HomeMy WebLinkAbout0319.095----_.---.. .,... . ~-
City of Palo Alto
City Manager's Report
TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: PUBLIC WORKS
AGENDA DATE: J.De 16, 1995 CMR:J19:95
SUBJECI': Approval of Cons alta at AgreemeDt wit~ BroWll, Veoce & AJ'D<iales
for tile Refuse had C<>ot or Se .... ie. Stu dy
REQUEST
This report ....... 'UeSts that Council awrove a consullant agreement in the aJ1l')un( of $94,690
will! Brown, Vonce 8< Associates for the Re fuse Fund Cost of &.-n~ Study_
RECQMMf,NDATIONS
t_ Approve and ."'llorize the Mayor !o execute the attached consultant agreement with
&ow", Vence &; Associ.!es in the amount of $94,690 for the Refuse Fund Cost 0(
Service Study_
2_ A utborize the Cit)' Manllger or her designee \0 negotiate and execute amendments for
services related to or incidental 10 Ibe scope cf wad DC services, the tota! value of which
amendments will Dot exceed S 13,3 J 0_
POLICY IMPIJCATIONS
Thc:re are DO policy implications related 10 this report.
EXECIITIYE SUMMARY
'[be City Cooncil ..,;s refuse collection rates and schedules for all classes of customers. In
addition 10 refuse collection fees, the rates include funds for all solid waste programs (Le_
mat.-riaI re<:overy, street sweeping, landfill operations., regulatory programs, household
hazardous waste, and long-term <ftSpO<a! cornmitments). ""pita! projects, landfill closure and
landfill post-do."", maintenan<:e_ As a result ofboth regulatory mandates and expancfmg solid
w..m programs, especially the added costs associated "ith Iranspor1ing waste 10 the Sunnyvale
SMaRT Station, Palo Mo', rates have increased signi£kantly in the IasI ten years_ The
significant increases have applied 10 all custO<DerS, without detennlning the !IUe cost 10 sped5c
wstorner classes [Le. residential, commercial, industrial, researcb) or rate scbedules_
During the last few years, residenls and Council bave expressed coocem on both Ibe cost of
re~.lSe collection aud the r.ae. cllllrged for refu.'<e related services_ In order to address these
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wncems, CounciJ has asked staff 10 determine the true CO'"..ts of providing the various services
I'l \he different customer classes.
The scope of work of the JtJ:fuse Fund COS! of Service Study was approved by the Finance
Committee on M=h 20,1995 (CMR:I79;9S). This study ",11 .nocate costs Dial! services
provided by the City and determine ... ·bat each customer class should be assessed. This study
will also evaiuale the d'licicncy of PASCO services m.:luulllg \he level of cost and prcOt for
PASCO compared 10 vtlJer refuse collection firms in t.'>e San Franci",o Bay Area.
Staff issued \he RFP f<)f!his project 00 April I!, 1995,10 1hirteen coosulting firms, and only
lOur respODded by the closing date of May [6, 1995 due 10 the special nature of tbe study whkh
requires both solid wast. =gement and financ;alr""counting experienre. The Selcctioo
Advisory Committee consisted of staff from the Public Wods Department -Operations
Divi,ion and the Finance Department. After careful review of the proposals, al! fouF firms
(Brown, Vence and Associates; CH2M Hill; Hilton f arnkoff &. Hobson; a.~d Deloitte and
Too<:he) were invited 10 oral presentations! interviews. The Committee reviewed the firms'
qualifications, ... ith particular empbasis 00 rckvant experience and their le<:hnical approach 10
Ibe project. and recommends Brown, Vence &. Associates.
~1,IMPACT
Fuods have bee" appropriated in the IT 1994-95 and Refuse Fund operating budget, and funds
bave been budgeted in the FY 1995-96 Re fuse Fund submitted for Council approval on lune
19,1995.
ENYJR<)NMENTAJ. ASSESSMENT
TIle COIltrac\ hereby applO'ied is not coosidered a project UIldcr CEQA, hen«, there is 00
Environmental Assessment required for !his agreement.
AUACHMENTS
A -CMR: 179:95
B -Agreement
PREPARED BY: Michaelll Miller, Deputy D'.rector, Public Works Operations
DP....PARTMENTHEAD REVlEW: ~.4. ~
7 GLENN . ROBERTS
Director of Public Works
CITYMANAGERAPPROYAL: ~::m. ~~,BERNARDMS~
Assirumt City Manager
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City of Palo Alto
TO:
AlTENTION:
City Manager's Report
HONORABLE orr COUNCIL
Fman« Committee
FROM: CITY MAN. .. GER DEPARTME1'IT: Pub6e Works
CMR: 179:95 AGENDA DATE: Morc. 20, Ill\l5
SUBJECT: Refuse Fanll Co.t of Service Study
J!!:PORT IN BRIEF
This report &!ails ~ proposed scope of servio:es fOf the re!us<: cost of senicc study
approved and ftmded in ~ 1994-95 Re!us<: Fund operating budget This study ... -as among
tho..: the 'mane. O>mmittec indicated it wisbed 10 re''''''' in draft form prior to staff
soli<;iting request foc proposal.
BACKGROUND
The C"1ty Counc~ sets re!us<: coDe"bon rates and schedules for all classes of c",tomers. In
addition to refuse colleotion reos,. rhe rales iJl<:lude ftmds for all solid .... aste programs (i .•.
material, recovery, street ..... eping, landfill operations, regulatory programs, household
hazardons waste and long-term disposal commitments); capital projects; and landfill closure
and post closure. A. a result of both regulatory mandates and expanding solid waste
programs, PaloAlto·s rates have incre=d significandy in the last len years.
During \he last few years. residents IUId tile C<Mm<;-a have expressed conCent on botll the c<»t
of refuse collection and the rates charged for refuse related services.
DISCUSSION
The goals of Phase I of 1!lls request [Of proposal are 10:
L Dev1:1op cost of services methodology and calculate cost of servio;es by category (Le.
coI!ection, disposal, >ecycIing, sweeping, composting, hazarclous waste, administration
and support);
2. Deveiop cost allocation methodology foe allocating cost of senices to customer class
(Le. lesi&ntial Rl, R2, 1'3, etc, commercial, industrial). including lb. development
of a typical bill at IUD cost of senices itemized by cost components; and
3. Review the current customer -classes and recommend fe"lOOns oc expansion of rate
schedules similar to other communiti<s in the greater San Francisco Bay Area (ie.
multi-fanu1y moe. than 1 II units, mobile hemes, hospital government. research and
manufacturing).
Phase D of the scope of senice. is proposed 10 include the forrowing:
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I. EvaIna1e fue dliciern:y of Palo Alto Sanitation CMlpany (PASCO) services, including
an analysis of routes. schedule .. nse and maintelWl<:e of equipment and facilitie.;
2. Eva!""'" Ibe kvel of cost and profit for PASCO """'pared 10 other refuse colle<tioo
Iirm3 in the San Fran<:isco Bay Alea;
). E¥lIIuaIe 1he clIlRnt compensation fonnala and compare it with other fonnulas used
in the San francisco Bay Area for determining profit, and recommend the most
appropriate one. including basis foc de1enninarioo;
(. Review fOr appropriateness and defim 1he clIlRnllist of allowable costs in 1he refuse
ccUection agre=ents with PASCO and make recommendations fo< addition; and
deletions; and
5. Complete an anal}.;. of the rate. schedule. both current and pr~posed (Phase I).
M!kI! would compare [ate. with other similar jurisdictions offering similar service.
(i... backyard <:oDection. recycling, compc'5ting. street sweeping, commercial
m:}'Cling).
P',)L!CY IMPLICATIONS
~ are no policy implications related to this report.
FISCAL IMPACT
Phase I funding of $60,000 is meludod in the 1994-95 refuse fund operating budget; Phase
II would require the .ddition of $60,000 in the proposed 1995-96 refuse fund operating
bodget.
ENVIRONMENTAL ASSESSMENT
There is no environmental asses.ment required fo< awoval of this funcfmg request.
STEps FOLLOWING APPROVAL
SIBIf win prepare • request for p.-opcsal fOr s<>!idtation 10 consultants and retum to O:Iuncil
w;!li • recommended consultant
ATIACHMENIS
None
PREPARED BY: Michael Miller, Deputy Direclo< Public Works Operations
DEPARThffNT BUD REVIEW: -~k4EtiLtJ'f---
Direc .. 1X of Public WocKs
aTY MANAGER APPilOV AL:
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AGIE'IHEH,
POR.
PROFESSIONAL
1IETWEE11
E!i~D/EERD1G CONSULTANT SUVICES
TI!E CITY OF PALO ALTO I>J'I)
'1"!!IS AGREEMENT is made and entered into this __ day <>f
:::--::-;-::-;=-;--=-=' 1195 by and between the CITY OF PALO ALTO. "
municipal corporation of California. hereinafter referred to as
.CITY,. and BROWN, VENCB &: ASSOCIATES (Taxpayer Identification No.
54.·is7SSEO) I a california corporation, with offices at 120
~gamery Street, SUite 1000. San Francisco, CA 94104. herainafter
referred to as 'CONSULTANT-;
WIT HIS S B T B:
WHEREAS, CITY desires certain professional consultant
servic~s hereinafter described; and
WHEREAS .. CITY desires to engage CONSUL·'rJ;..r..~ to prCiV~Qe
these services by reason Qf its qualificat!ons and expErieoce for
performing such services" and CONSt,1LTAN'I' has offered to providE: the
required services 00 t~~ terms and in the manner ~~t forth hereiu;
NOW... THEREFORE.. in .consideration of tbeir mutual
cO' ... ~enants ... the parties nereto agree as follo..,s:
SECTION 1 -DEFINITIONS
1.1 !:.ID:
The term 'City' s~all roean the City cf Palo Altc ..
California.
1.2 CITY MANAGER
The term "City Manager-sr~il mean the duly appointed
City Manager of the City of Palo Alto, California .. or his or her
~esignate6 represen~ative.
