Fire_Department_Background_Investigation_Services.pdf

CITY OF SANTA MONICA

FIRE DEPARTMENT BACKGROUND INVESTIGATION

SERVICES

INVITATION TO BID

Fire Department

RELEASE DATE: December 2, 2025

DEADLINE FOR QUESTIONS: undefined

RESPONSE DEADLINE: December 17, 2025, 3:00 pm

APPROVED FOR ADVERTISEMENT

CITY CONTACT:

Tom Clemo

City of Santa Monica

Invitation To Bid

Fire Department Background Investigation Services

Table of Contents

1. Introduction

2. Request for Quotation

3. Instructions to Bidders

4. Bid Specification/Scope of Work

5. General Information

6. Terms and Conditions

7. Insurance Requirements

8. Non-Discrimination Policy

9. Certification Regarding Debarment

10. Vendor Submission

11. Pricing Proposal

12. Evaluation Phases

Attachments:

A - CSA Template

B - CSA_Insurance_Template

Request for Proposals

Fire Department Background Investigation Services

1 Introduction

1.1 Summary

The Santa Monica Fire Department (SMFD) is requesting personnel background services as part of the hiring process for various positions within the fire department.

1.2 Background

The Santa Monica Fire Department performs both Ambulance Operator and Recruit Firefighter backgrounds as part of the hiring process. On average, 30 Ambulance Operator and 10 Firefighter backgrounds are performed.

The purpose of the background investigation is to find examples of positive or negative behavior in the prospective candidate's life indicative of characteristics that would probably favor or prevent the candidate from becoming a successful SMFD employee.

1.3 Contact Information

Kellee Mac Donald Sr. Buyer 1685 Main St. Mail Stop #9 Santa Monica, CA 90401 Email: kellee.macdonald@santamonica.gov Phone: (310) 458-8797

Department:

Fire Department

Department Head:

Matt Hallock Fire Chief

1.4 Timeline

Release Project Date December 2, 2025

Bid Submission Deadline December 17, 2025, 3:00pm mailto:kellee.macdonald@santamonica.gov tel:(310)458-8797

Request for Proposals

Fire Department Background Investigation Services

2 Request for Quotation

CITY OF SANTA MONICA IS NOW ONLY ACCEPTING ELECTRONIC BID SUBMITTALS

2.1 Notice

Notice is hereby given that electronic proposals of Bid No.12601451 shall be received to Fire Department Background Investigation Services, per the attached terms, conditions and specifications. Bids will be electronically opened by the Procurement Office at 3:00 pm (Pacific Time) on Wednesday, December 17, 2025 viewable on the City's e-Procurement Portal, OpenGov.

2.2 Bid Package

Bid packages containing all forms, specifications, terms and conditions may be obtained on the City's e-Procurement Portal.

All documents must be downloaded via the OpenGov links.

2.3 Electronic Submissions

Submissions will only be accepted through the City's e-Procurement Portal, OpenGov. They must be received by the specified date and bid opening time.

2.4 Living Wage

Any contractual services agreement issued as a result of this Notice Inviting Bids may be subject to the City’s Living Wage Ordinance, Santa Monica Municipal Code Chapter 4.65 (LWO), and its implementing regulations.

In the event the contractual services agreement issued as a result of this Request for Quote is subject to the LWO, the Contractor shall pay its employees the general prevailing rate of wages as determined by the Director of Department of Industrial Relations, or the Minimum Wage, as that term is defined by the City’s LWO, whichever is higher.

https://procurement.opengov.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca https://procurement.opengov.com/portal/santa-monica-ca

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Fire Department Background Investigation Services

3 Instructions to Bidders

3.1 Bid Award

The City reserves the right to award the bid to separate bidders on any of the items as provided in and set forth in the bidder’s proposal form furnished by the City. It is further understood that if the bidder to whom any award is made fails to enter into a contract with the City, award may be made to the next best bidder, who shall be bound to perform as if she, he or it received the award in the first instance.

3.2 Best Bidder

The award, if any, will be made to the best bidder(s). In evaluating whether a bidder(s) is (are) the best bidder(s) pursuant to the Santa Monica Municipal Code, City may utilize some or all of the following criteria:

(1) Price.

(2) The quality of the material or services offered.

(3) The ability, capacity, and skill of the bidder(s) to perform the contract or provide the materials or services.

(4) The capacity of the bidder(s) to perform the contract or provide the service promptly, within the time specified, and without delay or interference.

(5) The sufficiency of the bidder’s financial resources.

(6) The character, integrity, reputation, judgment, training, experience, and efficiency of the bidder.

(7) The ability of the bidder(s) to provide such future maintenance or service as may be needed.

(8) Any other factor which will further the intent set forth in Section 608 of the City Charter.

The City of Santa Monica (the “City”) shall have absolute discretion in determining the applicability and weight or relative weight of some or all of the criteria listed above and is not required to select the lowest monetary bidder.

