HomeMy WebLinkAboutDREAMS FOR SCHOOLS,-* City of Santa Ana
t City Clerk
AGREEMENT TERM► (NATION FORM
Please complete this form in its entirety when the attached agreement and all
amendments (if any) are no longer in effect.
Note: If your agreement is grant related, please ensure that all grant retention requirements
have been satisfied prior to signing the termination form.
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CITY CLERK
DATE:
N-2023-125
MAY 19 2023 AGREEMENT BETWEEN THE CITY OF SANTA ANA AND
DREAMS FOR SCHOOLS FOR STEAM PROGRAMMING
U,Q (, )(pat) AMERICAN RESCUE PLAN ACT (ARPA) FUNDS
�Eua S' THIS AGREEMENT is made and entered into this 15th day of May 2023 by and between
Dreams for Schools, a California public benefit nonprofit corporation ("Provider"), and the City
of Santa Ana, a charter city and municipal corporation organized and existing under the
Constitution and laws of the State of California ("City").
RECITALS
A. The City desires to retainer a provider having special skills, resources, and
knowledge to provide STEAM programming for its Library.
B. Provider represents that it is able and willing to provide such services to the City.
C. In undertaking the performance of this Agreement, Provider represents that it is
knowledgeable in its field and that any services performed by Provider under this
Agreement will be performed in compliance with such standards as may
reasonably be expected from a professional contracting firm in the field.
NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the
terms and conditions hereinafter set forth, the parties agree as follows:
1. SCOPE OF SERVICES
Provider shall perform the services described in the Scope of Services attached hereto as
Exhibit A and incorporated in full.
2. COMPENSATION
a. City agrees to pay, and Provider agrees to accept as total payment for its services
under this Agreement, the compensation identified in Exhibit A. The total sum to
be expended under the term of this Agreement shall not exceed Two Thousand
Dollars and Zero Cents ($2,000).
b. Payment by City shall be made within forty-five (45) days following receipt of
proper invoice evidencing work performed, subject to City accounting
procedures.
C. Payment need not be made for work which fails to meet the standards of
performance set forth in the Recitals and Scope of Work, which may reasonably
be expected by City.
Page 1 of 10
"MEND—MITUVI
This Agreement shall commence on June 6, 2023 and terminate on June 29, 2023, after
the last class, unless terminated earlier in accordance with Section 18, below.
4. PREVAILING WAGES
Provider is aware of the requirements of California Labor Code Section 1720, et seq., and
1770, et seq., as well as California Code of Regulations, Title 8, Section 16000, et seq.,
("Prevailing Wage Laws"), which require the payment of prevailing wage rates and the
performance of other requirements on "public works" and "maintenance" projects. If the
services being performed are part of an applicable "public works" or "maintenance" project, as
defined by the Prevailing Wage Laws, and the total compensation is $1,000 or more, Provider
agrees to fully comply with such Prevailing Wage Laws. Provider shall defend, indemnify and
hold the City, its elected officials, officers, employees and agents free and harmless from any
claim or liability arising out of any failure or alleged failure to comply with the Prevailing Wage
Laws.
5. INDEPENDENT CONTRACTOR
Provider shall, during the entire term of this Agreement, be construed to be an
independent contractor and not an employee of the City. This Agreement is not intended nor
shall it be construed to create an employer -employee relationship, a joint venture relationship, or
to allow the City to exercise discretion or control over the professional manner in which Provider
performs the services which are the subject matter of this Agreement; however, the services to be
provided by Provider shall be provided in a manner consistent with all applicable standards and
regulations governing such services. Provider shall pay all salaries and wages, employer's social
security taxes, unemployment insurance and similar taxes relating to employees and shall be
responsible for all applicable withholding taxes.
