HomeMy WebLinkAbout1999-08-09 City Council (13)9
FROM:CITY MANAGER DEPARTMENT: COMMUNITY SERVICES
DATE:AUGUST 9, 1999 CMR: 339:99
SUBJECT:RATIFICATION OF TWO CONTRACTS BETWEEN THE CITY OF
PALO ALTO AND CALIFORNIA LAND MANAGEMENT IN THE
AMOUNTS OF $ 38,000 AND $73,500 FOR PARK RANGER’ PATROL
SERVICES IN PALO ALTO’S URBAN PARKS, REFUSE AREA, BYXBEE
PARK AND BAYLANDS NATURE PRESERVE
RECOMMENDATION
Staff recommends that Council:
Ratify the extension of the contracts with California Land Management retroactive to July
1, 1999.
Approve and authorize the Mayor to execute the attached contract with Califomia Land
Management (CLM) in the amount of $38,000 for ranger patrol services in Palo Alto’s
urban parks for the fiscal year beginning July 1, 1999.
Approve and authorize the Mayor to execute the attached contract with Califomia Land
Management in the amount of $73,500 for ranger patrol services in Palo Alto’s Refuse
Area, Byxbee Park and the Baylands Nature Preserve for the fiscal year beginning July 1,
1999.
4.Authorize the City Manager or her designee to exercise the option to renew the
aforementioned contracts with California Land Management for a third year.
CMR: 339:99 Page 1 of 3
BACKGROUND
Since 1983, the City has contracted with CLM for ranger services to supplement Open Space
and Sciences’ staff. CLM has demonstrated the ability to provide Services in the area of visible
patrol; enforcement of City ordinances related to parks; emergency first aid and CPR; routine
maintenance; and janitorial services.
The City originally contracted with CLM to provide security patrols to prevent illegal dumping,
and to check for fires at the Refuse area. CLM’s services were later expanded to help prevent
dumping and fires in the Bayland Preserve and to provide weekend patrols of Mitchell,
Rinconada, Johnson and Peers Parks. In combination with the City’s park rangers, CLM has
been highly effective in reducing the problems of overuse and inappropriate behavior in the
urban parks.
DISCUSSION
Two contracts are proposed to accommodate the fact that funding is in two separate department
operating budgets. The attached contracts for park ranger services in the Refuse Area, Byxbee
Park and the Baylands Nature Preserve in the amount of $73,500 (contract number $9107451)
and in t~he urban parks in the amount of $38,000 (contract number $9107450) are for the second
year of the three year scope of work planned in the original contract.
Staff neglected to request renewal authority and did not submit the contract for renewal with
the budget as required. Consequently, staff requests Council to approve and ratify the attached
contracts, covering a scope of services commencing on July 1, 1999. The Palo Alto Municipal
Code Section 2.30.140 (a) (2), states that contracts "...involving the obtaining of professional
or specialized services..." may be exempted from the competitive bidding process. This
exemption applies due to the unique mix of services and equipment provided by CLM.
Although other local businesses provide private security and maintenance services, CLM is the
only local organization that can provide the wide range of contract services needed using
established park management practices. Other cities, including the City of Mountain View,
currently use CLM for contract park ranger services.
RESOURCE IMPACT
Funds for the proposed contract for ranger services in the urban parks have been included in the
adopted Community Services Department Fiscal Year 1999-2000 Operating Budget. Funds for
the proposed contract for park ranger services in the Refuse Area, Byxbee Park and the
Baylands Nature Preserve have been included in the adopted Public Works Department Refuse
Fund Fiscal Year 1999-2000 Operating Budget. Cost of living increases negotiated for the third
year of the contracts will be recommended in the budget process for Fiscal year 2000-2001.
Staff anticipates that contract number $9107450 will increase by $1,200, and $9107451 by
$2,940.
CMR: 339:99 Page 2 of 3
POLICY IMPLICATIONS
The recommendations in this report are consistent with current City policies.
ENVIRONMENTAL ASSESSMENT
These contracts are not projects as defined by the California Environmental Quality Act and are
not subject to CEQA requiremems.
