january 27, 2014 subject: request for proposal ... · january 27, 2014 . subject: request for...
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January 27, 2014 Subject: Request for Proposal – Catering Services
Solicitation No: RFP 14-R-28-01 San Joaquin Regional Rail Commission (SJRRC) is soliciting proposals from individuals or firms with qualifications and related experience in Catering Services. If interested in providing Catering Services, proposals must be received via mail at SJRRC’s Procurement – Contracts Department by February 14, 2014, 2:00 PST. Any proposal received after the deadline will be returned unopened and will be deemed nonresponsive. Submit three (3) copies of the proposal which respond to the following: Include items #1-4 in a seal envelope labeled:
DO NOT OPEN WITH REGULAR MAIL SOLICIATION 14-R-28-01 PROPOSAL [INCLUDE NAME AND ADDRESS OF FIRM].
1. List of personnel to be made available for these services and a resume
of qualifications for each.
2. List recently performed, relevant projects that indicate the past performances and abilities of the proposed team.
3. Technical Proposal arranged to be fully responsive to the scope of work
4. Cost Proposal See attached SCOPE OF SERVICES for a detailed description of services required. Proposals must be submitted to:
San Joaquin Regional Rail Commission Attn: Procurement Department
949 E. Channel Street Stockton CA 95202-2620
If you have any questions regarding this project, please contact the undersigned at [email protected]. Sincerely, Manny Caluya Administrative Assistant
SCOPE OF SERVICES
CATERING PROFESSIONAL SERVICES
SCOPE OF WORK Background The San Joaquin Regional Rail Commission (SJRRC) manages the Altamont
Corridor Express (ACE) passenger rail service in Northern California between the
Central Valley and Silicon Valley. The ACE service, which began in October
1998, currently consists of four weekday round-trips operated during the
commute period. The tracks are owned primarily by Union Pacific Railroad, with
a short segment owned by the Caltrain Joint Powers Board in the vicinity of San
Jose. The Rail Commission has 30+ employees providing the day-to-day
management, planning, funding, facilities maintenance and support services and
contracts with a third party contractor (currently Herzog Transit Service) to
provide the train operations and maintenance of equipment.
SJRRC also designs, constructs and maintains a variety of stations, parking
areas and maintenance facilities and is involved in several restoration projects for
historic rail depots and surrounding neighborhood development.
SJRRC was selected in July 2013 to serve as the Managing Agency for the new
San Joaquin Joint Powers Authority (SJJPA). SJPPA will assume the current
Caltrans responsibility for the day to day management, planning, and funding,
support services related to the San Joaquins Intercity passenger rail service. As
the Managing Agency, SJRCC will provide staffing, consultants and other
services to support the SJPPA.
CATERING PROFESSIONAL SERVICES (CONTRACTOR) WHAT: The San Joaquin Regional Rail Commission (AGENCY) will be
celebrating the grand opening of the ACE Maintenance and Layover Facility and 15-Year Anniversary with an event
The event’s theme is: Age of ACE Innovation in rail travel past,
present, and future.
WHO: The San Joaquin Regional Rail Commission is the governing body for the Altamont Corridor Express (ACE) passenger rail service. The event will be open to the public, but invitations will be sent and RSVPs will be solicited. Target audience is 300 guests and will include passengers, train personnel, elected officials, VIPs, stakeholders, etc.
Contractor could be an individual firm or a collection/team of firms. WHERE: ACE Maintenance and Layover Facility: 1020 East Alpine Ave.,
Stockton. The event will be held primarily in the 125,000 SF shop floor.
WHEN: Saturday, March 22, 2014: approximately 6 pm – 8 pm. Set-up
Friday, March 21 and Saturday, March 22. Tear-down Saturday, March 22; Sunday, March 23; or Monday, March 24.