6. OWNERSHIP OF MATERIALS
This Agreement creates a non-exclusive and perpetual license for City to copy, use,
modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property
embodied in plans, specifications, studies, drawings, estimates, and other documents or works of
authorship fixed in any tangible medium of expression, including but not limited to, physical
drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared
or caused to be prepared by Provider under this Agreement ("Documents & Data"). Provider
shall require all subconsultants to agree in writing that City is granted a non-exclusive and
perpetual license for any Documents & Data the subconsultant prepares under this Agreement.
Provider represents and warrants that Provider has the legal right to license any and all
Documents & Data. Provider makes no such representation and warranty in regard to
Documents & Data which were provided to Provider by the City. City shall not be limited in any
way in its use of the Documents and Data at any time, provided that any such use not within the
purposes intended by this Agreement shall be at City's sole risk.
Page 2 of 10
7. INSURANCE
Provider shall procure and maintain for the duration of the Agreement insurance against
claims for injuries to persons or damages to property which may arise from or in connection with
the performance of the work hereunder and the results of that work by the Provider, its agents,
representatives, employees or subcontractors.
a. Minimum Scope and Limit of Insurance
(1) 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 &
advertising injury with limits 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 (ISO CG 25 03 or 25 04) or the general
aggregate limit shall be twice the required occurrence limit.
(2) Workers' Compensation: as required by the State of California, with
Statutory Limits, and Employer's Liability Insurance with limit of no less than
$1,000,000 per accident for bodily injury or disease.
(3) Broader Coverage: if the Provider maintains broader coverage and/or higher
limits than the minimums shown above, the City requires and shall be entitled
to the broader coverage and/or the higher limits maintained by the Provider.
Any available insurance proceeds in excess of the specified minimum limits
of insurance and coverage shall be available to the City.
b. Other Insurance Provisions
(1) Additional Insured Status: The City, 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 the Provider including materials, parts, or equipment furnished in
connectionwith such work or operations. General liability coverage can be
provided in the form of an endorsement to the Provider's insurance (at least as
broad as ISO Form CG 20 10 1185 or if notavailable, through the addition of
both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 2037 if a later
edition is used).
(2) Primary Coverage: For any claims related to this contract, the Provider's
insurance coverage shall be primary coverage at least as broad as ISO CG 20
0104 13 as respects the City, its officers, officials, employees, and volunteers.
Any insurance or self-insurance maintained by the City, its officers, officials,
employees, or volunteers shall be excess of the Provider's insurance and shall
not contribute with it.
Page 3 of 10
(3) Notice of Cancellation: Each insurance policy required above shall provide
that coverage shall not be canceled, except with notice to the City.
(4) Waiver of Subrogation: Provider hereby grants to City a waiver of any right
to subrogation that any insurer of said Provider may acquire against the City
by virtue of the payment of any loss under such insurance. Provider 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
has received a waiver of subrogation endorsement from the insurer.
(5) Self -Insured Retentions: Self -insured retentions must be declared to and
approved by the City. The City may require theProvider to purchase coverage
with a lower retention or provide 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 named insured or City.
(6) Acceptability of Insurers: Insurance is to be placed with insurers authorized
to conduct business in the state with a current A.M. Best's rating of no less
than A: VII, unless otherwise acceptable to the City.
(7) Claims Made Policies: If any of the required policies provide coverage on a
claims -made basis:
i. The Retroactive Date must be shown, and must be before the date of
the contract or the beginning of contract work.
ii. Insurance must be maintained and evidence of insurance must be
provided for at least five (5) years after completion of the contract of
work.
iii. If coverage is canceled or non -renewed, and not replaced with another
claims -made policy form with a Retroactive Date prior to the contract
effective date, the Provider must purchase "extended reporting"
coverage for a minimum of five (5) years after completion of work.
(8) Verification of Coverage: Provider shall furnish the City with original
Certificates of Insurance including all required amendatory endorsements (or
copies of the applicable policy language effecting coverage required by this
clause) and a copy of the Declarations and Endorsement Page of the CGL
policy listing allpolicy endorsements to City before work begins. However,
failure to obtain the required documents prior to the work beginning shall not
waive the Provider's obligation to provide them.
