HomeMy WebLinkAboutStaff Report 6885
City of Palo Alto (ID # 6885)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 8/22/2016
City of Palo Alto Page 1
Summary Title: Contract with Sierra Traffic for On-Call Traffic Safety Services
Title: Approval of Contract C16163335 with Sierra Traffic Markings, Inc in the
Amount of $850,000 to Provide On-call Traffic Safety Services, Allowing Them
to Implement Minor Roadway Improvements in Response to Community
Service Requests
From: City Manager
Lead Department: Planning and Community Environment
Recommendation
Staff recommends that Council authorize the City Manager or his designee to execute contract
C16163335 with Sierra Traffic Markings, Inc. (Attachment A), for a period of five years in an
amount not to exceed $850,000 for On-Call Traffic Safety Services and find the project exempt
from the California Environmental Quality Act (CEQA) under CEQA Guidelines Section 15301
(existing facilities).
Background
The contract for On-Call Traffic Safety Services provides for minor roadway improvements
identified in response to community service requests such as sign installations, roadway
marking, curb paintings and other miscellaneous safety improvements on an as-needed basis
throughout the term of the contract.
Since adoption of the Palo Alto 311 service request tracking system in April 2015, the Planning
and Community Environment Department has closed-out 169 transportation-related service
requests. These community-submitted requests include items such as the installation of new
red curb, parking signage, traffic signal timing changes, improvements to school walking and
bicycling routes, new crosswalk or pedestrian crossing sign installation, installation of bicycle
detection symbols at traffic signals, new conflict markings in bicycle lanes, turn-lane
modifications, and traffic calming on local streets.
Discussion
The City released a Request for Quotes (RFQ) on May 29, 2016, for On-call Traffic Safety
Services. Bids were opened on June 21, 2016 and the City received two quotes in response to
City of Palo Alto Page 2
the RFQ. The quotes received were competitive and each bidder provided for costs of each
task, as defined in the Scope of Work (see attached contract). Staff has reviewed all the quotes
submitted and recommends that the quote submitted by Sierra Traffic Markings, Inc. be
accepted, and that Sierra Traffic Markings, Inc. be declared as the lowest responsive bidder.
The contract for On-Call Traffic Safety Services contractor is essential to the closure of service
requests related to roadway signing and striping. The City has verified the Sierra Traffic
Marking, Inc. contractor license and has checked with their listed references. The company is in
good standing with the State of California. Sierra Traffic Markings, Inc. has experience working
in the City of Palo Alto and is familiar with all required City Standards and Specifications, as well
as the California Manual of Uniform Traffic Control Devices.
Timeline
Upon approval of this contract, Sierra Traffic Markings, Inc. will begin to complete work orders
issued by the Planning and Community Environment Department. These work orders are issued
each month in packages in order to minimize mobilization costs and maximize efficiency.
Resource Impact
Funding for this contract is available in the Fiscal Year 2017 Adopted Capital Improvement
Program (CIP) budget for CIP Project PL-12000 (Parking & Transportation Improvements) and
PL-00026 (Safe Routes to School). No additional funding is needed.
Policy Implications
The City’s Comprehensive Plan recommends that the City strive to accommodate all modes of
travel on its street system. This contract is consistent with the following goals and policies:
Goal T-4: An efficient roadway network is provided for all users, including motor vehicles,
transit vehicles, bicyclists and pedestrians
Goal T-6: A high level of safety for motorists, pedestrians, and bicyclists on Palo Alto streets.
Environmental Review
This contract and associated work qualifies for a Categorical Exemption is recommended under
CEQA Guidelines section 15301 (existing facilities). No trees will be removed and all work will
occur within the existing public right-of-way. The contract will result in the minor alteration of
existing roadways. A Notice Of Exemption will be filed with the County following Council
approval.
Attachments:
Attachment A: Sierra Traffic Contract C16163335 (PDF)
1
City of Palo Alto General Services Agreement Rev. April 27, 2016
CITY OF PALO ALTO CONTRACT NO. C16163335
GENERAL SERVICES AGREEMENT
THIS AGREEMENT made and entered into on the 29th day of August, 2016, by and
between the CITY OF PALO ALTO, a California chartered municipal corporation
(“CITY”), and SIERRA TRAFFIC MARKINGS, INC., a California corporation, located at 9725
Del Road, Suite B, Roseville, California, 95747, Telephone Number: (916) 774-9080
(“CONTRACTOR”). In consideration of their mutual covenants, the parties hereto agree
as follows:
1. SERVICES. CONTRACTOR shall provide or furnish the services (the “Services”)
described in the Scope of Services, attached at Exhibit A.
Optional On-Call Provision (This provision only applies if checked and only
applies to on-call agreements.)
Services will be authorized by CITY, as needed, with a Task Order assigned and
approved by CITY’s Project Manager. Each Task Order shall be in substantially the
same form as Exhibit A-1. Each Task Order shall designate a CITY Project
Manager and shall contain a specific scope of work, a specific schedule of
performance and a specific compensation amount. The total price of all Task
Orders issued under this Agreement shall not exceed the amount of
Compensation set forth in Section 5 of this Agreement. CONTRACTOR shall only
be compensated for work performed under an authorized Task Order and CITY
may elect, but is not required, to authorize work up to the maximum
compensation amount set forth in Section 5.
2. EXHIBITS. The following exhibits are attached to and made a part of this
Agreement:
“A” - Scope of Services
“A-1” – On-Call Task Order (Optional)
“B” - Schedule of Performance (Not Applicable)
“C” – Schedule of Fees
“D” - Insurance Requirements
3. TERM.
The term of this Agreement is from September 1, 2016 to August 30, 2021
inclusive, subject to the provisions of Sections Q and V of the General Terms and
Conditions.
