HomeMy WebLinkAboutContracts & Agreements_24-2020 F
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AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of recycled water compliance consulting services
("Agreement") is made and entered in this 18th day of February, 2020 ("Effective Date"), by and
between the City of Redlands, a municipal corporation ("City") and West Yost & Associates,
Inc ("Consultant") City and Consultant are sometimes individually referred to herein as a
"Party" and, together, as the "Parties "
WHEREAS, City has previously entered into an agreement with Aegis Engineering
Management on the effective date of December 3, 2019, (the "Prior Agreement") for recycled
water compliance consulting services, and
WHEREAS, Aegis Engineering Management has notified City that on January 3, 2020,
Consultant acquired certain assets from Aegis Engineering Management, and that Consultant
now desires to assume responsibility for Aegis Engineering Management's obligations to City,
NOW, THEREFORE, in consideration of the mutual promises contained herein, City and
Consultant agree as follows
ARTICLE 1 —ENGAGEMENT OF CONSULTANT
1 1 City hereby engages Consultant to provide recycled water compliance consulting services
for City(the "Services")
1 2 The Services shall be performed by Consultant in a professional manner, and Consultant
represents that it has the skill and the professional expertise necessary to provide the
Services to City at a level of competency presently maintained by other practicing
professional consultants in the industry providing like and similar types of Services
ARTICLE 2—SERVICES OF CONSULTANT
2 1 The Services that Consultant shall perform are more particularly described in Exhibit
"A," titled "Scope of Services," which is attached hereto and incorporated herein by
reference
2 2 Consultant shall comply with applicable federal, state and local laws and regulations in
the performance of this Agreement including, but not limited to, State prevailing wage
laws
ARTICLE 3—RESPONSIBILITIES OF CITY
3 1 City shall make available to Consultant information in its possession that may assist
Consultant in performing the Services
3 2 City designates its Municipal Utilities and Engineering Department Director as City's
representative with respect to performance of the Services, and such person shall have the
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authority to transmit instructions, receive information, interpret and define City's policies
and decisions with respect to performance of the Services
ARTICLE 4—PERFORMANCE OF SERVICES
4 1 The term of this Agreement shall be for a period of one (1) years commencing as of the
Effective Date,unless terminated earlier as provided herein
4 2 The term of this Agreement shall be for a period of one (1) year from the Effective Date
of this Agreement (the "Initial Term") City shall have the option to extend the Initial
Term of this Agreement by three (3) additional one-year terms (each, an "Extended
Term"), on the same terms and conditions, by providing wntten notice to Consultant at
least thirty(30) days prior to the expiration of the Initial Term or any Extended Term
4 3 If Consultant's Services include deliverable electronic visual presentation materials, such
matenals shall be delivered in a form, and made available to the City, consistent with
City Council adopted policy for the same It shall be the obligation of Consultant to
obtain a copy of such policy from City staff
ARTICLE 5 —PAYMENTS TO CONSULTANT
5 1 The compensation for Consultant's performance of the Services shall not exceed the
amount of three hundred fifty six thousand two hundred two dollars ($356,202) for the
Services provided during the Initial Term Should this Agreement be renewed, the
compensation for Contractor's performance for the Services shall not exceed the amount
of three hundred fifty six thousand two hundred two dollars ($356,202) for the first
Extended Term, and three hundred fifty six thousand two hundred two dollars ($356,202)
for the second Extended Term, and three hundred fifty six thousand two hundred two
dollars ($356,202) for the third Extended Term, bnnging the total possible amount of
compensation to a not-to-exceed amount of one million four hundred twenty-four
thousand eight hundred eight dollars ($1,424,808) For the Initial Term and each
Extended Term, City shall pay Consultant on a time and materials basis up to the not to
not-to-exceed amount in accordance with Exhibit"B," titled"BIDDER'S PROPOSAL&
HOURLY RATE SHEET," attached hereto and incorporated herein by reference
5 2 Consultant shall submit monthly invoices to City describing the Services performed
during the preceding month Consultant's invoices shall include a brief description of the
Services performed, the dates the Services were performed, and the number of hours
spent and by whom City shall pay Consultant no later than thirty (30) days after receipt
and approval by City of Consultant's invoice
5 3 Any notice or other communication required, or which may be given, pursuant to this
Agreement, shall be in writing Any such notice shall be deemed delivered (i) on the date
of delivery in person, (ii) five (5) days after deposit in first class registered mail, with
return receipt requested, (iii) on the actual delivery date if deposited with an overnight
courier, or (iv) on the date sent by facsimile, if confirmed with a copy sent
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contemporaneously by first class, certified, registered or express mail, in each case