SUMMARY OF SERVICES REQUESTED For the event on March 22, the agency is requesting the services of catering professional company to perform the following:
• Food for 300 guests • Drinks for 300 guests • Service and Servers
Target price per person (including all taxes, fees, and charges): $27 Food: This event will be a catered dinner, and although there will be tables and chairs for guests, the agency would like various “heavy” hors d’oeuvre service stations. This will not be a served, plated dinner. Rather, guests will approach serving stations and be served various heavy appetizers. Servers are also welcome to walk among the guests with trays of appetizers. Agency is requesting six to ten serving stations, as follows:
• 2-3 meat stations • 1 bread station • 2-3 veggie, fruit stations • 2-3 dessert stations
Drinks: The contractor will be required to provide and serve drinks for the event, including, but not limited to, the following:
• Selection of 2 beers bottled • Selection of 2-3 house wines • Selection of 2-3 pre-determined signature mixed alcoholic drinks using
well/house brands • Selection of 2-3 sodas • Iced Tea, Coffee • Ice Water at tables:
The service of drinks is commonly accomplished by having one or two drink serving stations and several roaming servers with trays. Service: In addition to servers for the food and drink serving stations and roaming tray servers, the agency will require the following:
• Table linens: Tablecloths, napkins: not paper with the exception of paper napkins for the drink serving stations & tray servers
• Silverware: Knives, forks, spoons • Serving utensils • Plates, bowls, glassware, including wine glasses etc. - not plastic except
for the glasses at the drink stations • Serving dishes • Provide all equipment for the event including but not limited to carving
stations, heat lamps • Wells for drink station • Ice for drinks, soda, water and wells • Liquor License, and server license
Contractor will have access to adjacent rooms for prepping food and the following appliances:
• Standard size refrigerator • Small sink with running water
SAMPLE ITINERARY FOR THE EVENT 5:45 pm – 6:30 pm Guests arrive, Self-guided tours in building 6:00 pm – 8:00 pm Heavy hors d’oeuvre serving stations 6:30 pm – 6:45 pm Video clip intro, Emcee welcomes introductions 7:15 pm – 7:45 pm Video clips, monologues, building overviews, 15-year anniversary recognitions
FACILITY TOUR A voluntary facility tour will be conducted at 10:00 AM on Jan. 30, 2014, 1020 East Alpine Ave., Stockton, CA 95204.While not required to submit a proposal, those in attendance will see where the event will be held and experience the acoustics of the space, and will hear from the event manager on what the agency is looking for in creatively for this event. Competitive proposers will use their imagination, creativity and originality to create a proposal and menu for the event addressing the agency’s desire to hold a creative and innovative event giving us the best value and focus based on our theme. There will be a tasting event to be held on Feb.19-21, 2014 at 10:00 am, noon and 2:00 pm for the proposers that turned a proposal. Items will be the same as the items listed in their proposal. While they are not required to be served in the same elaborate fashion as they will be done for the event they must be served of the same quality. Proposer that turned a proposal will be contacted by the Procurement Department for one of the dates and time slots. Proposers will bring in their food for five testers. The five testers will grade and score as follows:
1) Overall taste – 50 points 2) Originality – 25 points 3) Per serving size/value - 25 points (taste must be sized appropriately for
how it will be sized day of event) TIME FOR PERFORMANCE The Firm shall be responsible for commencing the Project within fifteen (15) calendar days of receiving from SJRRC a Notice To Proceed. LENGTH OF SERVICES Upon completion of the scope. QUESTIONS AND CLARIFICATIONS
RFP Clarifications and Questions may be submitted at any time prior to 2:00 P.M. on Feb. 03, 2014. Questions and/or requests for clarifications may be
submitted in writing via U.S. Mail, overnight express delivery service, or E-Mail
to:
San Joaquin Regional Rail Commission
Attn: Procurement Department
949 East Channel Street
Stockton, California 95202
E-mail: [email protected]
Responses to all inquiries will be sent via email no later than 5:00 P.M., Feb. 5th, 2014. This will be the only response to questions received.
SCHEDULE OF EVENTS
SCHEDULE OF EVENTS Event Date
RFP Release Date January 27, 2014
Voluntary Facility Tour January 30, 2014 at 10:00 A.M. Questions and Clarifications Due February 03, 2014 by 2:00 P.M. Responses to Questions Due February 05, 2014 Proposal Due Date February 11, 2014 by 2:00 P.M. Tasting Days by appointment February 19, 20, 21, 2014 Notice of Intent February 27, 2014
EVALUATION CRITERIA
Responsive proposals will be evaluated by a Selection Panel representing SJRRC and the SJRRC’s project management consultant. The evaluation will be based on the following criteria with 100 points possible.
