MASTER_LABOR_AND_MATERIALS_CONTRACT_(12-18-24).pdf

Master Labor & Materials Contract

UWRE91CL0D2M9Q

Rev. 12-18-24

LABOR AND MATERIALS CONTRACT NO.

THIS CONTRACT is made between the CITY OF PASADENA ("City"), a municipal corporation, and _______________________, a California [or other state] corporation [or partnership or business or sole proprietorship or other business form] with headquarters at _____________________________________________

("Contractor").

City and Contractor agree as follows:

1.0 Contractor shall furnish all necessary and incidental labor, material, equipment, transportation and services as described in, strictly in accordance with, and subject to all terms and conditions set forth in Specifications No. _______ for

_______________________ (“Exhibit A”), and Contractor's “Bidder’s Proposal” to City dated_______________, 20__ (“Exhibit B”), both of which are attached hereto and incorporated by reference herein (the “Project”).

2.0 All work shall be done in a manner satisfactory to the [Title of

Department Head] or Designee and shall be of workmanlike quality.

3.0 Contractor shall commence work upon the issuance [or receipt] of a

Notice to Proceed and shall perform work requested in writing by the [Title of

Department Head] or Designee.

[Alternative provision: 3.0 Contractor shall commence work upon City’s execution of this Contract [or within ____calendar days after City’s execution of this Contract].

4.0 The term of the Contract shall be [_____ (__) years]/[____ working days] from the date of execution by City, or until the amount in section 4.1 below has been expended, whichever occurs first. [This Contract may be extended for

[number] additional __-year period(s) for an amount not to exceed $___________, as provided in Section ____ of Exhibit A, subject to approval by the City

Manager.]

4.1 In consideration of satisfactory and timely performance of the work hereunder, City shall pay Contractor no more than the base Contract amount of

_____________________________ ($ _________), in accordance with Section

_______ [Payments or Partial Payments] of Exhibit A, except as expressly provided in section 4.2 below.

4.2 Contractor’s total compensation, including change orders, shall not exceed $_______________, without prior authorization of the City Council.

5.0 Concurrently with the execution of this Contract, Contractor shall furnish bonds of a surety satisfactory to City, as provided in the specifications and Notice

Inviting Bids. The cost of the bonds shall be paid by Contractor.

6.0 CHANGE ORDERS.

6.1 [First alternative provisions] No payment for additional work caused by a change in scope of work or complexity of work, or for any other reason, shall be made, unless and until such additional work and a price therefor have been previously authorized in writing and approved by City as a written change order. The change order shall set forth the specific changes of work, any extension of time for performance, and adjustment of the compensation to be paid by City to Contractor.

6.2 The __________________________ [Title of Department Head] shall have the authority to approve all change orders not to exceed the aggregate sum of $ _________________. Any change order in excess of this aggregate sum must be approved in advance by the City Council. No claim for said additional work shall be made unless specifically authorized in writing by City.

[Second alternative provision] There is no change order authority provided in this Contract.

7.0 GENERAL TERMS AND CONDITIONS.

7.1 INDEPENDENT CONTRACTOR.

7.1.1 It is understood that in the performance of the work herein provided for, Contractor shall be, and is, an independent contractor, and is not an agent or employee of City and shall furnish such services in its own manner and method except as required by this Contract. Further, Contractor has and shall retain the right to exercise full control over the employment, direction, compensation, and discharge of all persons employed by Contractor in the performance of the work hereunder. Contractor shall be solely responsible for, and shall indemnify, defend, and save City harmless from all matters relating to the payment of its employees, including compliance with social security, withholding, and all other wages, salaries, benefits, taxes, exactions, and regulations of any nature whatsoever.

7.1.2 Contractor acknowledges that Contractor and any

subcontractors, agents or employees employed by Contractor shall not, under any circumstances, be considered employees of City, and that they shall not be entitled to any of the benefits or rights afforded employees of City, including, but not limited to, sick leave, vacation leave, holiday pay, Public Employees Retirement System benefits, or health, life, dental, long-term disability, or workers’ compensation insurance benefits.