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City of Palo Alto General Services Agreement Rev. April 27, 2016
4. SCHEDULE OF PERFORMANCE. CONTRACTOR shall complete the Services within
the term of this Agreement in a reasonably prompt and timely manner based
upon the circumstances and direction communicated to CONTRACTOR, and if
applicable, in accordance with the schedule set forth in the Schedule of
Performance, attached at Exhibit B. Time is of the essence in this Agreement.
5. COMPENSATION FOR ORIGINAL TERM. CITY shall pay and CONTRACTOR agrees
to accept as not-to-exceed compensation for the full performance of the
Services and reimbursable expenses, if any:
The total maximum lump sum compensation of Eight Hundred Fifty Thousand
dollars ($850,000.00);
CONTRACTOR agrees that it can perform the Services for an amount not to
exceed the total maximum compensation set forth above. Any hours worked or
services performed by CONTRACTOR for which payment would result in a total
exceeding the maximum amount of compensation set forth above for
performance of the Services shall be at no cost to CITY.
6. COMPENSATION DURING ADDITIONAL TERMS.
CONTRACTOR’S compensation rates for each additional term shall be the
same as the original term;
7. ININVOICING. Send all invoices to CITY, Attention: Project Manager. The Project
Manager is: Shahla Yazdy, Planning & Community Services Department,
Transportation Department, Telephone: (650) 617-3151. Invoices shall be
submitted in arrears for Services performed. Invoices shall not be submitted
more frequently than monthly. Invoices shall provide a detailed statement of
Services performed during the invoice period and are subject to verification by
CITY. CITY shall pay the undisputed amount of invoices within 30 days of receipt.
GENERAL TERMS AND CONDITIONS
A. ACCEPTANCE. CONTRACTOR accepts and agrees to all terms and conditions of
this Agreement. This Agreement includes and is limited to the terms and
conditions set forth in sections 1 through 7 above, these general terms and
conditions and the attached exhibits.
B. QUALIFICATIONS. CONTRACTOR represents and warrants that it has the
expertise and qualifications to complete the services described in Section 1 of
this Agreement, entitled “SERVICES,” and that every individual charged with the
performance of the services under this Agreement has sufficient skill and
experience and is duly licensed or certified, to the extent such licensing or
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City of Palo Alto General Services Agreement Rev. April 27, 2016
certification is required by law, to perform the Services. CITY expressly relies on
CONTRACTOR’s representations regarding its skills, knowledge, and
certifications. CONTRACTOR shall perform all work in accordance with generally
accepted business practices and performance standards of the industry,
including all federal, state, and local operation and safety regulations.
C. INDEPENDENT CONTRACTOR. It is understood and agreed that in the
performance of this Agreement, CONTRACTOR and any person employed by
CONTRACTOR shall at all times be considered an independent CONTRACTOR and
not an agent or employee of CITY. CONTRACTOR shall be responsible for
employing or engaging all persons necessary to complete the work required
under this Agreement.
D. SUBCONTRACTORS. CONTRACTOR may not use subcontractors to perform any
Services under this Agreement unless CONTRACTOR obtains prior written
consent of CITY. CONTRACTOR shall be solely responsible for directing the work
of approved subcontractors and for any compensation due to subcontractors.
E. TAXES AND CHARGES. CONTRACTOR shall be responsible for payment of all
taxes, fees, contributions or charges applicable to the conduct of CONTRACTOR’s
business.
F. COMPLIANCE WITH LAWS. CONTRACTOR shall in the performance of the
Services comply with all applicable federal, state and local laws, ordinances,
regulations, and orders.
G. PALO ALTO MINIMUM WAGE ORDINANCE. CONTRACTOR shall comply with all
requirements of the Palo Alto Municipal Code Chapter 4.62 (Citywide Minimum
Wage), as it may be amended from time to time. In particular, for any employee
otherwise entitled to the State minimum wage, who performs at least two (2)
hours of work in a calendar week within the geographic boundaries of the City,
CONTRACTOR shall pay such employees no less than the minimum wage set
forth in Palo Alto Municipal Code section 4.62.030 for each hour worked within
the geographic boundaries of the City of Palo Alto. In addition, CONTRACTOR
shall post notices regarding the Palo Alto Minimum Wage Ordinance in
accordance with Palo Alto Municipal Code section 4.62.060.
H. DAMAGE TO PUBLIC OR PRIVATE PROPERTY. CONTRACTOR shall, at its sole
expense, repair in kind, or as the City Manager or designee shall direct, any
damage to public or private property that occurs in connection with
CONTRACTOR’s performance of the Services. CITY may decline to approve and
may withhold payment in whole or in part to such extent as may be necessary to
protect CITY from loss because of defective work not remedied or other damage
to the CITY occurring in connection with CONTRACTOR’s performance of the
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Services. CITY shall submit written documentation in support of such
withholding upon CONTRACTOR’s request. When the grounds described above
are removed, payment shall be made for amounts withheld because of them.
I. WARRANTIES. CONTRACTOR expressly warrants that all services provided under
this Agreement shall be performed in a professional and workmanlike manner in
accordance with generally accepted business practices and performance
standards of the industry and the requirements of this Agreement.
CONTRACTOR expressly warrants that all materials, goods and equipment
provided by CONTRACTOR under this Agreement shall be fit for the particular
purpose intended, shall be free from defects, and shall conform to the
requirements of this Agreement. CONTRACTOR agrees to promptly replace or
correct any material or service not in compliance with these warranties,
including incomplete, inaccurate, or defective material or service, at no further
cost to CITY. The warranties set forth in this section shall be in effect for a period
of one year from completion of the Services and shall survive the completion of
the Services or termination of this Agreement.