ATTACHMENTS
Attachment A - Contract - California Land Management
Attachment B - Contract - California Land Management
¯ . Prepared By: Greg Betts, Acting Superintendent, Open Space and Sciences
Department Head Review:
PAUL THILTGEN
Director of Community Services
City Manager Approval:
HARRISON
Assistant City Manager
CMR: 339:99 Page 3 of 3
AGREEMENT
BY’ THIS AGREEMENT MADE AND ENTERED INTO ON THE C DAY OF
BY AND BETWEEN THE CITY OF PALO ALTO "CITY~, AND California Land Management
NO.
I’DATE TO BE ENTERED19 ~ tRY CITY PURCHASING
,a
(ADDRESS) 675 Gilman Street ..........(C~TY) Palo Alto CA (mm94301 (PHON~50-322-1181
"CONTRACTOR" IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:
® CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION
THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE:
TITLE: (DESCRIPTION)
Ranger patro! services in Palo Afro’s refuse area, Byxbee Park and Baylands Nature Preserve.
EXHIBITS THE FOLLOWING ATTACHED EXHIBITS HEREBY ARE MADE ,PART OF THIS AGREEMENT:
A - Scope of Work.
® TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON July i, 1999
AND SHALL SE COMPLETED SEFORE June 30, 2000
COMPENSATION FOR THE FULL PERFORMANCE OF THIS AGREEMENT:
[~x C}TY SHALL PAY CONTRACTOR: Not to exceed $73,500 for the period ending June 30, 2000.
[] CONTRACTOR SHALL PAY CITY:
PAYMENT RECORD (DEPARTMENT USE REVERSE SIDE)
CITY ACCOUNT NUMBER:
KEY CODE O~BJECT PROJECT PHASE NO.I DOLLAR AMOUNT
2555i430 3126
I $73,500.00
GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH SIDES OF THIS AGREEMENT.
THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THIS
AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRI’TI’EN ABOVE.
HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands.
claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts, errors.
or omissions, or willful misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by
CONTRACTOR.
ENTIRE AGREEMENT. This agreement _and the terms and conditions on the reverse hereof represent the entire agreement between the parties with respect to the purchase
and sale of the goods, equipment, materials oi" supplies or payment for services which may be the subject of this agreement. All prior agreements, representations.
statements, negotiations and undertakings whether oral or written are superseded hereby.
PROJECT MANAGER AND REPRESENTATIVE FOR CITY CONTRACTOR ~1 ,
NAME Gre~ Betts BY Eric Mart - President
DEPT. Open Space Division
P.O. BOX 10250
PALO ALTO, CA 94303
Telephone6~50-517-3112
TITLE
SOCIAL SECURITY
OR I.R.S. NUMBER
INVOICING SEND ALL INVOICES TO THE CITY, ATTN: PROJECT MANAGER
CITY OF PALO ALTO APPROVALS: (ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN A,~PROVAL BOXES BELOW’
C:T~ OE=,:~TMBNT i~, Funds Have BeenL__J Budgeted
APPROVAL OVER S25.000
CITY OF PAL0 ALTO
ASS!STANT CITY MANAGER
REVIEW
I BY:
I PURCHAStt’,IG & CONTRACT ADMIN!STRATi3,’,
t(3)
APPROVAL OVER S65.000
ATTEST:APPROVED AS TO FORt~I
CITY CLERK CITY’ ATTORNE ;
RE. _;5-
For
THE CITY OF PALO ALTO’S
REFUSE AREA AND BAYLAND’S
PARK RANGER CONTRACT
July 1998 - June 2001
Overview
The City of Palo Alto is seeking contract Park Ranger services for patrol and maintenance of parks
and open space areas. The area to be covered is more than 2,000 acres and covers diverse facilities
such as the refuse area, golf course, Baylands Preserve and the Faber Laumeister tract.
Background
The City has contracted for Park Ranger services since 1983. These services supplement the work
of the City’s professional Ranger staff.
The contract Rangers are required hereunder to handle a wide variety of situations in a timely and
professional manner. Examples of the duties include: minor law enforcement, visible uniformed
patrol, maintenance, first aid and natural history interpretation. Maintenance activities include:
irrigation repair, installation and repair of signs, fences, gates and other facilities, vegetation control
and other park related repairs. ~
Ranger Services:
Duties required for patrol and maintenance of Baylands, Byxbee parks and associated areas as per
attached specifications.