Page 4 of 10
The City reserves the right to require complete, certified copies of all required
insurance policies, including endorsements required by these specifications, at
any time.
(9) Subcontractors: Provider shall require and verify that all subcontractors
maintain insurance meeting all the requirements stated herein, and Provider
shall ensure that City is an additional insured on insurance required from
subcontractors.
(10) Special Risks or Circumstances: City reserves the right to modify these
requirements, including limits, based on the nature of the risk, prior
experience, insurer, coverage, or other special circumstances.
8. INDEMNIFICATION
Provider agrees to defend, and shall indemnify and hold harmless the City, its officers,
agents, employees, consultants, special counsel, and representatives from liability: (1) for
personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of
claims for personal injury, including death, and claims for property damage, which may arise
from the negligent operations of the Provider or its subconsultants, agents, employees, or other
persons acting on their behalf which relates to the services described in section 1 of this
Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution,
judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement.
This indemnity and hold harmless agreement applies to all claims for damages, just
compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered,
by reason of the events referred to in this Section or by reason of the terms of, or effects, arising
from this Agreement. The Provider further agrees to indemnify, hold harmless, and pay all costs
for the defense of the City, including fees and costs for special counsel to be selected by the City,
regarding any action by a third party challenging the validity of this Agreement, or asserting that
personal injury, damages, just compensation, restitution, judicial or equitable relief due to
personal or property rights arises by reason of the terns of, or effects arising from this
Agreement. City may make all reasonable decisions with respect to its representation in any
legal proceeding. Notwithstanding the foregoing, to the extent Provider's services are subject to
Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil
Code Section 2782.8, to claims that arise of, pertain to, or relate to the negligence, recklessness,
or willful misconduct of the Provider.
9. INTELLECTUAL PROPERTY INDEMNIFICATION
Provider shall defend, indemnify and hold harmless the City, its officers, agents,
representatives, and employees against any and all liability, including costs, and attorney's fees,
for infringement of any United States' letters patent, trademark, or copyright contained in the
work product or documents provided by Provider to the City pursuant to this Agreement.
Page 5 of 10
10. RECORDS
Provider shall keep records and invoices in connection with the work to be performed
under this Agreement. Provider shall maintain complete and accurate records with respect to the
costs incurred under this Agreement and any services, expenditures, and disbursements charged
to the City for a minimum period of three (3) years, or for any longer period required by law,
from the date of final payment to Provider under this Agreement. All such records and invoices
shall be clearly identifiable. Provider shall allow a representative of the City to examine, audit,
and make transcripts or copies of such records and any other documents created pursuant to this
Agreement during regular business hours. Provider shall allow inspection of all work, data,
documents, proceedings, and activities related to this Agreement for a period of three (3) years
from the date of final payment to Provider under this Agreement.
11. CONFIDENTIALITY
If Provider receives from the City information which due to the nature of such
information is reasonably understood to be confidential and/or proprietary, Provider agrees that it
shall not use or disclose such information except in the performance of this Agreement, and
further agrees to exercise the same degree of care it uses to protect its own information of like
importance, but in no event less than reasonable care. "Confidential Information" shall include
all nonpublic information. Confidential information includes not only written information, but
also information transferred orally, visually, electronically, or by other means. Confidential
information disclosed to either party by any subsidiary and/or agent of the other party is covered
by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to
any information that (a) has been disclosed in publicly available sources; (b) is, through no fault
of the Provider disclosed in a publicly available source; (e) is in rightful possession of the
Provider without an obligation of confidentiality; (d) is required to be disclosed by operation of
law; or (e) is independently developed by the Provider without reference to information
disclosed by the City.
12. CONFLICT OF INTEREST CLAUSE
Provider covenants that it presently has no interest and shall not have interests, direct or
indirect, which would conflict in any manner with performance of services specified under this
Agreement.