properly posted and fully prepaid to the appropnate address set forth below, or such other
address as a Party may provide notice in accordance with this section
City Consultant
City Clerk Jeff Pelz, President
City of Redlands West Yost&Associates, Inc
35 Cajon Street 2020 Research Park Drive, Suite 100
P O Box 3005 (mailing) Davis, CA 95618
Redlands, CA 92373 jpelz@westyost coin
jdonaldson@cityofredlands org Phone (530) 756-5905
Phone (909) 798-7531 Fax (530) 756-5991
Fax (909) 798-7535
ARTICLE 6--INSURANCE AND INDEMNIFICATION
6 1 The following insurance coverage required by this Agreement shall be maintained by
Consultant for the duration of its performance of the Services Consultant shall not
perform any Services unless and until the required insurance listed below is obtained by
Consultant Consultant shall provide City with certificates of insurance and endorsements
evidencing such insurance prior to commencement of the Services Insurance policies
shall include a provision prohibiting cancellation or modification of the policy except
upon thirty(30) days prior written notice to City
A Workers' Compensation and Employer's Liability insurance in the amount that meets
statutory requirements with an insurance carrier acceptable to City, or certification to
City that Consultant is self-insured or exempt from the workers' compensation laws
of the State of California Consultant shall execute and provide City with Exhibit"C"
titled"Workers' Compensation Insurance Certification,"which is attached hereto and
incorporated herein by this reference prior to performance of the Services
B Comprehensive General Liability insurance with carriers acceptable to City in the
minimum amount of One Million Dollars ($1,000,000) per occurrence and Two
Million Dollars ($2,000,000) aggregate, for public liability, property damage and
personal injury is required City shall be named as an additional insured and such
insurance shall be primary and non-contributing to any insurance or self-insurance
maintained by City
C Business Auto Liability coverage, with minimum limits of One Million Dollars
($1,000,000) per occurrence, combined single limit bodily injury liability and
property damage liability This coverage shall include all Consultant owned vehicles
used in connection with Consultant's provision of the Services, hired and non-owned
vehicles, and employee non-ownership vehicles City shall be named as an additional
insured and such insurance shall be primary and non-contributing to any insurance or
self-insurance maintained by City
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D Consultant shall secure and maintain professional liability insurance in the amount of
One Million Dollars ($1,000,000)per claim made
E Consultant is expressly prohibited from assigning or subcontracting any of the
Services without the prior written consent of City In the event of mutual agreement
by the Parties to assign or subcontract a portion of the Services, Consultant shall add
such assignee or subcontractor as an additional insured to the insurance policies
required hereby and provide City with the insurance endorsements prior to any
Services being performed by the assignee or subcontractor
6 2 Consultant shall defend, indemnify and hold harmless City and its elected officials,
employees and agents from and against any and all claims, losses or liability, including
attorneys' fees, arising from injury or death to persons or damage to property occasioned
by any negligent act or omission by, or the willful misconduct of, Consultant, or its
officers, employees and agents in performing the Services
ARTICLE 7—CONFLICTS OF INTEREST
7 1 Consultant covenants and represents that it does not have any investment or interest in
any real property that may be the subject of this Agreement or any other source of
income, interest in real property or investment that would be affected in any manner or
degree by the performance of Consultant's Services Consultant further covenants and
represents that in the performance of its duties hereunder, no person having any such
interest shall perform any Services under this Agreement
7 2 Consultant agrees it is not a designated employee within the meaning of the Political
Reform Act because Consultant
A Does not make a governmental decision whether to
(i) approve a rate,rule or regulation, or adopt or enforce a City law,
(u) issue, deny, suspend or revoke any City permit, license, application,
certification, approval, order or similar authonzation or entitlement,
(iii) authonze City to enter into,modify or renew a contract,
(iv) grant City approval to a contract that requires City approval and to which
City is a party, or to the specifications for such a contract,
(v) grant City approval to a plan, design, report, study or similar item,
(vi) adopt, or grant City approval of, policies, standards or guidelines for City
or for any subdivision thereof
B Does not serve in a staff capacity with City and in that capacity, participate in
making a governmental decision or otherwise perform the same or substantially
the same duties for City that would otherwise be performed by an individual
holding a position specified in City's Conflict of Interest Code under Government
Code section 87302
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7 3 In the event City determines that Consultant must disclose its financial interests,
Consultant shall complete and file a Fair Political Practices Commission Form 700,
Statement of Economic Interests, with the City Clerk's office pursuant to the wntten
instructions provided by the City Clerk
ARTICLE 8—GENERAL CONSIDERATIONS