A.WINTER SEASON MONTHLY RATE: (November 1 to April 30)
Based on 21 hours of service per week.
$4,520.00/MO.
SUMMER SEASON MONTHLY RATE: (May 1 to October 31)
Based on 32 hours of service per week.
$.6,885.00/MO.
C. HOURLY RATE:
For additional temporary hours in excess of standard weekly hours specified above.
$13,25 /Hour
Private Patrol Operator’s License No. PA009080
d)--
e)
g)
h)
I)
J)
following information: the patient’s full name, address, phone number (home and
work), date of birth, and the nature of the medical problem(s). Rangers shall also
inform City of the disposition of the case, i.e., taken to a hospital, released on the
scene and the type of first aid performed. This information will be submitted to the
City within four calendar days of the aid being given. Forms already in use by the
Contractor will be adequate if they include all of the above information.
Fire Suppression: Fire response - Contract Ranger shall report ~ fire to the
appropriate emergency response agency. The ranger shall respond to the area safely
and within the posted speed limit, following all traffic laws. The ranger shall attempt
to secure the scene to prevent further damage or injury.
The ranger may use a fire extinguisher, on small fires, only when such use will not
place the ranger or any other person in potential jeopardy. The rangers will cooperate
with, and obey the commands of, any public safety officials on the scene.
Public Contact: Contract Rangers shall maintain a current knowledge of Baylands
features, activities (including programs provided by the City) and applicable City and
State ordinances and rules.
Rangers shall provide information assistance to visitors on request and distribute any
Baylands-related information CITY may wish to provide. Contractor’s staff shall at
all times relate to the public in a courteous and professional manner.
Roads and Trails Maintenance: Contract Ranger shall help keep all roadways,
parking lots and trails open and clear of major debris (i.e., logs, rocks, etc.) and
perform such minor repairs to these facilities as can be reasonably accomplished
within the constraints of the hours provided as described in Paragraph 1 (a - c).
Signs Maintenance: Contract Rangers shall instalI and replace signs as requested.
Litter Collection: Contractor shall provide general litter pick up within
Baylands on a daily basis. All collected litter shall be deposited by Contractor
at the City of Palo Alto Sanitary landfill except any item deemed hazardous,
in which case shall be disposed of in a manner consistent with City policy
and all laws and regulations. Contractor will provide garbage bags and litter
sticks for litter collection,
Maintenance and Repair of Miscellaneous Fixtures: Contractors shall perform
routine minor repairs to various fixtures including, but not limited to fencing,
gates, and benches. The work will be completed within the constraints of the
hours as described in Paragraphs 1 (a - c).
Reporting of Maintenance Problems: Crntractor shall report promptly to
CITY any needed maintenance repairs that either exceed Contractor’s
capabilities or are beyond the scope of tasks described in this proposal.
Reports shall be in the manner directed by the Project Manager.
c)
d)
e)
8)Uniform shirts will be "Flying Cross," or similar brand and will have a badge
tab.
Significant changes to the uniform standards must be approved by the Baylands
Senior Ranger.
Tools: Contractor shal! provide a basi~ complement of non-specialized, tools for use
by its staff in the performance of their duties. Such tools shall include such items
such as hammers, screwdrivers, wrenches, shovels, garbage bags, litter sticks, rakes
and similar equipment.
Radios: City shall provide a 2-way radio system to the Contractor. The Ranger will
have a portable or mobile radio for routine and emergency communication purposes.
The radios wil! remain the property of the City and will be immediately returned
upon dissolution of this contract. The City is responsible for routine maintenance of
the radio(s). The contractor is responsible for any repair or replacement of the radios
or associated parts and devices, due to negligence, abuse or unwarranted wear and
tear. Such a decision, as to nature of the cause of the problem, will be the sole
prerogative of the City’s Project Manager.
The contractor will immediately report any problems with the radios, or their use, to
the City’s Project Manager or his designee.
The Contractor is responsible for monitoring its staff use of the City radio.
Contractor must follow all of the radio procedures specified by the City.
Training: Contractor shall provide all necessary training for its own staff and
will be responsible for ensuring that its staff maintains current certification.
