HomeMy WebLinkAboutC-5492 - Community Program Agreement for Recreational and Enrichment Classes/Programs OfferedN
77— AMENDMENT NO. ONE TO
CITY OF NEWPORT BEACH COMMUNITY PROGRAM AGREEMENT FOR
RECREATIONAL & ENRICHMENT CLASSES I PROGRAMS OFFERED BY
REGENTS OF UNIVERSITY OF CALIFORNIA, ON BEHALF OF IRVINE CAMPUS,
DEPARTMENT OF CAMPUS RECREATION
THIS AMENDMENT NO. ONE TO THE COMMUNITY PROGRAM AGREEMENT
("Amendment No. One") is made and entered into as of this 16th day of December,
2014 ("Effective Date"), by and between the City of Newport Beach, a California
municipal corporation and charter city ("City"), and Regents of University of California,
on behalf of Irvine Campus, Department of Campus Recreation, a California corporation
("Contractor"), and is made with reference to the following:
RECITALS
A. On June 6, 2013, City and Contractor entered into a Community Program
Agreement ("Agreement") to provide classes or programs in sailing ("Class" or
"Program") as scheduled and described in the Newport Navigator and/or OASIS
News, which is incorporated herein by this reference and as approved by the
City.
B. City desires to enter into this Amendment No. One to reflect additional duties not
included in the Agreement, to extend the term of the Agreement to December 31,
2015 and to amend insurance requirements.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
Section 1 of the Agreement is amended in its entirety and replaced with the
following: "The term of this Agreement shall commence on the Effective Date, and shall
terminate on December 31, 2015, unless terminated earlier as set forth herein."
2. CONTRACTOR DUTIES
Section 4.5 of the Agreement is amended in its entirety and replaced with the
following:
"4.5 Supplies/Equipment. Contractor shall be responsible for providing all
supplies, equipment, personnel, materials, and any additional publicity desired
for the class, at Contractor's sole expense except as specified in Attachment B
attached hereto and incorporated herein. Contractor shall also be responsible for
repairing and maintaining all supplies, equipment, and materials in good working
condition."
3. ATTACHMENT B
Attachment B to the Agreement is amended in its entirety and replaced with the
requirements attached hereto as Exhibit A and incorporated herein by reference.
Attachment B to the Agreement and Exhibit A to this Amendment No. One shall
collectively be known as "Attachment B."
4. INSURANCE
Section 7 of the Agreement is amended in its entirety and replaced with the
following:
"Without limiting Contractors indemnification of City, and prior to commencement
of any Class or Program, Contractor shall obtain, provide and maintain at its own
expense during the term of this Agreement or for other periods as specified in
this Agreement, policies of insurance of the type, amounts, terms and conditions
described in the Insurance Requirements attached hereto as Attachment C, and
incorporated herein by reference."
Exhibit B to this Amendment No. One shall be known as "Attachment C' in the
Agreement and is hereby incorporated by reference.
5. INTEGRATED CONTRACT
Except as expressly modified herein, all other provisions, terms, and covenants
set forth in the Agreement shall remain unchanged and shall be in full force and effect.
[SIGNATURES ON NEXT PAGE]
Regents of University of California Page 2
IN WITNESS WHEREOF, the parties have caused this Amendment No. One to
be executed on the dates written below.
APPROVED AS TO FORM: CITY OF NEWPORT BEACH,
CITY ATTORNEY'S OFFICE a California municipal corporation
Date: I Z/ 11//`i Date: t • % s • % s
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Aaron C."Karp c*m vzhv1'4
City Attorney
ATTEST:
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By: uvWv
Leilani I. Brown
City Clerk
By:VLa
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& Senior ervices Director
CONTRACTOR: REGENTS OF UNIVERISTY OF CALIFORNIA, ON BEHALF OF
IRVINE CAMPUS, DEPARTMENT OF CAMPUS RECREATION
Signature D to
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[END OF SIGNATURES]
Attachments: Exhibit A — Requirements
Exhibit B — Insurance Information
Business Website
Regents of University of California Page 3
EXHIBIT A
REQUIREMENTS
The following requirements are subject to revision at any time by the CITY,
MAXIMUM NUMBER OF PARTICIPANTS
A maximum of twenty (24) students may be on the beach at any one (1) time
except when classes are overlapping.
STUDENT TO CONTRACTOR RATIOS
For every eight (8) students on the beach or in the water, one (1)
Representative/Employee must be present. Any time students are in the water,
at least one CPR/First Aid Representative/Employee must be present and
supervising the class and have a cell phone or emergency radio with them.
3. BEACH ACCESS
Contractor shall not exclude the public from any Site. Beach access must be
kept clear at all times. Sailboats must be kept in a position that does not obstruct
beach access.
4. LOCATION
Contractor must operate from their assigned area at the corner of 18th Street and
Bay Avenue. Contractor will meet and escort participants from the parks
facilities, parking lots, and/or nearest street.
5. EQUIPMENT & REPAIR
The City will provide the following:
• Dinghy with motor;
• 12-16 eight (8') foot Sabot Sailboats with equipment;
• Three (3) fourteen (14') foot Lido Sailboats with equipment;
• Dollies for Lido Sailboats;
• Stand -Up Paddleboards and Kayaks;
• Storage Room for Equipment Storage Area for sailboats and equipment
on the beach;
• Contractor will be paid with City Approval.