J. MONITORING OF SERVICES. CITY may monitor the Services performed under this
Agreement to determine whether CONTRACTOR’s work is completed in a
satisfactory manner and complies with the provisions of this Agreement.
K. CITY’S PROPERTY. Any reports, information, data or other material (including
copyright interests) developed, collected, assembled, prepared, or caused to be
prepared under this Agreement will become the property of CITY without
restriction or limitation upon their use and will not be made available to any
individual or organization by CONTRACTOR or its subcontractors, if any, without
the prior written approval of the City Manager.
L. AUDITS. CONTRACTOR agrees to permit CITY and its authorized representatives
to audit, at any reasonable time during the term of this Agreement and for three
(3) years from the date of final payment, CONTRACTOR’s records pertaining to
matters covered by this Agreement. CONTRACTOR agrees to maintain accurate
books and records in accordance with generally accepted accounting principles
for at least three (3) following the terms of this Agreement.
M. NO IMPLIED WAIVER. No payment, partial payment, acceptance, or partial
acceptance by CITY shall operate as a waiver on the part of CITY of any of its
rights under this Agreement.
N. INSURANCE. CONTRACTOR, at its sole cost, shall purchase and maintain in full
force during the term of this Agreement, the insurance coverage described at
Exhibit D. Insurance must be provided by companies with a Best’s Key Rating of
A-:VII or higher and which are otherwise acceptable to CITY’s Risk Manager. The
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City of Palo Alto General Services Agreement Rev. April 27, 2016
Risk Manager must approve deductibles and self-insured retentions. In addition,
all policies, endorsements, certificates and/or binders are subject to approval by
the Risk Manager as to form and content. CONTRACTOR shall obtain a policy
endorsement naming the City of Palo Alto as an additional insured under any
general liability or automobile policy. CONTRACTOR shall obtain an
endorsement stating that the insurance is primary coverage and will not be
canceled or materially reduced in coverage or limits until after providing 30 days
prior written notice of the cancellation or modification to the Risk Manager.
CONTRACTOR shall provide certificates of such policies or other evidence of
coverage satisfactory to the Risk Manager, together with the required
endorsements and evidence of payment of premiums, to CITY concurrently with
the execution of this Agreement and shall throughout the term of this
Agreement provide current certificates evidencing the required insurance
coverages and endorsements to the Risk Manager. CONTRACTOR shall include
all subcontractors as insured under its policies or shall obtain and provide to CITY
separate certificates and endorsements for each subcontractor that meet all the
requirements of this section. The procuring of such required policies of insurance
shall not operate to limit CONTRACTOR’s liability or obligation to indemnify CITY
under this Agreement.
O. HOLD HARMLESS. To the fullest extent permitted by law and without limitation
by the provisions of section M relating to insurance, CONTRACTOR shall
indemnify, defend and hold harmless CITY, its Council members, officers,
employees and agents from and against any and all demands, claims, injuries,
losses, or liabilities of any nature, including death or injury to any person,
property damage or any other loss and including without limitation all damages,
penalties, fines and judgments, associated investigation and administrative
expenses and defense costs, including, but not limited to reasonable attorney’s
fees, courts costs and costs of alternative dispute resolution), arising out of, or
resulting in any way from or in connection with the performance of this
Agreement. CONTRACTOR’s obligations under this Section apply regardless of
whether or not a liability is caused or contributed to by any negligent (passive or
active) act or omission of CITY, except that CONTRACTOR shall not be obligated
to indemnify for liability arising from the sole negligence or willful misconduct of
CITY. The acceptance of the Services by CITY shall not operate as a waiver of the
right of indemnification. The provisions of this Section survive the completion of
the Services or termination of this Agreement.
P. NON-DISCRIMINATION. As set forth in Palo Alto Municipal Code section
2.30.510, CONTRACTOR certifies that in the performance of this Agreement, it
shall not discriminate in the employment of any person because of the race, skin
color, gender, age, religion, disability, national origin, ancestry, sexual
orientation, housing status, marital status, familial status, weight or height of
such person. CONTRACTOR acknowledges that it has read and understands the
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City of Palo Alto General Services Agreement Rev. April 27, 2016
provisions of Section 2.30.510 of the Palo Alto Municipal Code relating to
Nondiscrimination Requirements and the penalties for violation thereof, and
agrees to meet all requirements of Section 2.30.510 pertaining to
nondiscrimination in employment.
Q. WORKERS' COMPENSATION. CONTRACTOR, by executing this Agreement,
certifies that it is aware of the provisions of the Labor Code of the State of
California which require every employer to be insured against liability for
workers' compensation or to undertake self-insurance in accordance with the
provisions of that Code, and certifies that it will comply with such provisions, as
applicable, before commencing and during the performance of the Services.
R. TERMINATION. The City Manager may terminate this Agreement without cause
by giving ten (10) days’ prior written notice thereof to CONTRACTOR. If
CONTRACTOR fails to perform any of its material obligations under this
Agreement, in addition to all other remedies provided by law, the City Manager
may terminate this Agreement immediately upon written notice of termination.
Upon receipt of such notice of termination, CONTRACTOR shall immediately
discontinue performance. CITY shall pay CONTRACTOR for services satisfactorily
performed up to the effective date of termination. If the termination if for
cause, CITY may deduct from such payment the amount of actual damage, if any,
sustained by CITY due to CONTRACTOR’s failure to perform its material
obligations under this Agreement. Upon termination, CONTRACTOR shall
immediately deliver to the City Manager any and all copies of studies, sketches,
drawings, computations, and other material or products, whether or not
completed, prepared by CONTRACTOR or given to CONTRACTOR, in connection
with this Agreement. Such materials shall become the property of CITY.
