Time /Non- Recurrinq Contracts) - Invoices that represent a billing for a
one -time, non - recurring provision of materials and /or services shall be issued no later
than five (5) working days after delivery by the County of the materials and /or services.
Examples of such one -time, non - recurring provision of materials and /or services might
be a city contracting with the Sheriff for security service at a parade or sporting event; or,
a city purchasing a computer listing containing certain city- requested data. Payment due
date shall be invoice date plus 30 days.
B. Fixed Price (Ongoing /Recurring Contracts) - Invoices that represent a billing for an
ongoing, recurring provision of materials and /or services shall be issued according to the
following frequency:
1. Annual Billings that total $10,000 or less per 12 -month period shall be billed via one
(1) annual invoice. Annual invoices will be issued for each 12 -month period of the
contract, or portions thereof. Invoices shall be issued no later than five working days
after the beginning of each 12 -month period. Payment due date shall be invoice date
plus 30 days.
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2. Quarterly Billings that are greater than $10,000 but not more than $200,000 per 12-
month period, shall be billed in quarterly installments. Quarterly invoices will be
issued representing the contract amount for each 12 -month period of the contract, or
portions thereof, prorated into four (4) installments. Invoices shall be issued no later
than 30 days after the beginning of each quarter. Payment due date shall be 60 days
after the beginning of each calendar quarter.
Monthly Billings that are greater than $200,000 per 12 -month period shall be billed in
monthly installments. Monthly invoices will be issued representing the contract
amount for each 12 -month period of the contract, or portions thereof, prorated into 12
installments. Invoices shall be issued on or before the first day of each service
month. Payment due date shall be 30 days after the beginning of each service
month.
An example of a fixed price contract for ongoing, recurring provision of materials and/or
services might be a city contracting with the Sheriff for law enforcement services.
IV. ACTUAL COST CONTRACTS
A. Actual Cost (One - Time /Non - Recurring Contracts) - Invoices that represent a billing for a
one -time, non - recurring provision of materials and /or services shall be issued after
delivery by the County of the materials and /or services and no later than 15 days after
actual cost data is available. Payment due date shall be invoice date plus 30 days.
B. Actual Cost (Ongoing /Recurring Contracts) - Invoices that represent a billing for an
ongoing, recurring provision of materials and /or services shall be issued on a monthly
basis and shall represent the cost of materials and/or services provided to the
contracting entity during the previous calendar month. Such invoices shall be issued no
later than 15 days after the close of the monthly billing period. If the County
agency /department/district does not utilize a monthly billing cycle, the invoice shall be
issued no later than 15 days after actual cost data is available. Payment due date shall
be invoice date plus 30 days.
Examples of actual cost contracts for the ongoing, recurring provision of materials and /or
services might be a city contracting with the County for communications equipment
repair or waste disposal at a County landfill.
V. PAYMENT DUE DATES
Notwithstanding the provisions of Sections II and III above, payment due date shall be at
least invoice date plus 30 days. If the County is late in issuing an invoice, the contracting
entity would always have at least invoice date plus 30 days to pay. If the County is early in
issuing an invoice, the contracting entity would still have a payment due date of either 60
days after the beginning of the quarter (quarterly invoices) or 30 days after the beginning of
the service month (monthly invoices).
(EXAMPLES: An invoice for October service, dated and issued October 8 (late) would have
a payment due date of November 7. An invoice for August service, dated and issued July 20
(early) would have a payment due date of August 30.)
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VI. LATE CHARGES
The late payment of any invoiced amount by a contracting entity will cause the County to
incur costs not contemplated by the County /contracting entity agreement, the exact amount
of such cost will be extremely difficult to ascertain. Such costs include, but are not limited to,
costs such as administrative follow -up and processing of delinquent notices, increased
accounting costs, etc.
Late charges will be assessed in the following situations:
- Over - the - counter payments will be assessed a late charge if any payment is not received
by the County by the payment due date.
- Payments transmitted to the County via the U.S. Mail that have the payer's postage
meter mark will be assessed a late charge if any payment is not received by the County
by the payment due date plus one day.
Payments transmitted to the County via the U.S. Mail that have a U.S. Post Office
postmark dated after the payment due date will be assessed a late charge.
The late charge assessed in each of these situations shall be three- quarters of one percent
(0.75 %) of the payment due and unpaid plus $100.00 for late payments made within 30 days
of the payment due date. An additional charge of three - quarters of one percent (0.75 %) of
said payment shall be added for each additional 30 -day period that the payment remains
unpaid. Late charges shall be added to the payment and invoiced to the contracting entity in
accordance with this policy.