3.3 Bid Forms

Bids must be submitted on forms supplied by the City of Santa Monica and in accordance with the specifications, terms and conditions contained therein. Bid packages containing all forms, specifications, terms and conditions may be obtained on the City's e-Procurement Portal.

The website for this Notice of Inviting Bids and related documents is OpenGov.

. All project correspondence will be posted on the website. It is the responsibility of Bidders to check the website regularly for information updates and Bid clarifications, as well as any addenda. There is no charge for bid package and specifications.

All documents must be downloaded via the OpenGov links.

https://secure.procurenow.com/portal/santa-monica-ca

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Fire Department Background Investigation Services

3.4 Electronic Submissions

Electornic submissions shall only be accepted through the City's e-Procurement Portal and must be submitted no later than Wednesday, December 17, 2025, 3:00 pm. For instruction on how to submit an electronic bid please refer to the section titled Vendor Submission.

3.5 Bid Results/Recommended Award

A tabulation of bids received and recommended award will be posted on the City's e- Procurement Portal.

3.6 Bid Withdrawal

Bids submitted may be withdrawn through the City's e-Procurement Portal.before the hour set for the opening. After that time, no bidder may withdraw a bid for a period of ninety (90) days from the date of opening. A successful bidder may not withdraw his, her or its bid at any time.

3.7 Informed Bidder

Before submitting bids, bidders shall fully inform themselves as to the conditions, requirements and specifications of the work or materials specified. Failure to do so will be at bidders’ own risk.

Bidders cannot secure relief on the plea of error or mistake.

3.8 Late Bids

It is the bidder's responsibility to ensure that any bid submitted shall have sufficient time to be uploaded into the City's e-Procurement Portal prior to bid opening time. They must be received by the specified date and bid opening time. Late bids will not be accepted.

3.9 No Bid

If unable to bid, please select the "No Bid" option button in OpenGov and provide a brief reason.

3.10 Number of Responses

Bidders may submit multiple bids, if desired. The City is not recommending or suggesting that bidders submit multiple bids. The City is merely stating an available option. If a bidder chooses to submit multiple bids, each must be entirely separate from the others. The City will not collate, merge, or otherwise manipulate the bidder’s bids.

3.11 Oral Changes

Any material changes and addenda will be issued in writing. Do not rely upon oral explanations on the meaning of the specifications or interpretations of the terms.

https://secure.procurenow.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca/projects/200334/document?section=1871531 https://secure.procurenow.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca https://secure.procurenow.com/portal/santa-monica-ca

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3.12 Required Bid Documents (Services)

Bidder shall complete and return the following documents in original page order and format:

• Addenda if issued

• Oaks Initiative Disclosure Form (if the award amount is >$25,000 annually; identifies recipients of public benefit in relation to political donation restrictions: click here for more information)

• Levine Act Disclosure Form

• Experience Statement

• Living Wage Certification (if the award amount is >$54,200)

• Certificate of Compliance

• Certification Regarding Debarment

• Non-Discrimination Policy Acknowledgment

• Non-Collusion Declaration (this does not need to be notarized)

The entire bid does not need to be returned. The foregoing is provided as a courtesy only.

Bidders should read the bid carefully for document requirements.

3.13 Successful Bidder Required Documents

The following documents will only be required from successful bidder:

• Business License (if applicable)

• Payment Bond (if the award amount is >$25,000)

• Certificate of Insurance identifying the specific project or job and naming the City of Santa Monica as additional insured.

3.14 Protest Deadline

All parties wishing to file a protest shall comply with the procedures set forth in Santa Monica Municipal Code section 2.24.105 found here. Bidder may file a written protest with the Director of Finance (mailto:Purchasing.Mailbox@SMGOV.NET) no more than seven calendar days following the posting of award recommendation on the City’s e-Procurement Portal

3.15 Receiving Time

The submit time and date will be the governing time for acceptability of bids. Bids will not be accepted by telephone, email or facsimile machine. They must be received by the specified date and bid opening time.

https://ecode360.com/42719368 http://mailto:Purchasing.Mailbox@SMGOV.NET http://mailto:Purchasing.Mailbox@SMGOV.NET

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Fire Department Background Investigation Services

3.16 Exceptions to Terms and Conditions

Bidders must submit any requested exceptions to the City of Santa Monica’s Terms and Conditions and/or Contractual Services Agreement with their bid. The City may, in it’s sole discretion, elect to allow for exceptions to the standard terms and conditions and/or Contractual Services Agreement.

Request for Proposals

Fire Department Background Investigation Services

4 Bid Specification/Scope of Work

4.1 Scope of Work

Two levels of backgrounds are desired: “Firefighter Background” and “Ambulance Operator” background.

The Ambulance Operator Background shall consist of:

• Initial phone contact with the candidate.