Contractor will provide City with rangers who have current certification in
adult, child and infant cardia-pulmonary resuscitation techniques as taught
by the American Red Cross or the American Heart Association.
Contractor shall provide City with rangers who have current certification in Standard
First aid or higher level of emergency first aid training. If a ranger has a certificate
other than that listed above, acceptance of such certification is at the discretion of the
City’s Project Manager.
Contractor shall provide City with photocopies of the above certificates for all
rangers working within the City.
Contractor shall train its own staff in general maintenance and security procedures.
The City may require contract rangers to attend an annual training session, to last not
longer than eight (8) hours per staff member. This will be done at the contractor’s
expense.
5
8.~ayment of,$ervice~:
ao A payment schedule will be negotiated with Contractor at the time of award. The
hourly rate anti season base fees for each Monthly Service Period shall be adjusted
each July 1 st in accordance with the provisions contained in Paragraph 9.
Contractor shall present monthly invoices to the City within five (5) working days
after the end of each month.
Co City shall pay all invoices on or before the twenty-fifth (25th) day of the month
following each Service Period.
9. payment Adjustments
Should Contractor fail to provide the specific hours required hereinabove on any specific
day, those hours not provided may either be rescheduled at City’s discretion or deducted from
the appropriate service period.
Should the City request, either verbally or in writing, additional temporary hours of service
that exceed the standards specified hereinabove, Contractor agrees to provide these
additional hours at a rate above the normal payment specified for the particular service
period affected.
Should City wish to permanently add additional hours of service to the base established
hereinabove, Contractor and City agree to consider amending this Contract.
The rates of payment addressed herein shall be adjusted annually each July 1st. These rates
adjustments shall be based solely on a negotiated and mutually agreed to cost of living
increase based on the regional Consumer Price Index. Said increase must be agreed in
writing by January 30 of each year and the term hereof, or this Contract shall terminate. In
any event, the Contract shall terminate without advance notice to Contractor if the City
Council does not budget funds pursuant to Paragraphs 13 (a - c).
10..City Project Manager: The Superintendent of Open Space and Sciences of the City, or his
or her designee, shall be the City Project Manager and shall represent the City and render
overall super~,ision of the progress and execution of this Contract. All services to be
performed hereunder by Contractor shall be subject to approval and acceptance by the City
Project Manager. City Project Manager shall make. periodic reviews of Contractor’s
operations and report any findings to the Contractor’s Project Manager.
A City Park Ranger assigned to the Baylands shall supervise the day to day operations of this
Contract. -
11.Contractor’s Project Manager: The Contractor’s Project Manager shall represent and provide
overall super-,’ision of the progress and execution of Contractor’s obligations as specified
under this Contract and shall work with the City’s Project Manager to ensure the successful
17.
18.
19.
Funds Reimbursement: Contractor a~ees to reimburse the City for any loss or damage,
beyond normal wear and tear, to City provided .equipment which occurs due to any negligent
acts, errors or omissions by Contractor.
Insurance Requirements: The Contractor will provide the City with the Certificates of
insurance or copies of all policies and such endorsements described in the document entitled
"Insurance Requirements for Contractors - General Terms and Instructions". The Contractor
shall maintain such insurance as will cover the entire obligation assumed by the contractor
hereunder as well as such insurance as will protect the contractor from any claims or liability
under the Workers Compensation Acts, personal liability, property damage, and other claims
for damages which may arise from operations under this contract.
Non Discrimination Requirement: The Contractor shall be required to comply with all Laws
concerning non-discrimination in employment, and shall be subject to all penalties, including
penalties set forth in the Palo Alto Municipa! Code, in the event of a violation of this
provision.
AGREEMENT
BY THIS AGREEMENT MADE AND ENTERED INTO ON THE
BYAND BETWEENTHE CiTY OF PALO ALTO "CITY", AND California Land
NO.
~’DATE TO BE ENTEREDDAY OF 19__ !.BY CITY PURCHASING
Management
,8
(ADDRESS) 675 Gilman Street (c~TY~ Pal~ Alto: C.~ _ (raP) 9a3~I (PHO~--3PP-I
"CONTRACTOR" IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES HERETO AGREE AS FOLLOWS:
® CONTRACTOR SHALL PROVIDE OR FURNISH THE FOLLOWING SPECIFIED 1) GOODS AND MATERIALS, 2) SERVICES OR 3) A COMBINATION
THEREOF AS SPECIFIED IN THE EXHIBITS NAMED BELOW AND ATTACHED HERETO AND INCORPORATED HEREIN BY THIS REFERENCE:
TITLE: (DESCRIPTION)
Ranger patrol services in Palo Alto’s urban parks patrol program. As per exhibit A.