1.3 ·CITY CLERK
The term 'City Clerk" shall mean t.he duly Sl.ppointed City
Clerk of the City of Palo Alto, California# at" his or her
oestgnated representative.
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1.4 iTSI M!NAGS&
The term 'ais~ ~ger· sha11 mean tbe duly a~~inted
~isk Manager of the City of Palo Alto. California. or his or her
designated repreeectative.
1.S PROJECT
The term 'Project' shall mean all of the tasKS described
in Exhibit 'A' entitled 'Scope of project and Time Scnedule .. r
attached hereto and made a part hereof by this reference.
SECTION 2 -PBOJEC7.....ro)RDINATIOli
Tbe City Y~ger shall be representative of CITY for all
pu~e5 under this Agreerrent. Robert Le is designated as the
Project Manager for the City Manager .. and he shall supervise the
progress and executioll of this Agreement.. and shall be assisted by
Eugene Segna. the Project Engineer.
2".2 CQNsm.TANT
CQNSULTAN'l' shall assign a single Project. Director to have
overall responsibil tty for t.he progress and execution of tbis
Agreement for CONSULTANT. Thomas Veoce is hereby aesignated as the
Project Director for CONSULTANT. Peter Deibler shall be assigned
as Project Coordinator for CONSL~TANT and st~ll represent
CONSULTANT d'.lring t.he day· to-day 'WOrk on the Project... Should
circumstances or conditions sUbsequent to the execution of this
Agreement require a substitute Project Director or Project
Coordinator for a~y reason the Project Director or project
Coordinator designee shall be subject to the prior ~Titten a~roval
of the Project Manager.
~F£TIQN :\ -SCOPE OF PiOJF£T
The scope of tbe Project to be executed by CONSULTANT
under the phases of the Basic Services described in Sectioo 4.1 of
t.bis Agreement.. and the time scbedule for tbe Project., are
described in Exhibit A.
SECTION 4 -rxrrIRS OF OJNSULTANT
4.1 BASIC SjR~
unless othenrise indicated., CONSULTANT snaIl perfo-r"dl each
task and accon~lish ea~h objective described in Exhibit A.
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CONSULTAN'l"s Basic Services ehall be fUrIlished as described in
Exhibit A.
4.2 !P1 ITTONAL SgByICES
CONSULT~~ shall perform or Obtain any and all of the
following additional services. noe in-c1uded under the Basic
Services. if so authorh:ed in writi.ng by CITY, and shall be paid as
provided in Section 6 of this Agreemen·t:
4:.'.1. Providing sen-ice& as an expert witness in
connect-ion with any public hearing. al:'bitratioo proceeding, or
proce~ding of a court of re~crd.
4.2.2 Incurring travel and subsistence expEns~s
for CONSULTANT aOO its staff l:::eyond these normally required under
the Basic Services.
4. 4 2.3 Perf.orming any other servl ces t.~a. t may l:Je
agreed upon by the parties subsequent to the execution of this
Agreement.
".3.1 CONSULTANT represents that it has the
expertise and professional qualifications to furnish the services
described under ~his Agreement. OONSULTJL~ further d~cl~res that
one or more meII2>ers or employees of its firm and t.hat. of its
sUbconsultants l if any~ are licensed by the State of California to
perfo.rm their se.rY'ices and that these services vill be performed by
them or under their supervision. CONSULTAN'l' shall furnisb to CITY
for approval, prior to execution of this Agreement l a list of all
firms or corporations to be employed as subconsultants.
4.3.2 CONSULTANT stat.es that it is aware of tbe
requirements of the federal Americans with DiSabilities Act of
1990~ and the Gove~nment ~ode and the Health and Safety Code of tbe
State of california l relating to ac~ess to public buildings and
accommodations for disabled persODS~ and relating to facilities for
dis3hled persons. CONSULTANT shall comply with such prOVisions in
carrying out the terms of this Agreement.
c. 3.3 CONSULTANT shall furnish CITY with every
reasonable opportunity tor CITY to ascertain that the services of
CONSULTANT are being performed in accordan~e with ~be requirements
and intentions of this Agreement.
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SEcr1QN 5 -pmU;.s OF CITY
s~ 1 CITY sha.ll pr-ovide full information regarding its
requirements for the Project~
S.l CITY shall examine documents s1.ibll'.itted by CONSULTANT
and shall render decisions pertaining thereto pr~ptly. to avoid
unreasonable delay i~ the progress of CONSULTANT's work.
5.3 CITY shall Luroieh all such information as are in
CITY's files or are at its disposal, as listed in Exhibit A.
544 The services, ir.foonatioo.. su~~eys and reports
required by paragraphs 5 .. 1 and 5.3 shall be furnished at CITY's
expense ... and CONSULTANT shall be ent.itled to rely up:m tee accuracy
thereof.
5.5 If CITY observes or othendse becOIJles aware of any
fault or defect in tbe Project, CITY shall give prornp-t vritten
notice thereof to CONSULTANT.
5.6 CITY shall furnish available information required by
CONSULT~~ as expeditiously as possible~
S scrIM fi -PAYMENT
Payrtent shall be made by CITY' only for services rendered
and vithin thirty ()O) days of submission in triplicate of IDOntbly
progress payment requests. Each invoice shall be itemi2ed as to
the type Qf payment described in this section.
6.1 CQNSm.TANT I S FEES
In con91deration for the full perfol~n~e of the Basic
Services ar~ reimbursable expenses described in Section 4.1 of this
Agreement.. CITY agrees to pay CONSULTANT a tee not to exceed
Ninety-Four Thousand Six Hundred Ninety Dollars ($94 .. 6901.
_ The amount of CONSULTANT's compensation shall be
calculated as set forth in EXhibit wSw. en-titled -Fee Schedule
attached hereto ~ made a part hereof by this reference. on a time
and ~~terials baeis.. up to the max~ amount eet forth in this
paragraph 6. L
6.1.1 $ybqoqsu'tante. Fees for sUbconsultants ..
hired directly by CONSULTAb'"T. shall be awroved by CITt" in advance
of in~urring such feee.
IS .1. 4: For add j t i Mal S@Wces. For CONSULTANT r s
additional services, as described in section" of this .J.g-reement ....
compensation shall be as prescribE-cS In Exhibit a but S~l.all not
exceed Twelve Thoo,sand Dollars 1$1.1.000).
0.1.3 ~nr ixtra wark Qr Cbansee. Payment for
extra work or changes in the work ~ initiated by CONSUL~ANT ~
authorized in writing by the project ~nager shall be made within
thirty {30J days cf suJ:>missiO<l by CONSULTAN'i' of a statement in
triplicate Qt itemized costs co-"ering su-cb 'Work. prior to
c_Ol!'Imencing such extra work or changes .. CONSOLTJI.,lIj"T B,nd CITY shall
agree upon an estimated not-to-exceed cost for such extra work. In
no event. shall CONStn..TANT be paid; for design work or c1'-..a!l:9'e -order
prepaI'atlon which is _necessary because of CONSULTANT's errors or
oversigh,ts.
6.1.... Calcllat'on of Djrect PerSonnel EXPf'P5@.
Direct personnel expense of employees engaged on the Project by
CONSULTANT shall include only the ~ork of architects. engiDeers,
designers I jot:. captains.. draftspersons,. specification ..--riters,
economists, plar;..ners l accounta..nts and typists.. in consultation ...
research and design .. in produ~in9 dra~ngs. specifications. reports
and ~her documents pertaining to the Project. Included in the
cos~ of direct personnel expense of these employees are salaries
and mandatory and customary benefits su~h as statutory employee
benefits M insurance~ sick leave, holidays and vacations. penSions
and similar benefits.
'6.2.1 ~sjc Services. Paytr,ents tor the
Basic Services s~l be made in progress payments in proportion to
services performed in accordance v1th Exhibit B.
Final payment .. hall he ""de by CIn after CONSULTAJ'oo'T has
sul:mtitt.ed all required products and reports and received approval
thereon from CITY. .
6.2:.2 For I.Mitional Services. Payments for
additional services of CONSULTANT as defined in Section 4 shall be
made as part of !the monthly progress payments for services
rendered.
6.2.3 DeductionS. No deductions shall be zr.ade
from CONSULTANT's compensation on account of penalty, liquidated
<ialna.ges, or other sums vithheld fr~ payments to contractot"s.
fL2.... payment Ufx>o fiuspeosjon qr Nlandonmept Qf
Prp;ect. If the Project is suspended for more than t.hree i 3}
months or abandoned in whole or ill partl CONSULTANT shall be paid
its compensation for services performed prior to rece1~ of vritten
notic_e from CITY of su,c:h suspension or abandoruneDt. together -with
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a6ditloaal and reimbuxsable exPenses then due. If the Project is
resumed after being suspended for more than one hundred eighty
t180) days., any change in CONSUIJTAN1" s c.ornpensa.tion snall be
subject to reneg~iation and~ if necessary. approval by the Pale
Alto City Cow::cil (the 'City Council'}. If this Agreement is
suspended: or t.erminated for fault of CONSULTANT, CITY shall be
obligated to compensate CONSULTANT on1y for that portion of
CONSULTAN'I'S services which a.re of benefit to CITY, .as s\,l.·ch
determdnation may be made by the City Manager In the reasonable
exercise of his or her discretion.
$ BCTIO'ti 1 -PROOF 8SS AND Cor.un,R1 ION
The term. at this Agreemoent shall commen<::e upon its
execution by the Mayor of C!TY. Following recei~ of a Notice to
Prcc-eed~ C'ONSULTAN'I' sha.ll c~nce 'Work on. initial t.asks .of study
in accordance with toe time scbedule set forth in Exhibit A. Work
00 subsequent tasks shall proceed i:o. ac.ccrdance with t.he time
sChedule. The parties hereto agree that £ime is of the essence of
t.his Agreement. This Agreement snall teIl!linate one 'hundred eigb.,ty
{1aO) days follc~ing its C<h~en~ement.