— No more than four -thousand dollars and 00/100 ($4,000.00) during this
Agreement for repair of boats and all repairs or improvements shall be
approved by the City. Invoices must be received by the City no later
than June 15t, annually.
• Lifejackets;
• Signage for the program;
• Purchasing new equipment for sailboats (sails, etc.);
• Storage unit for gasoline; and
• Reimburse Contractor for five (5) Blue Pole Stickers.
Regents of University of California Page A-1
The Contractor shall:
• Be responsible for routine maintenance and repair of City's boats and
storage rack area;
• Purchase five (5) Blue Pole Passes;
• Purchase Gasoline;
• Make available (at mutually agreed times) all Contractor's boats;
maintenance, and repairs at the UCI Sailing & Crew Base;
• Provide (and retain ownership of) three (3) Lido 14s which will be stored at
the 18th Street Beach for enhancing the sailing program; and
• Make available additional Contractor boats and equipment as needed and
determined by the Contractor.
6. CPR AND FIRST AID
All sailing Contractors must and pass CPR & First Aid training. Additionally, an
American Red Cross first aid kit provided and approved by the City, must be
onsite at all times. Prior to the initial class, the Contractor must arrange with the
City for an initial equipment and first aid safety inspection.
Regents of University of California Page A-2
EXHIBIT B
INSURANCE REQUIREMENTS
A. Provision of Insurance. Without limiting Contractor's indemnification of City, and
prior to commencement of Work, Contractor shall obtain, provide and maintain at
its own expense during the term of this Agreement, policies of insurance of the
type and amounts described below and in a form satisfactory to City. Contractor
agrees to provide insurance in accordance with requirements set forth here.
Contractor's online Certificate of Self -Insurance Coverage
(http://www.ucop.edu/risk-services/ files/uc-generic-cert-cover-sheet-2014-
15.pdf) is accepted by the City, with appropriate endorsements as outlined in this
exhibit, as Contractor's compliance with the requirements of these Insurance
Requirements.
B. Acceptable Insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact
business of insurance in the State of California, with an assigned policyholders'
Rating of A- (or higher) and Financial Size Category Class VII (or larger) in
accordance with the latest edition of Best's Key Rating Guide, unless otherwise
approved by the City Risk Manager.
C. Coverage Requirements.
1. Workers' Compensation Insurance. Contractor shall maintain Workers'
Compensation Insurance, statutory limits, and Employer's Liability Insurance
with limits of at least one million dollars ($1,000,000) each accident for bodily
injury by accident and each employee for bodily injury by disease in
accordance with the laws of the State of California, Section 3700 of the Labor
Code.
(a) Contractor shall submit to City, along with the certificate of insurance, a
Waiver of Subrogation endorsement in favor of City, its officers,
agents, employees and volunteers.
(b) In the event Contractor has no employees requiring Contractor to
provide Workers' Compensation insurance, Contractor shall so certify
to City in writing prior to City's execution of this Agreement.
2. General Liability Insurance. Contractor shall maintain commercial general
liability insurance, with coverage at least as broad as provided by Insurance
Services Office form CG 00 01, in an amount not less than one million dollars
($1,000,000) per occurrence. The policy shall cover liability arising from
premises, operations, personal and advertising injury, and liability assumed
under an insured contract (including the tort liability of another assumed in a
business contract) with no endorsement or modification limiting the scope of
coverage for liability assumed under a contract.
Regents of University of California Page B-1
(a) Contractor shall have the option of purchasing liability coverage
through the City of Newport Beach's Special Event insurance program,
or through Southern California Municipal Athletic Federation
("SCMAF") or providing its own coverage. If Contractor elects to obtain
its own coverage, said coverage must be as outlined in this Exhibit.
(b) Plesis& initial the statement that applies:
Contractor shall provide a copy of the General
Liability Insurance with Additional Insured
Endorsement that meets the requirements contained
herein.
Contractor shall utilize City -provided insurance
through Southern California Municipal Athletic
Federation ("SCMAF") and will pay all required fees
billed on a quarterly basis by City. I have reviewed
the Contractor Handbook for complete information.
Please note that SCMAF does not provide coverage for
Worker's Compensation or Automobile Insurance
Liability.
3. Automobile Liability Insurance. Contractor shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01
covering bodily injury and property damage for all activities of Contractor
arising out of or in connection with Work to be performed under this
Agreement, including coverage for any owned, hired, non -owned or rented
vehicles, in an amount not less than one million dollars_ ($1,000,000)
combined single limit each accident.
D. Other Insurance Requirements. The policies are to contain, or be endorsed to
contain, the following provisions:
Waiver of Subrogation. Worker's Compensation coverage maintained or
procured pursuant to this agreement shall be endorsed to waive subrogation
against City, its elected or appointed officers, agents, officials, employees and
volunteers or shall specifically allow Contractor or others providing insurance
evidence in compliance with these requirements to waive their right of
recovery prior to a loss. Contractor hereby waives its own right of recovery
against City, and shall require similar written express waivers from each of its
subcontractors.