EXHIBITS "mE FOLLOWING ATTACHED EXH=BITS HEREBY ARE MADE PART OF TH~S AGREEMENT:
-- Scope of work.
TERM THE SERVICES AND/OR MATERIALS FURNISHED UNDER THIS AGREEMENT SHALL COMMENCE ON
AND SHALL BE COMPLE-rED BEFORE ,.Tune 30, 2000
July i, 1999
COMPENSATION FOR "mE FULL PERFORMANCE OF THiS AGREEMENT:
~ CITY SHALL PAY CONTRACTOR: NOt tO exceed $38,000. At the rate of $14.25 per hour
services or $18.00 per hour for overtime services.
[] CONTRACTOR SHALL PAY CITY:
for regular
PAYMENT RECORD (DEPARTMENT USE REVERSE S~DE~
CITY ACCOUNT NUMBER:
KEY CODE OBJECT PROJECT PHASE NO.DOLLAR AMOUNT
02817361 3199 $3S-OO~.OO
GENERAL TERMS AND CONDITIONS ARE INCLUDED ON BOTH BIDES OFTHIS AGREEMENT.
THIS AGREEMENT SHALL BECOME EFFECTIVE UPON ITS APPROVAL AND EXECUTION BY CITY. IN WITNESS THEREOF, THE PARTIES HAVE EXECUTED THiS
AGREEMENT THE DAY, MONTH, AND YEAR FIRST WRITI’EN ABOVE.
HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless CITY, its Council Members, officers, employees, and agents from any and all demands,
claims or liability of any nature, including wrongful death, caused by or arising out of CONTRACTOR’S, its officers’, directors’, employees’ or agents’ negligent acts. errors,
or omissions, or willfut misconduct, or conduct for which the law imposes strict liability on CONTRACTOR in the performance of or failure to perform this agreement by
CONTRACTOR.
ENTIRE AGREEMENT. This agreement and the terms and conditions On the reverse hereof represent the entire agreement between the parties with respect to the purchase
and sale of the goods, equipment, materials or supplies or payment for services which may be the subject of this agreement. All prior agreements, representations.
statements, negotiations and undertakings whether oral or written are superseded hereby.
PROJECT MANAGER AND REPRESENTATIVE FOR CITY CONTRACTOR
NAME Greg Betts BY Eric Mart - President
DEPT. Open Space Division
P.O. BOX 10250
PALO ALTO, .CA 94:~03
Telephone 550-617-3112
TITLE
SOCIAL SECURITY
INVOICING SEND ALL INVOICES TO THE CITY, ATFN: PROJECT MANAGER
CITY OF PALO ALTO APPROVALS: /ROUTE FOR SIGNATURES ACCORDING TO NUMBERS IN APPROVAL BOXES BELOW)
CITv DEPARTMENT [--]., Funds Have Been i INSURAL!CE REVIEW I PURCHASING & CONTRACT ADMINISTRATIOP,’Buageted I
(2)(3)
APPROVAL OVER $25,000 APPROVAL OVER S65,000
A]q’EST:APPROVED AS TO FORMCITY OF PAL0 ALTO
BY BY:
MAYO~ASSISTANT CITY MANAGER CITY CLERK CI’FY ATTORNEY
C~’~ C27B2 ’=F-~.% .... ]=EB~" 77~’; -’_ ~ ~ --~__. ~" "~ . _
Exhibit A
SCOPE OF WORK
FOR
THE CITY OF PALO ALTO’S
URBAN PARKS’ PATROL
PARK RANGER CONTRACT
JULY 1998 o JUNE 2001
TABLE OF CONTENTS
Overview ......................................................................1
Objectives .....................................................................1
Services to be Provided by Contractor under this Contract ..............................1
Hours of Service .......... ................................................1
SUMMER .........................................................2
Saturdays ...................................................2
Sundays and Holidays ........................................2
WINTER .........................................................2
Personnel ...............................................................3
Supervision .......................................................3
Spanish Speaking Personnel ..........................................3
Uniforms ..........................................................3
Supplies ..........................................................3
Services .................................................................4
Law Enforcement ...................................................4
Reservation System .................................................4
Radio Use .........................................................4
Maintenance and Cleaning ...........................................4
Equipment to be Provided by City .................................................5Radios
Garbage Collection .......................................................5Janitorial Supplies ........................................................5
Keys ...................................................................5
Completion of Services ..........................................................5Term of Contract
Termination of Contract and Payment of Fees .............................: ..........6
Termination of work ......................................................6
Non-assignability .........................................................6Waiver..................................................................