S. ASSIGNMENTS/CHANGES. This Agreement binds the parties and their
successors and assigns to all covenants of this Agreement. This Agreement shall
not be assigned or transferred without the prior written consent of CITY. No
amendments, changes or variations of any kind are authorized without the
written consent of CITY.
T. CONFLICT OF INTEREST. In accepting this Agreement, CONTRACTOR covenants
that it presently has no interest, and will not acquire any interest, direct or
indirect, financial or otherwise, which would conflict in any manner or degree
with the performance of this Contract. CONTRACTOR further covenants that, in
the performance of this Contract, it will not employ any person having such an
interest. CONTRACTOR certifies that no CITY Officer, employee, or authorized
representative has any financial interest in the business of CONTRACTOR and
that no person associated with CONTRACTOR has any interest, direct or indirect,
which could conflict with the faithful performance of this Contract.
CONTRACTOR agrees to advise CITY if any conflict arises.
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City of Palo Alto General Services Agreement Rev. April 27, 2016
U. GOVERNING LAW. This contract shall be governed and interpreted by the laws
of the State of California.
V. ENTIRE AGREEMENT. This Agreement, including all exhibits, represents the
entire agreement between the parties with respect to the services that may be
the subject of this Agreement. Any variance in the exhibits does not affect the
validity of the Agreement and the Agreement itself controls over any conflicting
provisions in the exhibits. This Agreement supersedes all prior agreements,
representations, statements, negotiations and undertakings whether oral or
written.
W. NON-APPROPRIATION. This Agreement is subject to the fiscal provisions of the
Charter of the City of Palo Alto and the Palo Alto Municipal Code. This
Agreement will terminate without any penalty (a) at the end of any fiscal year in
the event that funds are not appropriated for the following fiscal year, or (b) at
any time within a fiscal year in the event that funds are only appropriated for a
portion of the fiscal year and funds for this Contract are no longer available. This
Section shall take precedence in the event of a conflict with any other covenant,
term, condition, or provision of this Contract.
X. ENVIRONMENTALLY PREFERRED PURCHASING AND ZERO WASTE
REQUIREMENTS. CONTRACTOR shall comply with CITY’s Environmentally
Preferred Purchasing policies which are available at CITY’s Purchasing Division,
which are incorporated by reference and may be amended from time to time.
CONTRACTOR shall comply with waste reduction, reuse, recycling and disposal
requirements of CITY’s Zero Waste Program. Zero Waste best practices include
first minimizing and reducing waste; second, reusing waste and third, recycling
or composting waste. In particular, CONTRACTOR shall comply with the
following zero waste requirements:
All printed materials provided by CONTRACTOR to CITY generated from a
personal computer and printer including but not limited to, proposals,
quotes, invoices, reports, and public education materials, shall be double-
sided and printed on a minimum of 30% or greater post-consumer
content paper, unless otherwise approved by CITY’s Project Manager.
Any submitted materials printed by a professional printing company shall
be a minimum of 30% or greater post-consumer material and printed
with vegetable based inks.
Goods purchased by Contractor on behalf of CITY shall be purchased in
accordance with CITY’s Environmental Purchasing Policy including, but
not limited to, Extended Producer Responsibility requirements for
products and packaging. A copy of this policy is on file at the Purchasing
Division’s office.
Reusable/returnable pallets shall be taken back by CONTRCATOR, at no
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City of Palo Alto General Services Agreement Rev. April 27, 2016
additional cost to CITY, for reuse or recycling. CONTRACTOR shall provide
documentation from the facility accepting the pallets to verify that pallets
are not being disposed.
Y. AUTHORITY. The individual(s) executing this Agreement on behalf of the parties
represent and warrant that they have the legal capacity and authority to do so
on behalf of their respective legal entities.
Z. PREVAILING WAGESContractor is required to pay general prevailing wages as
defined in Subchapter 3, Title 8 of the California Code of Regulations and Section
16000 et seq. and Section 1773.1 of the California Labor Code. Pursuant to the
provisions of Section 1773 of the Labor Code of the State of California, the City
Council has obtained the general prevailing rate of per diem wages and the
general rate for holiday and overtime work in this locality for each craft,
classification, or type of worker needed to execute the contract for this Project
from the Director of the Department of Industrial Relations (“DIR”). Copies of
these rates may be obtained at the Purchasing Division’s office of the City of Palo
Alto. Contractor shall provide a copy of prevailing wage rates to any staff or
subcontractor hired, and shall pay the adopted prevailing wage rates as a
minimum. Contractor shall comply with the provisions of all sections, including,
but not limited to, Sections 1775, 1776, 1777.5, 1782, 1810, and 1813, of the
Labor Code pertaining to prevailing wages.
AA. DIR REGISTRATION. In regard to any public work construction, alteration,
demolition, repair or maintenance work, CITY will not accept a bid proposal from
or enter into this Agreement with CONTRACTOR without proof that
CONTRACTOR and its listed subcontractors are registered with the California
Department of Industrial Relations (“DIR”) to perform public work, subject to
limited exceptions. City requires CONTRACTOR and its listed subcontractors to
comply with the requirements of SB 854.
CITY provides notice to CONTRACTOR of the requirements of California Labor
Code section 1771.1(a), which reads:
“A contractor or subcontractor shall not be qualified to bid on, be listed in a bid
proposal, subject to the requirements of Section 4104 of the Public Contract
Code, or engage in the performance of any contract for public work, as defined
in this chapter, unless currently registered and qualified to perform public work
pursuant to Section 1725.5. It is not a violation of this section for an
unregistered contractor to submit a bid that is authorized by Section 7029.1 of
the Business and Professions Code or Section 10164 or 20103.5 of the Public
Contract Code, provided the contractor is registered to perform public work
pursuant to Section 1725.5 at the time the contract is awarded.”