8 1 In the event any action is commenced to enforce or interpret any of the terms or
conditions of this Agreement the prevailing Party shall, in addition to any costs and other
relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the
use of in-house counsel by a Party
8 2 Consultant shall not assign any of the Services, except with the prior written approval of
City and in strict compliance with the terms and conditions of this Agreement Any
assignment or attempted assignment without such prior written consent may, in the sole
discretion of City,results in City's immediate termination of this Agreement
8 3 Consultant is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor Neither City nor any of its agents
shall have control over the conduct of Consultant or Consultant's employees, except as
herein set forth Consultant shall supply all necessary tools and instrumentalities required
to perform the Services Assigned personnel employed by Consultant are for its account
only, and in no event shall Consultant or personnel retained by it be deemed to have been
employed by City or engaged by City for the account of, or on behalf of City Consultant
shall have no authority, express or implied, to act on behalf of City in any capacity
whatsoever as an agent, nor shall Consultant have any authority, express or implied, to
bind City to any obligation
8 4 This Agreement may be terminated by City, in its sole discretion, by providing not less
than five (5) days pnor written notice to Consultant of City's intent to terminate If this
Agreement is terminated by City, an adjustment to Consultant's compensation shall be
made, but (1) no amount shall be allowed for anticipated profit or unperformed Services,
and (2) any payment due Consultant at the time of termination may be adjusted to the
extent of any additional costs to City occasioned by any default by Consultant Upon
receipt of a termination notice, Consultant shall immediately discontinue its provision of
the Services and, within five (5) days of the date of the termination notice, deliver or
otherwise make available to City, copies (in both hard copy and electronic form, where
applicable) of project related data, design calculations, drawings, specifications, reports,
estimates, summaries and such other information and materials as may have been
accumulated by Consultant in performing the Services Consultant shall be compensated
on a pro-rata basis for Services completed up to the date of termination
8 5 Consultant shall maintain books, ledgers, invoices, accounts and other records and
documents evidencing costs and expenses related to the Services for a period of three (3)
years, or for any longer period required by law, from the date of final payment to
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Consultant pursuant to this Agreement Such books shall be available at reasonable times
for examination by City at the office of Consultant
8 6 This Agreement, including the Exhibits incorporated herein by reference, represents the
entire agreement and understanding between the Parties as to the matters contained
herein, and any pnor negotiations,wntten proposals or verbal agreements relating to such
matters are superseded by this Agreement Except as otherwise provided for herein, any
amendment to this Agreement shall be in writing, approved by City and signed by City
and Consultant
8 7 This Agreement shall be governed by and construed in accordance with the laws of the
State of California
8 8 If one or more of the sentences, clauses, paragraphs or sections contained in this
Agreement is declared invalid, void or unenforceable by a court of competent
jurisdiction, the same shall be deemed severable from the remainder of this Agreement
and shall not affect, impair or mvandate the remaining sentences, clauses, paragraphs or
sections contained herein, unless to do so would deprive a Party of a material benefit of
its bargain under this Agreement
IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed
in confirmation of this Agreement
CITY OF REDLANDS WEST YOST & ASSOCIATES, INC
By-6:) By
Paul W Foster,Mayor J ,President
Attest
ia`d-e6")
ne Donaldson, City Clerk
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EXHIBIT "A"
SCOPE OF SERVICES
Task 1 —Project Management
The overall project management is to include planning, coordination, reporting and
communication This task also includes preparation of monthly progress reports, tracking of
budgets and schedules against the contract, and taking any corrective measures
A Initial Project (Kick-off) Meeting Consultant shall hold a one (1) hour kick-off meeting
with the City staff to discuss scope, schedule, and other project details The kickoff
meeting will discuss the approach the Consultant would employ in executing the project
and for collecting other pertinent data from the City The meeting will also ensure that
City's goals and objectives of the project are clearly understood by the consultant project
team
B Progress Meetings Consultant shall attend up to six (6) progress meetings at the City
Office In addition, the consultant will be available for conference calls or onsite
meetings as needed to review the project progress and coordinate resolutions of issues,
with the City's Project Manager Following each meeting, the consultant shall prepare
and distribute meeting minutes to document decisions and outstanding issues
C Invoicing The selected consultant shall prepare monthly invoices and schedule updates
to keep the City staff up to date on project budget and schedule updates
D Quality Assurance and Quality Control The Consultant shall perform internal quality