".2 TIME OF CCMPI.ETTON OF ~ACH PHASE
CONSULTA.VI' agrees to perEonn the services within the tiIr.e
limits set fo~h in Exhibit A provided i however. that any change, in
the scope of services or ocher changes due to CITY's operating
r~irements. or in connection with other contractors' or
consultan,ts· operations i may require a revised tUne table.
CITY agrees
tasks to implement
Exhibit A.
to exercise due diligence in performing.ita
CONSULTANT's time table provided under
'J. 3 CITY I S REVIEW AND l.PPiQV!I.
Between each pr~se of work there shall exist a reviev and
appr~l period by CITY. CITY' shall exercise due diliger:..ce to
~omplete tbese tasks; ho~ever. it is recogni2ed that the
interrelated exchange of information among CITI' s various
departments makes it impossible to set a specific time schedule.
Normally .. CITY's estimated period of review and. app-roval vill be
furnished to CONSut/I'ANT at the time of submission of each ~se of
the work.
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7.~ !l11PtS10N of TIME Qf COMPLETION
rn the event the services ca,lled for under this Agreement
are not oomple~ed by CONSULTANT within the time specified z CITY
shall have tbe option to extend t.be time of completion. This
paragraph does noe preclude tbe recovery of d~4ges for delay of
either party.
S8CT1QN e -CHANGES IN' WORK
CITY may order major changes in scope or character of
work r either decreasing or increaeing the amount of CONSULTANT's
services~ In the event tha~ such changes are ordered, CONSULTANT
snall be entitled to full cCl[!"pensatioo for all work performed prior
to receipt of notice of change. Increased compensatio~ for major
changes shall be dete~ined in accordance with Section 6 of the
Agreement ... ro,t in no event shall CrTY be liable for payment unless
t.he amount o:f such ,extra c~nsatiOD shall first have been agreed
to in writing by CITY~
In ~be event that majo~ changes are ordered pursuant to
this section. the schedule for progress and completion under
Section 1 'of t:his_ Agreement .. and compensation under S,=ction 6 of
this Agreement:. .. sl't..all be adjusted by negotiation between CONSULTAN'l'
and CITY. subject to approval if necessary by tbe City Council.
SECTION 9 -TERMINATION OR Sru:;PFNSION OF AGREEMRNT
9.1 CANCEI/I.ATIQN BY mNSIU.TANT
CONSULTANT Jnay terminate this Agreement or suspend work
Oll the project by providir:.g-thirty {:~Ol days-; writt.en notice
thereo! to CITY .. but. only i:o. the: event of subst.a.nt.ial failure of
performance by CITY or in t.he event CITY abar~ns or ineefinitely
postpones tbe Project.
9 • .2 CANeR!.l ! TIM By C ri"l
Wit.hout limitation to such rights or remedies as CITY
shall -othervise have by la .... _ CITY may terminate this Ag't"eement or
suspend work on the Project. with or yithout caUSE, by providing
fifteen (15) days' written notice thereof to CONSULTANT .. or
immediately aft.er submission to CITY by CONSULTANT of any completed
item of service specified in Section 4 of this Agreemen,t.
CONSULTANT agrees t.o cease all 'Work under this Agreement upon
receipt of said wrItt.en notice.
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9.) <:!'&WENSATJON OF CONStTl",'tA-'f1' ni THE EVENT OF
TRRMINltTION OF THI S AGREEMEr-J'
In the eve!lt of termic.atioo of this Agreement or
suspension o,f work on t.he project by either CI'lY or CONSULTANT as
provided herein, CONSt1LTAN'l' shall re~eive compensation as follows:
9.3.1 Fo~ approved iterr~ of service UDder
Section 4 of this Agr~ement, compeneatfon shall be in the amount
outlined under Section 6 of this Agreement for the items of_~ervice
fully performed by ODNS~~TANT.
9.3.2 For items of service on 'Which a Notice to
Proceed has been iSBued by CITY, but which have !lOt been fully
completed and approved .. CONSULT~ shall be compe.nsated for the
service in an amount which bears the same ratio to the total fee
otherwise payable for the perforrr.an.ce o'f the service as the Elervice
actually rendered bears to the tctal service necessary for the full
perfor.mance of the item of service.
9.3.3 In no event shall the total compensation
paid in the immediately precediDg paragrapbs exceed tne pa~ent
specified in Section 6 for the respective items of service ~o be
furnished by CONSULTANT.
9.3~' Notwithstanding anythi~g in the preceding
p,aragrapha: .. upon tenr..i.nation for fault o-f CONSUL'!'A.VI' ... CITY shall be
obligated to pay fer only -that portion of the service -which can be
incorporated in tbe project.
9.4 exnrES OF CITY Arm O)NSIIT-TANJ'
opoo termdnation of this Agreement or suspen9ion of work
OIl the Project by either CITY or CO.NSULTANT as provided herein, all
duties of CIT~ and CONSULTANT, as set forth in Sections 4 and 5
hereinaboVe, shall terminate.
SgcrICN' ! a -lYmsm,1ANT's ACCOUNTING RECORDS
R.ecords of the following expenses pertaining to the
Project shall be ke~ by CQNSULTANT in accordance with generally
recognized accounting prin~iples and shall be made available to
C~TY at mu~ually coovenlent times during the term of this Agreement
and for three (3) years following the termination of this
Agreemen,t :-
(al Direct personnel expenses, in<:luding consultant
expenses 4 (See Section 6 of this Ag~eement.)
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{b} Expenses pertaining to ~Aditional Services~ lSee
Section' of this Agreement.l
SRcr IQN}l -QWNEBSRI P OF XXX'lIMENTS
Subject to -th'9 provisions of Paragra.ph 11.2 below .. t.he
original drawings I maps, plans~ d~eisos. records of Bur~ey .. worK
datal specifications l reports and any ~her documents prepared by
CONSULTANT in the performance of this Agreement, although instru
ment-s of professional service l are and shall be the property 0-[
CITY whether the ~roject for ~hich they are ~ade is executed or
not.
11.2 TRANSFER TO CITY
Upon termination under Section 9 of this Agreement and
upon CITY's payment. of the amount required to be paid under sa.t;',e
section., the originals and all drawings, calculations.
speclficatioos.. reports and any similar documents shall become the
property of CITY, and CONSti"LTA,."'''' shall transfer them to CITY .. upon
request.. without additional compensation. CITY shall have the
ri9l"~'t to utilize any carpleted. or uncompleted dra.vings .. estimates.r
specifications.. and any other documents preparecS hereiJnder by
CONsULTANT •
=== ... , .... ~'-_-=-_.JI.l"!LITjJE"R"E .. SCJT;.......\OJJFL..j,CO""N"S:i!U .. rr. .. TUlANT'OU"·:......-.l.CO!..!.!N!;Sij!.!,F"JL!IANT.m:
INpr:rERNpRNT OF CITY
In acce~ing this Agreement. CONSULT~~ cova~t.s tt~t it
presently bas no interest. and shall not. acquire any interest. ..
direct or indirect.r financial or ocherwise, which would c~~flict in
any manner or degree with the perfonrance c-t the senrices here
under~ CONSTJLTANT further covenants that, in the performance of
this Agreement. no subcontractor or person having such an interest
shall be employed~ CONSULTA.lfi' certifies that no one who has or
will have any fi~~ial interest under this Agreement is an officer
or employee of CITY.
It is expressly agreed that in the performance of the
professional services required under this Agreement CO~~TANT. and
any of it.s subconsultants or employees.. shall ~t all times be
considered independen-t contractors aod noc agents or employees of
CITY.
CONSULTANT shall be responsible for employing all outside
consultants (subcoosultants) necessary to aid CONSULTANT in the
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performance of the services listed in Section , of this Agreement;
provi~ed, hOwever .. that all such subcoosultants shall receive prior
approval af CiTY in ~i~ing and shall re~~in acceptable to CITY
during t.he term. o·f this Agreement.
SECi'TON 14 nmSMNI'fY
~1LTANT agrees to protect, indemnify, defend and bold
~ess CITY, its Council members, officers, agents and employees
trl)D1. any and all demands, claims, or liability of any nature,
inCluding death or injury to any person, property damage or any
other loss, eaused by or ariSing out of CONSULTANT1s, its
officers' .. agents', subcontractors' or employees 1 negligent acts,
errcrsf' or CtAissions, or willful misconCu·ct, or -conduct for which
"the law may impose strict liability CD CO!-;5,tn.,TANT in the
performance of or failure to perfo~ its obligations under this
Agreement.
S ECI'ION 15 -INSURANCE
15.1 IN$UFANCB mVER!mo;
CONSULTANT, at its sole cost and exp~nse~ shall Obtain
and maio·tain .. in full force and effect. t.hrou-gbout tee entire term
of this Agreement .. the insurance -coverage described in Exhibit ·e·
to'this Agreement. attached hereto and ~ade a p~rt Lereof by this
reference, insuring DOC only CONSULTANT and its su~ontractors, if
any,. but also, with t.he exception of workers~ compensation,
employer's liability and professional liability ins~ran~e .. naming
as additional insureds CITY. its Cou·n~il members, .officers. agents
and enployees. and each of them .. -concerning t.his Agreement and the
Project.
All insurance coverage reqtJ-ired. hereunder sr.all be
provided through ~arriers with a Best rating of A:X or bigher that
are admitted to do business in the State of California. Any and
all subcODtracto~s of CONSULTANT under this Agreement shall ob<ain
and maintain, in full force and effect throughout tb~ term of this
Agreement$ identical insurance coverage.. with CITY narned as
additional insured under such policies as required above~
Certificates of such iosurance~ preferably on the forms
provided by CITY. shall be filed with CITY concurrently with the
execution o,f this Agreement ~ The certificates shall be subject to
the approval c·f the Risk Manager and shall contain an endorsement.
stating t.hat t.he insurance is primary coverage and will not be
cancelled or altered by the 1nsurer exce~ after filing witb t.he
City Clerk t~irty (30} days' prior ~itten notice of su~h
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cancellation or alteration ... and that the City o,f Palo Alto is named
as an additional insured exce~ in policies of ... "Orkers'
compepsatiOll.. employer's liability, and: professional liability
insurance.. CUrrent certificates of su~h insurance shall be kept on
file at all times during the tenn of this Agreement with the City
Clerk.