• Issuance of a Personal Investigative Questionnaire and Personal History Statement (PIQ / PHS –SMFD provided).

• Review of the PIQ / PHS and Livescan. Livescans are paid for by the candidate.

• Secondary contact with the candidate to discuss any negative findings within the PIQ /

PHS.

• Final written summary of findings to SMFD.

The Firefighter Background shall consist of:

• Initial meeting with candidates to discuss the expectations of the background, provide the PHS and PIQ documents and execute notarized releases (SMFD will provide documents and notary services).

• Thoroughly evaluate each applicant's character, general reputation, honesty, reliability, personal characteristics, and mode of living, including, but not limited to, the following:

military records; marital status/history; birth history; credit history; employment history;

personal and professional references; community involvement; criminal history checks with states, cities, counties, colleges, etc.; education; residency; driving history;

certificates, licenses, accreditations, etc.

• Review candidates Livescan.

• The Proposers shall compile their background packages by focusing on the above categories as well as citizenship and any current alcohol and/or drug abuse problems.

• The Proposer shall make every effort to con tact references, secondary references, present and past employers, co-workers, neighbors, landlords, law enforcement agencies, other outside fire and/or law enforcement agencies where the candidate has applied, and any other individual or institution that may have information regarding the candidate's background. Investigators conduct their investigations in the field, making contacts in person, via telephone, and/or through correspondence.

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Fire Department Background Investigation Services

• Prepare an Executive Summary (Final report) for such investigation intended to be used by SMFD for employment purposes only. Each final report will include a cover sheet explaining the accuracy of the information.

4.2 Vendor Requirements

In general, all backgrounds shall be conducted with the following guidelines:

• The POST "Background Investigators Manual" or its equivalent shall be followed while conducting the investigation as it relates to the duties and responsibilities of a candidate.

• Conduct thorough pre-employment background investigation services.

• Process multiple background investigations simultaneously based on the City’s need. The typical grouping does not exceed (16) candidates at a time.

• Provide services under an "owner/manager" investigator license.

• Conduct background investigations in compliance with the provisions of the Federal Fair Credit Reporting Act and the California Investigative Consumer Reporting Act.

• Present the manner and method of the investigations, including documents and forms used during the investigation process, for approval by the SMFD prior to the commencement of the investigations or when requested.

• Use only experienced investigators to conduct background investigations.

• Such experience should include significant experience in conducting background investigations for public safety classifications in public safety agencies (i.e., police officers and firefighters). Resumes and detailed letters of experience are to be submitted with the proposal.

• Collect and analyze applicant-screening information to facilitate the pre-employment background investigation process.

• Assure that Executive Summaries contain only factual information and comply with the Federal Fair Credit Reporting Act and California Investigative Consumer Reporting Act.

• Assume full responsibility for the accuracy of the Executive Summaries content.

• As directed by SMFD, SMFD shall retain possession of background investigation files for a period of two years or as specified by the City of Santa Monica’s retention schedule, and/or state/federal law.

• The Proposer shall complete the background investigations process within a mutually agreed upon timeframe as determined in consultation with the Santa Monica Fire Department.

Licensing or certifications: All primary background investigators shall be POST certified.

Minimum years of experience: 10 years of experience in municipal firefighter background investigations.

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Fire Department Background Investigation Services

5 General Information

5.1 Compliance or Deviation to Specifications

It is understood that the material, equipment or service offered by the bidder will meet all requirements of the specifications in this Notice Inviting Bids, unless deviations therefrom are clearly indicated in the pages of this Notice Inviting Bids, or in an attachment entitled “Exceptions to Specifications”submitted and signed by bidder or bidder’s authorized representative. In order for the bid to be considered, bidder shall include an explanation for each item to which an exception is taken, giving in detail the extent of the exception and the reason for such exception.

Although submittal of a brochure or other manufacturer literature is desirable as additional information, submittal of a brochure or other manufacturer literature as substitution for the compliance/deviation information described above shall not be deemed to be in compliance with this requirement, and may be grounds for rejection of a bid. Bidder shall submit with his, her or its bid full descriptive data, including make and model specifications, general drawings (if applicable), brochures and any other information on the material specified herein.

5.2 Determination of Substitutions

The City reserves the right to determine as to whether any substitutions or deviations are within the intent of the bid specifications and will reasonably meet the service requirements of the City.

Furnishing catalog sheets with technical data will not be accepted as proper notice of a substitution or a deviation from the specifications.

If the specification allows for “approved equal”, bidder must provide all information with their bid in order for the City to determine if the product offered is an equal to the brand specified and/or meets the technical specifications. The City reserves the right to determine whether the substitution is equal to the brand specified or the stated technical specifications. The decision of the City regarding equality shall be final.

5.3 Delivery Time

Delivery time will be a factor in award of bid, where a maximum time for delivery is stipulated herein. Delivery time must be shown on the Bid Proposal.