Funds Reimbursement .....................................................6Insurance Requirements ...... ..............................................6Non-discrimination Requirement ............................................6Billing and Charges ..........................................: .......7Payment Adjustments ................................: ...........................7
City Project Manager ............................................................7
C: \MYDOCU-I \]~ETTS\CMRS\CLM\DTP-CNTR. 98
Overview
The goal of this Scope of Work is to specify the service to be provided bY the contract park ranger
in the city ofPalo Alto’s Urban Parks’ Patrol program.
The City’s Project Manager for the services under this addendum to Exhibit A shall be the ranger
assigned to the Baylands, or his or her designee.
Objectives
By providing the services listed below the following shall be achieved:
l)Po~ablebarbecues are not allowed in Mitchell and Pdnconada parks when patrolled by
the Contractor.
2)Noise levels shall be kept to a minimum and noise ordinances specified in the Palo Alto
Municipal Code shall be adhered to by the visitors to Mitchell and Rinconada parks.
3)Dogs shall be leashed at all times in Mitchell and 1Linconada parks when patrolled by
the Contractors.
4)Garbage cans shall be regularly emptied and loose garbage shall be picked up by the
Contractor from Mitchell and ginconada par[: grounds, adjacent streets and school
yards.
5)The Contractor at Mitchell and Rinconada parks shall regularly clean restrooms.
6)Park restrooms will be unlocked and locked as directed.
Services to be Provided b~’ Contractor under this Contract.
Hours of Service
The hours stated below may be altered at the discretion of the City’s Project Manager.
The eight (8) hour shif~ will include a (half) 1/a hour lunch not paid for by the City. The ranger may
take two (2) paid fifteen minute breaks.
The four (4) hour shifts will include a paid 15 minute break.
3.
The Contractor shall provide the following staffing levels:
SUMMER ( MAY 1 THROUGH OCTOBER 31)
Saturdays
RINCONADA PARK:
One (1) ranger to work eight (8) hours from 7:00 a.m until 3:30 p.m.
One (1) ranger to an eight (8) hour "Close," shift which is from 12:30 p.m. until 9:00 p.m.
MITCHELL PARK:
One (1) ranger to work eight (8) hours from 7:00 a.m. until 3:30 p.m..
One (1) ranger to work four (4) hours from 3:15 p.m. until 7:15 p.m.
Sundays and Holidays
The Following holidays will be staffed:
Memorial Day
Independence Day (July 4)
Labor Day
RINCONADA PARK
One (1) ranger to work eight (8) hours from 7:00 a.m. till 3:30 p.m..
One (1) ranger to work a "Mid-shift," from 09:00 a.m. till 5:30 p.m..
One (1) ranger to an eight (8) hour "Close," shift which is from 12:30 p.m until 9:00 p.m.
MITCHELL PARK:
One (1) ranger to work eight (8) hours from 7:00 a.m till 3:30 p.m..
One (1) ranger to an four (4) hour "Close," shift which from 3:15 p.m. until 7:15 p.m.
WINTER (NOVEMBER 1 TItROUGIJ APRIL 31)
One ranger to work four (4) hours from 12:00 p.m. to 4:00 p.m. in Rinconada Park on Sundays and
Thanksgiving Day and Christmas Day. The primary functions of this patrol by the Contractor are
policing the Walter Hayes School grounds and the park for garbage. Enforcement will be done on
an as needed basis.
Personnel
Supervision
The contractor shall provide a supervisor who shall oversee the Contractors’ implementation of this
Contract.