• (50 points) Overall Taste
• (25 points) Originality
• (25 points) Cost
SAMPLE AGREEMENT Please review SJRRC’s insurance limits and other standard requirements in our agreement (see Attachment A of this document).
ATTACHMENT A
PROFESSIONAL SERVICES AGREEMENT Between the San Joaquin Regional Rail Commission and
____________________ for ___________________________
THIS PROFESSIONAL SERVICES AGREEMENT (“Agreement”) is
entered into by and between the San Joaquin Regional Rail Commission, a joint
powers agency formed pursuant to Government Code 6500 and following
(“SJRRC”) and ________________ [enter Contractor (company’s) name] a
_____________________ [enter Contractor’s legal status e.g., corporation,
nonprofit public benefit corporation, limited liability company] (“Contractor”).
RECITALS
Whereas, SJRRC has determined that it requires the following
professional services from a Contractor: _____________________________
[insert description of Contractor’s services]; and
Whereas, Contractor represents that it is fully qualified to perform such
professional services by virtue of its experience and the training, education and
expertise of its principals and employees; and
Whereas, Contractor further represents that it is willing to accept
responsibility for performing such services in accordance with the terms and
conditions set forth in this Agreement.
NOW, THEREFORE, for and in consideration of the mutual covenants and
conditions herein contained, SJRRC and Contractor agree as follows:
1. DEFINITIONS
1.1 “Scope of Services”: Such professional services as are set
forth in Contractor’s _____________ [enter Contractor’s proposal
date] proposal to SJRRC attached hereto as Exhibit A and
incorporated herein by this reference.
1.2 “Approved Fee Schedule”: Such compensation rates as are set
forth in Contractor’s __________ [insert date fee schedule
submitted to SJRRC] fee schedule to SJRRC attached hereto as
Exhibit B and incorporated herein by this reference.
1.3. Comply with Department of Transportation (DOT) and Federal
Transit Administration (FTA) Requirements as described in
Exhibit ____, and incorporated herein by this reference. This
section not applicable.
1.4 Complete Contract: The complete Contract between the parties
shall consist of the following component parts, to wit:
(a) This Agreement
(b) Notice Inviting Bids
(c) Proposal (as accepted by SJRRC)
(d) All components and parts of the “REQUEST FOR
PROPOSALS for Project Name dated (Date), including,
but not limited to: General Conditions, Instructions for
Proposal, Special Provisions, Technical Specifications,
Request for Clarifications, Bid/Proposal Forms, Required
Forms, Addenda, Insurance Certificates.
2. TERM
The term of this Agreement shall commence on
____________________ and shall expire on
________________________ unless extended by written
agreement of the parties or terminated earlier in accordance with
Section 19 (“Termination”) below.
2.1 Option Period- Subject to Section 19, SJRRC has the option
to extend this Agreement for successive SJRRC Fiscal Years (July
through June) in the amount (amount) per year, by giving the 90
days written notice prior to the end of each fiscal year.
3. CONTRACTOR’S SERVICES
3.1 Contractor shall perform the services identified in the Scope
of Services. SJRRC shall have the right to request, in writing,
changes in the Scope of Services. Any such changes mutually
agreed upon by the parties, and any corresponding increase or
decrease in compensation, shall be incorporated by written
Amendment, and/or Change Order, to this Agreement. In no event
shall the total compensation and costs payable to Contractor under
this Agreement exceed the sum of Dollars ($ , )
unless specifically approved in advance and in writing by SJRRC.
3.2 Contractor shall perform all work to the highest professional
standards of Contractor’s profession and in a manner reasonably
satisfactory to SJRRC. Contractor shall comply with all applicable
federal, state and local laws and regulations, including the conflict
of interest provisions of Government Code Section 1090 and the
Political Reform Act (Government Code Section 81000 et seq.).
This may also result in Contractor and or Contractor’s employees
being subject to a category 1 disclosure under the Conflict of
Interest Code if the services performed will influence a
governmental decision. The disclosure requirement occurs by
filling out a form 700.