5.4 Manufacturer's Warranty

Bids shall be accompanied by a copy or description of the manufacturer’s warranty for the item(s) proposed. The description shall include the length and scope of the warranty, and will be evaluated as a factor in award of bid.

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5.5 Measurements

It is the responsibility of the bidder to make all measurements to determine contractor’s bid price. The City will not be responsible for determining the quantities of materials necessary to complete the work specified in this Notice Inviting Bids.

5.6 New and Unused

Unless specifically provided to the contrary, all items and material specified are new and unused and have the current production year. Bids which are received for other than the current production year, or for items and materials which have been previously used, will be rejected.

5.7 Rejection of Work

Bidder agrees that the City has the right to make all final determinations as to whether the work contemplated under this Notice Inviting Bids has been satisfactorily completed.

5.8 Santa Monica Name

Successful bidder is specifically denied the right of using in any form or medium the name of the City of Santa Monica for public advertising unless express permission is granted by the City.

5.9 Vendor Warranty

Any successful bidder shall fully warrant all materials, equipment, including, without limitation, any optional equipment purchased by the City under the terms of this Notice Inviting Bids, against poor and inferior quality equipment and materials, for a period of not less than one (1) year from date of the final acceptance by the City.

While under warranty, any successful bidder shall repair or replace inoperable equipment or material in a timely manner so as to minimize the possible disruption of City operations resulting from said inoperable equipment or material.

5.10 Business License Number

If the successful bidder is required to possess a City of Santa Monica Business License, the successful bidder must obtain the business license prior to performing any work or services, and the City may delay payment of any sums due until such license has been obtained.

5.11 California Sales Tax

The City will pay all applicable taxes.

5.12 Federal Excise Tax

The City is exempt from Federal Excise Tax and an exemption certificate if necessary will be furnished to the successful bidder(s).

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5.13 Rights Reserved

The City further reserves the right to reject any or all bids, to waive any informality or irregularity in any bid or the bidding procedure, and to delete any items of work in the award of contract.

5.14 Bid Award

The City reserves the right to increase or decrease the quantity of any item or omit items as may be deemed necessary or to delete any items of work in the award of contract, and the same shall in no way affect or make void the contract, except that appropriate additions or deductions from the contract total price will be made at the stipulated unit price.

5.15 Payment Terms

Goods and/or services are paid within thirty (30) days of delivery and receipt of an appropriate invoice.

5.16 Pricing

Pricing must be submitted through the City's e-Procurement Portal. The City will not accept pricing submitted by any other means.

5.17 Renewal Options

The City desires the right and option to extend any contract hereunder for two (2) additional one-year renewal periods from date of expiration at the same price, terms and conditions.

5.18 Bid Acceptance Period

Unless otherwise specified in this Request for Quotation, prices are firm for a period of ninety

(90) days from the bid opening date.

5.19 Bidder Agreement

By submitting a signed bid, bidder shall have acknowledged and agreed to all the terms and conditions set forth in all documents which make up this Request for Quotation.

5.20 Bid Award Criteria

Bids are awarded based on the best bidder and may be contingent upon City Council approval.

Bids are evaluated based on pricing, availability, experience, and references.

5.21 Correction of Errors or Discrepancies

The following rules shall apply to the correction of errors or discrepancies in bids:

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A. In the event a discrepancy in a bid is discovered prior to the award of the contract, the following rules shall apply to the correction of the discrepancy:

1. In the case of a discrepancy between a unit price and an extended price, the unit price shall prevail and the extended price shall be corrected accordingly.

2. If the total bid price does not equal the sum of the extended prices, the extended prices shall prevail and the total bid price shall be adjusted accordingly.

3. Discrepancies between the unit price and the extended price shall be corrected prior to corrections or adjustments between the extended prices and the total bid price.

4. If the extended prices or the total bid price are adjusted according to these rules, the adjusted total bid price shall prevail over the written or numeric total bid price stated in the bid.

5. In the case of a discrepancy between the numerical bid price and the written bid price, the price that conforms to an accurate sum of the extended prices shall prevail.

6. If the total bid price of any bid is adjusted, the adjusted total bid price shall be used to determine the lowest bid.

B. If no discrepancies are discovered prior to the award of the contract, the contract shall be awarded on the basis of the total bid stated in writing.

5.22 Notice to Proceed

The issuance of a Contractual Services Agreement will act as a notice to proceed. Vendor is advised not to perform work or provide materials without first obtaining a Contractual Services Agreement. The City will not allow payment for any work performed or goods delivered prior to the execution date of the contract or issue date of the Contractual Services Agreement.

5.23 Rights Reserved

The City reserves the right to award the bid to separate bidders on any of the items as provided in and set forth in the bidder’s proposal. It is further understood that if the bidder to whom any award is made fails to enter into a contract, award may be made to the next best bidder, who shall be bound to perform as if she, he or it received the award in the first instance.