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City of Palo Alto General Services Agreement Rev. April 27, 2016
CITY gives notice to CONTRACTOR and its listed subcontractors that
CONTRCATOR is required to post all job site notices prescribed by law or
regulation and CONTRACTOR is subject to SB 854-compliance monitoring and
enforcement by DIR.
CITY requires CONTRACTOR and its listed subcontractors to comply with the
requirements of Labor Code section 1776, including:
Keep accurate payroll records, showing the name, address, social security
number, work classification, straight time and overtime hours worked each day
and week, and the actual per diem wages paid to each journeyman, apprentice,
worker, or other employee employed by, respectively, CONTRACTOR and its
listed subcontractors, in connection with the Project.
The payroll records shall be verified as true and correct and shall be certified and
made available for inspection at all reasonable hours at the principal office of
CONTRACTOR and its listed subcontractors, respectively.
At the request of CITY, acting by its project manager, CONTRACTOR and its listed
subcontractors shall make the certified payroll records available for inspection or
furnished upon request to the project manager within ten (10) days of receipt of
CITY’s request.
[For state- and federally-funded projects] CITY requests CONTRACTOR
and its listed subcontractors to submit the certified payroll records to the
project manager at the end of each week during the Project.
If the certified payroll records are not produced to the project manager within
the 10-day period, then CONTRACTOR and its listed subcontractors shall be
subject to a penalty of one hundred dollars ($100.00) per calendar day, or
portion thereof, for each worker, and CITY shall withhold the sum total of
penalties from the progress payment(s) then due and payable to CONTRACTOR.
Inform the project manager of the location of CONTRACTOR’s and its listed
subcontractors’ payroll records (street address, city and county) at the
commencement of the Project, and also provide notice to the project manager
within five (5) business days of any change of location of those payroll records.
BB. CONTRACT TERMS. All unchecked boxes do not apply to this Agreement. In the
case of any conflict between the terms of this Agreement and the exhibits hereto
or CONTRACTOR’s proposal (if any), the Agreement shall control. In the case of
any conflict between the exhibits hereto and CONTRACTOR’s proposal, the
exhibits shall control.
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City of Palo Alto General Services Agreement Rev. April 27, 2016
IN WITNESS WHEREOF, the parties hereto have by their duly authorized
representatives executed this Agreement on the date first above written.
CITY OF PALO ALTO
APPROVED AS TO FORM:
SIERRA TRAFFIC MARKINGS, INC.
Officer 1
Officer 2
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COO
Ron Johnson
COO
Rick Johnson
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City of Palo Alto General Services Agreement Rev. April 27, 2016
EXHIBIT A
SCOPE OF SERVICES
CITY shall negotiate with the CONTRACTOR at the start of each month, the amount
of work to be completed based on CITY-furnished "work order'' type
improvement plans. The CONTRACTOR shall provide cost estimates on the
negotiated work. The City shall review cost estimates and if approved provide
written authorization to the CONTRACTOR to proceed. The CONTRACTOR shall
complete the work during the issued month or time specified on the written
authorization.
(Task A) Standard Highway Signs- New Sign Installation onto Existing Sign Post
CONTRACTOR shall install a standard highway sign(s) onto existing sign post
and/or an existing Caltrans Type 15 Pole Standard. Existing City sign posts might
require the addition of a riser onto existing sign post to accommodate new
sign(s). Addition of a riser shall include the threading of the existing sign post,
installation of a coupling bracket, and pole extension to support the new
sign. The CONTRACTOR shall be responsible for providing a cost to include all
labor and material, including all necessary sign bracketing and banding material.
(Task B) Standard Highway Signs- New Sign & New Sign Post Installation
CONTRACTOR shall install a standard highway sign(s) onto CONTRACTOR
furnished and installed sign post. Installation of a new sign post shall include
coordination with U.S.A. underground, the use of a core drill with a 6-inch bit to
cut through existing concrete, installation of a new 2-inch (I.D.) sign post, and
the use of a portland cement to secure post and finishing to grade. Signs
shall be installed a minimum of 7-ft from bottom of new sign to the sidewalk
or existing grade. New sign post installations shall not use any pole risers to
accommodate the new sign installation(s). The CONTRACTOR shall be
responsible for providing a cost to include all labor and material, including
all required sign bracketing material. Upon completion of the pole
installation, CONTRACTOR shall remove all USA or other type markings from the
roadway, curb or sidewalk.
(Task C) Curb Painting
CONTRACTOR shall paint existing street curb as directed by the City. The City shall
mark the beginning and ending limits of paint in the field using white chalk paint.
CONTRACTOR shall paint red, green, yellow, blue, or white curb paint as directed by
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City of Palo Alto General Services Agreement Rev. April 27, 2016
the City. Prior to painting curb, the contractor shall remove any debris or
vegetation that may conflict with the painting of the curb. Paint material used
for street curbs shall be Ennis Paint Company - Standard Dry paint, or approved
equal, that meets Federal specification TT-P-1952B. CONTRACTOR shall be
responsible for providing a cost per linear foot (LF) of curb paint, to include all labor
and material, and adequate traffic control during installation and curing.
(Task D) Curb Painting Removal
CONTRACTOR shall remove existing curb painting as directed by the City. The City
shall mark the beginning and ending limits of the area where paint is to be
removed. CONTRACTOR shall not use any unapproved chemicals or solvents; if
used CONTRACTOR shall provide a reclamation system to capture spillage,
preventing contaminates from flowing into the sewer or storm drain system. The
City prefers a wet or dry vacuum type system. CONTRACTOR shall provide a cost
per linear foot (LF) including all labor and material for curb paint removal and
adequate traffic control during the removal process.