2. Primary and Non Contributory. All liability coverage shall apply on a primary
basis and shall not require contribution from any insurance or self-insurance
maintained by City.
Regents of University of California Page B-2
3. Notice of Cancellation. All policies shall provide City with thirty (30) days
notice of cancellation (except for nonpayment for which ten (10) days notice is
required) or nonrenewal of coverage for each required coverage.
4. Subcontractors. Contractor shall require and verify that all subcontractors
maintain insurance meeting all the requirements stated herein, and
Contractor shall ensure that City is an additional insured on insurance
required from subcontractors. For CGL coverage subcontractors shall
provide coverage with a format at least as broad as CG 20 38 04 13.
E. Additional Agreements Between the Parties. The parties hereby agree to the
following:
1. Evidence of Insurance. Contractor shall provide certificates of insurance to
City as evidence of the insurance coverage required herein, along with a
waiver of subrogation endorsement for workers' compensation and other
endorsements as specified herein for each coverage. Insurance certificates
and endorsement must be approved by the City Risk Manager prior to
commencement of performance. Current certification of insurance shall be
kept on file with City at all times during the term of this contract. City reserves
the right to require complete, certified copies of all required insurance
policies, at any time.
2. City's Right to Revise Requirements. 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 Contractor sixty (60) days advance written notice of such
change. If such change results in substantial additional cost to Contractor,
City and Contractor may renegotiate Contractor's compensation.
3. Enforcement of Contract Provisions. Contractor acknowledges and agrees
that any actual or alleged failure on the part of City to inform Contractor of
non-compliance with any requirement imposes no additional obligations on
City nor does it waive any rights hereunder.
4. 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 contractor maintains higher limits than the
minimums shown above, City requires and shall be entitled to coverage for
higher limits maintained by Contractor. Any available insurance proceeds in
excess of the specified minimum limits of insurance and coverage shall be
available to City.
5. Self-insured Retentions. Any self-insured retentions must be declared to and
approved by City.
Regents of University of California Page B-3
6. City Remedies for Non Compliance. If Contractor or any subcontractor fails
to provide and maintain insurance as required herein, then City shall have the
right but not the obligation, to purchase such insurance, to terminate this
agreement, or to suspend Contractor's right to proceed until proper evidence
of insurance is provided. Any amounts paid by City shall, at City's sole
option, be deducted from amounts payable to Contractor or reimbursed by
Contractor upon demand.
7. Timely Notice of Claims. Contractor shall give City prompt and timely notice
of claims made or suits instituted that arise out of or result from Contractor's
performance under this Agreement, and that involve or may involve coverage
under any of the required liability policies.
8. Contractor's Insurance. Contractor shall also procure and maintain, at its own
cost and expense, any additional kinds of insurance, which in its own
judgment may be necessary for its proper protection and prosecution of the
Work.
Regents of University of California Page B-4
CITY OF NEWPORT BEACH COMMUNITY PROGRAM AGREEMENT FOR RECREATIONAL &
ENRICHMENT CLASSES / PROGRAMS OFFERED BY
REGENTS OF UNIVERSITY OF CALIFORNIA, ON BEHALF OF IRVINE CAMPUS,
DEPARTMENT OF CAMPUS RECREATION
This Agreement ("Agreement") is made and entered into as of this :.t? day of
y �-/� .t �i..4._� 2013 ("Effective Date") by and between the City of Newport Beach, a
alifomia Municipal Corporation and Charter City ("City"), and Regents of University
I of California, on behalf of Irvine Campus, Department of Campus Recreation
("Contractor") to provide classes or programs in SAILING ("Class" or "Program") hereby
agreed upon, as scheduled and described in the Newport Navigator and/or OASIS
News, which is incorporated herein by this reference, and as approved in writing by the
City.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM
The term of this Agreement shall commence on the Effective Date, and shall
terminate on December 31, 2014 unless terminated earlier as provided herein.
2. COMPENSATION
2.1 City shall pay Contractor within twenty one (21) business days after the
last Class meeting in each program. City shall pay the Contractor an amount equal to
the percentage listed of the amount of the total enrollment fees collected, minus the
non-resident fee and a five dollar ($5.00) and no/100 per person administration fee for
each Class held:
• Sailing Program located at 18ti' & Bay Street in Newport Beach —
Seventy-five (75%) percent.
• Private Sailing Lessons — Eighty (80%) percent.
2.2 The City will pay this Contractor by check.
3. DUTIES OF CITY
3.1 Registration. City shall register all participants and shall collect all
enrollment fees. Contractor shall not accept enrollment fees directly from a participant
unless the City approves, in advance and in writing, the acceptance of enrollment fees
by the Contractor. Contractors shall only collect material fees that are pre -approved by
the City and published in advance in the Newport Navigator and/or the OASIS News (if
applicable). Such material fees shall be collected by Contractor at the first Class
meeting.
3.2 Publicity. City shall provide publicity for the Class in the Newport
Navigator (published on a quarterly basis) and/or the OASIS News (published on a
monthly basis). City shall have the sole discretion to decide what information will be
included in the Newport Navigator and/or the OASIS News about the Class and the
Regents of University of California, on behalf of Irvine Campus, Department of Campus Recreation Page 1
Contractor. Publicity may also include flyers created by the City or the Contractor.