7.1.3 Contractor or subcontractor shall not be qualified to bid on, be listed in a bid proposal, subject to the requirements of Section 4104 of the Public

Contract Code, or engage in the performance of the Project unless currently registered and qualified to perform public work pursuant to Labor Code Section 1725.5. It is not a violation of Labor Code Section 1771.1 for an unregistered contractor to submit a bid that is authorized by Section 7029.1 of the Business and Professions Code or by

Section 10164 or 20103.5 of the Public Contract Code, provided the contractor is registered to perform public work pursuant to Section 1725.5 at the time the contract is awarded.

7.2 PREVAILING WAGE. Contractor shall comply with the state

Prevailing Wage Law, California Labor Code (“Labor Code”) Section 1720 et seq. and 8

CCR Section 16000 et seq., as necessary, for any “public work” (as that term is defined by statute) performed pursuant to this Contract. For purposes of compliance with prevailing wage law, Contractor shall comply with the provisions applicable to

Contractor under 8 CCR Section 16100(c). Compliance with state prevailing wage law includes, without limitation, payment of at least prevailing rates as determined by the

Director of Industrial Relations, overtime and working hour requirements, apprenticeship obligations, payroll record-keeping requirements, and other obligations required by law.

Pursuant to Labor Code Section 1775, Contractor shall forfeit as a penalty to City the sum of not more than two hundred dollars ($200) as determined by the Labor

Commissioner, for each calendar day or portion thereof, for each such worker paid less than the prevailing wage rates by Contractor or by any subcontractor in addition to penalties provided for in sections 1770-1782 of the Labor Code.

7.2.2 Work performed under this Contract is subject to compliance monitoring and enforcement by the Department of Industrial Relations.

7.2.3 Contractor must post job site notices prescribed by

regulation. (See e.g., 8 Cal. Code Reg. Section 16451(d).)

7.2.4 Contractors and Subcontractors must furnish electronic

certified payroll records directly to the California Labor Commissioner (aka Division of

Labor Standards Enforcement).

7.3 PASADENA LIVING WAGE. Contractor shall not knowingly pay

less than the living wage required by the Pasadena Living Wage Ordinance, Pasadena

Municipal Code, Chapter 4.11. If there is a difference between the state minimum wage rates, prevailing wage rates, and the Pasadena Living Wage, Contractor and his subcontractors shall pay not less than the highest wage rate.

7.4 CONTRACTOR NOT AGENT. Except as City may authorize in

writing, Contractor and its subcontractors shall have no authority, express or implied, to act on behalf of or bind City in any capacity whatsoever as agents or otherwise.

7.5 OWNERSHIP OF WORK. All reports, drawings, plans, specifications, computer tapes, computer drives, disks, compact discs, tapes, digital files and printouts, studies, memoranda, computation sheets, and other documents

(whether on paper or stored in any electronic/digital form) prepared by Contractor in furtherance of the work shall be the sole property of City and shall be delivered to City whenever requested. Contractor shall keep such documents and materials on file and available for audit by City for at least three (3) years after completion or earlier termination of this Contract. Contractor may make duplicate copies of such materials and documents for its own files or for such other purposes as may be authorized in writing by City.

7.6 CORRECTION OF WORK. Contractor shall promptly correct any defective, inaccurate or incomplete tasks, deliverables, goods, services, and other work without additional cost to City. The performance or acceptance of work performed by

Contractor shall not relieve Contractor from the obligation to correct subsequently discovered defects, inaccuracy, or incompleteness.

7.7 WAIVER. City's waiver of any term, condition, breach, or default of this Contract shall not be considered to be a waiver of any other term, condition, default, or breach, nor of a subsequent breach of the one waived.

7.8 SUCCESSORS. This Contract shall inure to the benefit of, and shall be binding upon, the parties hereto and their respective heirs, successors, and/or assigns.

7.9 NO ASSIGNMENT. Contractor shall not assign or transfer this

Contract or any rights hereunder without the prior written consent of City and approval by the City Attorney, which may be withheld in City's sole discretion. Any unauthorized assignment or transfer shall be null and void and shall constitute a material breach by

Contractor of its obligations under this Contract. No assignment shall release the original parties or otherwise constitute a novation.