3.3 Contractor represents that it has, or will secure at its own
expense, all personnel required to perform the services identified in
the Scope of Services. All such services shall be performed by
Contractor or under its supervision, and all personnel engaged in
the work shall be qualified to perform such services.
_____________ [enter name of project administrator] shall be
Contractor’s project administrator and shall have direct
responsibility for management of Contractor’s performance under
this Agreement. No change shall be made in Contractor’s project
administrator without SJRRC’s prior written consent
3.4 All of the services required by this Agreement shall be
performed by Contractor and all personnel engaged in the
performance of such activities shall be full qualified and shall be
authorized or permitted under federal, state, and local law to
perform such services. The Contractor shall not discriminate on the
basis of race, color, national origin, or sex in the performance of
this contract. The Contractor shall carry out applicable
requirements of 49 CFR Part 26 in the award and administrated of
DOT assisted contracts. Failure by the Contractor to carry out
these requirements is a material breach of contract, which may
result in the termination of this contract or such other remedy, as
SJRRC deems appropriate.
3.5 Contractor agrees to pay each subcontractor under this
Agreement for satisfactory performance of its contract no later than
ten (10) days from the receipt of each payment the Contractor
receives from SJRRC. Failure by Contractor to carry out this
provision of the contract will be considered a material breach of this
prime contract, which may result in the termination of the
Agreement or other such remedy, as SJRRC deems appropriate
4. ADDITIONAL SERVICES
4.1. Additional services may be required by the SJRRC in
connection with Project and with implementation of project. Said
additional services shall be performed as set forth a written
Amendment and/or Change Orders which shall be authorized and
issued by SJRRC Executive Director.
4.1.1. The Contractor shall perform or coordinate additional
services as requested by SJRRC, only after receipt of a written
Amendment and/or Change Order from the SJRRC, signed by the
SJRRC Executive Director.
4.1.2. Each a written Amendment and/or Change Order
shall list the scope of services to be performed, state the
time within which the work is to be completed, delineate any
special conditions, and state the compensation in
accordance with compensation terms as stated in Section 5,
Compensation of this Agreement.
5. COMPENSATION
5.1. SJRRC agrees to compensate Contractor for the services
provided under this Agreement, and Contractor agrees to accept in
full satisfaction for such services, payment in accordance with
Section 5.3.3 of this agreement.
5.2. Contractor shall submit monthly invoices to SJRRC,
specifying work completed for the month (pursuant to this
Agreement, up to 100%). Each invoice must identify the beginning
contract amount, the cumulative amount of prior invoices submitted,
subtotal, current invoice and a remaining balance. Each invoice
shall itemize the services rendered during the billing period and the
amount due. Contractor will provide receipts for all direct
expenses.
5.3. Monthly billings shall comply with the following format:
5.3.1. Direct Labor and Fringe Benefits: all direct labor
charges should be billed by class of employee, rate per hour
and number of hours.
5.3.2. Overhead: The basis for billing shall be specified.
This section is not applicable.
5.3.3. All Project related expenses for travel, lodging,
meals, telephones and incidental charges shall be itemized
per employee per event. Any additional direct costs not
specifically identified in the Agreement must be approved by
the SJRRC before any request for reimbursement can be
made by the Contractor.
5.3.4. SJRRC Agreement number must be listed on
all invoices.
5.4. All costs charged to this Agreement by Contractor shall be
supported by properly executed payrolls, time records, invoices and
vouchers, evidencing in proper detail the nature and propriety of the
charges. Contractor shall also comply with Title 49, Code of
Federal Regulations, Part 18 (Uniform Administrative Requirements
for Grants and Cooperative Agreements to State and Local
Governments) in the procurement of services, supplies or
equipment. This section is not applicable.
5.5. The SJRRC will make best efforts to reimburse Contractor
within thirty (30) days of receipt of an acceptable invoice approved
by the SJRRC Project Manager. SJRRC shall notify Contractor, in
writing, of any disputed amounts included on the invoice. SJRRC
shall pay all undisputed amounts included on the invoice. SJRRC
shall not withhold applicable taxes or other authorized deductions
from payments made to Contractor.