Contractor created flyers must be approved in writing by the City before distribution.
3.3 Class Facility. City shall provide a location for the Class without charging
Contractor any rental fees, unless otherwise agreed by the parties. The Contractor will
request dates and times for the Classes and the City will inform the Contractor if the
facility is available. It is the Contractor's sole responsibility to request these dates/times,
the City will not schedule the Contractors Classes for them.
3.4 Refund Processing. City shall provide refunds to participants when:
3.4.1 The participant drops the Class before the second Class meeting;
3.4.2 The participant drops a one (1) day or more workshop five (5)
business days before the workshop begins; or
3.4.3 The Class is canceled by the City or Contractor. In the latter
instance, the Contractor must provide the City with all required paperwork.
3.5 Class Roster, Sign -Out and Attendance Sheets. City shall provide Class
rosters, sign -out sheets and attendance sheets to Contractor online via
hUp://newportbeachca.gov/index.aspx?page=1432. Contractor is responsible for
requesting log -in and password information from the City.
4. CONTRACTOR DUTIES
4.1 Contractors. Contractor hereby certifies that he/she or any subcontractor,
representative or employee (collectively "Representatives") who will be teaching the
Class or assisting in teaching the Class are qualified to do so, and qualified to perform
the services described above and in the Program outline submitted to City. Contractor
is responsible for all Class curriculum development. Contractor is responsible for
training, supervising, evaluating, scheduling, and any other requirements by law for all
Representatives. Contractor warrants that it will continuously furnish the necessary
personnel to provide the Program or Classes as contemplated by this Agreement.
4.2 Representatives. Contractor shall provide the City with the name(s),
address(es) and phone number(s) of all Representatives who will be providing any
services pursuant to this Agreement. All Representatives of Contractor must comply
with the Fingerprint Policy (see Section 8). All Representatives must be able to provide
proof of legal right to work in the United States.
4.2.1 Representative Approval Form. Attached as Exhibit A, and
incorporated herein by reference, is the Representative Approval Form ("Form"). Each
Contractor Representative is required to obtain the written approval of the Recreation
and Senior Services Director prior to performing any services under this Agreement.
Prior to Contractor using any Representative to provide any services pursuant to this
Agreement, Contractor shall submit to the City a completed Form for each
Representative that Contractor desires to use to provide services pursuant to this
Agreement. Contractor, at the sole discretion of City, shall remove from the Program
any Representative assigned to the performance of services pursuant to this Agreement
upon written request of City.
Regents of University of California, on behalf of Irvine Campus, Department of Campus Recreation Page 2
4.3 Please initial the statement that applies:
❑ I will not be using Representatives or employees.
In I will be using Representatives. Any completed and approved Form
shall be incorporated herein by reference. Contractor shall not
authorize any Representative to provide services pursuant to this
Agreement unless and until the Recreation and Senior Services
Director has approved in writing the completed Form for that
individual Representative.
4.4 Subcontracting. Contractor shall not subcontract or assign any portion of
the rights, obligations or duties required under this Agreement, without first obtaining
prior written approval from the City. Subcontracts, if any, shall contain a provision
making them subject to all provisions of this Agreement.
4.5 SupplieslEquipment. Contractor shall be responsible for providing all
supplies, equipment, personnel, materials, and any additional publicity desired for the
class, at Contractor's sole expense except as specified in Attachment B, attached
hereto and incorporated herein by reference. Contractor shall also be responsible for
repairing and maintaining all equipment and supplies in good working condition.
4.6 Anti -Discrimination Laws. Contractor agrees and certifies that, except as
permitted by law, no person shall, on the grounds of race, religious creed, color,
national origin, ancestry, dye, physical disability, mental disability, medical condition,
including the medical condition of Acquired Immune Deficiency Syndrome (AIDS) or any
condition related thereto, marital status, sex, sexual orientation or any other
impermissible basis under the law, be excluded from participation in, or be denied the
benefits of the services provided pursuant to this Agreement, and Contractor agrees not
to discriminate on said grounds in the hiring and retention of employees and
Representatives, unless authorized under Section 12940 of the California Government
Code. Contractor shall, where applicable, conform to the requirements of the
Americans with Disabilities Act in the performance of this Agreement.
4.7 Class Size. Contractor shall determine the minimum and maximum
number of participants required for each Class to ensure the quality and safety of the
Class participants. Contractor or Contractor's authorized representative is required to
attend the first Class meeting of all Class offerings advertised in the Newport Navigator
andlor OASIS News unless Contractor cancels the Class three (3) business days prior
to the start date, with the prior written approval of City. In the event of such approved
cancellation, Contractor shall be responsible for informing all registered participants. In
the event that the minimum number of participants is not met by the first Class meeting,
the Class shall be cancelled and the Contractor shall not be compensated for attending
the first meeting or for any cancelled Class. Contractor shall not be obligated to provide
any additional services in regards to the cancelled Class. If the minimum number of
participants is met or exceeded, the Class shall be held as scheduled (even if any of the
initial participants subsequently drop the Class), subject to Section 14 of this
Agreement. if the demand is such that an additional Class could be offered, it shall be
taken under consideration and negotiated between City and Contractor. If class(es) are
Regents of University of California, on behalf of Irvine Campus, Department of Campus Recreation Page 3
cancelled for two (2) consecutive quarters due to lack of enrollment, the class will not be
scheduled again until City determines that public demand has increased.