15.3 NO l,nnT OF I,T1BILITI
The procuring of such requi~ed policy or policies of
lnsuran~e shall not be construed to limit CONSULT~'S liability
hereunder nor to fulfill the indemnificatioa provision and
requirements of this Agreement. under Section 14: hereof ..
Notwithstandiog said policy or policies of insuraDce~ CONTRACTOR
shall be Qblig4ted ror the full and total amount of any damage,
injury. or loss caused by the services performed under this
Agreement. .. including-after tbe Agreement has teunir.ated or expired ..
SECTION 16 -WOilERS' CQMpENSAUQli
CONSULTANT .. by executing this Agreement. certifies that
it is awa-re of the prOVisions of the Labor Code of tbe State of
California which require every employer to be insured against
liability for yorkers' compensation or to undert~e self-insurance
in acoctdance wit.h the provisiO!r1s of that Code .. and certifies that.
it will c.~ly with su-cb.. p·rovisions before COC'i!'.encing the
petformance of t.he work u·nder this Agreement.
SECTION '17 ~ ;a,tH)ITS
CONSLr"LTANT agrees to penni t CITY to audit... at. any
reasonable time during the term of this Ag-reemen·t and for three ~)}
years thereafter. OQNSULTANTrs records pertaining to matters
CO"Jered by this Agreement ~ CONSULTA.....,. further c:grees t.o maintain
suCh records for at least three {31 years after ehe termination cf
t hi S Agreemen,t ..
SBCTIQN 18 -AGRBF;MENT BINpTNG
The t.erms. covenants. ... and conditions -of this Agreement
shall apply ~o. and shall bind. t.he heirs •. su~cessors, executors ..
administrators .. assigns. and subcontractors. as the case may be ... of
boeh parties.
SEcrIQN 19 -1iCJNAMIGNABILITY
19.1 FEBSCffiAL SERVICES OF QONSULTANT
Both parties hereto recognize that this Agreement is for
the personal services of CONSULTANT and cannot be transferred~
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assigned or eubcoctracted by CONSVLT~~ without the prior written
consent of CITi'.
1~.2 SERVICES OF SQB01N$ULTANf aND THRtR. EMPI,QYEE$
CONSL'L~A.~ shall be responsible for employing or engagtng
all persons necessary to perform the services of CONSULTANT
be~eunder. No s~onsultant of OONSOLT~~ viII be recognized by
CITY as ~J~h; ra~her~ "all SUbconsultants are deemed to be employees
of CONSULTANT .. -and it agrees to be responsible for their
performa.nce-. CONSULTANT shall give, its personal attenti'Jll to the
fulfillment of the provisions of this Agreea-.ent. by allot its
employees and sub-consultants ... it any,. and shall keep the -work
under its control. If an.y employee or subconsultant of CONSULTANT
fails or refuses to carry out the provisions of this Agree.men·t or
appears t~ be i~~tent or to ac~ in a disorderly or improper
manner. be or she shalt be discharged ~~diately from the work
under this Agreement on demand of CITY.
SECTION 20 -FEI,IANCE UPON PROFRSSIONAI, S'UM. OF
CQNSID.TjthNT
It is mut.'.lally understood and agreed by and between the
parties hereto that CONSULTANT is skilled in the professional
-calling necessary to perform. the work agreed t.o be done hereunder
and that CITY re:_ies upon the skill of CONSULTANT .. to do and perform
the work in the most skillful roanner, and CONSULT~Jr agrees to thus
perform t.he work. The acc.e~aoce of CONSULTANTts ...,ork by CITY does
~ operate as a release of CONSULT~7 from the obligation.
SECTION 21 .-WAIVSRP
The -waiver by either party of any breach or violation of
any term.. covenant" or condition Of this Agreement or of any
provisions of any ordinance or law shall not be deemed to be a
waiver of any such term# ccvenant# condition# ordinance, or law or
of any subsequent breach or violation of the same or of a.o.y ocber
term.. covenant.... condition .. ordinance or law. T"ne subsequent
accepe.ance by eit.her party of an;{ fee or other money whien Jrey
become due hereunder shall not be deemed to be a waiver of any
p'receding breach or violation by the other party of any t.etm~
covenant. or condition of this Agreement or of any applicable law
-or ordinance.
SRC'J'ION 22 -NO IMPI,IEP WAIVER
No paymeDt~ partial payment.. acceptance, or partial
accept.ance. by CITY sball <:lpE!rate as a "Wal.Ver on t.he part of CITY of
any of its rights under this Agreement.
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SECTION 21 --COSTS Arm ATI:ORNEYS' FoSS
rae ~evailing party in any action brought to enforce the
terms of this Agreement or arising out of this AgreeffiC!nt may
recover its reasonable costs and attorneys' fees expended in
~nnection nt.h su-ch an action frOCl the other part.y ..
SBC]'ION '24 tiONDJSC9 IMINl!.TION; PEQI,Ty
24.1 ptm op Q)N,S\U.TAW'
No discrimination shall be made in the employment of
persons under this Agreement: because of the age, race,. -color.
nat!ooal ori9in~ ancestry, religiOD~ disabilIty, sexual pref~rence
Or sex 0·£ such per900. If t.he value of this Agreement is,. or may
~e. Five Thousand Dollars ($5.000' or more, CONSu~TANT agrees to
meet all requir-ements of the Palo Alto MuniCipal Code pertaining to
nondiscrimination in employment. including completing the
·Compliance Report--Noodiscriminatioo Frovisions 9f City of Palo
~to Contracts· on the torm furnIshed by CITY. attached heret~ as
Exhibit -D-and made a part hereof by this reference.
CONS~~TAN7 agrees that each ag~eernent for services from
independent providers shall eontain a provision substantially as
follOWS:
-Frovider shall provide CONSULTJI-.,NT with a
cert.ificate s.tating that he (or she} is
currently in compliance ~tb a11 Federal and
State ~f California laws covering
nondiscriIt!ination in employmen.ti that he {or
she) will pursue an affirmative course of
action as required by tbe Affi~tive Action
Guidelines of the City of Palo Altoi and that
be (or she) vill not discriminate in the
employment of any person under this contract
because of the a:Je, race, color., national
origin.; ancestry, religion ... disability ... sexual
preference or Sex of such person.·
24.2 PRNAT!IX FOR PISCRIMINATION
If CONSULTAN'l' .is found in violation of the
nondiscrimination provieions of the State of California Fair
Employment Practices Act or sImilar provisions o·f federal law or
executive order in the performance of this Agreement, it shall
tbereby be found in material breach o·f this Agreement. Tbereupoo,
CITY e~ll have the power to can~el or suspend this Agreement, in
whole or in part, or to deduct from the aIIlOUnt· payable to
CONgtJ!..TA,NT t.he sum of 'IV"enty-Five Dollars {$25) to:: each person for
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each calendar day during which such person wa.3 discriminated
Against. as damages for said breach ~f contract, or both. Only a
finding of the State of California Fair Employment Pract ices
<:omIitiesion or the eq'.ltvalent federal agency or officer shall
coostltute evidence of a violation of contract under this section.
If CONSULTANT is found in 'V'iclatioD of the
nondiscriMination provisions Of this Agreement or the applicable
affirmative action guidelines pertaining to this Agreement.
OONSULT~~ shall be found in material breach of this Agre~nt.
Thereupon. CIT"i shall have the power to can~el or suspend this
Agreemen·t, in whole or in part, or to deduct from the amount
payable to CONSULTANT the sum of ~" Hundred Fifty Dollars ($250)
for each calendar day during which CONSULTA.."'IT is found to have been
in such noncompliance as damages for breach of contract. or ~h.
SECTiON 25 -aRBITRATION
Upon agreement of the parties any controversy or claim
arising out of or relating to this Agreement may be settled by
arbitration in accordance nth the Rules of the Arnerican.
Arbitration Association. and judgment uFon the award re~ered by
the Arbitrators :may be entered in any court having jurisdiction
thereof.
SECfliJN 26 -N(YfTCES
All oot.ices hereunder shall be given in ~iting and
mailed. postage prepaid, by certified mail. addressed as follows~
To CITY: Off ice 'Of the Ci ty Cl erk
Post Office Box 10250
Palo ~to. CA 34303
To CONSULTANT: Attention of the Project Director
at the address of CONS~~T~~ recited ~~Ye
SSCl'ION 21 -"pc roVENANTS ARE CCNiHTIONS
All provisions of this Agree.:ner::.t. are expressly made
«:onditions.
SBC"I'ION 28 i¥iR EBMgNT coNTlt INS ALI, UNDER STAND nros-
This document represents the entire and integrated
agreement between CITY and CONS"{JLTA.~ and supersedes all prior
D~iations. representations, and agreements. either written or
oral.
. -,
Th1e docUment may be amended only by written instrument ..
oign~ by bot:h CiTY and CONSULTANT.
Th.1s Agreement ehall be governed by t.he la.ws of the Stat.e
of california.
Di nDmSS WHERBOF .. the part.ies hereto have executed this
Agreement the day and year first above written.
Mayor
ATTBS'l.
City Cler1<
APPRQVBI) AS TO PORK.
Senloc Asst. City Attorney
City Mallager
Director of Admin. Services
Oirectcr of Public ~orks
Risk Ma..Ilage r .
