HomeMy WebLinkAboutContracts & Agreements_92-2023AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of Joint Utilities Laboratory Expansion Preliminary
Design Services ("Agreement") is made and entered in this 6th day of June, 2023 ("Effective
Date"), by and between the City of Redlands, a municipal corporation ("City") and CDM Smith,
Inc. a corporation ("Consultant"). City and Consultant are sometimes individually referred to
herein as a "Party" and, together, as the "Parties." 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 Joint Utilities Laboratory Expansion
Preliminary Design 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 this
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, any applicable State
prevailing wage laws.
ARTICLE 3 — RESPONSIBILITIES OF CITY
3.1 City designates John R. Harris, Municipal Utilities and Engineering Department Director,
as City's representative with respect to performance of the Services, and such person
shall have the 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 Consultant shall perform and complete the Services in a prompt and diligent manner in
accordance with the schedule set forth in Exhibit "B," titled "Project Schedule," which is
attached hereto and incorporated herein by reference.
4.2 Consultant shall complete the Services by June 30, 2024, unless the Services are
terminated earlier as provided for herein.
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4.3 If Consultant's Services include deliverable electronic visual presentation materials, such
materials shall be delivered in a form, and made available to 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 Total compensation for the Consultant's performance of the Services shall not exceed the
amount of Two Hundred Seventy Thousand Nine Hundred Ninety ($270,990). City shall
pay Consultant on a time and materials basis up to the not to exceed amount in
accordance with Exhibit "C," titled ("Fee Proposal") which is 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, the number of hours spent
and by whom, and a description of reimbursable expenses related to the Services. 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 or electronic mail transmission (including
PDF), if confirmed with a copy sent contemporaneously by first class, certified,
registered or express mail; in each case properly posted and fully prepaid to the
appropriate address set forth below, or such other address as a Party may provide notice
in accordance with this section:
CITY:
City Clerk
City of Redlands
35 Cajon Street
P.O. Box 3005 (mailing)
Redlands, CA 92373
jdonaldson@cityofredlands.org
Phone: (909) 798-7531
CONSULTANT:
Alberto Acevedo, Vice President
CDM Smith, Inc.
46 Discovery, Suite 250
Irvine, CA 92618
Email: acevedoa@cdmsmith.com
Phone: (949) 930-7252
Fax: (949) 515-9160
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
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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
"D," 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. Consultant shall secure and maintain professional liability insurance throughout the
term of this Agreement in the amount of One Million Dollars ($1,000,000) per claim
made.
D. 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.
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 and appointed
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.
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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;
(ii) issue, deny, suspend or revoke any City permit, license, application,
certification, approval, order or similar authorization or entitlement;
(iii) authorize 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.
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 written
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
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assignment or attempted assignment without such prior written consent may, in the sole
discretion of City, result 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 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 prior 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
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 prior negotiations, written 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, without regard to its conflicts of laws provisions. The Parties agree
that all actions or proceedings arising in connection with this Agreement shall be tried
and litigated only in the state courts located in San Bernardino County, California, and
the federal courts located in Riverside County, California.
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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 invalidate 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
Bv:
ddie Tejeda, Mayor
ATTEST:
Donaldson, City Clerk
CDM S
By:
Alb
, Vice President
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EXHIBIT "A"
SCOPE OF SERVICES
CDM Smith will prepare the Draft and Final SFCAR. This work will include completion of the
following tasks to meet the requirements in the RFP. Below we provide the scope of work and
approach to complete each task.
Task 1- Project Management
Project Manager (PM) Brian Leto will serve as the primary point of contact for the City and will
lead management activities to complete the project. Project management functions to be
performed include:
• Setting up project in Oracle to track cost (earned value), personnel utilization, and schedule
delivery status
• Setting up ProjectWise folder to manage records and files
• Preparing for and conduct kick-off meeting
• Conducting a combined stakeholders input meeting, site/building condition survey, and
evaluation
• Preparing monthly invoices and technical progress reports summarizing work completed,
upcoming deliverables, and any issues requiring decisions or actions
• Checking that quality procedures are conducted in accordance with our Quality Control Plan
• Preparing for and conduct the following workshops:
• Workshop #1 — Present a summary of the existing Preliminary Design Report (PDR) and
potential modifications to the document
• Workshop #2 — Work collaboratively with laboratory staff to finalize updates for new
space requirements, structural modifications, and equipment; discuss future staff needs
and requirements and equipment to be salvaged
■ Workshop #3 — Present the Draft SFCAR
• Workshop #4 — Present the Final SFCAR
• Conducting virtual monthly meetings between the City's PM and CDM Smith's PM to discuss
progress (technical meetings may be in person or virtual pending on the discipline[s] that will
be covered)
• Preparing meeting agendas
• Providing draft meeting minutes for review and comment
• Coordinating and conduct technical review meetings by discipline
• Preparing written responses to the City's comments on each submittal within one week of
receipt
Deliverables:
• Project deliverable schedule and monthly project updates
• Meeting agenda and meeting minutes
• Monthly invoices and progress status reports
• Schedule kick-off meeting, technical meetings, site visits and review workshops
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Task 2 — Information Gathering and Review
The CDM Smith team will review all available information, including record drawings, design
reports, and physical site evaluation reports. We will also review the existing PDR from 2021
and conceptual design drawings (30% submittal). Our team will focus on the following activities:
• Evaluating the existing PDR — 30% submittal
• Gathering other data related to existing drawings and specifications as provided by the City.