(Task E) Traffic Lane Lines- Grinding Removal
CONTRACTOR shall grind existing center lane lines or traffic lane lines as directed by
the City. The City shall mark in the field the beginning and ending limits of grinding
operations. CONTRACTOR shall take extra caution not to damage the
pavement. The CONTRACTOR shall be responsible or furnishing, installing, and
maintain adequate traffic control during grinding removal operations
may be used for the removal of existing paint or thermoplastic material and require
field collection and disposal. Other methods, such as use of an Eraser, are also
acceptable. CONTRACTOR shall provide a cost per LF for providing all labor and
material, and adequate traffic control during the removal process.
(Task F) Roadway Stencils/Thermoplastic Pavement Markings
CONTRACTOR shall install, using thermoplastic roadway material, Caltrans
standard pavement arrows and legends including Type IV turn arrows, Type VI lane
drop arrows, Bike Lane symbols, Bicycle Loop Detector symbols, Bike Sharrows, and
Numerals. CONTRACTOR shall check with City to make sure stencils used match
existing stencils used throughout the City. Prior to installation the CONTRACTOR
shall clean the roadway using a mechanical blower and apply primer to the roadway to
ensure proper adhesion to the pavement. The CONTRACTOR shall be responsible for
providing a cost per square foot (SF) to include all labor and material, and adequate traffic
control during installation. Caltrans standard plans will be used to determine actual
square footages for each roadway stencil marker.
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City of Palo Alto General Services Agreement Rev. April 27, 2016
(Note: Caltrans standard plans will be used to determine actual square footages for
each roadway stencil marker).
(Task G) 12-inch White and/or Yellow Thermoplastic Limit Line or Crosswalk Lines
CONTRACTOR shall cat-track for review and approval by the City the location of
12-inch white/yellow thermoplastic limit line or crosswalk lines based off of City
work-order details. Prior to installation the CONTRACTOR shall clean the
roadway using a mechanical blower and apply primer to the roadway to ensure
proper adhesion to the pavement. After written approval from the City on the
location of cat-track markings, CONTRACTOR shall install the 12-inch white/yellow
thermoplastic limit lines or crosswalk lines.
CONTRACTOR shall be responsible for providing a cost per LF for all material, labor
and adequate traffic control during installation.
(Note: When 24-inch limit lines or crosswalk lines are requested by the City, the
12-inch limit line per linear foot cost shall be used as a base cost.)
(Task H) Green Colored Bike Lane Material
CONTRACTOR shall install green material bike lanes, using either Ennis Flint MMA
(Cycle Grip) and/or Ennis Flint green preformed thermoplastic material.
CONTRACTOR may also propose other materials for City review and approval.
CONTRACTOR shall apply both materials as per manufacturers recommended
direction for quality placement. CONTRACTOR shall be responsible for providing a
cost per SF for all required material and labor and adequate traffic control during
installation.
(Task I) Traffic Control
CONTRACTOR shall provide a cost per hour to include for 1 to 2 men, all flagging and
all required signs/ set up requirements as per the Caltrans MUTCD traffic control set
up.
ADDITIONAL SERVICES
The need for additional types of General Street services may be required during the
term of this contract including the installation of traffic centerlines and lane lines in
paint or thermoplastic, or procurement of standard highway signs for installation by
the CONTRACTOR. Provide labor rates for striping and painting, etc
CITY APPROVED HARDWARE
Provided in Attachment A is a list of Sign Bracketing Hardware as well as all other
types of hardware used by the City of Palo Alto. The CONTRACTOR shall be
required to use the same sign bracketing, Hardware material and stencils/
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City of Palo Alto General Services Agreement Rev. April 27, 2016
pavement markings, as specified in Attachment A on projects to ensure
compatibility with existing field hardware.
All pipe installed in concrete islands to have the Snap-n-Safe breakaway device.
"No Parking" signs shall be placed by CONTRACTOR 72 hours prior to job, as
required. "No Parking" signs will be provided by City of Palo Alto.
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City of Palo Alto General Services Agreement Rev. April 27, 2016
ATTACHMENT A
Typical Sign Hardware used by the City of Palo Alto
Typical Standard bolts for sign installations – 5/16” –Hawkins # M2G-BHX
Typical Theft-proof bolts for sign installations – 5/16” – Hawkins # M2G - BTP
Typical 2” U-Clamp with side brackets to mount signs perpendicular to 2”sign pole for
double-sided signs – Hawkins # M2G-C2WB1
Typical 2” Clamp to mount signs flush on 2” sign pole for single-sided signs – Hawkins #
M2G-C2B
Typical Type K marker and base (often used on islands) – # OM2-1H for the 3-lite
reflector
Typical Side Mount Bracket used with banding to mount sign perpendicular to pole for
double-sided signs. Hawkins # M2G-1-SWS
Typical Flared Leg Bracket used with banding to mount sign flush with pole for single-
sided signs. Hawkins # M2G-UBF
Typical Threaded 2” L-Bracket for mounting double sided signs on top of a threaded 2”
sign pipe. Hawkins # M2G-2LBT
Typical Straight Leg Bracket used with banding to mount sign flush to pole for single-
sided signs. Hawkins # M2G-UB
Typical Non-threaded 2” L-Bracket for mounting double sided signs on top of a threaded
2”sign pipe. Hawkins # M2G-2LBT
Typical Bracket used to mount street name signs off of a light standard or traffic signal
pole. Banding must be used to attach bracket to source. Hawkins # V14(HD)SL-105
Typical 2” Pipe Cap to mount street name sign on top of 2”sign pipe – Hawkins #
V14(HD)SL
Typical 2” Cross-Bracket for mounting street name signs perpendicular to each other.