assurance reviews at key project completion milestones to assess overall project
implementation The consultant shall also perform technical reviews of work products
and deliverables prior to submittal to the City
Task 2—Data Acquisition and Data Management
The Consultant shall obtain the necessary information on file with the City to carryout specified
tasks Consultant shall meet or speak with each customer to obtain any additional information
needed All data acquired as well as work performed by the consultant shall be updated in the
appropriate database and electronic & hard copy files Consultant shall ensure that current and
future files are reviewed for accuracy and that the data format meets City standards
Task 3 —Annual Site Inspection
The Consultant shall provide general recycled water inspection services of existing irrigation
systems as part of the annual inspection and coverage testing requirements This task shall be
performed by an American Water Works Association (AWWA) certified Cross Connection
Specialist with a minimum of 3 years of experience in the performance of annual recycled water
site inspections
The inspection services include
A Schedule and coordinate with the site's representative,the annual inspection
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B Annual Inspection
I Observe the recycled or non-potable water sites irrigation system for general
compliance with City and State Water Resources Control Board (SWRCB)
requirements The inspections will include, at a minimum, a visual inspection of
all backflow prevention assemblies, the meters, exposed piping, valves, pressure
reducing valves, sprinklers, controllers, signs, labels, tags, and all points of
connection Observe the irrigation system to assess if modifications have been
made(e g new mainline, valves, etc),
2 Conduct a test to verify the proper operation of the irrigation system The
irrigation system will be activated to check for excessive overspray, ponding,
runoff, broken mains and broken heads During the annual inspection of any
recycled water or non-potable use site, it is anticipated that the site's
representative will run the irrigation stations for up to two minutes coverage, and
3 Prepare a punch list of any items to be completed by the site's representative
C Schedule and coordinate with the site's representative the final walk through Check for
completion of punch list items
D Submit to the City a copy of the final punch list inspection form, signed by the
Consultant's AWWA certified inspector
E Provide follow up Inspection If a punch list is generated as a result of findings from the
annual inspection, a follow up inspection is required to ensure all corrections are
addressed The follow up inspection should be scheduled within two weeks of the annual
inspection
Task 4—Cross-Connection Testing
The personnel performing this task shall be an AWWA certified Cross Connection Specialist
(Specialist)with a minimum of three years' experience
A Site Assessment City staff along with the Specialist will visit the site and verify the
locations of the potable and recycled water meters, backflow devices, and pressure
recording points Initial site assessment visit will be coordinated with City staff and the
on-site Site Supervisor
B Cross Connection Testing Install appropriate number of appropriate pressure recording
devices with a minimum of one device on each potable source and two or more devices
on each recycled water source depending on nsk at the site and the availability of quick
couplers with the final determination at the City's discretion The City is not responsible
for any failure of a pressure recording device in the field and will not be charged for time
lost The Cross-Connection Test shall follow appropriate shutdown testing requirements
with each water system being depressurized and documented for 4 hours each Cross
connection testing shall be performed on a day and time that is most appropriate for the
site and shall be determined by the City
C Overspray Testing (Landscape Irrigation Use Only) and Initial Inspection The landscape
irrigation system will be activated to check for excessive overspray, ponding runoff,
broken mains, and broken heads During the initial inspection (for any use),the Specialist
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will examine the site for proper signage, markings on all recycled water appurtenances,
and adequate separation between any adjoining potable system The Specialist will also
obtain and record TDS samples of both potable and recycled water systems and will log
backflow information on all potable services
D Follow up Inspection If a punch list is generated as a result of the initial inspection, a
follow up inspection is required to ensure any corrections were addressed The follow up
inspection should be scheduled within two weeks of the initial inspection date Repeat
testing due to issues or inconclusive data shall be approved by City's Project Manager
prior to conductance
E Final State Regional Water Quality Control Board (SRWQCB) Report The Specialist
will prepare a Cross connection report within two weeks of testing and submit to City
representative for submittal to the SRWQCB and initial inspection or the follow up
inspection if one is needed The report will outline specific site information shutdown test
results including copies of the digital pressure recording tables, overspray inspection
results, any corrective action needed, potable backflow protection information, TDS
information, site supervisor information, and any other comments needed to provide a