Each bidder may bid on any or all of the above listed items, or any combination of such items, and the City reserves the right to award on the best bid as to each item whether such bid be by the same bidder or different bidders. The City of Santa Monica reserves the right to reject any and all bids and to waive all minor irregularities.

5.24 Fair Employment and Housing Act

Bidder agrees in accordance with California Labor Code sections 1735 and 1777.6, and the California Fair Employment and Housing Act, California Government Code sections 12900 et seq. that in the hiring of common or skilled labor for the performance of any work contemplated under this Request for Quote, no contractor, material supplier or vendor shall, by reason of age (over 40), ancestry, color, mental or physical disability, sex, gender identity and expression, Request for Proposals

Fire Department Background Investigation Services marital status, medical condition (cancer or genetic characteristics), national origin, race, religious belief, or sexual orientation, discriminate against any person who is qualified and available to perform the work to which such employment relates. Bidder further agrees to be in compliance with the City of Santa Monica’s Non-Discriminatory Policy.

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6 Terms and Conditions

6.1 Adherence to All Local, State, and Federal Laws

Contractor must comply with all laws of the State of California and the United States, and all ordinances, rules and regulations enacted or issued by City.

6.2 Cancellation and Termination

The City reserves the right to cancel any portion of this Purchase at any time prior to the delivery of Goods. The City has the option, at its sole discretion and without cause, of terminating this Purchase by giving ten days’ written notice to Vendor.

6.3 Changes

The City has the right, by written notice, to change the quantity or specifications of the Goods ordered and the terms of, shipment or packaging of Goods.

6.4 Discounts

The date used as the basis for discount calculation shall be computed from the date of receipt of invoice or Goods, whichever is later.

6.5 Discrimination

The Vendor may not discriminate in the provision of services hereunder because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, marital status, AIDS or disability and must comply fully with City’s nondiscrimination policy as set forth in the City’s Bid Documents.

6.6 Governing Law; Jurisdiction

This Purchase shall be construed in accordance with and governed by the laws of the State of California. The purchase of Goods shall take place in Santa Monica, California.

6.7 Integration; Amendment

This Purchase represents the entire understanding of the City and the Vendor as to those matters contained herein. No prior oral or written understanding will be of any force or effect with respect to the terms of this Order. The Order may not be modified except in writing through an amended Order.

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6.8 Invoices

An invoice must be mailed to the City at the address specified in the Request for Quotation as “Ship/Bill To” no later than the 5th day after shipment is made. Individual invoices must be issued for each shipment against each Purchase. Invoices must contain the description of Goods, unit price, quantities billed, extended totals, and applicable taxes.

6.9 Nontransferability

The Vendor may not transfer or assign the PURCHASE ORDER, without the prior written approval of the Purchasing Agent, which may be withheld in his/her sole discretion.

6.10 Purchase of Goods and Services

The City agrees to purchase from Vendor, and Vendor agrees to sell to the City the goods (“Goods”), and Vendor agrees to provide the services (“Services”)set forth in; (i) the City’s written solicitation of bids (“City’s Bid Documents”); and (ii) Vendor’s Bid in response thereto (“Vendor’s Bid”). The Goods shall be in compliance with all of the standards and specifications set forth in the Bid Documents, and the Services shall be provided in a manner consistent with that level of care and skill ordinarily exercised by members in the same profession, practicing in the same locality under similar conditions. In the event of any conflict, the order of precedence shall be as follows: (i) the City’s Bid Documents; and (ii) Vendor’s Bid. There shall be no substitution

6.11 Waiver

A waiver of any breach of this Purchase may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Purchase

6.12 Warranty

The Vendor warrants that all Goods will conform to applicable specifications, drawings, description, and samples, and will be merchantable, of good workmanship in material, and free from defect. Unless manufactured pursuant to detailed design furnished by the City, the Vendor assumes design responsibility and warrants the Goods to be free from design defect and suitable for the purposes intended by the City, and that such Goods shall conform to applicable specifications. The Vendor’s warranties, together with its service guarantees, must run to the City and its customers or users of the Goods and must not be deemed exclusive. The City’s inspection, approval, acceptance, use of, and payment for all or any part of the Goods must in no way affect its warranty rights whether or not a breach of warranty had become evident in time.

6.13 Cooperation Between Contractors

When separate contracts are let within the limits of any one project, each contractor shall conduct his, her or its work so as not to interfere with or hinder the progress or completion of the

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Fire Department Background Investigation Services work being performed by other contractors. Contractors working on the same project shall cooperate with each other. Each contractor involved shall assume all liability, financial or otherwise, in connection with his, her or its contract and shall protect and save harmless the City from any and all damages or claims that may arise because of inconvenience, delays, or loss experienced by him or her.