5.6. Payments for any services requested by SJRRC that are not
included in the Scope of Services must have prior written approval
from SJRRC and shall be made to Contractor by SJRRC on a time-
and-materials basis using Contractor’s standard fee schedule.
5.7. Each monthly invoice shall be accompanied by a monthly
progress report describing the consulting services or project work
completed to date and since the date of the preceding billing.
Contractor will be required to formally report on study progress,
findings and recommendations at SJRRC meetings, as determined
by the SJRRC Project Manager.
5.8. The Contractor and SJRRC mutually understand that this
Agreement may have been written before ascertaining the
availability of legislative and local appropriation of funds. The
Agreement is valid and enforceable only if sufficient funds are
made available to the SJRRC by the Local Transportation Authority
for the purpose of this project. In addition, the Agreement is subject
to any additional restrictions, limitations or conditions enacted by
the State Legislature or any stature enacted by the Legislature that
may affect the provisions, terms or funding of the contract in any
manner. The Contractor and SJRRC mutually agree that, if
sufficient funds are not appropriated for this project, or the project
becomes subject to additional restrictions, limitations or conditions,
the Agreement shall be amended to reflect such changes or any
reductions in funds.
6. PROJECT SCHEDULE
The time for performance by CONTRACTOR will begin fifteen days
(15) after the issuance of a Notice to Proceed by SJRRC. The date
of completion for additional services required pursuant to Section
will be outlined in a written Amendment and/or Change Order for
said additional services. This Project Schedule may be extended
by the written consent of Contractor and SJRRC Executive Director
and only in the event that such extension is necessary due to
revisions in the Project scope and/or schedule caused by SJRRC
or other reviewing agency.
7. FAILURE TO MAKE REASONABLE PROGRESS
The SJRRC reserves the right to suspend reimbursement in the
event Contractor fails to make reasonable progress on a project.
Reasonable progress is defined as having the total percentage of
work completed fall within 25 percentage points of the total
percentage of task budget spent as of billing date. This section is
not applicable.
8. OWNERSHIP OF WRITTEN PRODUCTS
All reports, documents or other written material (“written products”)
developed by Contractor in the performance of this Agreement shall
be and remain the property of SJRRC without restriction or
limitation upon its use or dissemination by SJRRC. Contractor may
take and retain copies of such written products as desired, but no
such written products shall be the subject of a copyright application
by Contractor.
9. RELATIONSHIP OF PARTIES
Contractor is, and shall at all times remain as to SJRRC, a wholly
independent contractor. Contractor shall have no power to incur
any debt, obligation, or liability on behalf of SJRRC or otherwise to
act on behalf of SJRRC as an agent. Neither SJRRC nor any of its
agents shall have control over the conduct of Contractor or any of
Contractor’s employees, except as set forth in this Agreement.
Contractor shall not represent that it is, or that any of its agents or
employees are, in any manner employees of SJRRC.
10. CONFIDENTIALITY
All data, documents, discussion, or other information developed or
received by Contractor or provided for performance of this
Agreement are deemed confidential and shall not be disclosed by
Contractor without prior written consent by SJRRC. Upon request,
all SJRRC data shall be returned to SJRRC upon the termination or
expiration of this Agreement.
11. INDEMNIFICATION
11.1. To the fullest extent permitted by law, Contractor shall
indemnify, hold harmless and defend SJRRC, its officers, agents,
employees and volunteers from and against any and all claims and
losses, costs or expenses for any damage due to death or injury to
any person and injury to any property that arise out of, pertain to, or
relate to the negligence, recklessness, or willful misconduct of the
Contractor, or any of its officers, employees, servants, agents, or
subcontractors in the performance (or non-performance) of this
Agreement. Such costs and expenses shall include reasonable
attorneys’ fees incurred by counsel of SJRRC’s choice.
11.2. SJRRC shall have the right to offset against the amount of
any compensation due Contractor under this Agreement any
amount due SJRRC from Contractor as a result of Contractor’s
failure to pay SJRRC promptly any indemnification arising under
this Section 11 and related to Contractor’s failure to either (i) pay
taxes on amounts received pursuant to this Agreement or (ii)
comply with applicable workers’ compensation laws.