Attachments:
EXHIBI.T "A..:
EXHIBIT "B":
EXHIBIt' ·C .. :
EXHIBIT -Ow.:
VEHCB " ASSOCIATES
By: 4~').bd
Its : __ / JLV;"'n"'''4f,-,1e",~i-'!ck",' ",."->.7:«-__
SCOPE OF PROJECT .. TIM!! SCHEDULB
FBE SC"rlEOOLE
INSURANCE
NONDISCRIMINATION COMPLIANCB FORM
CBIl'l'IP IC/I.'1'8 OF ACXNOIfLEDGME9'l'
(Civil Code S.118~)
}
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00 .J4 .... ~ .~O. Ic;.QS • before me, J-:.~".L k~..c--:::
• til notary public in and for said County .. perso!lally
appeared Petre H.I",k C .. ·.btrf'l..... __ _
• persona.ll~~ to me \or~O'Ved to me on the, ___ ~sis of' <@.~f"I~J~fen1l."Y-evraen<:e t.?' be the(per8~S) ,whose ~e (s' (1S:/are
sUEScribed to the wltiiin l.~trument.. A~ '~""-;""""'l £.t, ..... lof:p, ~ ..... J
E",..,J ,iN -,~-;;;.,. i Cq-.l r..: I tz .... 't J" .• 1: ....... '""'-... ,
and acknowledged to me t~she/they executed the~e in'-biB/
he~ authorized <Capacity{ies) ~ __ an<L,.that hy 'b;s~/her/their
(!ianatureJsl on th: i~umeDt the(2er~s). or the entity upon
behalf o·f 'Which the~r fs] acted .. executed the instru."":tent.
w~s my hand and official seal.
(;:t,/~~ '-
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EXHIBIT A -SCOPE OF PROIECT A!ID TIME SCHEDULE
. BASIC SEllVlCES
1. filial
Tut 1 Cot>suItalIt oba!! reWw and evaluate all information, data. !'epOfU Ifod
cIocwnen:s IS Uted ;., Table I. Consu/tJnl ,ball meet with PASCO and City
sWrlO gel a clear undt:ntanding o(Cl!is poIicie< (esanr"'8 solid wast.
m.nagtmmt and infonnatioofclata regarding solid wast. program ser\1cos,
budge!, PASCO 0051 data. contract docume,l5, rat. structure, and billing
system.
rut 1 C<>nsuItmt ohal! develop cost of seffices method~Jogy and cakuIo!e CD<! of
services by caI"8O')' (i.e. coI!e<tion, dispc<al, rtcy<lins, stred and parking
~ sweeping. compo.ting. hoosehcld hazardous waste, administnllion and
support).
Task 3 CoosulIant shall dev<lop cost aDocatioo methodology fo< alloca!ing cost of
semces 10 customer cLw (i.e. residential RI. IU. lU. etc. commercial.
indusIriaI), including the development of. !)l'ical bi!! at full 0051 of..me ..
iretnized by COSI ccmponenlll.
Task ( C<>nsuItmt shall r.Mew the curren! ru.<lomers classes and recommend
revisiom. Of expansion of me scbeduk:$ sUnil.u to other cooununities in '!he
grealer San Francisco Bay Area (i.e. muhi-farr.ily more than 10 wm.. mobile
homes, hoopiIaI, government. reseatclI and ma'lUfacturing).
Tut S Consultant sIlalIl!teCd IIix (6) meetings (phase I and Phase ll).
2. ~
rut 6 CoosuItact·shalI evaluate the eIliciency of PASCO services. including an
anoJymofro\lles, ""be&"es, _ and maint_ ofequi~ and
fiIciliti.., equipment rep1acemect and salvage value.
Tut 1 C<>nsuItmt shall evaIuote the level of cost and profil fo< PASCO compared 10
oa..r refuse ~ectioo firms in the San Francisco Bay Area.
rut I Consultant shall !MIuate the current compensatioo fo<muI. ond compare it
with oa..r fo<mul& used in the San Francisco Bay Area fo< detennlains
profit, and recommend the ID05I appropriate ooe, including standards fo<
reasocableceos 10 bed! parti<o and basls fo< df'temllcalion 0( reasonable
PfOfit-
Task 9 ColI5UltanC sIIAlI review b oppr~ and deJme the current DJt 0(
~. COS!J in !be relUs< coIIc:ctio!1 ~ with PASCO and we
teC<>IIl!roe!Idns b: r.dditioru ...., a.Ie!icns '" allowable 00II>.
Tuft 10 CoasuItAn! sbaI <OmpIete an ana!ysis of: the rate sche<luIcs boIlI current "'"
propoted (Pbose I), wlDci """,-I<! COIllJ'Ot< rat .. with o/lz.,. similar
jutiocIicIions <>ffi=rins similat ser.i= (Le. bockyard collection, ~finl!.
~ -5WeOP'.ng. oommeroW ""'Yc1ing.
Tutll Consul!anI sbal! prepare and sublllit report fOr review and approval ..
fallows;
70% compleDon "'1""1 submitW :
95% ~ report submittol :
Fmal report submittal :
08 COj1ies
Q8 «>pies
12 COj1i ..
' ..
.
Ilxhlblt I
!'!'OJ,,,,' Seh.dule
~,
" .-\ "
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•
,. Exhibit J
9UDGET AND FEE SCHEDULE
Below is our itemized fee scbedulc ~ task. BY A and Sllller and Compan~ fee schedules roUe,.,_
IW; J:!!llDber ~
I S9,1lSO
Z $Hl,02S
3 SJ(),21S
4 $1.900
S S7.5SO
I> $20,890
7 $5,000
8 $4,100
9 58,97S
II} $4,000
II 512,325
Total $94,690
BVA fEE SCHEDULE
Etrec:t!Te Janll3I11, 1995 throuch pec.mber 31, 1995
IECF:NlCAl, SERyJcrS
PriDcipaI
s=or A£sociaIe II
Se:ioc As$Ociale I
AROCram II
AJ:socjare I
~n
~I
Word Processoc, Secrearial
REIMBURSABLE COSTS
Cansultams: SabcouIracIcrs
Lodging and Meals
Travel
-¢v= 0<' """'I"I"Y cu
-oJ:! Otber
~
Bmding ,lUld Cover
Dellveri and Orller E1:pemes
Compmer 1=
Comm~ (F2X. TelepboDo, =)
PAYMENTS
SlSO per hour
SUO per hour
SICS per boor
S9S per hoUr
S8S per bour
$7$ per bour
S65 per bour
$SO per bour
Cost -!-lOS
COSt.,. 10%
SO.311mile
Cost .;. 10%
SO.078 per image
SS.SO
Cost .;. 10%
S2S per !lou!
2 % surcharge <>0 IO!3l invoia:
UIll= 0!lli::rWise ag=d ill writing, fees will be billed IDOlJIIlly at Ihe !i<SI of e3cit mood> for !be
pt=ding "",ad!. and will be payallle wiIlliI1 tblrty (30) daY' of tbc dm of !be iIlvoioo.
ESCALATION
Fees will be ..... !a,ed aDauany in accord= witIllhe cIWIge iIllhe CODSUtt!e1' Pri<:e IDdex for
<hi: Su f='~ Bay ha pluo '""'" pet= per mmnn.
LATECfWlQES
InYoices which = DOl paid wilhil1 tbiIty (30) daY' will 'be olJarged I momlJly late lee of 1.S"
of Ihe ",,,,,,,onmJ amowx.AdditioDally, time spent pDI'SIling ovetdue 0CC0WlI:5 m:elvable will
be added 10 1he c~. invoice. Such time is ~ over and above !he agz=! scope of .
wad< and thns is in addidoa 10 lIlY agreed fto.
"c.. -
SLATER AlI<'D COMPA."Y
•
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•
•
•
•
•
•
•
•
•
•
•
•
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TABLE I
UST OF EXISTING INFORl',{ATlON, DATA AND REPORTS
1994 PASCO flnancial report
fY 19S&-1996 PASCO el<pellSe budget
1994 PMCO mortlh1y operations reports
1994. PASCO monthly recycling reports
PASCO Personnel Roster
Map sl10wing routes arA route boundaries
Fleet description (number. type and age 0( venioles, average monlh.'y
maTn!enaoce costs, depreciafion and replacement schedule}.
Cos! data reTaled 10 operation [unit hoorly labor costs by employee c1assifica:ior\.
equipment ownershipfoperating expenses, management and overhead
expenses}.
Collection foote ",Jormation (rvJmber and ttpe of aCCO<.'f\!s. quantities and !ype 0(
malenaT. collected b~ roote,!nJcl< and crew assignmenls, labor requiremenls lor
on and off-roule lime).
Con!tad between tile CitJ 0( Palo Me and PASCO lor Ref\.'Se Co!lection and .
Reqc!ing Services and omendments.
Agreement between ~ City 0( Palo Me and Waste Management 0( Caflfornla,
Tnc, for long lerm c!isposal 0( serid waste,
Agreement between Ihe City 0( SuMyvale and Western Waste \rd.'Stries for \he
operation 0( \he Su,myvale Malenals Recovery and Transfer Stauon •
City 0( Palo Me 1995-96 refuse food
City 0( Palo Alto refuse rale i'lcrease staff reports
City 0( Palo AlIa recycling program annual reports
City 0( Palo Alto 1994 Household Hazardoos Wasle summary
City 0( Palo Me 1994 malerials recovel)' moolhJy reports,
"
:t1lH !li~ .Dr. &rite 111.
1'.0. ao::.. Sl.n
__ __ c:Jt. ,ulU-nn
~ .. ~
UI .... 1 .t'ftan'
sum; U~t
... J'WoIIICUCD ct. 'I4.l.04
~ Dl:J.IGBJttIG .... 'nClL"l
, .
-~-;.
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I,
nm an ~ LUQ .... TC. rrs QFti'lCQ.$, .IIIaJn'lII AMl' ~ MlI IlUIIID All U AIXIITIota..t. OlBtIIUID.
:r&:I = or I"AloD U:to, rr:s Ol'TIClDl'J, ~ .. ...........
:RaCR7oBc.g II. Q)lII'aAC'I' U.U.
:a&.a BMrL....--cJf AVIHJa
IHDIIUI utt CE %HI: .t.aCWE ~ I'OUCIDi • CAIII::&I.a all'OM 1M!
IXI'RIIiT1ll:M IM"-"ftIEN!OI', n. -...ell c:<:IMhJrp ...... 1I'DP0n:8 TO ....