7.10 COMPLIANCE WITH LAWS. Contractor shall comply with all

federal, state, county, and city laws, ordinances, rules, and regulations, as amended from time to time, which are incorporated herein and applicable to the performance hereof, including without limitation the Pasadena Living Wage Ordinance and as applicable, the following provisions of the Labor Code:

7.10.1 The provisions of Labor Code Section 1720 et seq., which require that the state prevailing wage rate shall be paid to employees where that rate exceeds the federal wage rate;

7.10.2 The provisions of Labor Code Section 1777.5 and 8 CCR

Section 230.1, which require the employment of apprentices on all public works projects and the payment of training contributions to the proper agency;

7.10.3 The provisions of Labor Code Section 3700, which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that Code, and will comply with such provisions before commencing the performance of the work of this contract;

7.10.4 The provisions of Labor Code Section 1861, which require each contractor to whom a public works contract is awarded to sign and file with the awarding body the following certification prior to performing the work of the contract: "I am aware of the provisions of section 3700 of the Labor Code which require every employer to be insured against liability for workers' compensation or to undertake self-insurance in accordance with the provisions of that code, and I will comply with such provisions before commencing the performance of the work of this contract[]";

7.10.5 City and Contractor stipulate and agree that, as provided by

Labor Code Sections 1810-1814, the maximum hours a worker is to be employed is limited to eight hours a day and 40 hours a week and Contractor and/or subcontractor shall forfeit, as a penalty, $25 for each worker employed in the execution of this

Contract, or on any contract or subcontract in performance of this Contract, for each calendar day during which a worker is required or permitted to labor more than eight hours in any calendar day or more than 40 hours in any calendar week;

7.10.6 City and Contractor further stipulate and agree that, pursuant to the provisions of Labor Code Section 1815, notwithstanding the provisions of sections 1810-1814 inclusive, and not withstanding any stipulation inserted in any contract pursuant to the requirements of said sections, work performed by employees of contractors in excess of 8 hours per day, and 40 hours during any one week, shall be permitted upon public work upon compensation for all hours worked in excess of 8 hours per day at not less than 1-1/2 times the basic rate;

7.10.7 Pursuant to Labor Code Section 1812, every contractor and subcontractor shall keep an accurate record showing the name of and actual hours worked each calendar day and each calendar week by each worker employed by him or her in connection with the public work. The record shall be kept open at all reasonable hours to the inspection of the awarding body and to the Division of Labor Standards

Enforcement; and

7.10.8 Pursuant to Labor Code Section 1735, Contractor shall not discriminate in the employment of persons upon public works on any basis listed in subdivision (a) of section 12940 of the California Government Code (“Government

Code”), as those bases are defined in Government Code Sections 12926 and 12926.1, except as otherwise provided in Government Code Section 12940. Every contractor for public works who violates this section is subject to all penalties imposed for a violation of Prevailing Wage Law.

8.0 INTERPRETATION.

8.1 APPLICABLE LAW. This Contract, and the rights and duties of the parties hereunder (both procedural and substantive), shall be governed by and construed according to the laws of the state of California.

8.2 ENTIRE AGREEMENT. This Contract, including any exhibits

attached hereto, constitutes the entire agreement and understanding between the parties regarding its subject matter and supersedes all prior or contemporaneous negotiations, representations, understandings, correspondence, documentation, and agreements (written or oral).

8.3 WRITTEN AMENDMENT. This Contract may only be changed by

written amendment signed by Contractor and the City Manager or other authorized representative of City, subject to any requisite authorization by the City Council. Any oral representations or modifications concerning this Contract shall be of no force or effect.

8.4 SEVERABILITY. If any provision in this Contract is held by any court of competent jurisdiction to be invalid, illegal, void, or unenforceable, such portion shall be deemed severed from this Contract, and the remaining provisions shall nevertheless continue in full force and effect as fully as though such invalid, illegal, or unenforceable portion had never been part of this Contract.

8.5 ORDER OF PRECEDENCE. In case of conflict between the terms of this Contract and the terms contained in any document attached as an exhibit or otherwise incorporated by reference, the terms of this Contract shall strictly prevail. The terms of City's Specifications shall control over Contractor's Bidder’s Proposal.