VII. COLLECTIONS
Any invoice remaining unpaid 90 days after the invoice date shall be referred to the Auditor -
Controller for subsequent collection action, such as deduction from contracting entity
moneys on deposit with the County Treasurer in accordance with Government Code Section
907 and any other applicable provision of law. Non- payment of invoices and applicable late
charges will constitute a breach of contract for which the County retains all legal remedies
including termination of the contract.
VIII. DISCOUNT FOR EARLY PAYMENT
Any payment received by the County from a contracting entity 20 days or more before the
payment due date shall be entitled to a discount of one - quarter of one percent (0.25 %). If
the contracting entity takes a discount, and the payment is received by the County less than
20 days before the payment due date, County staff shall immediately notify the contracting
entity by telephone that the discount should not have been taken and that the balance is due
by the original payment due date.
If the balance is not received by the County in accordance with the dates as specified in
Section VII, applicable late charges shall be calculated on the balance due.
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IX. DEFERRED REVENUE
At fiscal year end, any portion of revenue invoiced (not necessarily received) during the fiscal
year being closed out that represents charges or prepayment for materials and/or services
for the upcoming fiscal year shall be reclassified from a revenue account to a deferred
revenue account (liability). In the new fiscal year the deferred revenue shall be reclassified
to a revenue account. (EXAMPLE: On June 1, 19X1, a city is invoiced $48,000 which
represents charges for the 12 -month period June 1, 19X1 to May 31, 19X2. The amount to
be reclassified to deferred revenue would be $44,000, representing 11/12ths of the total
amount. In July 19X1, the $44,000 would be reclassified to revenue.) Reclassification
entries shall be made by Auditor - Controller Agency Accounting units, or for those
agencies /departments /districts without such a unit, the agency /department/district shall notify
the Auditor - Controller of the amounts to be reclassified.
X. COST RECOVERY
All County agencies /department/districts shall include all costs of providing contracted
services in contract rates. Including all direct costs, allocated indirect costs such as
departmental and County (CWCAP) overhead, and cost of capital financing.
XI. EXISTING CONTRACTS
Billing terms and provisions contained in existing contracting entity agreements (existing as
of the date this policy is approved by the Board of Supervisors) shall remain in effect for the
life of the contract. However, when these existing contracts are renegotiated, they shall
contain the billing provisions as set forth in this policy.
XII. DEVIATIONS FROM POLICY
Deviations from this policy shall be approved by the Board of Supervisors. Proposed
deviations by agencies /departments /districts shall be submitted to the CEO for concurrence
in advance of filing an Agenda Item Transmittal (AIT) with the Clerk of the Board. The CEO,
or his /her designee, shall advise the agency / department/district of approval or disapproval of
the proposed deviations. If a County agency/department/district submits a contract to the
Board of Supervisors for approval, and the billing provisions in the contract deviate from this
policy, the agency/department/district shall specifically advise the Board of Supervisors in
the AIT of the deviation, the reason for the deviation, and of the CEO's recommendation
relative thereto.
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CITY OF NEWPORT BEACH
CITY COUNCIL STAFF REPORT
Agenda Item No. s31
June 8, 2010
TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL
FROM: David R. Hunt, City Attorney
(949) 644 -3131; dhunt @newportbeachca.gov
Kyle E. Rowen, Deputy City Attorney
(949) 644 -3131, krowen @newportbeachca.gov
SUBJECT: RESOLUTION AUTHORIZING THE TEMPORARY CLOSURE OF
SEASHORE DRIVE, NEWPORT BOULEVARD AND BALBOA
BOULEVARD, BACK BAY DRIVE, SELECTED PARKING LOTS, AND
SELECTED FEEDER STREETS FOR THE JULY 4TH HOLIDAY
RECOMMENDATION:
It is recommended that the Council adopt the Resolution attached to this memo.
DISCUSSION:
Background:
In preparation for the annual influx of visitors, this office has prepared a Resolution authorizing
the Police Department to temporarily close, or divert traffic from, portions of Seashore Drive, the
"100" block streets and alleys between 32"' Street and 54`h Street, Balboa Boulevard, Back Bay
Drive, and Newport Boulevard during the Fourth of July Holiday, to install temporary boundaries
on Seashore Drive, and to close certain parking lots.