13. BACKGROUND CHECI{
Provider shall ensure that all employees, subcontractors, and any volunteers are
fingerprinted and background checked prior to conducting any work pursuant to this Agreement.
Provider shall not assign any employee, agent, subcontractor, volunteer or the Provider
personally to provide services pursuant to this Agreement, if that employee, agent, subcontractor,
volunteer, or the Provider personally are required to register as a sex offender under California
Penal Code Section 290 et seq, have a conviction for any crime of moral turpitude, have a
conviction for a sexual based crime, have a conviction for a violent felony as defined in
California Penal Code Section 667.5(c), or has a conviction for a serious felony as defined in
Page 6 of 10
California Penal Code Section 1192.7(c). Disqualifying convictions include but are not limited
to, violations of California Penal Code Sections 37, 128, 136.1 with Section 186.22, 187, 190-
190.4 and 192(a), 205, 206, 207-209.5, 211, 212, 212.5, 213, 214, 215, 218-219, 220, 236.1(b) or
236.1(c), 243.4, 261, 261.5, 273.5, 262, 264.1, 266, 266c, 266h, 266i, 266j, 267, 269, 272, 273a,
273ab, 273d, 285, 286, 288, 288a, 288.2, 288.3, 288.4, 288.5, 288.7, 289, 290, 311.1, 311.2,
311.3, 311.4, 311.10, 311.11, 314, 347(a), 369, 417(b), 451(a),518 with 186.22, 647.6, 653f(c),
664 and 187, 667.5(c), 18745, 18750, or 18755, 12022.53, 11418(b)(1) or (b)(2); Business and
Professions Code Section 729.
14. NOTICE
Any notice, tender, demand, delivery, or other communication pursuant to this Agreement
shall be in writing and shall be deemed to be properly given if delivered in person or mailed by
first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in
the manner provided in this Section, to the following persons:
To City: Clerk of the City Council
City of Santa Ana
20 Civic Center Plaza (M-30)
P.O. Box 1988
Santa Ana, CA 92702-1988
Executive Director
Library Services Agency
City of Santa Ana
26 Civic Center Plaza (M-75)
P.O. Box 1988
Santa Ana, CA 92702
To Provider: Dreams for Schools
4999 Casa Loma Ave.
Yorba Linda, CA 92886
hifo(20rearnsforschools.org
A party may change its address by giving notice in writing to the other party. Thereafter,
any communication shall be addressed and transmitted to the new address. If sent by mail,
communication shall be effective or deemed to have been given three (3) days after it has been
deposited in the United States mail, duly registered or certified, with postage prepaid, and
addressed as set forth above. If sent by fax, communication shall be effective or deemed to have
been given twenty-four (24) hours after the time set forth on the transmission report issued by the
transmitting facsimile machine, addressed as set forth above. For purposes of calculating these
time frames, weekends, federal, state, County or City holidays shall be excluded.
15. EXCLUSIVITY AND AMENDMENT
This Agreement represents the complete and exclusive statement between the City and
Page 7 of 10
Provider regarding the subject matter herein, and supersedes any and all other agreements, oral
or written, between the parties. In the event of a conflict between the terms of this Agreement
and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not
be modified except by written instrument signed by the City and by an authorized representative
of Provider. The parties agree that any terns or conditions of any purchase order or other
instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not
bind or obligate Provider or the City. Each party to this Agreement acknowledges that no
representations, inducements, promises or agreements, orally or otherwise, have been made by
any party, or anyone acting on behalf of any party, which are not embodied herein.
16. ASSIGNMENT
Inasmuch as this Agreement is intended to secure the specialized services of Provider,
Provider may not assign, transfer, delegate, or subcontract any interest herein without the prior
written consent of the City and any such assignment, transfer, delegation or subcontract without
the City's prior written consent shall be considered null and void. Nothing in this Agreement
shall be construed to limit the City's ability to have any of the services which are the subject to
this Agreement performed by City personnel or by other providers retained by City.