4.8 Use of Non -City Facilities for Classes. If Contractor desires to conduct the
Class at his/her place of business, or some other non City -owned site or facility,
Contractor must:
4.8.1 Notify City at least twenty-four (24) hours in advance;
4.8.2 Provide sufficient parking for all participants;
4.8.3 Post signs at the site to direct participants to the location of class;
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4.8.4 Allow access to City staff to the location when requested.
4.9 Absences. Contractor shall obtain permission from City one (1) week prior
to any planned absence from the class. In the event of illness, Contractor is required to
notify City and Participants twelve (12) hours prior to any Class cancellation.
4.9.1 City urges Contractor to get a substitute Representative whenever
possible instead of cancelling Classes. Contractor shall obtain City's prior written
approval of any substitute Representative. Any substitute Representative must have
completed a criminal background check pursuant to Section 8 prior to teaching any City
Programs or Classes and must have an authorized Representative Approval Form on
file with the City.
4.9,2 When cancelling a Class, Contractor shall contact all participants
as soon as possible.
4.10 Contact Information. Contractor is required to notify City in writing of any
name, address, telephone number, email, website or direct deposit payment changes
within forty eight (48) hours of such change.
4.11 Contractor Informational Meeting. Contractor or Contractor's authorized
Representative or employee shall attend the Annual "Contractor Informational Meeting"
that will be held at a date and time to be determined.
4.12 Camp Participant Emergency Waiver Form Requirements, All Contractors
who offer camps shall require all participants to complete and return to Contractor, or
his/her designee, on or before the first day of camp, a City issued "Emergency Contact
Information Form".
4.13 Sign -Out Sheets. All Camp Contractors with participants ages 10 years
and younger, must have a legal guardian sign out each Class participant after each
Class. Sign out sheets along with Attendance sheets are available to the Contractor
online through their instructor login.
4.14 Other Requirements. Contractors shall:
4.14.1 Cooperate fully with all reasonable requests from City staff;
Regents of University of California, on behalf of Irvine Campus, Department of Campus Recreation Page 4
4.14.2 Maintain the highest degree of participant safety possible;
4.14.3 Immediately report to the Recreation & Senior Services Office any
injuries as a result of Class participation;
4.14.4Injuries or Damages. Immediately report to the Recreation and
Senior Services Office any injuries as a result of Class participation, damages to the
classroom or Program facility that could cause potential injury to a Class participant,
and/or other needed maintenance repairs. Contact the Recreation and Senior Services
Office staff by phone or email;
4.14.5 Clear all participants from the designated Class area at the end of
Class time unless participants continue to use public City facilities for personal use
without conflict with other scheduled activities and in accordance with posted hours and
availability limitations;
4.14.6 Ensure that any music or sound system is kept at levels that will not
interfere with other classes or create a public disturbance/nuisance;
4.14.7 Close and secure the room or building at the end of each Class;
4.14.8 Turn off any lights, heat, air conditioning, or other utilities when
Class is finished;
4.14.9 Complete and return the quarterly "Contract Class Schedule"
requested by the City if Contractor wishes to be a part of the marketing materials;
4.14.10 Know facility rules and regulations and provide pertinent
information (i.e. refunds) to participants;
4.14.11 Pay a $20 lost key/replacement fee when Contractor
requests replacement key; and
4.14.12 Abide by all City policies and procedures including, but not
limited to, the requirements set forth in the Newport Navigator and OASIS News and the
current Contractor Handbook which is incorporated herein by this reference.
Contractor's signature on this Agreement signifies acknowledgement of receipt of the
Contractor Handbook.
4.15 Contractor Photo ID Badge. Contractors and their Representatives are
required to wear a City provided Contractor Photo ID Badge at all times while engaging
in services for the City. Contractor shall be required to pay $5.00 for any lost or
replacement Contractor Photo ID Badge. Contractor Photo ID Badges are distributed
upon renewal of their Agreement with City.
5. NOTICES
5.1 Unless otherwise indicated, all notices, demands, requests or approvals,
including change of address notices, to be given under the terms of this Agreement
shall be given in writing, and conclusively shall be deemed served when delivered
personally, or on the third business day after the deposit thereof in the United States
Regents of University of California, on behalf of Irvine Campus, Department of Campus Recreation Page 5
mail, postage prepaid, first-class mail, addressed as hereinafter provided. All notices,
demands, requests or approvals from Contractor to City shall be addressed to City at:
Recreation Supervisor
Recreation and Senior Services Department
City of Newport Beach
100 Civic Center Dr.
Newport Beach, CA 92658
Phone: 949-644-3151
E-mail: recreation@newportbeachca.gov
5.2 All notices, demands, requests or approvals from City to Contractor shall
be addressed to Contractor at the contact information provided on the signature page of
this Agreement.