......l.IL DAYS WIIITlH .:mea 10 "D« ~lE ~ oII.ItIIIB "lID DE UFt,
lUI" ,.foIo.IIM to ..... IoUCW MOfJCE .w.l. IMPOSE .0 OIIol..$noIJ a.. LWIIUTt
ant. tiMafo ~. a.li.u 104
•. 8. Bell: sue
...... ___ a. ;M.:5U-.5151
u.o...~.~
u.~EJtI~.
I'n':1I 101l.
UII~ a. ~041
TKI en ~ )PALO &1.1'0, :ITa OVYI-CD.S. ~ '
......""..
~u.o .. ~ .AmIIDt+
:au iI!tU'".n.~ AVDIIJII
1/l0!tS
•
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$ '1.DDD,DC~
l, DC~.1l1lO
IHOUUJ Nt.Y OJ lHE" MOVE IIoEICRI8a) ~1.It')6 -= CAIOC£U.III JID"OIIIE nIf
EUVLt.ttC* flAT£ ~. tHE ~ COIII'Nrt WILl ~VOfl TO ......
.....l.G... IM..,. WftfnSI 1lOl!CE Ta tHE ~TI I«)UIElII 1 •••• IUIl lQ THE U5J-i,
BIJT floa..URE TO -.u.. ~ 1IO':lCl1HAU. ~ ItO OSUQl.no. at! UAINUT't
IIILCI'WM, 'nINCII .. ~
uo~:rS!'lUn
IPJI'nI ::(l(!O
.u..n..uc:uco .::a. ~ \ Dolo
Jill ao; 0"171 .. :11,.8
~, ' : i! : ,-, , : " :, ' ,
.. 'I
%HI! C7'l"I' 0. JoAI.C aL...'"tI. xt:s CPJ'lCD..i=, ~& •
...", ....
Jll:aalUDIC .. ~ UIIa.-..
::tSIi JIMIU'" ~
'.
"-",-;'
.,/::to~
~ "'" 01' nc uo.E CleIIaUED POUCIEII • CAIIICI!UB) IIFOIIE IHE
ID'IIII.-"" DAn: ~, tHE IIIIJWQ COIIPNn InU.. !RDU.VOII 'RI ......
.......1.Q.. DoIo'TS WArTTBI mna! nI -n« c&mn::An -.-JII ......a WI FWE LB't,
MIT P.ut.UI'IE lC ........ SUCH Enc:E SI-Wr..L IW'OaE lie) '*Ja.I,1'IOII 0fI ~
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Exhibit D
AffIRMATIVE I'.GOON GIJIDElINES SECTION 008 20
City of Pa To Alto
Purchasing & COT"otratt Admil'1istrvtior.
I. . m·AWABO PHASE OF CONTRACT
A. "In addition to tne Certificate of Nondiscrimtn~tior"l r~qu1rerj t(l be filetj under
Section 2.30.160 of tJ"te PaTo A,'to Municipal Code Q1erei~after "PAMC·~. t~e.
C-t)ntraC1Of sl'la9 compiet~ a qLlesfionnaire fufni~~d tlV the City setting forth
the affirmatJ .... e act>Ot"lS the ContraCtOf tlas tJk.arl Ot witt tah 10:
1. Recruit .minorities in its location. for aD Te\leTs of jobs.
2. Setect methods assuring equa! em~Toymen.t opportunity rot ail "ElSO(IS.
-3. Estabiisn. a training progca.m fO! new 1it"res w't1.ere !'1ecessary to. issure
ampTe opportunity fO( tfle tess Qualified to more funy Quafffy.
4. ProviQ'e adequate opportunity fOf" up~d'ing ,nd" funher training to
assure ~Q.u;;d oppon-unity in advan<:ement and promotion..
5. Provide counseiling sl:rvice-for all who may need help to ad .... ance.
especiaIfy new empksvees.
6. educate supervisors reg:&~ding nondiscrimination practices.
8. tn add"mQ(l to furnishing the (;:om",!eted' qIJest"ionnaTr. caned for u.nder tA.J
above, each Contr;;ctor for ;I construction Of" serwice prcjer;t withi:' the Of';
snail sublT'.it tn. fonow;ng information fo.f Contfilct·1)f and each S\Jb~ontractOf.
This information shai! constitute the bidding contractor·s Minor"ity
.Employment Plc.~ram (herei!'lcffter ·ME?",)~
1. The estimilted total number by job c:Tassification of personnel who man
be used by lJie Contractor and eadl Sl.JbcOntfactOf in pe~rman-ce of
the con~ct. These numbers shaD include the estimated breakdown
by one month fot tile fife of the contract. No estimate furnisnea l.mder
this subparagraph s1'1.aR tle construed Of' enJOf'ced as I hirIng quota.
PURCHAStNG AOMJN.lSTRA noN: Afflrmative Action SeCTION oo82M
AFFIRMATIVE ACTION GUlDfllNES SECTION 00820
2~ to pre;Jarmg these estimates it is !:.)(pected the Contracto( wtn lake. Of
agree to take, thes.e additional steps to assure affirmati"'! act.to-llr'l the
fiilld of miho6ty empf.oyment.
e. Recr\Jiting JOf needed hetp in the lotal areas tnhabited by
minority me-mbers, including open advertising and' use of
various esti1bi~is'hed publle and priYilte aliler.cies. fUsts Jnd
.advice furni$hed' by the .Paio Aho Human Relations Coun-=iI
~~reinafter ·PAI-lRC"H.
b-. Trairung those Tess QuafifIed!a assure adequate promotional
o~ortunities fOf a.n:.
c. Providing necessary coon.sefing for OJPSr'ad'ing, including use of
ot.1:sid'e lraTnIng faculties N1 this area, (fists ivailable from the
fAl{i;C!.
d. Ass~gning an Equal Employment OppOrtunity iI"1ereinafter '"EEO"J
coordinator fur!: time or IS addif/ooal duty and assuring that an
siJpervisOfS are aware of their responsibmtTes and that \.inion
representatives recognize their obfigatfo~.i:, the fEO 'pr~i2:m+
e. AsSUfing that all Sub(:ontractDfs are in comprTance with the
fed'era! and" California state taws and regurations relating to
nondiscrimination..
f, Wher-e the contract is of suffICient du.retion. essunng develos>
mer-t of apprentices'hip programs with union cDOperatiQn~
9· Upon request. furnishing the City a copy of the latest Federal
form £Eo-l ~ or equivalent 'erm.
h. Frovtding the name and addrus ~f an suppners ... 'hose supplies
andfOl equipment exceed' 5% of the totai supplV cost 'Of" eacf!
~onlract and subcontract for the .p-erformanc:e of the contract..
C. Any Contractor n~ submittir.g an MEP snan no< be derifled is ill "responsibre
bidder" and hlslher Sid snatt be disregarded in the man.ner now ?r~sc.ribed b"1 .
tne City.
0+ The Crt-; Manager~ Of'deslgnate, w"il! analyze the MEP s-ubmitted tlv each
~ntl'actOf' with the objective of determinlr.g If the program si.ibmined by the
ContractOf fDf htmself and 'his Subcontractors presents iI reasonable effort to
further minority emp"oyment.
PURCHA.S1NG AOfo,'JNlSTRA noN.: Affirmative ActIon seCT ION 00820·2
, "
AfflRMA lIVe ACTION, GUIDELINES SECTION 00820
E. If 11'le C'lt't Mana;er l1as Questions -about I particular Eidder's pfoposa1. 'he Of
she may address such questions 10 the Bidder .. The C~ty Manager will be
Ivai!abre to answer Cluestions reTative to the guiderines and tQ advise tho~
see lUng assZstance of reSOU1'ces know~ to Nm/t.v. He 0( she .shaD not be
r,sponsibTe for the servtce or lack" of service rendered by t"he resources
recommended. nO( shan he/sne b~ responsible for developir>g an MEB for any
Contr.C1Ot. or to serve 8S. recruiter 'Of any Contractcx!SilbCOl1tractOf.
f. ~dders shall be 8 no wed to revise their MEP after c"Jnsidera tion. !f ~dde(s
withdraw theit MEP'Of' revision., thei! ulfised prOQfam must be resubmitt~d
by I crate which st.an be est2bfished by the Cit.,. Manager 04" design,;:;te.
Bidd-ers famng to 'have thEir tevtse.d ME? submitted by the established' date.
sl'laEl not b.e eTa S'Sified a s a respor,sibte Bidder.
n. "WARD PHASE Of CONTBACI
A Upon Iward of the contract by the City, the recipient·s MEP w'hicn has been
awo\led a!'\d accepted by the City shall be an 'ir.t-egrat part of the contract
and' subject to Section 2.30.093 of t1 .... e FAMC. No Contractor shan be
deemed in materlalbreach elf Contract under PAMC Section 2.30.093 "A'hen
l'1eTsl"le has made a reas.on.atle and' substantiaf effort to comply with the MEP.
m. PQSJ-AWABO PHASE OF CONTRACT
A. The Cor.tractOf $hafl post in cons'pic"Uous places. avaiTable to employees ana
apprtcanu '0( empJovmen;;:. notices to be provided, setting forth the taw
pro"htbiting discrim-~atior"l and advising anyone w"ho feels he 0( s"he ~ being
discr..mtnated agaiJ1s[ to advise tr"le FEPC.
8. The ContrCtctOf shaD make written progress reports on the perfOfmance of his
MEP at intervaTs e~ab(jshed' by me Oty Manager or designate. the
COf'ltractot .. "howe ..... er. is encolJfaged 10 sutmi[ written repoos as often and'
"When l'Iefsne deems it reTe .... a,.. 10 hislher MEF.
C. The Cjfy Manager shan monitor the performance of the MEP until completicn
of the contract and will report to the PAf{R.C on the progress of the
contractor in 'living up 10 his MEP ~
O. The CFly Manager s"haB monitor ttle performance of tJie MEP until completion
of tne contract and will repoct to the PAHRC on the progress o·f IN!