17. WAIVER
No waiver of breach, failure of any condition, or any right or remedy contained in or
granted by the provisions of this Agreement shall be effective unless it is in writing and signed
by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or
right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether
or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies.
18. TERMINATION
This Agreement may be terminated by the City upon thirty (30) days written notice of
termination. In such event, Provider shall be entitled to receive and the City shall pay Provider
compensation for all services performed by Provider prior to receipt of such notice of
termination, subject to the following conditions:
a. As a condition of such payment, the Executive Director may require Provider to
deliver to the City all work product completed as of such date, and in such case
such work product shall be the property of the City unless prohibited by law, and
Provider consents to the City's use thereof for such purposes as the City deems
appropriate.
b. Payment need not be made for work that fails to meet the standard of performance
specified in the Recitals of this Agreement.
19. NON-DISCRIMINATION
Provider shall not discriminate because of race, color, creed, religion, sex, marital status,
Page 8 of 10
sexual orientation, gender identity, gender expression, gender, medical conditions, genetic
information, or military and veteran status, age, national origin, ancestry, or disability, as defined
and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization,
promotion, termination or other employment related activities or any services provided under
this Agreement. Contractor affirms that it is an equal opportunity employer and shall comply
with all applicable federal, state and local laws and regulations.
20. JURISDICTION -VENUE
This Agreement has been executed and delivered in the State of California and the
validity, interpretation, performance, and enforcement of any of the clauses of this Agreement
shall be determined and governed by the laws of the State of California. Both parties further
agree that Orange County, California, shall be the venue for any action or proceeding that may
be brought or arise out of, in connection with or by reason of this Agreement,
21. PROFESSIONAL LICENSES
Provider shall, throughout the term of this Agreement, maintain all necessary licenses,
permits, approvals, waivers, and exemptions necessary for the provision of the services
hereunder and required by the laws and regulations of the United States, the State of California,
the City of Santa Ana and all other governmental agencies. Provider shall notify the City
immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals,
waivers, and exemptions. Said inability shall be cause for termination of this Agreement.
22. FUNDING -RELATED PROVISIONS
Funds from the Coronavirus State Fiscal Recovery Fund and/or the Coronavirus Local
Fiscal Recovery Fund, together known as the Coronavirus State and Local Fiscal Recovery
Funds ("CSLFRF") program, will be used to fund all or a portion of this Agreement. As
applicable, Provider shall comply with all federal requirements including, but not limited to, the
following, all of which are expressly incorporated herein by reference:
a. Sections 602 and 603 of the Social Security Act as added by Section 9901 of the
American Rescue Plan Act of 2021 (the "AW);
b. U.S. Department of the Treasury ("Treasury") Final Rule for the Act, available at
https: //www. govinfo. gov/content/pkg/FR-2022-01-27/pdf/2022-00292.pdf,
C. Treasury Compliance and Reporting Guidance for the Act, available at
https://home. treasury. gov/system/files/ 13 6/SLFRF-Compliance-and-Reporting-Guidance.pdf,
d. 2 C.F.R. Part 200 — Uniform Administrative Requirements, Cost Principles, and
Audit Requirements for Federal Awards, other than such provisions as the U.S. Department of
the Treasury may determine are inapplicable to the CSLFRF program and subject to such
exceptions as may be otherwise provided by the U.S. Department of the Treasury;
Page 9 of 10
N-2023-125
e. Treasury Coronavirus Local Fiscal Recovery Fund Award Terms and Conditions;
.rr,
f. Federal contract provisions attached hereto as Exhibit A-1 and incorporated
herein by reference.
Subcontracts, if any, shall contain a provision making them subject to all of the
provisions stipulated in this Agreement. With respect to any conflict between such federal
requirements and the terms of this Agreement and/or the provisions of state law and except as
otherwise required under federal law or regulation, the more stringent requirement shall control.