11.3. The obligations of Contractors under this Section 11 will not
be limited by the provisions of any workers’ compensation act or
similar act. Contractor expressly waives its statutory immunity
under such statutes or laws as to SJRRC, its officers, agents,
employees and volunteers.
11.4. Contractor agrees to obtain executed indemnity agreements
with provisions identical to those set forth here in this Section 11
from each and every subcontractor or any other person or entity
involved by, for, with or on behalf of Contractor in the performance
of this Agreement. In the event Contractor fails to obtain such
indemnity obligations from others as required herein, Contractor
agrees to be fully responsible and indemnify, hold harmless and
defend SJRRC, its officers, agents, employees and volunteers from
and against any and all claims and losses, costs or expenses for
any damage due to death or injury to any person and injury to any
property resulting from any alleged intentional, reckless, negligent,
or otherwise wrongful acts, errors or omissions of Contractor’s
subcontractors or any other person or entity involved by, for, with or
on behalf of Contractor in the performance of this Agreement.
Such costs and expenses shall include reasonable attorneys’ fees
incurred by counsel of SJRRC’s choice.
11.5. SJRRC does not, and shall not, waive any rights that it may
possess against Contractor because of the acceptance by SJRRC,
or the deposit with SJRRC, of any insurance policy or certificate
required pursuant to this Agreement. This hold harmless and
indemnification provision shall apply regardless of whether or not
any insurance policies are determined to be applicable to the claim,
demand, damage, liability, loss, cost or expense.
12. INSURANCE
12.1. Contractor will not commence any work until all
required insurance is obtained at Contractor’s own expense.
Contractor shall furnish certification of insurance within five (5) days
after AGREEMENT is executed and prior to issuance of the Notice
to Proceed. Such insurance must have the approval of SJRRC as
to limit, form and amount. During the term of this Agreement,
Contractor shall carry, maintain, and keep in full force and effect
insurance against claims for death or injuries to persons or
damages to property that may arise from or in connection with
Contractor’s performance of this Agreement. Such insurance shall
be of the types and in the amounts as set forth below:
12.1.1. Comprehensive General Liability
Insurance with coverage limits of not less than One Million
Dollars ($1,000,000) including products and operations
hazard, contractual insurance, broad form property damage,
independent Contractor’s, personal injury, underground
hazard, and explosion and collapse hazard where
applicable.
12.1.2. Automobile Liability Insurance for
vehicles used in connection with the performance of this
Agreement with minimum limits of One Million Dollars
($1,000,000) per claimant and One Million dollars
($1,000,000) per incident.
12.1.3. Worker’s Compensation insurance as
required by the laws of the State of California.
12.1.4. Professional Errors and Omissions
Insurance with coverage limits of not less than One Million
Dollars ($1,000,000). Stricken does not apply
12.2. Contractor shall require each of its subcontractors to
maintain insurance coverage that meets all of the requirements of
this Agreement.
12.3. The policy or policies required by this Agreement shall
be issued by an insurer admitted in the State of California and with
a rating of at least A:VII in the latest edition of Best’s Insurance
Guide.
12.4. Contractor agrees that if it does not keep the
aforesaid insurance in full force and effect, SJRRC may either (i)
immediately terminate this Agreement; or (ii) take out the necessary
insurance and pay, at Contractor’s expense, the premium thereon.
12.5. At all times during the term of this Agreement,
Contractor shall maintain on file with SJRRC a certificate or
certificates of insurance showing that the aforesaid policies are in
effect in the required amounts and naming the SJRRC and its
officers, employees, agents and volunteers as additional insureds.
Contractor shall, prior to commencement of work under this
Agreement, file with SJRRC such certificate(s).
12.6. 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. Such proof will be furnished
at least two weeks prior to the expiration of the coverage’s.
12.7. The general liability and automobile policies of
insurance required by this Agreement shall contain an endorsement
naming SJRRC and its officers, employees, agents and volunteers
as additional insureds. All of the policies required under this
Agreement shall contain an endorsement providing that the policies
cannot be canceled except on thirty days’ prior written notice to
SJRRC. Contractor agrees to require its insurer to modify the
certificates of insurance to delete any exculpatory wording stating
that failure of the insurer to mail written notice of cancellation
imposes no obligation, and to delete the word “endeavor” with
regard to any notice provisions.