Hawkins # V14(HD)SL105
Typical 2” ID Galvanized Schedule 40 sign pipe used for mounting signs
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City of Palo Alto General Services Agreement Rev. April 27, 2016
Typical 2” Pipe Coupling for joining two pieces of 2” Schedule 40 pipe
Typical 201 Stainless Steel Banding Buckle – Band-It brand # UB256
Typical 201 Stainless Steel Banding – Hawkins # M2G-345 (UG)
Breakaway Coupler for mounting sign pipe in medians, traffic circles and other locations
where there may be frequent repairs. – Designovations Snapnsafe Breakaway Coupler
#S238R8
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City of Palo Alto General Services Agreement Rev. April 27, 2016
EXHIBIT “A-1”
GENERAL SERVICES TASK ORDER
Contractor hereby agrees to perform the work detailed below in accordance with all the terms and
conditions of the Agreement referenced in Item 1A below. All exhibits referenced in Item 8 are
incorporated into the Agreement by this reference. The Contractor shall furnish the necessary
facilities, professional, technical and supporting personnel required by this Task Order as described
below.
CONTRACT NO. ISSUE DATE
Purchase Requisition No.
1A. MASTER AGREEMENT NUMBER
1B. TASK ORDER NO.
2. CONTRACTOR
3. PERIOD OF PERFORMANCE: START: COMPLETION:
4 TOTAL TASK ORDER PRICE: $__________________
BALANCEREMAINING IN MASTER AGREEMENT $__________________________________
5. BUDGET CODE: _______________
COST CENTER_________________ COST ELEMENT______________ WBS/CIP___PHASE___
6. CITYPROJECTMANAGER’SNAME/DEPARTMENT_____________________________________
7. DESCRIPTION OF SCOPE OF SERVICES
MUST INCLUDE:
WORK TO BE PERFORMED
SCHEDULE OF WORK
BASIS FOR PAYMENT & FEE SCHEDULE
DELIVERABLES
REIMBURSABLES (with “not to exceed” cost)
8. ATTACHMENTS: A: Scope of Services B: __________________________________
---------------------------------------------------------------------------------------------------------------------------------
I hereby authorize the performance of I hereby acknowledge receipt and acceptance
the work described above in this Task Order. of this Task Order and warrant that I have
authority to sign on behalf of Contractor.
APPROVED: APPROVED:
CITY OF PALO ALTO COMPANY NAME: ______________________
BY:__________________________________ BY:____________________________________
Name ________________________________ Name __________________________________
Title_________________________________ Title___________________________________
Date _________________________________ Date ___________________________________
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City of Palo Alto General Services Agreement Rev. April 27, 2016
EXHIBIT B
SCHEDULE OF PERFORMANCE
(On Call Services Not Applicable)
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City of Palo Alto General Services Agreement Rev. April 27, 2016
EXHIBIT C
SCHEDULE OF FEES
CITY shall pay CONTRACTOR according to the following rate schedule. The maximum
amount of compensation to be paid to CONTRACTOR, including both payment for
services and reimbursable expenses, shall not exceed the amounts set forth in Sections
5 and 6 of the Agreement. Any services provided or hours worked for which payment
would result in a total exceeding the maximum amount of compensation set forth
herein shall be at no cost to CITY.
Task A: Standard Highway Signs- New Sign Installation onto Existing Sign Post
Lump sum cost that includes all labor and materials costs for the installation of one
24”x30” standard highway sign onto an existing sign post.
$125 each
Task B: Standard Highway Signs- New Sign & New Sign Post Installation
Lump sum cost that includes all labor and materials costs for the installation of one
new standard 2-inch (I.D.) galvanized sign post and one 24”x30” standard highway
sign.
$250 each
Task C: Curb Painting
Lump sum cost that includes all labor and materials, per linear foot, for the installation
of street curb paint.
$2.00/ LF
Task D: Curb Painting Removal
Lump sum cost that includes all labor and materials, per linear foot, for the removal of
street curb paint.
$10.00/LF
Task E: Traffic Lane Lines- Grinding Removal
Lump sum cost that includes all labor and materials, per linear foot, for the removal of
traffic lane lines.
2.00/LF
Task F: Roadway Stencils/Thermoplastic Pavement Markings
Lump sum cost that includes all labor and material, per square foot, for the installation
of roadway stencils. (Note: Caltrans standard plans will be used to determine actual
square footages for each roadway stencil marker
$5.00/SF
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City of Palo Alto General Services Agreement Rev. April 27, 2016
Task G: 12-inch White and/or Yellow Thermoplastic Limit Line or Crosswalk Lines
Lump sum cost that includes all labor and material, per-linear ft cost for the installation
of 12-inch white thermoplastic limit lines or crosswalk lines. (Note: When 24-inch limit
lines or crosswalk lines are requested by the City, the 12-inch limit line per linear foot
cost shall be used as a base cost.)
$3.00/SF
Task H: Green Colored Bike Lane Material
1. Lump sum cost that includes all labor and material, per-square ft cost for the
installation of Ennis Flint MMA (Cycle Grip) Green Bike lane material.
$8.00/SF
2. Lump sum cost that includes all labor and material, per square ft cost for the
installation of Ennis Flint Green Preformed Thermoplastic Bike lane material.
$9.00/SF
Task I: Traffic Control
A cost per hour for traffic control services to include for 1 to 2 men, all flagging and all
required signs/ set up requirements as per the Caltrans MUTCD traffic control set up.