6.14 Damage

Contractor shall be held responsible for any breakage, loss of City’s equipment or supplies through negligence of the contractor or his, her or its employee while working on the City’s premises. Contractor shall be responsible for restoring/replacing any equipment, facilities, etc.

so damaged. Contractor shall immediately report to the City any damages to the premises resulting from services performed under a contract awarded pursuant to this Notice Inviting Bids.

6.15 Force Majeure (Acts of God)

In the event performance under a contract is be delayed or suspended, and if such failure arises out of causes beyond the control of and without fault or negligence of the successful bidder, the successful bidder shall notify the City, in writing, within twenty-four (24) hours, after the commencement of the delay. Such causes may include, but are not limited to, Acts of God, war, or acts of public enemy, acts of any governmental entity in its sovereign or contractual capacity, fires, floods, epidemics, strikes and unusually severe weather.

6.16 Independent Parties

City and the Vendor will be acting in an independent capacity and not as agents, employees, partners, or joint ventures of one another. Neither the City nor its officers or employees will have any control over the conduct of Vendor or any of Vendor’s agents, employees, nor subcontractors.

6.17 Indemnity

Vendor agrees to defend, indemnify, protect, and hold harmless the City, its agents, officers, boards and commissions, and employees (collectively, “City”) from and against any and all liability, claims, demands, damages, or costs, including but not limited to attorney’s fees, or payments for injury to any person or property (collectively, “Losses”) caused or claimed to be caused by the act, errors, and/or omissions of Vendor, or Vendor’s employees, agents, officers, and subcontractors. Vendor’s responsibilities under this section include liability arising from, connected with, caused by, or claimed to be caused by the active or passive negligent acts or omissions of the City, which may be in combination with the acts or omissions of Vendor, its employees, agents or officers, or subcontractors; provided, however, that Vendor’s duty to defend, indemnify, protect and hold harmless shall not include any Losses arising from the sole negligence or willful misconduct of the City. Notwithstanding Vendor’s obligation to defend City hereunder, City has the right to conduct its own defense and seek reimbursement for reasonable costs of defense from Vendor, if City chooses to do so. Vendor agrees to pay any

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Fire Department Background Investigation Services and all costs the City incurs enforcing the indemnity, defense, and hold harmless provisions set forth this section.

6.18 Licenses, Permits and Certificates

The Vendor, at its sole expense, must obtain, and maintain all required business and professional permits, licenses and certificates.

6.19 Nuisance

The Vendor may not maintain, commit, or permit the maintenance or commission of any nuisance in connection with the performance of Services under the PURCHASE ORDER.

6.20 Protection of Public

Adequate warning devices, barricades, guards, flagmen or other necessary precautions shall be taken by contractor to give advised and reasonable protection, safety and warning to persons and vehicular traffic concerned in the area.

6.21 Purchase of Services

The City agrees to purchase from Vendor, and Vendor agrees to provide the services set forth in; (i) the City’s written solicitation of bids (“City’s Bid Documents”); and (ii) Vendor’s Bid in response thereto (“Vendor’s Bid”) (“Services”). The Services shall be provided in a manner consistent with that level of care and skill ordinarily exercised by members in the same profession, practicing in the same locality under similar conditions. In the event of any conflict, the order of precedence shall be as follows: (i) the City’s Bid Documents; and (ii) Vendor’s Bid.

There shall be no substitution

6.22 Safety

Items covered by a contractual services agreement issued in connection with this Notice Inviting Bids must conform to the Safety Orders of the State of California, Division of Industrial Safety.

6.23 Subcontractors

If the Vendor proposes to have any subcontractor perform any part of the Services other than those disclosed in Vendor’s Bid Documents, Vendor must submit a request to the Purchasing Agent for approval in writing. The City, in its sole discretion, may grant or deny the request. The Vendor will be responsible for the quality of any subcontractor’s work. Every subcontract of any kind entered into between the Vendor and any subcontractor (or between any subcontractor and others) shall be consistent with the terms and conditions.

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6.24 Taxes

The Vendor must separately state on all invoices any taxes imposed by the local, state or federal state government applicable to furnishing of Goods and Services; provided, however, where a tax exemption is available, the tax must be subtracted from the total price and identified.

6.25 Termination

The City reserves the right to cancel any portion of this Purchase Order at any time prior to the delivery of Services. The City has the option, at its sole discretion and without cause, of terminating this Purchase Order by giving ten days’ written notice to Vendor. If Vendor fails or refuses to perform any of the provisions of this Purchase Order, and if the default is not cured within a period of five days after the City’s written notice of default specifying the nature of the default, City may immediately terminate Purchase Order by written notice to Vendor. Upon termination of this Purchase Order, City will pay Vendor any compensations earned and unpaid up to the effective date of termination.

6.26 Work Product; Reports

Any work product prepared or caused to be prepared by the Vendor or any subcontractor will be the exclusive property of the City. No work product given to or prepared by the Vendor or any subcontractor may be made available to any individual or organization by the Vendor without prior written approval by the City.