12.8. The insurance provided by Contractor shall be
primary to any coverage available to SJRRC. Any insurance or
self-insurance maintained by SJRRC and/or its officers, employees,
agents or volunteers, shall be in excess of Contractor’s insurance
and shall not contribute with it.
12.9. All insurance coverage provided pursuant to this
Agreement shall not prohibit Contractor, and Contractor’s
employees, agents or subcontractors, from waiving the right of
subrogation prior to a loss. Contractor hereby waives all rights of
subrogation against the SJRRC.
12.10. Any deductibles or self-insured retentions must be
declared to and approved by the SJRRC. At the option of SJRRC,
Contractor shall either reduce or eliminate the deductibles or self-
insured retentions with respect to SJRRC, or Contractor shall
procure a bond guaranteeing payment of losses and expenses.
12.11 Procurement of insurance by Contractor shall not be
construed as a limitation of Contractor’s liability or as full
performance of Contractor’s duties to indemnify, hold harmless and
defend under Section 11 of this Agreement.
13. SETTLEMENT OF DISPUTES
13.1. The Parties hereto shall make every effort to settle
any dispute arising out of the Agreement without resorting to
arbitration.
13.2. In the event a dispute arises and the parties
mentioned herein are unable to resolve the dispute, the parties
agree that the dispute shall be settled by arbitration in accordance
with the rules of the American Arbitration Association. Such
Arbitration shall take place in San Joaquin County, California. Any
award made by the arbitrator(s) shall be final and binding upon the
parties, and judgment thereon may be entered in any court of
competent jurisdiction.
14. MUTUAL COOPERATION
14.1. SJRRC shall provide Contractor with all pertinent
data, documents and other requested information as is reasonably
available for the proper performance of Contractor’s services under
this Agreement.
14.2. In the event any claim or action is brought against
SJRRC relating to Contractor’s performance in connection with this
Agreement, Contractor shall render any reasonable assistance that
SJRRC may require.
15. RECORDS AND INSPECTIONS
Contractor shall maintain full and accurate records with respect to
all matters covered under this Agreement for a period of three years after
the expiration or termination of this Agreement. SJRRC shall have the
right to access and examine such records, without charge, during normal
business hours. SJRRC shall further have the right to audit such records,
to make transcripts therefrom and to inspect all program data, documents,
proceedings, and activities.
16. PERMITS AND APPROVALS
Contractor shall obtain, at its sole cost and expense, all permits and
regulatory approvals necessary in the performance of this Agreement.
This includes, but shall not be limited to, encroachment permits and
building and safety permits and inspections.
17. NOTICES
Any notices, bills, invoices, or reports required by this Agreement
shall be deemed received on: (i) the day of delivery if delivered by hand,
facsimile or overnight courier service during Contractor’s and SJRRC’s
regular business hours; or (ii) on the third business day following deposit
in the United States mail if delivered by mail, postage prepaid, to the
addresses listed below (or to such other addresses as the parties may,
from time to time, designate in writing).
If to SJRRC: If to Contractor:
Stacey Mortensen (Contractor Name)
949 E. Channel St. (Contractor Contact)
Stockton, CA 95202 (Contractor Address)
(209) 944-6220 (Address Cont.)
Phone (XXX) XXX-XXXX
Fax (XXX) XXX-XXXX
18. SURVIVING COVENANTS
The parties agree that the covenants contained in Section
10, Section 11, Paragraph 14.2 and Section 15 of this Agreement
shall survive the expiration or termination of this Agreement.
19. TERMINATION
19.1. SJRRC shall have the right to terminate this
Agreement for any reason on five calendar days’ written notice to
Contractor. Contractor shall have the right to terminate this
Agreement for any reason on thirty calendar days’ written notice to
SJRRC. Contractor agrees to cease all work under this Agreement
on or before the effective date of any notice of termination. All
SJRRC data, documents, objects, materials or other tangible things
shall be returned to SJRRC upon the termination or expiration of
this Agreement.