The Contractor’s supervisor shall do quality checks at least twice a month and shall be responsive
to requests from the City’s Project Manager.
Spanish Speaking Personnel
The contractor shall aggressively seek to hire bilingual (English and Spanish speaking) personnel.
Whenever possible, bilingual personnel will be assigned to work in Rinconada Park.
Uniforms
The contractor shall ensure that all personnel working in Mitchell and Rinconada Parks shall appear
in full uniform. The following standards shall apply to the uniform:
1)Personnel must wear a badge showing the name of the Contractors’ company.
2)Personnel must wear a name tag that states the person’s first and last name, or first initial and
last name.
3)Personnel must wear a belt that is suitable for carrying a radio.
4)Personnel must wear leather boots while involved with garbage collection activities.
5)Personnel may wear short pants, in the same color as the regular uniform pants, at their
discretion. The inseam must between 3" and 6".
6)Personnel must carry leather gloves and wear them while involved with garbage collection
or restroom cleaning.
7)Uniform pants will be brown.
8)Uniform shirts will be "Flying Cross," or similar brand and will have a badge tab.
The Superintendent of Open Space must approve significant changes to the uniform standards.
Supplies
The contractor shall provide its personnel with leather gloves, litter sticks and garbage bags and any
other tools necessary for the collection of loose garbage.
Services
Law Enforcement
The Contractor shall provide the following law enforcement related services:
1)Rigorous ly enforce the provisions of the Palo Alto Municipal Code dealing with parks,
specifically those sections dealing with portable barbecues, dogs off leash, noise and the
reserved use of picnic tables. This is the main function of this Contract.
2)Provide such enforcement in an educational manner whenever possible, consistent with the
park rangers’ method.
3)Provide visible patrol to all areas assigned and to positively search for violators.
4)Deal with minor violations in a safe manner whenever possible, but to call for a City park
ranger or police assistance whenever necessary.
Reservation System
1)The Conwactor rangers will familiarize themselves with the system for reserving individual
picnic tables, group areas and other park facilities.
The contractor shall assist in the implementation and enforcement of the City’s reservation
system as directed by the Project Manager. Contractor rangers may be responsible for the
collection of fees associated with picnic area rental in accordance with the City’s cash
handling procedures.
Radio Use
Contractors’ personnel will at all times carry the provided radio and will follow the procedures
dictated by the City.
Maintenance and Cleaning
1)The Contractor shall empty garbage cans and collect litter as directed by the City’s Project
Manager at Mitchell and Rinconada parks.
2)The Contractor shall at all times ensure that, for safety, two staff lift garbage cans when
Contractor’s staff are involved with garbage collection duties.
3)The Contractor shall open and close restrooms as directed by the Project Manager.
4)The Contractor’s staff shall check the restrooms on an hourly basis and shall clean the
facilities to the standards set by the City’s Project Manager. Such cleaning shall include
4
removal of paper and other debris from the floors, the wiping down of sinks and other
equipment and the restocking of toilet paper, sanitary napkin bags and paper towels.
The Contractor shall log such cleaning on forms that they provide. At a minimum the
Contract shall log the time and name of the person doing the cleaning.
The Contractor shall report all safety hazards and maintenance needs to the City’s Project
Manager on the day that the hazard or problem is observed.
The Contractor shall replace signs and do other maintenance tasks as directed by the City’s
Project Manager.
Equipment to be Provided by City
Radios
The City shall provide the Contractor with a separate two way radio for both Mitchell and Rinconada
parks. The conditions for the use and maintenance of these radios shall be specified by the City’s
Project Manager.
Garbage Collection
The City shall provide dumpsters and garbage cans in Mitchell and Rinconada parks and shall
arrange for timely removal of garbage from the dumpsters.
Janitorial Supplies
The City shall provide toilet paper, paper towels and sanitary napkin bags to the Contractor.
The City will provide all necessary signs for Mitchell and Rinconada parks.
The City shall provide the Contractor with such keys as are necessary to access facilities connected
with this Contract.
Completion of Services:
Contractor shall be responsible, at its own expense, for the selection and employment of such
staff as will enable Contractor to perform its services diligently and skillfully in order to
complete the tasks under this proposal without delay.