8.6 CHOICE OF FORUM. The parties hereby agree that this Contract is to be enforced in accordance with the laws of the state of California, is entered into in the City of Pasadena and that all claims or controversies arising out of or related to performance under this Contract shall be submitted to and resolved in a forum within the county of Los Angeles at a place to be determined by the rules of the forum.

8.7 DUPLICATE ORIGINALS. There shall be two (2) fully signed

copies of this Contract, each of which shall be deemed an original in the performance.

Unless prohibited by law, this Contract may be executed by digital signature, provided such digital signature complies with California Government Code Section 16.5.

8.8 TIME OF ESSENCE. Time is strictly of the essence in the

performance of this Contract and each and every covenant, term, and provision hereof.

8.9 AUTHORITY OF CONTRACTOR. Contractor hereby represents

and warrants to City that Contractor has the right, power, legal capacity, and authority to enter into and perform its obligations under this Contract, and that its execution of this

Contract has been duly authorized.

8.10 ARBITRATION OF DISPUTES. Any dispute for under $25,000

arising out of or relating to the negotiation, construction, performance, non-performance, breach, or any other aspect of this Contract, shall be settled by binding arbitration in accordance with the Commercial Rules of the American Arbitration Association at Los

Angeles, California and judgment upon the award rendered by the Arbitrators may be entered in any court having jurisdiction thereof. City does not waive its right to object to the timeliness or sufficiency of any claim filed or required to be filed against City and reserves the right to conduct full discovery.

8.11 INDEMNITY.

8.11.1 Contractor agrees to indemnify, hold harmless, and defend at its own expense (even if the allegations are false, fraudulent, or groundless), to the maximum extent permitted by law, City, its City Council and each member thereof, and its officers, employees, commission members, agents, and representatives, from any and all liability, loss, suits, claims, damages, costs, judgments, and expenses (including attorney's fees and costs of litigation) which in whole or in part result from, arise out of, or are claimed to result from:

A. any activity on or use of City's premises or facilities or any performance under this Contract; or

B. any acts, errors or omissions (including, without limitation, professional negligence) of Contractor, its employees, representatives, subcontractors, or agents in connection with the performance of this Contract.

8.11.2 This agreement to indemnify includes, but is not limited to, personal injury (including death at any time) and property or other damage (including, but without limitation, contract or tort or patent, copyright, or trade secret or trademark infringement) sustained by any person or persons (including, but not limited to, companies or corporations, Contractor and its employees or agents, and members of the general public). The sole negligence or willful misconduct of City, its employees or agents other than Contractor or Contractor's subcontractors are excluded from this indemnity agreement.

8.12 RELEASE. Contractor agrees to release and covenants not to sue

City, its City Council and each member thereof, and its officers, employees, commission members, and representatives for any damage or injury (including death) to itself, its officers, employees, agents, and independent contractors damaged or claiming to be damaged from any performance under this Contract.

8.13 INSURANCE.

8.13.1 Contractor shall, at its own expense, procure and maintain policies of insurance of the types and in the amounts set forth in Exhibit __. The policies shall state that they afford primary coverage.

8.13.2 Prior to commencement of performance, Contractor shall furnish City with the required proof of coverage for each policy, in accordance with

Exhibit __.

8.13.3 Failure to maintain insurance as required at all times shall constitute a material breach of this Contract. City, at its sole option, may terminate this

Contract at any time and obtain damages from Contractor resulting from said breach.

Alternatively, City may, but has no obligation to, purchase coverage and, without further notice to Contractor, deduct from sums due to Contractor any premium costs advanced by City for such insurance.

8.14 NOTICES. Any notice or demand to be given by one party to the other shall be given in writing and by personal delivery or prepaid first-class, registered or certified mail, addressed as follows. Notice simply to the City of Pasadena or any other

City department is not adequate notice.

If to City: ____________________________________ (Name and Title) _________________________(Department)

CITY OF PASADENA

100 North Garfield Avenue, Rm. _________ Pasadena, CA 91101

[With a Copy to:] ___________________________________

(Name and Title) (Department) (Street Address) (City, State and zip code)

If to Contractor: ___________________________________ (Name and Title)

(COMPANY NAME)

(Street Address) (City, State and zip code)

Any such notice shall be deemed to have been given upon delivery, if personally delivered, or, if mailed, upon receipt or upon expiration of three (3) business days from the date of posting, whichever is earlier. Either party may change the address at which it desires to receive notice upon giving written notice of such request to the other party.