complete report A draft report must be submitted to the City for review
Task 5 —Preparation of Title 22 Supplemental Report
The City has an approved Master Engineering Report for existing and future recycled water
customers (either new construction or retrofit of an existing property) and any site connected to
the system since the approval of the Master Plan is to be submitted to the State Water Resources
Control Board Division of Drinking Water (DDW) and the California Regional Water Quality
Control Board (RWQCB) for approval prior to connecting to the recycled water system The
report consists of two parts the supplemental report and a site exhibit(s) (landscape imgation
users only) The City will provide aerial maps, customer information, estimated recycled water
demands, and any existing water/imgation drawings available to facilitate completion of Task 5
(A-C)
A Site Assessment The site visit will be essential in order to acquire, at a minimum,
location(s) and type(s) of existing meter(s), fire services, backflows, quick couplers,
controller boxes (valves), and other information pertinent to the preparation of the site
exhibit and supplemental report Initial site assessment visit will be coordinated by City
staff
B Site Exhibit for Landscape Irrigation Users Prepare a site exhibit based on the
information obtained during the site assessment This will include, but not limited to, the
on-site irrigation retrofit design that will separate the irrigation system from the domestic
water system, recycled water signage/notification placement, location of imgation
appurtenances, etc
C Supplemental Report Prepare a brief two-page PDF supplemental report (format to be
provided)that contains site, owner, tenant, and recycled water use information
Task 6-Plan Check Services
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The Consultant will provide as needed services of a Landscape Architect or a licensed Civil
Engineer with experience reviewing plans and developing process and procedures for on-site
recycled water imgatlon plans for the purpose of Plan Check services
A Technical Provide plan checking services Prepare and provide project status updates
including updates to scope status, schedule and cost of work performed for tracking
purposes Submit monthly invoices conforming to City requirements Prepare and attend
project coordination meetings with City staff, Developer and their Engineers, and other
permitting agencies Prepare cost estimates and project schedules Prepare meeting
agenda and minutes Become the prime contact source for the Developer's Engineer,
responding to all plan checking related inquiries
B Onsite Imgation for Recycled Water User Sites
1 Review pipeline size requirements and limits per City Recycled Water
Guidelines and Specifications,
2 Review landscape demands for availability and candidacy purposes,
3 Review and research all property ownership information including public
right-of-way (ROW), utility easements, pnvate property limits, temporary
construction easements, etc as they relate to the proposed on-site facilities
Research all proposed ROW improvements and future ROW limits, if any,
4 Review and research all existing utility information, including franchise utilities,
along the proposed ahgnment for conflicts,
5 Conduct site and field investigations to venfy locations of existing and proposed
facilities, if necessary,
6 Enforce environmental and other regulatory permitting requirements,
7 Review conditions of approval from various agencies as submitted,
8 Conduct meetings with City staff, including Operations & Maintenance (O&M),
Engineering and Environmental&Regulatory Compliance(ERC)Department,
9 Review typical cross-sections detailing horizontal and vertical locations of the
proposed pipeline alignment, include limits of ROW (existing and future), and
other separation requirements, pavement limits, surface improvements, mow
curbs, existing and other proposed utilities, existing and proposed easements, etc ,
10 Develop plan check cost estimates for billing purposes,
11 Review pipe material, class or thickness, linings and coatings,joint design, thrust
restraint, bedding and compaction requirements, etc , per City Guidelines and
Specifications,
12 Review location, type and sizing of water meters, master control valves, isolations
valves, water services, rain sensors, moisture sensors, quick couplers, backflow
preventers, and other appurtenances to ensure it meets City's and State
requirements for recycled water use,
13 Review project specific details and specifications for all points of connection
including dimensional, material, transition, phasing and/or shutdown
requirements,
14 Review details regarding limits pipe sleeves, limits of abandonment and removal
of existing pipeline and other facilities to ensure it meets City's and State
requirements for recycled water use,
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15 Attend pre-construction meetings,
16 Coordinate approval with the City and SRWQCB and developers as required, and
17 Meet with the City and the SRWQCB as needed to review any modifications
needed for the recycled water plan
Task 8 —As Needed Services
Assist the City with additional recycled water related services and consulting for a 10%
contingency over total cost for as needed services based on the hourly rates listed in Exhibit C
"BIDDER'S PROPOSAL&RATE SHEET"
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EXHIBIT "B"
BIDDER'S PROPOSAL & HOURLY RATE SHEET
Bidder Proposal
Item quantity Task Description Cost per Unit Extended Cost
No.