This information will serve as a basis for developing base drawings and an understanding of
the existing building systems. Data to be provided includes:
• Electronic drawing files
• Site survey
• As -built drawings and specifications
• Previous reports and assessments
• The contractor is responsible for all research interviews, and investigation required for
the project.
• Conducting physical condition assessment for preparation of the SFCAR
• Site assessment and field data gathering will be performed by the PM, lab specialist architect,
senior architect, and structural, mechanical, and electrical leads. The assessment will focus on
the systems associated with office space and laboratory functions and not the systems
associated with the administrative functions. Also, the lab specialist architect will require the
City's laboratory staff to provide operational information about workflow and critical lab areas
of concern during the site visit.
• Organizing a project kick-off meeting, coupled with a Condition Assessment Review
Workshop with stakeholders to review and discuss the preliminary findings and review of
previous reports and drawings. Define present and future needs.
• Organizing a stakeholder meeting/workshop to specifically focus on furniture, casework,
equipment, and additional staff needs
Deliverables:
• Physical survey data
• Summary of technical data reviewed
• Workshop #1 — Review existing PDR
Task 3 — Evaluation of Existing PDR and Proposed Modifications
This task involves preparing a technical memorandum (TM) for City staff on our findings and
recommendations, including a preliminary program for adequate space requirements for staff,
laboratory process and material flow, operational adjacencies, and an overall facility layout. The
TM will include, but not to be limited to:
• Condition assessment of the existing building documenting current lab activities, systems, and
equipment
• Code of Record of applicable codes, criteria, and project requirements
• Program and schematic designs of the renovations and additions to the building and required
upgrades to the equipment, laboratory furniture, and systems to comply with current safety,
building code, and environmental standards
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• Conceptual drawings of the laboratory and support spaces showing new casework, including
benchtops, equipment, and support system
• Review and analysis of previous reports and drawings, highlighting additions and comments
Deliverables:
• Workshop #2 — New space requirements and modifications to address future staff needs and
requirements
Task 4 — Draft Supplemental Facility Condition Assessment Report
In this task, the CDM Smith team will prepare the Draft SFCAR and present the City with:
• Renovation and expansion recommendations/options/issues
• Conceptual drawings
• Renderings of the expanded facility
• A draft report will be provided to City staff for review and comment. The draft report will be
based on a summary of the investigations and will include key recommendations categorized
by priority, criticality, and remaining useful life of assets, per discussions with City staff. This
will be the basis for the on -site Conceptual Design/Planning Workshop #3 in terms of key
issues and remaining potential conflicts.
Conducting an on -site Conceptual Design Workshop with stakeholders will be critical and an
extremely important tool to complete the Final SFCAR because it:
• Involves client stakeholders in the decision -making process and lets the stakeholders see
unintentional consequences and impacts of the ideas/items they request in real time
• Puts designers, client stakeholders, and project management on the same page; one key place
where construction and phasing issues are front and center early in the design phase
• Addresses issues that may arise between the request for proposal and the kick-off meeting,
implications of as -built conditions discovered during the site visit, and the scope of work
versus the construction budget
• Allows for the discussion of key issues and investigation of problem -solving solutions done on
the screen with computer — early consensus on design and program is reached
• The PM, senior architect and junior architect will be present on -site with the stakeholders, and
other members of the project team will participate virtually.
Deliverables:
• Draft SFCAR
• Draft conceptual design drawings
• Workshop #3 — Present and review of the Draft SFCAR
Task 5 — Final Supplemental Facility Condition Assessment Report
Based on the results of the Conceptual Design and Planning Workshop in Task 4, CDM Smith
will prepare a Final SFCAR documenting final renovation/expansion, 30% design drawings, and
program decisions. This report will describe the building systems required to accommodate the
functional requirements of the laboratory. The report will include, but is not limited to the
following sections:
• Executive Summary
• Project Background and Purpose
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• Design Criteria (description of each building system, including architectural, mechanical,
electrical, and fire protection)
• Building Code Key Determinations (code analysis including occupancy, type of construction,
and life safety egress requirements)
• Opinion of Construction Cost (Class 1)
• Preliminary Construction Phasing
Deliverables:
• Final SFCAR
• Final conceptual design drawings
Workshop #4 — Present and review the Final SFCAR
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Task Number and Name
Week 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56
1 Project Mangement and Meetings
1,1 Kickoff Meeting 2weeks after NTP
11 Site Visits
1.3 Workshop 41- Fxisiting PDR review
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.