8.15 TERMINATION.

8.15.1 WITHOUT CAUSE (For Convenience). City may terminate

this Contract in whole or in part at any time, for any cause or without cause, upon fifteen

(15) calendar days' written notice to Contractor. City shall pay Contractor a prorated amount based on the work satisfactorily completed and accepted prior to the effective date of termination. Such payment shall be Contractor's exclusive remedy for termination without cause.

8.15.2 WITH CAUSE (Default). In the event either party materially defaults on its obligations hereunder, the other party may declare a default and terminate this Contract by written notice to the defaulting party. The notice shall specify the basis for the default. The Contract shall terminate unless such default is cured before the effective date of termination as set forth in the notice, which date shall be no sooner than ten (10) days after the date of the notice.

Termination for cause shall relieve the terminating party of further liability or responsibility under this Contract, including the payment of money, except for payment for work satisfactorily and timely performed prior to the service of the notice of termination, and except for reimbursement of (1) any payments made by City for work not subsequently performed in a timely and satisfactory manner, and (2) costs incurred by City in obtaining substitute performance.

8.16 ASSIGNMENT OF ANTITRUST CAUSES OF ACTION. Contractor

hereby agrees to assign to City all rights, title and interest in and to all causes of action it may have under section 4 of the Clayton Act (15 U.S.C. Section 15) or under the

Cartwright Act Chapter 2 (Commencing with section 16700) or part 2 of Division 7 of the

Business and Professions Code, or any similar or successor provisions of federal or state law, arising from purchases of goods, services, or materials pursuant to this

Contract or the subcontract. This assignment shall be made and become effective at the time City tenders final payment to Contractor, without further acknowledgement by the parties.

9.0 ADDITIONAL ASSURANCES BY CITY CONTRACTORS.

9.1 EQUAL EMPLOYMENT OPPORTUNITY PRACTICES. Contractor

agrees to comply with Chapter 4.08.035 of City's Competitive Bidding and Purchasing

Ordinance of the Pasadena Municipal Code, the rules and regulations promulgated thereunder, the California Fair Employment and Housing Act (Government Code

Section 12900 et seq.), and to this end:

9.1.1 Contractor certifies and represents that, during the

performance of this Contract, Contractor and any other parties with whom it may subcontract shall adhere to equal opportunity employment practices to assure that applicants and employees are treated equally and are not discriminated against because of their race, religion, color, national origin, ancestry, disability, sex, age, medical condition, marital status, or any other bases enumerated in California law.

Contractor further certifies that it will not maintain any segregated facilities.

9.1.2 Contractor shall, in all solicitations or advertisements for applicants for employment placed by or on behalf of this Contract, state that it is an

"equal opportunity employer" or that all qualified applicants will receive consideration for employment without regard to their race, religious creed, color, national origin, ancestry, disability, sex, age, medical condition, marital status, or any other basis enumerated in

California law.

9.1.3 Contractor shall, if requested to so do by City, certify that it has not, in the performance of this Contract, discriminated against applicants or employees because of their race, religious creed, color, national origin, ancestry, disability, sex, age, medical condition, marital status, or any other basis enumerated in

California law.

9.1.4 If requested to do so by City, contractor shall provide City with access to copies of all of its records pertaining or relating to its employment practices, except to the extent such records or portions of such records are confidential or privileged under state or federal law.

9.1.5 Contractor agrees to recruit Pasadena residents initially and to give them preference, if all other factors are equal, for any new positions which result from the performance of this Contract and which are performed within the City.

9.1.6 Nothing contained in this contract shall be construed in any manner so as to require or permit any act which is prohibited by law.

9.1.7 Contractor shall include the provisions set forth in paragraphs numbered 9.1.1 through 9.1.6 of this section, inclusive, in each of its subcontracts.

9.2 FEDERALLY REQUIRED PROVISIONS.

9.2.1 If applicable, Contractor agrees to comply with all of the requirements set forth in Exhibit __ to this contract (“Exhibit 12-G Required Federal-Aid

Contract Language,” including but not limited to form FHWA-1273), which is attached hereto and incorporated by this reference as though fully set forth herein. Contractor agrees to insert the substance of the provisions of this clause in all subcontracts issued pursuant to this contract.