6.27 Venue and Jurisdiction

The City and Vendor agree that the Services will take place in Los Angeles County. Any litigation arising out of this Purchase Order may only be brought in either the United States District Court, Central District of California, or the Superior Court of California, County of Los Angeles, West District, as appropriate. The parties agree that venue exists in either court, and each party expressly waives any right to transfer to another venue. The parties further agree that either court will have personal jurisdiction over the parties to this Purchase Order.

6.28 Unknown Obstructions

Should any unknown obstruction be encountered during the course of any contract, such obstruction(s) shall be immediately brought to the attention of the City. Contractor shall be responsible for the protection of all existing equipment, facilities, furniture or utilities encountered within the work area.

6.29 Waiver

A waiver of any breach of this Purchase may not be deemed a waiver of any subsequent breach of the same or any other term, covenant, or condition of this Purchase Order.

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7 Insurance Requirements

The insurance documentation is only required from the successful bidder

7.1 Insurance Overview

Successful bidders must submit to the Procurement Office prior to the of issuance of a contractual services agreement, AND PRIOR TO START OF WORK, Certificates of Insurance naming the City as Additional Insured in accordance with the attached Insurance Requirements.

7.2 Insurance Requirements for Vendors

Vendor shall procure and maintain for the duration of the Agreement insurance against claims for injuries to persons or damages to property that may arise from or in connection with the performance of the work hereunder by the Vendor, its agents, representatives, employees or subcontractors.

7.3 Minimum Scope and Limits of Insurance

Coverage shall be at least as broad as:

A. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an “occurrence” basis, including products and completed operations, property damage, bodily injury and personal and advertising injury, with limits of no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (Insurance Services Office Form CG 25 04) or the general aggregate limit shall be twice the required occurrence limit.

B. Automobile Liability: Insurance Services Office Form CA 00 01 covering Code 1 (any auto), or if Vendor has no owned autos, Code 8 (hired) and Code 9 (non-owned), with limits of no less than $1,000,000 per accident for bodily injury and property damage.

C. Workers’ Compensation: Workers’ Compensation insurance as required by the State of California, with Statutory Limits and Employers’ Liability Insurance with limits of no less than $1,000,000 per accident for bodily injury or disease (see footnote #1).

If the Vendor maintains broader coverage or higher limits than the minimums shown above, the City of Santa Monica requires and shall be entitled to the broader coverage or higher limits maintained by the Vendor. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City of Santa Monica.

7.4 Other Insurance Provisions

The insurance policies are to contain, or be endorsed to contain, the following provisions:

A. Additional Insured Status: The City of Santa Monica, its officers, officials, employees and volunteers are to be covered as additional insureds on the CGL policy with respect to liability arising out of work or operations performed by or on behalf of Vendor including

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CGL coverage can be provided in the form of an endorsement to the Vendor’s insurance (at least as broad as Insurance Services Office Form CG 20 10 11 85, or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38 and CG 20 37).

B. Primary Coverage: For any claims related to this Agreement, the Vendor’s insurance shall be primary coverage at least as broad as Insurance Services Office Form CG 20 01 04 13 as respects the City of Santa Monica, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City of Santa Monica, its officers, officials, employees or volunteers shall be in excess of the Vendor’s insurance and shall not contribute with it.

C. Notice of Cancellation: Each insurance policy required herein shall state that coverage shall not be cancelled except after notice has been given to the City of Santa Monica.

D. Waiver of Subrogation: Vendor hereby grants to the City of Santa Monica a waiver of any right of subrogation which any insurer of said Vendor may acquire against the City of Santa Monica by virtue of payment of any loss. Vendor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Santa Monica has received a waiver of subrogation endorsement from the insurer. The Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of the City of Santa Monica for all work performed by the Contractor, its employees, agents and subcontractors.

7.5 Self-Insured Retentions

Self-insured retentions must be declared to and approved by the City of Santa Monica. The City of Santa Monica may require the Vendor to purchase coverage with a lower retention or provide satisfactory proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the name insured or the City of Santa Monica.

7.6 Acceptability of Insurers

Insurance is to be placed with insurers authorized to conduct business in California with a current A.M. Best rating of no less than A:VII, unless otherwise acceptable to the City of Santa Monica.

7.7 Verification of Coverage

Vendor shall furnish the City of Santa Monica with original certificates and amendatory endorsements (or copies of the applicable policy language effecting coverage provided by this clause). All certificates and endorsements are to be received and approved by the City of Santa Monica before work commences. However, failure to obtain required documents prior to the work beginning shall not waive the Vendor’s obligation to provide them. The City of Santa

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Monica reserves the right to require complete, certified copies of all required insurance policies, including the endorsements required herein, at any time.

7.8 Failure to Maintain Insurance Coverage

If Vendor, for any reason, fails to maintain insurance coverage which is required pursuant to this Agreement, the same shall be deemed a material breach of contract. The City of Santa Monica, at its sole option, may terminate this Agreement and obtain damages from the Vendor resulting from said breach.