ContractOf in living \lp to f'lisi1"ler MEP~
E. Any Questions of possibte breaching of ME? s-.ian be discussed with the
Contractor ~y the Cfty Manager.
PURCHASING .-.oMrNISTAA TlON.: Affirmative Actlon S<CnoN 00820-3
o
~FLRMATIVE ACTION GUIDeLINES SfCTI() 1\1 00820
rI. BEfERHJCES
A. Resolutions No. 4144 and 414S
B. Pa!o AAa MunIcipal Code 2.30.090
C. Ordinance No. 2420
COMPlIIo.NC£ REPORT
iMPoRTANT
This report must be completed b"j prime
contrac;tor and !sch subcontractor.
Complete aD items unless otherwiS!
instructed. Use extriil sfleets if
Name 0 r Fw-m Sr......... V C ..... .c ...
neo ..... ry. SUBMIT OR,GINAL OF THIS
REPORT OiRfCTL Y TO:
ASo)()\.~.N'\
Manager of Purcl1as;ng
Civic ~ntel
Name of persun preparing form,
person to 1: ontitct_
250 namihon Aver.ue:
Palo Afte>. CA 9430 I
Circle One: Prime Contract-Of SUOCOf'JtractOf
Per. Compteta 'dle FonowinQ~
Oescriplion: Typ~ Of Write 1M Hare:
1. Fun name and addres! of &,.,.w ... v ....... ,,~.,1O'fI').
firm or otfler report.ir19 unTt Il~ """''t'».....,., ~r.T .. s,,1'l< I ~
covere-d by_ this r~ort. $IJ ... f".~ .. w (' q'OO'I
2. Name and add(ess of 11>0 .... , 0. ike
ponctpaf official Of fl1anager. c.-.,.r&?C. 'I .... >L f,....~A .. 1'
3. Name and' address of 8~ \!~ ......... ).," ... n)
ortncioal office of comoan . U"' 11. SlrW.t" 'S ... F rt'Od oS ..... F~~ ... (..of q'fl~
PURCliAS ING AOMIMSTRA TK)N: Affirm !Hive Action SECTION 00820-4
.'.
AFFlRMAnVE ACTlON G\J1OfLINES SECTION 00820
OescMtion: Tvpe or WrIte in Kere:
4. Name and I ddress or parent
comj)any it Iffitiated
CO<tIOfation.
S. Name and eddres:s of prime
contractor {ct)mprete o. ... Ty if tlJ.is
is • subcontract",', ,.cort-
e.. Sign.ture. and title of By(' (tumlfl). VWce....-
.LJtf'lorized representative. TiTlE: r. ... ~~
0,0. IE: r ... 1 •• 11\,.
Pan I-Poroq Information
1. .Attach a statement cf your (ompanl'"s policy on equal emproymem
opportunity 10 an personS without regard to race, creed', COrOf'. national origin.
-()( a~estry. and d'escnoe what S1!.DS ha\l~ been taken to put this policy in:o
effect.
Part m-Crrc:le cfle Pr~ Answer.
2.~No
3.@No
4.€V NO
5.Ye.@
Have you. infQrmed company cffidaTs and repres.enratives regarding tns non
discrimination provisions of eft"; of Palo AIto Contracts?
.Have you 8lCarruned' your company·s pricti<:ClS regarding assignments. 1ayoffs.
or transfers of your emptol'ees {rom onelob to another ~04' eviden<;e o,f ..
practice or employment pattern lhat might appear to be discriminatory and
'bued upon sex, face, C01Of. ancestry. 1etgion. t'lClticnaf or~9ir, Of disahitir{?
Are they oon-tfiscrirrunat0fy7
00 '(ou hBve educational Of training programs sponsored' Of finan.cea fOf me
benefIt of employees Of prospective empl'OJlees .
•. ~ How mar,,. peopie 'participate in these prQ9rams?
b._~ __ How many are-minorities?
Ooes your empformer'lt advertising state you are an equaloppoftunity
.mployer~
Are an.,. apprentices oo.tained from sources outside the emproye_f's worle:
force? H yES~ P'lave. yQIJ drcutated infocmatian about app("ent~eship openIngs
Of opportunities I~ the lonowing. NaT _"I-:,. .. r,t r .
Ye. No State Employment Offices
PlJRcttAS!NG AOMIMSTRA rICH; Affirmaliv. Action SECTION 00820-5
•
AfFIRMATIVE ACTION GUlDR1NES SECT!ON 00820
S.@N!)
J. Yes No
8.
I. Y .. "0
2. Yes No
Yes No-
Yes No
Yes No
Yes No
Yes No
Ne w spa,p er$ or ot1'1 er med1a
Hig;h. Sc1"loars, indud'_('1.~ those in mlnOflt'¥ grOU)); areas.
to-tar trade or \locationa' schoofs. inGluo'ing those with minority
group .students.
Agencies Of Q(gal1intions $gecii!lrizj~ in mTno6ty emploJ'menL
federat 0( State apprenticeship r.epresent3.t!ves.
WOO?
cn~ers ________________________________________ __
ij you are iii prime Contr9ctor. have an stJbcontracton covered by tt1ese
comptiance inspection reports been instn.Jcted 25 to theit CDr1tractual
obligations retating to ncn·d(scrlmtnation P'O\(t~S of eft',' Q~ PaTa Alto
Contracts?
f)(p1air\~ __________________________________________ __
-------~-.---
Have aU recruitment sourCES been advised that all quaiified ap,pricana will
'rt!<::e:iv! consic'eratton fO( employment ~itho:lut regard to sex~ face, co104'"
anceSI.IY. reTigion .. national 069;n, or disability?
ldentif,. lnames and addresses) the emptoyoment agencies. personnel
recruitment 0i~ani2ations. newspaper advertising Of other non-union sources
from which the company recruh5 its personnet
f'tj".".-; ') &.,.,.. .. n> btl. P".. .. ftllC'._' Oi ...... ",~}
Have yoo a conective bargaining agreement with a tabor union Of" ot~er
Organization.? If yes, specify the Un~Qn(s.l Ot' Ofgani.zation~sl
Have you advised the labor union andiO( worker organization of the
(;:ompany'"s responsibility unde:r the no,"1-cfiscrimination provisions of Cfty
contracts.
PfJ,RCHAStNG ADMlNJSTFlA TION..: Affirmati .... e Ac1fon SECTION 00820-6
., ,-
AfFIRMATIVE ACTION GUIDELINES SECTION 00820
3 .. __ " . Approximately wnat percentage of VlJur emptoyees covered by union
itgreements are l!eferred bV or. hired thto'Jgh the unions?
Expfain procedu.re f.ot" hiring tlala;lCe. ______________ _
4. Yes No Does the company·s conective targaining agreement Of other contract or
understSinding with. tabor union [or unIonsl or other worker·! Crl'ganization
include II provision '04' noo-d'iscrirnination in empToyment?
S. Yes No ts there en), labOf UNO!,,! 0( worket~.s organiNtiC'n pofic)' which ,prevents yOiJ
from fulfilling \lour obrfgatFons under the nOf'l-djscrimination provisiCl"r"r$ of Cit.,.
contracts? "$0, specif.,-. ____________________ _
6. Yes No $pecffy the trad'e(sJ Of'" <;raftisJ involved in this contracL
7~ Use this space fo:-comment on any ai1'Swers you ha\le suppfJed.
Note: 1n com,pliance with the Americans wlth Oi"sabilities Act tAOAJ of 1990. thrs document
may be ,provided in other accessibte formats. for 1'f()(matio(1~ contact: Dianah Neff~ ADA
o;r.01o<_ City 01 Pa'o All 0 {41 51 329·2313 tvo;cel or (4151 328-1199 (TOOl.
PURCHASING AOMtNISTRATICI'i: Affirmatill'e Aaio n SECTjQN 00820-J
.. "}
>!
SECTION 00820
DATE ,..:"",,,.,,,.---,,lD'-"L.!.I'!.',,S~ __
AA CIA!. MAJ( WP OF REPORTiNG UNiT
Contritct , (1ndicate conly fOf" monthly report.. No-. 3)
three types of breakdown Bre required. ThJs fOfm i.s used fO( all due-e. tcheck-./l
~ ~l·Permatlent makeup of company. 0 -2·Estimated makeup f04' this proieCt.
o -3-Monthty report for 19 __ Submit once per month for duration of prole ct.
t = Permanent. 2 = Estimate fOf pfojecr_ 3 = Monthly only~
.~-.
Be sure 10 ioclude J.D employees in llfst co'umn~ n~~s~=~ties. N<Js. 1 and' 2 berow are
• hfin; l:~n'_i~inate [with r"~f'C~' A;(,;;-, '~~~,:, . )';':'
,=' t 2 3 I 2 3 I 2 3 1 2 3 1 2 3 I 2 3 .. Il' ~
[ '1 [3 \
~. ~ .S I~ i, I
Fiatd'
.'.
Sk.iIIed -List:
,a_1' •. L • I
..
b_
c-
. -List:
o-
J>..
<.
Total of 10 10 I 2-~ve:
Th. cra,. 1,.10w s!>Quld ,1"0 b. in ,h, ab lVe. This is fa-On lob ,
._Whit. Conar
~
Mllxic.rt. ~!:to R~&n. <:lOban, Utin 'hn!~';;n' ':.r sp~:,~~ :~~~ Th. ,,= ·S •• ~'.' , ' .,,10'" ., .mo", °
Repa.., only IImplo,(Hs enroJTed In f.o'mat Otl-the-lcb tT.jn~Q
ENe OF SE<: T feN
PURCHASING AOMIMSTftA nON.: Affirmative Action SEcnON 00820-8
> --: . --
,
"-'r ''" " .