9.2.2 If applicable, Contractor agrees to comply with all applicable standards, orders, or regulations issued pursuant to the Clean Air Act, as amended (42

U.S.C. section 7401 et seq.) and the Federal Water Pollution Control Act, as amended

(33 U.S.C section 1251 et seq.).

9.2.3 Contractor agrees to report each violation of the applicable standards, orders, or regulations issued pursuant to the Clean Air Act, as amended (42

U.S.C. Section 7401 et seq.) and the Federal Water Pollution Control Act, as amended

(33 U.S.C Section 1251 et seq.) to City and understands and agrees that City will, in turn, report each violation as required to assure notification to the Federal Emergency

Management Agency (“FEMA”) and the appropriate Regional Office of the

Environmental Protection Agency.

9.2.4 Contractor agrees to include the provisions set forth in sections 9.2.2 and 9.2.3 in each subcontract exceeding $150,000 financed in whole or in part with Federal assistance provided by FEMA.

9.3 PASADENA BUSINESS LICENSE. Contractor shall obtain, and

pay any and all costs associated therewith, any Pasadena business license if required by the Pasadena Municipal Code.

9.4 MAINTENANCE AND INSPECTION OF RECORDS. City, or its

authorized auditors or representatives, shall have access to and the right to audit and reproduce any of Contractor's records to the extent City deems necessary to insure it is receiving all money to which it is entitled under the Contract and/or is paying only the amounts to which Contractor is properly entitled under the Contract or for other purposes relating to the Contract. Contractor shall maintain and preserve all such records for a period of at least three (3) years after termination of the Contract.

Contractor shall maintain all such records in the City of Pasadena. If not, Contractor shall, upon request, promptly deliver the records to the City of Pasadena or reimburse

City for all reasonable and extra costs incurred in conducting the audit at a location other than the City of Pasadena, including, but not limited to, such additional (out of the

City) expenses for personnel, salaries, private auditors, travel, lodging, meals and overhead.

9.5 CONFLICT. Contractor hereby represents, warrants, and certifies that no member, officer or employee of Contractor is a director, officer, or employee of

City, or a member of any of its boards, commissions, or committees, except to the extent permitted by law.

10.0 TAXPAYER PROTECTION AMENDMENT. Under the provisions of the

City of Pasadena Taxpayer Protection Amendment of 2000 ("Taxpayer Protection Act"), Contractor/Organization will be considered a "recipient of a public benefit." The full provisions of the Taxpayer Protection Act are set forth in Pasadena City Charter, Article

XVII. Under the Taxpayer Protection Act, City public officials who approve this

Contract/transaction are prohibited from receiving specified gifts, campaign contributions, or employment from Contractor/Organization for a specified time. As well, if this Contract is to be approved by the City Council, Councilmembers or candidates for

Council are prohibited from receiving campaign contributions during the time this

Contract is being negotiated. This prohibition extends to individuals and entities that are specified and identified in the Taxpayer Protection Act and includes

Contractor/Organization and its trustees, directors, partners, corporate officers, and those with more than a 10% equity, participation, or revenue interest in

Contractor/Organization. Contractor/Organization understands and agrees that: (A)

Contractor/Organization is aware of the Taxpayer Protection Act; (B)

Contractor/Organization will complete and return the forms provided by City in order to identify all of the recipients of a public benefit specified in the Taxpayer Protection Act;

and (C) Contractor/Organization will not make any prohibited gift, campaign contribution, or offer of employment to any public official who negotiated and/or approved this Contract/transaction.

IN WITNESS WHEREOF, the parties hereto have caused this Contract to be executed by their duly authorized representatives as of the date set forth below.

DATED: CITY OF PASADENA

By: _____________________________ Miguel Márquez City Manager

ATTEST:

Mark Jomsky, CMC City Clerk

DATED: ___________________________

[COMPANY NAME]

By: _____________________________ [Name] [Title]

APPROVED AS TO FORM:

Attorney Name

[Assistant or Deputy City Attorney]

REVIEWED:

Erika E. Alvarez Purchasing Administrator