Term of Contract:
1)Subject to continued City Council approval of funding, for this contract on each fiscal year
of the term hereof, the term of this Contract shall be for a period of thirty-six (36) months
commencing July 1, 1998 and ending at midnight, June 30, 2001.
2)This Contract is based on the City’s budgeting purposes according to the following segments:
Segment A - 7/1/1998 to 6/30/1999
Segment B - 7/1/1999 to 6/30/2000
Segment C - 7/1/2000 to 6/30/2001
3)If the City Council does not budget funds to cover the next segment by July 1 of any year,
this Contract shall automatically terminate without notice to Contractor.
Termination of Contract and Payment of Fees:
1)This Contract may be terminated by either party upon 90 days prior written notice to the
other party.
2)Termination of work under this Contract at any time prior to the full completion of the term
shall result in full and prompt payment by the City to Contractor for all work completed as
of the date of such termination.
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Non-assi~ability: Contractor shall not assign or transfer this Contract or any interest or
obligation therein without the prior written consent of City, and then only upon such terms
and conditions as. City may set forth in writing.
Waiver: In the event that either City or Contractor shall at any time or times waive any
breach of this Contract by the other, such waiver shall not constitute a waiver of any other
or succeeding breach of this Contract.
Funds Reimbursement: Contractor agrees to reimburse the City for any loss or damage,
beyond normal wear and tear, to City provided equipment which occurs due to any negligent
acts, errors or omissions by Contractor.
Insurance Requirements: The Contractor will provide the City with the Certificates of
insurance or copies of all policies and such endorsements described in the document entitled
"Insurance Requirements for Contractors - General Terms and Instructions". The Contractor
shall maintain such insurance as will cover the entire obligation assumed by the contractor
hereunder as well as such insurance as will protect the contractor from any claims or liability
under the Workers Compensation Acts, personal liability, property damage, and other claims
for damages which may arise from operations under.this contract.
Non-Discrimination Requirement: The Contractor shall be required to comply with all Laws
concerning non-discrimination in employment, and shall be subject to all penalties, including
penalties set forth in the Palo Alto Municipal Code, in the event of a violation of this
provision.
Billin~ and Char~es
The Contractor shall bill the City under the same terms as specified below. The bill will show the
charges for services in Mitchell and Rinconada parks as a separate line item.
1)A payment schedule will be negotiated with Contractor at the time of award. The hourly rate
and season base fees for each Monthly Service Period shall be adjusted each July 1st in
accordance with the provisions specified under "Payment Adjustments," below.
The hourly rate for Segment A shall be $13.25/hour. In those instances where the City
requests additional hours without sufficient prior notice to allow the Contractor to schedule
employees at their regular rate, the hourly rate shall be $18.00 per hour. This overtime rate
shall only be applied with the prior approval of the City.
2)Contractor shall present monthly invoices to the City within five (5) working days after the
end of each month.
3)City shall pay all invoices on or before the twenty-fifth (25th) day of the month following
each Service Period.
Payment Adj ustments
Should Contractor fail to provide the specific hours required hereinabove on any specific
day, those hours not provided may either be r escheduled at City’s discretion or deducted from
the appropriate service period.
Should the City request, either verbally or in writing, additional temporary hours of service
that exceed the standards specified hereinabove, Contractor agrees to provide these
additionalhours at a rate above the normal payment specified for the particular service
period affected.
Should City wish to permanently add additional hours of service to the base established
hereinabove, Contractor and City agree to consider amending this Contract.
The rates of payment addressed herein shall be adjusted annually each July 1 st. These rates
adjustments shall be based solely on a negotiated and mutually agreeable amount. Said
increase must be agreed in writing by April 30 of each year and the term hereof, or this
Contract shall terminate. In any event, the Contract shall terminate without advance notice
to Contractor if the City Counci 1 does not budget funds pursuant to the "Terms of Contract,"
as specified below.
City Project Manager:
The Superintendent of Open Space and Sciences of the City, or his designee, shall be the
City Project Manager and shall represent the City and render overall supervision of the
progress and execution of this Contract. All services to be performed hereunder by
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Contractor shall be subject to approval and acceptance by the City Project Manager. City
Project Manager shall make periodic reviews of Contractor’s operations and report any
findings to the Contractor’s Project Manager. ,
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