23. MISCELLANEOUS PROVISIONS
a. Each undersigned represents and warrants that its signature herein below has the
power, authority and right to bind their respective parties to each of the terms of
this Agreement, and shall indemnify City fully, including reasonable costs and
attorney's fees, for any injuries or damages to City in the event that such authority
or power is not, in fact, held by the signatory or is withdrawn.
b. All exhibits referenced herein and attached hereto shall be incorporated as if fully
set forth in the body of this Agreement.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year
fast above written.
ATTEST:
Jenm er
Perk
APPROVED AS TO FORM
SONIA R. CARVALHO
City Attorney
By:
andon Salvatierra
Deputy City Attorney
FOR APPROVAL
97,.-,f
Brian StembergV
Executive Director
Library Services Agency
CITY OF SANTA ANA
Kristine
City Manager
DREAMS FOR SCHOOLS
Ago ns Aug aiig
Audrey Auy g (May'rt,202 1:27 PDT)
Name: AudreyAuyang
Title: Programs Director
Page 10 of 10
EXHIBIT A
Exhibit A
SCOPE OF SERVICES
VENDOR INFORMATION:
Dreams for Schools
4999 Casa Loma Ave.
Yorba Linda, CA 92886
(626) 290-7665
audrey@dreamsforschools.org
Info@dreamsforschools. org
Dreams for Schools is an independent 501(c) (3) non-profit organization
EVENT: Santa Ana Public Library Department X-STREAM Lab Workshops
LOCATION: Main Library, 26 Civic Center Plaza, Santa Ana, CA, 92701
TERM: June 6, 2023 — June 29, 2023
- Tuesdays & Thursdays: June 6, 8, 13, 15, 20, 22, 27 & 29, 2023 — 1:00 — 3:00 pm (grades 6-12)
COMPENSATION: Not to exceed $2,000
DESCRIPTION:
Dreams for Schools will provide one 4-week STEAM Arduino Robotics class that meets twice a week,
on the service dates and times listed above. Sessions will take place at the Main Library, 26 Civic Center
Plaza, CA, 92701. Eight workshops will be presented during the entirety of this agreement.
Dreams for Schools will provide eight workshops for a 2-hour duration, each class, for up to 20
participants in each workshop. The vendor will setup the activity for the workshop; provide all instructors,
curriculum, marketing, enrolhnent and registration materials, technology & Arduino material required for
the workshops. The amount shall not exceed $2,000 total for actual services provided.
The City will be responsible for setting up the space for the patrons attending, advertising the program,
providing a staff member to oversee the program, and assist as needed.
EXHIBIT B
NOTICE OF COMPLIANCE
CITY k„„ . "A ,AM I1111RINT I'III I IPi II11 AGL ,CLki INCLUDE kk I 1111 ,AGREE MLLT TO MIL CLERK OF MIL COUNCIL
IL
Contractor Dreams for Schools
Name:
Project N-2023-125
Number:
Project Steam Programming American Rescue Plan Act Funds
Name:
The Certificate of Insurance (COI) submitted indicates that the coverages are in
compliance with the insurance requirements. No further action is required at this time
The compliant coverage(s) are:
TYPE OF
POLICY
EXPIRATIO
COI
FILE NAME
INSURANCE
NUMBER
N DATE
DATE
GENERAL
202248143
08/04/2023
04/11/202
DFS COI of Santa Ana.pdf
LIABILITY
3
—City
WORKERS
COMPENSATIO
76WEGAK3G
05/22/202
DFS_WorkersComp_Certificate_SantaAn
N AND
TF
01/24/2024
3
a. df
p
EMPLOYERS'
LIABILITY
Thank you,
City of Santa Ana
Risk Management Division
in partnership with
CTrax Plus Services Team
5/31/2023 2:38 PM