4
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1.4 Workshop 8 2 New Space Requirements and
Modifications
41
13 Workshop 8 3 Draft SFCAR Presentation
1.6 Workshop 884Final SFCAR
Presentation
1.7 Comment review meeting
1.8 Deliverable
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2.1 Data Gathering and Review
2.2 Site Survey
23 Physical Condition Assessment -
Existing Lab
2.4 Data Summary and Discoveries
Information Gathering and Review
•
3 Evaluation of Esishng PDR and Proposed Modifications
3.1 Review of exisitng PDR
31 Identify gaps andfor new buidling code
requirements
3.3 Summarize Recommendations and or
modiications and recommendations to the
previous PDR
MIN
4 Pr ration of Draft Conceptual Desion Report
4.1 Draft Conceptual Design Report
3 ConceptualDesign
4.2
pecirati Drawings
4.3 TOCTechnicalSpecifications+identify
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4,4 Prepare 30% Submittal Package
5 Pr ration of Final Conceptual Design Report
5,1
5,2
Final Conceptual Design Report
Final Conceptual Design Drawings
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5.3
30% Design Technical Specifications
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5.4
Prepare Final 30% Submittal Package
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EXHIBIT "C"
FEE PROPOSAL
TASKS
Fees
Total
Hours
CDM Smith
Labor Fee
Other Direct
Costs
Surveying
Services
Total Fees
'l Project Mangement and Meetings
280
$ 58,980
$ 5,500
$ -
$ 64,480
1-1 Project Oracle Set -Up
12
$ 2,600
$ 2,600
1-2 Project Kickoff Meeting (4 hours)
30
$ 7,050
$ 500
$ 7,550
1-3 Montlhy PM Update Meetings (12 @ 30 min ea)
8
$ 2,430
$ 2,430
1-4 Technical Meetings (6 @ 3 hours ea)
50
$ 10,510
$ 10,510
1-5 Workshop # 1 - Exisiting PDR review
42
$ 8,230
$ 1,250
$ 9,480
1-6 Workshop # 2 New Space Requirements and Modifications
26
$ 5,690
$ 1,250
$ 6,940
1-7 Workshop # 3 Draft PDR Presentation
46
$ 9,070
$ 1,250
$ 10,320
1-8 Workshop # 4 Final PDR Presentation / Validation
36
$ 7,880
$ 1,250
$ 9,130
1-9 Invoicing Preparation
30
$ 5,520
$ 5,520
2 Information Gathering and Review
® 124
r$ 24,120
$
$ 6,800
$ 30,920
2-1 Data Gathering and Review
86
$ 17,590
$ 6,800
$ 24,390
2-3 Data Summary and Discoveries
38
$ 6,530
$ 6,530
3 Evaluation of Exisitng PDR and Proposed Modifications
126
P$ 22,990
$ -
$ -
$ 22,990
3-1 Review of exisitng PDR
53
$ 9,795
$ 9,795
3-2 Identify gaps and/or new buidling code requirements
30
$ 5,830
$ 5,830
3-3 Summarize Recommendations and or modifications and
recommendations to the previous PDR
43
$ 7,365
$ 7,365
4 Preparation of Draft Conceptual Design Report
588
'$ 94,270
$ -
$ -
$ 94,270
4-1 Draft Conceptual Design Report
108
$ 18,900
$ 18,900
4-2 Conceptual Design Drawings
364
$ 53,870
$ 53,870
4-3 Technical Specifications
70
$ 12,330
$ 12,330
4-4 Prepare 30% Submittal Package
48
$ 9,170
$ 9,170
5 Preparation of Final Conceptual Design Report
362
P$ 58,330
$ -
$ -
$ 58,330
6-1 Final Conceptual Design Report
83
$ 15,470
$ 15,470
6-2 Final Conceptual Design Drawings
219
$ 32,910
$ 32,910
6-3 30% Design Technical Specifications
26
$ 4,300
$ 4,300
6-4 Prepare Final 30% Submittal Package
34
$ 5,650
$ 5,650
Totals
1,480
$ 258,690
$ 5,500
$ 6,800
$ 270,990
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EXHIBIT "D"
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 authorized 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 in 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 § 1861).
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 representatimade in this certificate are true and correct.
CDM SMIT
By:
Alberto Ac-. Vi.- President
Date:
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