6. INDEPENDENT CONTRACTOR
The parties intend and agree that at all times during the performance of services
under this Agreement that Contractor shall act as an Independent Contractor and shall
not be considered an agent or employee of City. As such, Contractor shall have the
sole legal responsibility to remit all federal and state income and social security taxes
and to provide for his/her own workers compensation and unemployment insurance and
that of his/her Representatives. Contractor also agrees to provide liability insurance as
required by City and described more fully below. City shall not be liable for any
payment or compensation in any form to Contractor other than as provided herein. City
reserves the right to employ other independent contractors and Contractors who teach
the same or similar classes. City shall provide Contractor with IRS 1090 or other
applicable IRS forms at the end of the calendar year for all fees paid to Contractor.
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7.1 General Liability Insurance. Contractor must provide and maintain at all
times general liability [self-] insu ran ce in an amount not less than one million dollars
($1,000,000) per occurrence for bodily injury, personal injury, and property damage only
to the extent of and an amount proportional to negligent acts or omissions of the
Contractor. The policy shall carry a general liability special endorsement naming the
City of Newport Beach, its elected or appointed officers, employees, agents and
volunteers as additional named insured in the amount of one million dollars
($1,000,000) per occurrence. Additional insured coverage shall apply on a primary and
non-contributory basis as respects to the City of Newport Beach. Evidence of insurance
certificate shall be sent to the Recreation & Senior Services Department and must be
approved by the City Risk Manager prior to the first class/day of instruction. Said policy
must provide a written 30 -day notice of cancellation to the City of Newport Beach
Recreation & Senior Services Department, at the following address: P.O. Box 1768/ 100
Civic Center Dr., Newport Beach, CA 92658.
7.1.1 Said policy must also provide a written thirty (30) day notice of
cancellation (ten (10) day written notice for non-payment of premium) to the City of
Newport Beach Recreation & Senior Services Department, at the following address:
P.O. Box 1768/ 100 Civic Center Dr., Newport Beach, CA 92658.
Regents of University of California, on behalf of Irvine Campus, Department of Campus Recreation Page 6
7.2 Workers' Compensation Insurance. By executing this Agreement,
Contractor certifies that Contractor is aware of and will comply with Section 3700 of the
Labor Code of the State of California requiring every employer to be insured against
liability for workers' compensation or to undertake self-insurance before commencing
any work. Contractor shall carry the insurance or provide for self-insurance required by
California law to protect said Contractor from claims under the Workers' Compensation
Act.
7.2.1 The insurer issuing the Workers' Compensation insurance shall
amend its policy by endorsement to waive all rights of subrogation against the City, its
elected or appointed officers, agents, officials, employees and volunteers. Contractor
shall submit to City, along with the required certificate of insurance a copy of such
waiver of subrogation endorsement.
7.2.2 In the event Contractor has no employees requiring Contractor to
provide Workers' Compensation insurance, Contractor shall so certify to City in writing
prior to City's execution of this Agreement.
7.3 Automobile Liability Coverage. Contractor shall maintain automobile self
insurance covering bodily injury and property damage for all activities of the Contractor
arising out of or in connection with work to be performed under this Agreement,
including coverage for any owned, hired, non -owned or rented vehicles, in an amount
not less than one million dollars ($1,000,000) combined single limit for each occurrence,
or as approved by the City's Risk Manager or his/her designee.
7.4 Please initial the following that you will provide:
_certificate of Self Insurance for the University of California, Irvine.
W0I#r.3 7 u ► : : • . .1
8.1 All Contractors and their Representatives must submit to and pass a
criminal background investigation by providing a complete set of fingerprints to the City
at least thirty (30) calendar days prior to teaching, substituting for Contractor, or
assisting with any Class. Such Contractors and their Representatives are required to
submit fees in the amount of up $73 per person to the City of Newport Beach,
Recreation and Senior Services Department, to cover all costs associated with
fingerprinting through the City of Newport Beach Police Department and the Department
of Justice. Fingerprints may be required to be updated every five (5) years.
8.2 In addition, all Classes involving minors age seventeen (17) or younger
must be taught in an open atmosphere where parents and guardians are able to
observe Class instruction, if so desired. At no time can the parent or guardian of a
minor be denied access to a Class.
9. TRANSPORTING OF MINOR PARTICIPANTS
9.1 Unless the Program specifically involves travel or transportation of minors
to an offsite location, Contractor, or Contractor's Representatives, shall not transport
any minor participant by vehicle or otherwise.
Regents of University of California, on Behalf of Irvine Campus, Department of Campus Recreation Page 7
9.2 If, after the conclusion of any Class session, a minor participant has not
been picked up, Contractor shall make every effort to contact the minor participant's
parent, legal guardian, or other authorized individual to whom the minor may be
released. If no contact can be made with any of the above individuals, Contractor shall
contact the City Recreation Supervisor or Recreation Manager at the Recreation &
Senior Services Office at (949) 644-3151 (Monday through Friday, 8 a.m. to 5 p.m.), or
the Park Patrol Division at (949) 795-2381 (Monday through Friday, 5 p.m. to 9 p.m. and
Saturday and Sunday, 9 a.m. to 5 p.m.). During all other hours, Contractor shall contact
the Watch Commander at the Newport Beach Police Department for assistance at (949)
644-3730.