7.9 Subcontractors

Vendor shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein. All exceptions must be approved in writing by the Risk Manager.

7.10 Footnotes

# 1:Workers’ Compensation insurance coverage is not required if the Vendor does not have employees. The Vendor must, however, execute the City’s Workers’ Compensation Coverage Exemption Declaration Form.

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8 Non-Discrimination Policy

8.1 City of Santa Monica Non-Discrimination Policy

Acknowledgment

A. Discrimination.

B. Discrimination in the provision of services may include, but not be limited to the following:

C. (a) Denying any person any service, or benefit or the availability of a facility.

D. (b) Providing any service, or benefit to any person which is not equivalent, or in a non-equivalent manner or at a non-equivalent time, from that provided to others.

E. (c) Subjecting any persons to segregation or separate treatment in any manner related to the receipt of any service.

F. (d) Restricting any person in any way in the enjoyment of any advantage or privilege enjoyed by others receiving any service or benefit.

G. (e) Treating any person differently from others in determining admission, enrollment, quota, eligibility, membership, or any other requirement or condition which persons must meet in order to be provided any service or benefit.

H. (1) Contractor shall take affirmative action to ensure that intended beneficiaries of this Agreement are provided services without regard to race, color, religion, national origin, ancestry, sex, age, gender, gender identification, gender expression, sexual orientation, marital status, AIDS or disability.

I. (2) Contractor shall further establish and maintain written procedures under which any person applying for or receiving services hereunder, may seek resolution from Contractor of a complaint with respect to any alleged discrimination in the provision of services by Contractor's personnel.

J. At any time any person applies for services under this Agreement, he or she shall be advised by Contractor of these procedures. A copy of these procedures shall be posted by Contractor in a conspicuous place, available and open to the public, in each of Contractor's facilities where services are provided hereunder.

K. B. Non-discrimination in Employment

L. (1) Contractor certifies and agrees that it will not discriminate against any employee or applicant for employment because of race, color, religion, national origin, ancestry, sex, age, sexual orientation, gender, gender identification, gender expression, marital status, AIDS or disability in accordance with the requirements of City, State or Federal law.

Contractor shall take affirmative action to ensure that qualified applicants are employed, and that employees are treated during employment, without regard to race, color, religion, national origin, ancestry, sex, age, sexual orientation, gender, gender identification, gender expression, marital status, AIDS or disability, in accordance with

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M. (a) Employment, upgrading, demotion, transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation.

N. (b) Selection for training, including apprenticeship.

O. (2) Contractor agrees to post in conspicuous places in each of Contractor's facilities providing services hereunder, available and open to employees and applicants for employment, notices setting forth the provisions of this non-discrimination policy.

P. (3) Contractor shall, in all solicitations or advertisements for employees placed by or on behalf of Contractor, state that all qualified applicants will receive consideration for employment without regard to race, color, religion, national origin, ancestry, sex, age, sexual orientation, gender, gender identification, gender expression, marital status, AIDS or disability, in accordance with the requirements of City, State or Federal law.

Q. (4) Contractor shall send to each labor union or representative coworkers with which it has a collective bargaining agreement or other contract or understanding a notice advising the labor union or workers' representative of Contractor's commitments under this non-discrimination policy.

R. (5) Contractor certifies and agrees that it will deal with its sub-Contractors, bidders, or vendors without regard to race, color, religion, national origin, ancestry, sex, age, sexual orientation, gender, gender identification, gender expression, marital status, AIDS or disability, in accordance with the requirements of City, State and Federal law.

S. (6) In accordance with applicable State and Federal law, Contractor shall allow duly authorized representatives of the County, State, and Federal government access to its employment records during regular business hours in order to verify compliance with this non-discrimination policy. Contractor shall provide other information and records as the representatives may require in order to verify compliance with this non-discrimination policy.

T. (7) If City finds that any of the provisions of this non-discrimination policy have been violated, the same shall constitute a material breach of agreement upon which City may determine to cancel, terminate, or suspend this Agreement. While City reserves the right to determine independently that this nondiscrimination policy has been violated, in addition, a determination by the California Fair Employment and Housing Commission or the Federal Equal Employment Opportunity Commission that Contractor has violated State or Federal non-discrimination laws shall constitute a finding by City that Contractor has violated the provisions of this non-discrimination policy.

U. (8) The parties agree that in the event Contractor violates any of the non-discrimination policies set forth herein, City shall be entitled, at its option, to the sum of five hundred dollars ($500) pursuant to Civil Code Section 1671 as liquidated damages in lieu of canceling, terminating or suspending this Agreement.

V. (9) Contractor hereby agrees that it will comply with Section 504 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794), all requirements imposed by applicable Federal Regulations, and all guidelines and interpretations issued pursuant thereto, to the end

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