Environmental Review:
The City council's approval of this item does not require environmental review because this is
not a project under the California Environmental Quality Act.
Public Notice:
The agenda item has been noticed according to the Brown Act (72 hours in advance of the
meeting at which the City Council considers the item).
Pre r�
K . Rowen,
Deputy City Attorney
Attachments: Resolution
S mitted bl
�1
David R. Hunt,
City Attorney
RESOLUTION NO. 2010-
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF NEWPORT
BEACH AUTHORIZING THE TEMPORARY CLOSURE OF SEASHORE
DRIVE, NEWPORT BOULEVARD, BACK BAY DRIVE AND BALBOA
BOULEVARD, SELECTED PARKING LOTS, AND SELECTED FEEDER
STREETS.
SECTION 1:
The City Council of the City of Newport Beach finds and declares as follows:
A. Each year, during the July 4th Holiday, thousands of persons visit ocean front
beaches between the Santa Ana River and the West Jetty;
B. This large influx of visitors creates severe traffic congestion in West Newport,
the McFadden Square area, and on the Balboa Peninsula;
C. During the July 4th Holiday, traffic on streets in the ocean front areas of West
Newport, Central Balboa and the Balboa Peninsula frequently results in little or
no vehicular flow, with many vehicles not promptly moving when an opportunity
arises to do so;
D. During the July 4th Holiday, many visitors use public streets to celebrate the
occasion and, pedestrian and bicycle traffic on many streets results in a defacto
parade which makes vehicular use unsafe to those using the streets;
E. This traffic congestion combined with the large number of visitors and a related
increase in criminal conduct is, at times, beyond the capacity of the Newport
Beach Police Department to control. The City routinely contracts with several
other agencies to provide supplemental law enforcement services during the
Fourth of July Holiday to enable the Newport Beach Police Department to
respond to emergencies and maintain public safety. The Newport Beach Police
Department could not provide police and emergency services in the ocean front
area in the absence of the temporary street closures authorized by this
Resolution;
F. The Fourth of July Holiday brings with it an increased threat of fire (due to illegal
fireworks), and much higher than normal incidence of medical emergencies.
The City routinely enlists the aid of neighboring cities to provide supplemental
fire support service to enable the Newport Beach Fire Department to respond to
medical emergencies and suppress fires as necessary. The Newport Beach
Fire Department could not travel to or from the scene of medical or fire
emergencies in the ocean front area in the absence of the temporary street
closures authorized by this Resolution;
G. The Vehicle Code of the State of California permits the temporary closure of any
street when the Legislative body determines that closure is necessary for the
safety and protection of persons who are to use that portion of the street during
closure, and the City Council determines that the closures authorized by this
Resolution is necessary to protect both the individuals using the street and those
visitors and residents in need of emergency police and fire services during the
Fourth of July Holiday.
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Newport
Beach as follows:
SECTION 2:
A. Pursuant to the provisions of Division 11, Chapter 1, Article 3 of the Vehicle
Code of the State of California, the Newport Beach City Council hereby
authorizes any peace officer to temporarily close, or divert traffic including, but
not limited to, vehicles, bicycles and / or pedestrians from all, or a portion, of the
following streets and public parking lots when, in the opinion of that peace
officer, little or no vehicular flow is occurring and a significant number of vehicles
are not promptly moving when an opportunity arises to do so, or when in the
opinion of that peace officer, closure is necessary for the safety and protection of
persons using the street for celebrations, parades, special events, or similar
activities:
1. Seashore Drive between 32nd Street and Prospect;
2. Eastbound Balboa Boulevard between 32nd Street and West Coast
Highway;
3. The southbound lanes of Newport Boulevard between Via Lido and
Balboa Boulevard; and
4. All "100" block streets and alleys between 32nd Street and 54th Street.
5. Back Bay Drive.
6. Public areas and parking lots:
a. On Seashore Drive;
b. At Superior and Pacific Coast Highway;
C. At City Hall.
B. That the authority of a peace officer to temporarily close, or divert traffic
including, but not limited to, vehicles, bicycles and / or pedestrians from, the
V,
streets listed above is limited to the period from 6:00 a.m. on July 3, 2010, to
11:00 p.m. on July 5, 2010.
SECTION 3:
This resolution shall take effect immediately upon its adoption by the City Council, and the
City Clerk shall certify the vote adopting the resolution.
ADOPTED this day of , 2010.
Keith D. Curry, Mayor
ATTEST:
Leilani Brown, City Clerk
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