10. CONFIDENTIALITY; OWNERSHIP OF DOCUMENTS
All Class rosters, participant addresses and contact information, and any other
such information or documents compiled by City and provided to Contractor, shall
remain the property of City. Contractor shall not release such information to others
without the prior written authorization by City. Contractor shall not use such information
for any other purpose than those authorized by City. All Class rosters, Class participant
addresses and contact information, shall be used by the Contractor solely for
administration of Classes and performing City business. Contractor will take reasonable
steps consistent with the law to prevent distribution of such information. Contractor's
obligations under this Section shall survive the termination of this Agreement.
11. USE OF NAMES AND LOGOS; ADVERTISING, PRESS RELEASES AND
PUBLICITY
Contractor shall not include City's name, logos or insignia, or photographs of the
Class site or participants, in any publicity pertaining to Contractors services or Class in
any magazine, trade paper, newspaper, radio or television production, Internet, or other
printed or electronic medium without the prior written consent of City and participants.
12. JOINT INDEMNIFICATION
12.1 Contractor and City shall defend (with counsel approved in writing by the
other Party), indemnify and hold each other, their respective elected officials, officers,
agents, employees, boards and commissions ("indemnified parties") with respect to any
loss, liability, injury or damage that arises out of, or is in any way related to, the acts or
omissions of Contractor, his or her employees, representatives, officers and agents in
the course of performing services under this Agreement.
12.2 Intellectual Property. Contractor shall defend, indemnify, and hold
harmless the Indemnified Parties from any claim of infringement or other proceedings
brought against City for any intentional or unintentional violation by Contractor of the
legally protected rights of any third parties, with respect to works performed, logos
displayed, or written or digital materials provided by Contractor and used during the
performance of this Agreement. Such legally protected rights of third parties include but
are not limited to trade secrets, moral rights, proprietary acts, U.S. patents, trademarks,
service marks and copyrights vested or issued as of the effective date of this
Agreement. If Contractor will be providing a public performance of musical
compositions or arrangements that are subject to a license held by a third party, it is the
Regents of University of California, on behalf of Irvine Campus, Department of Campus Recreation Page 8
responsibility of Contractor to obtain the appropriate license to perform the material prior
to the public performance.
13. TERMINATION
City has the right, at its sole discretion and with or without cause, to terminate
this Agreement at any time by giving three (3) calendar days prior written notice to
Contractor. In the event of termination under this Section, City shall pay Contractor on
a prorated basis for any Classes or Programs that were actually taught by Contractor, if
any, up to the effective date of termination.
14. CLAIMS
Unless a shorter time is specified elsewhere in this Agreement, before making its
final request for payment under the Agreement, Contractor shall submit to City in
writing, all claims for compensation under or arising out of this Agreement. Contractor's
acceptance of the final payment shall constitute a waiver of all claims for compensation
under or arising out of this Agreement except those previously made in writing and
identified by Contractor in writing as unsettled at the time of its final request for
payment. The Contractor and the City expressly agree that in addition to all claims filing
requirements set forth in the Agreement, the Contractor shall be required to file any
claim the Contractor may have against the City in strict conformance with the
Government Claims Act (Govt. Code § 810 et seq.).
15. STANDARD PROVISIONS
15.1 Compliance with all Laws. Contractor shall, at its own cost and expense,
comply with all statutes, ordinances, regulations and requirements of all governmental
entities, including federal, state, county or municipal, whether now in force or hereinafter
enacted.
15.2 Waiver. A waiver by City of any term, covenant, or condition in the
Agreement shall not be deemed to be a waiver of any subsequent breach of the same
or any other term, covenant or condition.
15.3 Integrated Contract. This Agreement represents the full and complete
understanding of every kind or nature whatsoever between the parties hereto, and all
preliminary negotiations and Agreements of whatsoever kind or nature are merged
herein. No verbal Contract or implied covenant shall be held to vary the provisions
herein.
15.4 Conflicts or Inconsistencies. In the event there are any conflicts or
inconsistencies between this Agreement and the Exhibits attached hereto, the terms of
this Agreement shall govern.
15.5 Amendments. This Agreement may be modified or amended only by a
written document executed by both Contractor and City and approved as to form by the
City Attorney.
15.6 Controlling Law and Venue. The laws of the State of California shall
govern this Agreement and all matters relating to it and any action brought relating to
Regents of University of California, on behalf of Irvine Campus, Department of Campus Recreation Page 9
this Agreement shall be adjudicated in a court of competent jurisdiction in the County of
Orange, State of California.
15.7 Equal Opportunity Employment. Contractor 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, age or any other impermissible basis under law.
15.8 interpretation. The terms of this Agreement shall be construed in
accordance with the meaning of the language used and shall not be construed for or
against either party by reason of the authorship of the Agreement or any other rule of
construction which might otherwise apply.
15.9 Severability. If any term or portion of this Agreement is held to be invalid,
illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining
provisions of this Agreement shall continue in full force and effect.
15.10 No Attorney's Fees. In the event of any dispute or legal action arising
under this Agreement, the prevailing party shall not be entitled to attorney's fees.