$180.00/hr
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City of Palo Alto General Services Agreement Rev. April 27, 2016
EXHIBIT D
INSURANCE REQUIREMENTS
CONTRACTORS TO THE CITY OF PALO ALTO (CITY), AT THEIR SOLE EXPENSE, SHALL FOR THE TERM
OF THE CONTRACT OBTAIN AND MAINTAIN INSURANCE IN THE AMOUNTS FOR THE COVERAGE
SPECIFIED BELOW, AFFORDED BY COMPANIES WITH AM BEST’S KEY RATING OF A-:VII, OR
HIGHER, LICENSED OR AUTHORIZED TO TRANSACT INSURANCE BUSINESS IN THE STATE OF
CALIFORNIA.
AWARD IS CONTINGENT ON COMPLIANCE WITH CITY’S INSURANCE REQUIREMENTS, AS SPECIFIED,
BELOW:
REQUIRED TYPE OF COVERAGE REQUIREMENT
MINIMUM LIMITS
EACH
OCCURRENCE AGGREGATE
YES
YES
WORKER’S COMPENSATION
EMPLOYER’S LIABILITY
STATUTORY
STATUTORY
YES
GENERAL LIABILITY, INCLUDING
PERSONAL INJURY, BROAD FORM
PROPERTY DAMAGE BLANKET
CONTRACTUAL, AND FIRE LEGAL
LIABILITY
BODILY INJURY
PROPERTY DAMAGE
BODILY INJURY & PROPERTY
DAMAGE COMBINED.
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
YES AUTOMOBILE LIABILITY,
INCLUDING ALL OWNED, HIRED,
NON-OWNED
BODILY INJURY
- EACH PERSON
- EACH OCCURRENCE
PROPERTY DAMAGE
BODILY INJURY AND PROPERTY
DAMAGE, COMBINED
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
$1,000,000
NO
PROFESSIONAL LIABILITY,
INCLUDING, ERRORS AND
OMISSIONS, MALPRACTICE (WHEN
APPLICABLE), AND NEGLIGENT
PERFORMANCE
ALL DAMAGES $1,000,000
YES THE CITY OF PALO ALTO IS TO BE NAMED AS AN ADDITIONAL INSURED: CONTRACTOR, AT
ITS SOLE COST AND EXPENSE, SHALL OBTAIN AND MAINTAIN, IN FULL FORCE AND
EFFECT THROUGHOUT THE ENTIRE TERM OF ANY RESULTANT AGREEMENT, THE
INSURANCE COVERAGE HEREIN DESCRIBED, INSURING NOT ONLY CONTRACTOR AND
ITS SUBCONSULTANTS, IF ANY, BUT ALSO, WITH THE EXCEPTION OF WORKERS’
COMPENSATION, EMPLOYER’S LIABILITY AND PROFESSIONAL INSURANCE, NAMING AS
ADDITIONAL INSUREDS CITY, ITS COUNCIL MEMBERS, OFFICERS, AGENTS, AND EMPLOYEES.
I. INSURANCE COVERAGE MUST INCLUDE:
A. A PROVISION FOR A WRITTEN THIRTY DAY ADVANCE NOTICE TO CITY OF CHANGE
IN COVERAGE OR OF COVERAGE CANCELLATION; AND
B. A CONTRACTUAL LIABILITY ENDORSEMENT PROVIDING INSURANCE COVERAGE
FOR CONTRACTOR’S AGREEMENT TO INDEMNIFY CITY.
C. DEDUCTIBLE AMOUNTS IN EXCESS OF $5,000 REQUIRE CITY’S PRIOR APPROVAL.
II. CONTACTOR MUST SUBMIT CERTIFICATES(S) OF INSURANCE EVIDENCING REQUIRED
COVERAGE AT THE FOLLOWING URL: https://www.planetbids.com/portal/portal.cfm?CompanyID=25569.
III. ENDORSEMENT PROVISIONS, WITH RESPECT TO THE INSURANCE AFFORDED TO
“ADDITIONAL INSUREDS”
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City of Palo Alto General Services Agreement Rev. April 27, 2016
A. PRIMARY COVERAGE
WITH RESPECT TO CLAIMS ARISING OUT OF THE OPERATIONS OF THE NAMED INSURED,
INSURANCE AS AFFORDED BY THIS POLICY IS PRIMARY AND IS NOT ADDITIONAL TO OR
CONTRIBUTING WITH ANY OTHER INSURANCE CARRIED BY OR FOR THE BENEFIT OF THE
ADDITIONAL INSUREDS.
B. CROSS LIABILITY
THE NAMING OF MORE THAN ONE PERSON, FIRM, OR CORPORATION AS INSUREDS UNDER THE
POLICY SHALL NOT, FOR THAT REASON ALONE, EXTINGUISH ANY RIGHTS OF THE INSURED
AGAINST ANOTHER, BUT THIS ENDORSEMENT, AND THE NAMING OF MULTIPLE INSUREDS,
SHALL NOT INCREASE THE TOTAL LIABILITY OF THE COMPANY UNDER THIS POLICY.
C. NOTICE OF CANCELLATION
1. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR ANY
REASON OTHER THAN THE NON-PAYMENT OF PREMIUM, THE
CONTRACTOR SHALL PROVIDE CITY AT LEAST A THIRTY (30) DAY
WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF CANCELLATION.
2. IF THE POLICY IS CANCELED BEFORE ITS EXPIRATION DATE FOR THE NON-
PAYMENT OF PREMIUM, THE CONTRACTOR SHALL PROVIDE CITY AT
LEAST A TEN (10) DAY WRITTEN NOTICE BEFORE THE EFFECTIVE DATE OF
CANCELLATION.
Vendors are required to file their evidence of insurance and any other related notices with the City of
Palo Alto at the following URL:
https://www.planetbids.com/portal/portal.cfm?CompanyID=25569
OR
http://www.cityofpaloalto.org/gov/depts/asd/planet_bids_how_to.asp
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