19.2. If SJRRC terminates this Agreement due to no fault or
failure of performance by Contractor, then Contractor shall be paid
based on the work satisfactorily performed at the time of
termination. In no event shall Contractor be entitled to receive
more than the amount that would be paid to Contractor for the full
performance of the services required by this Agreement.
20. GENERAL PROVISIONS
20.1. Contractor shall not delegate, transfer, subcontract or
assign its duties or rights hereunder, either in whole or in part,
without SJRRC’s prior written consent, and any attempt to do so
shall be void and of no effect. SJRRC shall not be obligated or
liable under this Agreement to any party other than Contractor.
20.2. In the performance of this Agreement, Contractor
shall not discriminate against any employee, subcontractor, or
applicant for employment because of race, color, creed, religion,
sex, marital status, sexual orientation, national origin, ancestry,
age, physical or mental disability or medical condition.
20.3. The captions appearing at the commencement of the
sections hereof, and in any paragraph thereof, are descriptive only
and for convenience in reference to this Agreement. Should there
be any conflict between such heading, and the section or
paragraph thereof at the head of which it appears, the section or
paragraph thereof, as the case may be, and not such heading, shall
control and govern in the construction of this Agreement.
Masculine or feminine pronouns shall be substituted for the neuter
form and vice versa, and the plural shall be substituted for the
singular form and vice versa, in any place or places herein in which
the context requires such substitution(s).
20.4. The waiver by SJRRC or Contractor of any breach of
any term, covenant or condition herein contained shall not be
deemed to be a waiver of such term, covenant or condition or of
any subsequent breach of the same or any other term, covenant or
condition herein contained. No term, covenant or condition of this
Agreement shall be deemed to have been waived by SJRRC or
Contractor unless in writing.
20.5. Contractor shall not be liable for any failure to perform
if Contractor presents acceptable evidence, in SJRRC’s sole
judgment that such failure was due to causes beyond the control
and without the fault or negligence of Contractor.
20.6. Each right, power and remedy provided for herein or
now or hereafter existing at law, in equity, by statute, or otherwise
shall be cumulative and shall be in addition to every other right,
power, or remedy provided for herein or now or hereafter existing at
law, in equity, by statute, or otherwise. The exercise, the
commencement of the exercise, or the forbearance of the exercise
by any party of any one or more of such rights, powers or remedies
shall not preclude the simultaneous or later exercise by such party
of any of all of such other rights, powers or remedies. In the event
legal action shall be necessary to enforce any term, covenant or
condition herein contained, the party prevailing in such action,
whether reduced to judgment or not, shall be entitled to its
reasonable court costs, including accountants’ fees, if any, and
attorneys’ fees expended in such action. The venue for any
litigation shall be San Joaquin County, California.
20.7. If any term or provision of this Agreement or the
application thereof to any person or circumstance shall, to any
extent, be invalid or unenforceable, then such term or provision
shall be amended to, and solely to, the extent necessary to cure
such invalidity or unenforceability, and in its amended form shall be
enforceable. In such event, the remainder of this Agreement, or the
application of such term or provision to persons or circumstances
other than those as to which it is held invalid or unenforceable, shall
not be affected thereby, and each term and provision of this
Agreement shall be valid and be enforced to the fullest extent
permitted by law.
20.8. This Agreement shall be governed and construed in
accordance with the laws of the State of California.
20.9. All documents referenced as exhibits in this
Agreement are hereby incorporated into this Agreement. In the
event of any material discrepancy between the express provisions
of this Agreement and the provisions of any document incorporated
herein by reference, the provisions of this Agreement shall prevail.
This instrument contains the entire Agreement between SJRRC
and Contractor with respect to the transactions contemplated
herein. No other prior oral or written agreements are binding upon
the parties. Amendments and/or Change Orders hereto or
deviations herefrom shall be effective and binding only if made in
writing and executed by SJRRC and Contractor.
TO EFFECTUATE THIS AGREEMENT, the parties have caused their duly
authorized representatives to execute this Agreement on the date first written
above.
“SJRRC” “Contractor”
(Name of Company)
By__________________________ By:
_______________________________
Stacey Mortensen, Executive Director (Name and Title)