15.11 Counterparts, This Agreement may be executed in two or more
counterparts, each of which shall be deemed an original and all of which together shall
constitute one (1) and the same instrument.
[SIGNATURES ON NEXT PAGE]
Regents of University of California, on behalf of Irvine Campus, Department of Campus Recreation Page 10
IN WITNESS WHEREOF, the parties have caused this Agreement to be
executed on the dates written below.
APPROVED AS TO FORM:
CITY ATTO EY'S OFFICE
Date: �D
By:
Aaron C. Harp
City A orney
ATTEST:
Date:
By:
Leilani I. Brown
City Clerk
CITY OF NEWPORT BEACH,
A California municipal corporation
Date: %.4** %..a •
By: c.+ -a►...
La r Detweiler
Re tion and Senl r Services Director
C ACTOR: Regents of University of California, on behalf of Irvine
epartment of Campus Recreation
ignature Oate Print Name Material & Risk
Mgt Director
Campus,
V4 Df,,ra
gnature DD to Print Name Prin itle
Business Mailing Address, City, State Zip
Cell Phone
E-mail Address
V &fir _/5-&�_ N A
Business Phone Home Phone
Alternate E-mail
NSA
Home Address (if different from business mailing address)
[END OF SIGNATURES]
95-222-6406
Tax ID/ SSN
Alternate Phone
Business Website
Attachments: Exhibit A—Representative Approval Form
Exhibit B—Scope of Services - Contractor/City
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template final. dotx
Regents of University of California, on behalf of Irvine Campus, Department of Campus Recreation Page 11
EXHIBIT A
REPRESENTATIVE APPROVAL FORM
PLEASE PRINT LEGIBLY
CONTRACTOR NAME:
REPRESENTATIVE: NAME:
ADDRESS:
CITY, STATE ZIP:
DATE OF BIRTH: PHONE#
EMAIL:
SIGNATURE OF REPRESENTATIVE: DATE
------------ --------------------------------------
,CITYUSE ONLY
CONTRACT #:
FINGERPRINTS: YES No
STAFF SIGNATURE/DATE
BACKGROUND: l YES No
CLEARED
CLEARED TO YES No
WORK
PHOTO TAKEN: = YES No
CONTRACTOR = YES No
NOTIFIED BY EMAIL
APPROVED BY:
LAURA DETNEILER, DIRECTOR
RECREATION & SENIOR SERVICES DEPARTMENT
STAFF SIGNATUREIDATE
STAFF SIGNATURE
DATE RECEIVED
STAFF SIGNATUREIDATE
STAFF SIGNATURE/DATE
DATE
Attachment B
March 22, 2013
The following requirements are subject to revision at any time by the CITY
MAXIMUM NUMBER OF PARTICIPANTS
A maximum of twenty (24) students may be on the beach at any one time except
when classes are overlapping.
2. STUDENT TO CONTRACTOR RATIOS
For every eight (8) students on the beach or in the water, one (1)
Representative/Employee must be present. Anytime students are in the water, at
least one CPR/First Aid Representative/Employee must be present and
supervising the class and have a cell phone or emergency radio with them.
3. BEACH ACCESS
Contractor shall not exclude the public from any Site. Beach access must be
kept clear at all times. Sailboats must be kept in a position that does not obstruct
beach access.
4. LOCATION
Contractor must operate from their assigned area at the corner of 18th Street and
Bay Ave. Contractor will meet and escort participants from the parks facilities,
parking lots and/or nearest street.
5. EQUIPMENT & REPAIR
The City will provide the following:
• Dinghy with motor;
• 12-16 8ft Sabot Sailboats with equipment;
• Three (3) 14ft Lido Sailboats with equipment;
• Dollies for Lido Sailboats;
• Stand -Up Paddieboards and Kayaks;
• Two (2) Tennis Courts at Las Arenas Park (if available);
• Storage Room for Equipment Storage Area for sailboats and equipment
an the beach;
• Contractor will be paid with City Approval:
— No more than four -thousand dol/ars ($4,000) during this Agreement for
repair of boats with all repairs or improvements must be approved by
the City– invoice must be received no later than June 1, 2013.
• Lifejackets;
• Signage for the program;
• Purchasing new equipment for sailboats (sails, etc);
• Storage unit for gasoline; and
• Reimburse Contractor for five (5) Blue Pole Stickers.
The Contractor will:
• Be responsible for routine maintenance and repair of City's boats and
storage rack area;
• Purchase 5 Blue Pole Passes;
• Purchase Gasoline;
• Make available (at mutually agreed times) all Contractor's boats;
• maintenance, and repairs at the UCI Sailing Base;
• Provide (and retain ownership of) three (3) Lido 14s which will be stored at
the 18th Street Beach for enhancing the sailing program; and
• Make available additional Contractor boats and equipment as needed and
determined by the Contractor.
6. CPR AND FIRST AID
All sailing Contractors must and pass CPR & First Aid training. Additionally, an
American Red Cross first aid kit provided and approved by the City, must be
onsite at all times. Prior to the initial class, the Contractor must arrange with the
City for an initial equipment and first aid safety inspection.