".'," . .:
AfFIRMATIVE ACTJO~(::.:::O:::E::l:::IN~E::S:""" _____ -J@"" _...:;Sl:",C""T:.;,IO:.N=OO8==20
OATE: Ji:,,, 1R "15
MCIAl MAkEUP Of REPORTING UNIT
C<>n,ract ,. ___________ _ (lndic3te only for monthly report. ~O-. 3'
Thtee types o-f breakdown ere reQ.u!red. This form ts u$e~ fot arl three. ICheck-,.I)
o ~1,.perm8nent ma'keup of company. '2 -2-Estimated mak.eup fOl this projeCt.
o -3-Monthly report f¢( 19 __ Su~rrtit once per month 1'0( duration of project.
1 = Permanent. 2 = Estimate 10( project. 3 = Monthly only .
. Be sure to include J.Il emplo)'ees in first column. not juS1 mir.oritie$. Nos. 1 a.nd" 2. be10w are
_' an 'w,'h Re~rt.
•• 0 0 •• ' ~~, '3"-f.r;i~~~, I ,"', BI3C"t. .... ~ -ii;t~ri ~ ':,0'''' c. .1 ,~ "'"
,~~~~£:,>~
.. 'L'-" 0 .' ~q.
,: \ 2 3 1 . 2. 3 1 2. 3 . t 2. 3. t 2 3 t 2 3
~
2 1
,
! f;o"
Skilled· tis<: .,
, b.
.
c;..
II oUst:
0
S'
1>.
c.
r",.l of 7 2 Above:
The oat. below 'hoi ld or '0 b. 1m , .t ove. This ,for On lob I
, """'-! Con.r ..
~<a ~9-G~ m~ ~ I 111'( and. sec." tkc t..m\r ;::;~~ ;' ' 00<'.0 .. ", .
M.,u-Co1l'1. Puer1l:l RIC"". (:ub4in. lA.w, AmeriC8I1 or Spanw, o";gil'l. A.porr. o~y Ilm,pTo\"ees 'fenn .. ,.
ENO oF SC(TION
f'VRCHASlNG AOMINISTRA TtON: Affirmati ..... Action sserlON 00820·8
-.""
, ,\.., 0
. .
.'
TO:
FROM,
DATE:
REo
BVA Stall'
. Jocr,. A. Car1er, OffICO Manager
'211-....-,. •• .......
s..~CA""o.
.. 1l.'Q4.0IICI0
C-;1.JK&.&22(I F.U
Attached is • copy of our Aff>nnative Aclion Plan. Please take note 0( iU cODlents and abide
by iU prooouncements. Affim:ative -"clion is die program through wbk. equal employmelll
opportuI1Ry poIicle5 are establislled. This progmn doe; more Iiwl say,.. will be neutnl willi.
regan! 10 tlOC<, color, rer1gicn, sex. _tiily and voreran', Slatus or national origin. but iI
RqUires us 10 make additional efforts 10 recruit. hire and promote quaflfied members 0( groups
formerly excluded, witbaut being cliscrimina'ory in reverse. A very flllC rUle 10 draw. but
bopcfuDy Ibis phD will help.
-"
AFFIRMATIVE AcrION PIAl\( (AAP)
It io 1he poliq <>f IIVA to provido equal emplo~nt opportunities to an employees and
oppIicants foc employllJ<lll .-lthoot regard 10 race. ancemy. national origin. coloc, sex. religion.
physial Iwldi<:ap (mcluding AIDS). mari!.al SIatus, .ge (over 40). w=r·!.b.ted medical
coadition oc vCleru> stanIS Do occordance willi an ippIlcahIc: laws. di=tives and regulations <>f
federal and state eolities. 'Ibis policy applies to an !be rerms and cooditions 01 employment
iDcluding. but DOl limited 10 recruitment. hiring. placemeDt. promotion. terminalioo, layoff,
recall, rnnsfer, Ic:ave <>f absence, compensation and training. Advancement 10 positions 01
greaIer ~ity io based on an icdi\idnal's abilities and dtmonsIraled porfcrm.mce.
B"-!. io tomm,~ 10 Equal Emplo~nt Opponunity and as part <>f our AAP sb.all:
I. Rtcruit. hiro, upgrodo. min and prom"'" in an job cl...mc.tions. Withoot regard 10
race, color, sex. religion. age. national origin. bandic>p, marital or veteran status and
in accordaoc< willi all applicable laws. oll"CC!Nes and "'iU1ations 01 federal and stlte
entities.
2. Base cmploymem decisions on We principles 01 Equal Employment Opponunity, and
with lhe intenr: 10 further the: company·s AffH'lI13tlve Action commitment.
J. Ensure lIIat an OIber porsormol actions such as compensation, benefItS, layoffs, retum
from layoffs. company spor1SOCOd training. educational tuition asslstance. soci,.] and
recreational programs, shaD be administered without regard 10 ra<:e, color, sex. religion,
age, national origin. bandicap. mariuI or vel<ran status and in accorclanc. with aD
app1ic2b[e laws, cfU<ctives and regulations 0( ~ral and stal< entitieo.
4. EDsuze dIat' promotion decisions will be made in acmrd "'im !be principles 01 Equal
Employment Opportunity and .ljfllirultive Action by imposing cDly valid requirements
for promotional opportunities.
S. Tal« ac60n to preveDl harassment or intimJdation 0( an employ .... particulaTJy those
eDCOIllpaSSOd by BV A affllIrultive action eff<ll1s.
Tbe Preoident, VICe PresideD! and Managers 01 BV.~ wI vigorously pursue opportunities '"
recruk and devciop job candidal<S who have !be desire and potential for becoming quaflfied
employ ... Ihroagh our AM.
BV A actively support> and participates in SO'.'CCDJDenlltl. ""'!ness and civic programs designed
10 provide job opporIUnities and mining 10 minoriIy and <>!ber protected class members.
Tbe ~ woofmator, has beea assigned responsibilily for We implementation and
administration ol1he AAP. The, vice presidelll. bas bee. designated 10 develop and administer
!he AAP and ensun: !hat !he int<DI and practioe 0( this pclicy is carried out; however, We
uItimato reoponsJbilil)l for fuJfilling We inleD! 01 !be pclicy E", willi every manager and
supervisor.
•
",':'-. -' , -<-::. >" -~-.-->"<~; .. ",' '-:.,'
INTERNAL 1!\.'FOR.'IlA TION ON AFFIJlPdA TIVE ACTION
The compan:t policy on affitmaIlve action is posted ill the !>real room and copies are in the BYA
Procedu.res M.anual.
The proce4uI<s lDAIIU.Il coOlains an EEO clause.
The EEO policy is ",viewed annually by the principals to eosure proper implementation.
The cffice coordinato< will be in cbarge 0( the AAP and an related duties.
During IIlOIllh!y lSIaf[ meeting or individually •• 'Press any 0( your Em questions ()( problems
willi the cffice coonlinaIo<.
This policy .. ill be ~",ed with an new hiles.
£XTERN.o\L INFORMATION ON AFFIRMATIVE ACTION
All =i=11I 500= from now on will be advlsed of our oon-discrimination policy on hiring.
recrui1ment and prom<l<io!L
All ... w1ien from 00'01 on will be advised of our desire that the) .00 meet .ff>rmative action
mjIliremenls.
Local n:cnIitmeDl sources from 0011' on will be notified 0( our EEO poIi..--y and the, will be
asIced for referr.J, as the Deeds arise.
There will be 00 pictureS in position vacancy advertisements.
No one at the preseDl time is serving on a beard or agency dir~t!y related to ht'man rtIa60ns
and oquaJ opponuniIy.
KESPONSIBILlTY FOR IMPLEMEl'I"TATION,
The cffice coordinator will be the arT:rrnative actio, coordinator and will report 10 Tom Yence.
The cffice coordinator', duties will be 10 make sun: BYA is in compliance willi all Affumative
AcIi<;n ",gulal.iotls and guideliIles. In addition, the off.ce co<--romator will maintzin the
Affirmative Actiou files and make sun: hiring and recruitment procedure, are in compliance with
Affirmatiye Action program guidelines.
Managemenr', role in implementing the AAP will be 10 make sure anyone in the form ... bose role
II is 10 hile employees will foOD,. the Affirntative Action program guidelines.
Coo<dlnation 0( all employment vacancies will go through tbe Aff>nnalive Action coordinator
10 JS5UIO !bat hiring procedum; conform with the AAP.
CORRECTIVE ACTION:
Onr plans for correcting under utilization are as fono .... ,
--~-----~-~
.,. .'~ 'l,"_,_ . ,-" -
. c":_"'~ ___ :: __ ,,,;
"' •
~-'~_-:t~,'-
'-.
• _ T. broadea =ruiting sources;
• To 100II: for pI'OlllOlables 8D10118 preseal employ,",,; and
• To provide additional !raining.
• ProIecIe4 cw...' soun:es CO!ll><:Ied;
• AlIendance at affirmaIlve actioo SOlIlinan; and
• Improved • ...."",... of affIrmative _ issues by stAff.
• CumntJy ~viev.ing lOla! employment proa!dure; and
• The AAP will be ",viewed a=aIly by AAP COO!'<f""'tor 10 keep Ibe program
adeqpa/l:' 10 curreDl ruuatioos.
The following is • recommended rut of exhibits 11> support cur AAP:
• Sampl<! of leaers 10 R:CrUitmen< sources;
• Vendor) Jetter 0( obligatioo and response certiflC.Otion;
• List of agencies and individuals concerned with pr~ class employmelll in !be
company;
• CIlrrent employmenl situation of the coinpllny and goals;
• Samples 0( recrWtmeDl ads;
• Schools in Ibe area pro'idlng training for advancement in the office;
• Copy 0( corporation', bimonthly "'port concerning protec'.ed class hiring;
• 0rganizati00aI clwts;
• Job progression cbarts;
• AppIicalioD form;
• Pwtbase onla, including eertification !bat contr.lC1Or fono .... AAP guide1iDes;
• Samples 0( company-sponsored rocreatiooal activities; and
• Emplo~ benefill>ook$ets.
Allowable <IIscrimlnatlon
b outrmed in sectioo [O.} Employer defenses, employment crlSCrimination, pg. 64 0( the ~
DUpjrnjpa!jog In Employmen! by !be Californja Cbamber 0( Commen:e (1992).