1 1 Task 1 Project Management $8,000
2 71 Task 2 Data Acquisition and Data Management-cost per $ 300 $21,300
site,and total for all
3 71 Task 3 Annual Inspections-cost per site, and total for all $ 720 $51,120
4 71 Task 4 Cross Connection Testing cost per site,and total $ 1,600 $ 113,600
for all
5 71 Task 5 Preparation of Title 22 Supplemental $ 1,300 $92,300
Engineering Reports-cost per site,and total for all
6 15 Task 6 Plan Check Services-Cost per site and total cost for l $ 2 500 $37,500
all
SUBTOTAL SUM OF BID
$323,820
Item Quantity Task Description Cost per Unit Extended Cost
No.
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i0% Task 8 As Needed Services-per RFP Section G (2)page 9 $32,382
contingency Refer to Exhibit"B" BIDDERS HOURLY RATE SHEET
over otai EXAMPLE FOR AS NEEDED SERVICES
cost
TOTAL SUM OF BID $356,202
Hourly Rate Sheet
Related Task Task Description
No.
1 Project Management $150/hr
2 Data Acquisition and Data Management $130/hr
3 Annual Inspections $120/hr
4 Cross Connection Testing $120/hr
5 Preparation of Title 22 Supplemental Engineering Reports $130/hr
6 Plan Check Services $130/hr
8 Additional as needed services not listed above Regulatory compliance $130/hr
related program review and recommendation
The above-referenced hours for the identified tasks are estimates only Consultant will conduct
the above scope on an hourly time and materials basis, and will be compensated up to the not to
exceed amount of three hundred fifty six thousand two hundred two dollars ($356,202)
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EXHIBIT "C"
WORKERS' COMPENSATION INSURANCE CERTIFICATION
Every employer, except the State, shall secure the payment of compensation in one or more of
the following ways
(a) By being insured against liability to pay compensation by one or more insurers
duly authonzed to write compensation insurance in this State
(b) By securing from the Director of Industrial Relations, a certificate of consent to
self-insure, either as an individual employer, or as one employer m a group of
employers, which may be given upon furnishing proof satisfactory to the Director
of Industrial Relations of ability to self-insure and to pay any compensation that
may become due to his or her employees
CHECK ONE
I am aware of the provisions of Section 3700 of the Labor Code which requires every
employer to be insured against liability for Workers' Compensation or to undertake self-
insurance in accordance with the provisions of that Code, and I will comply with such provisions
before commencing the performance of the work and activities required or permitted under this
Agreement (Labor Code §1 86 1)
I affirm that at all times, in performing the work and activities required or permitted under
this Agreement, I shall not employ any person in any manner such that I become subject to the
workers' compensation laws of California However, at any time, if I employ any person such
that I become subject to the workers' compensation laws of California, immediately I shall
provide the City with a certificate of consent to self-insure, or a certification of workers'
compensation insurance
I certify under penalty of perjury under the laws of the State of California that the information
and representations made in this certificate are true and correct
West Yost&Associates, Inc
Date 0072D
By
ff lz, Pres nt
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