City of Culver City, California
Agenda Item Report
Meeting Date: _6/13/11_ Item Number: JC-3
JOINT CITY COUNCIL/REDEVELOPMENT AGENCY BOARD AGENDA ITEM:
Approval of a Professional Services Agreement with Kimley-Horn and Associates
for Engineering Consultation Services related to the Real Time Motorist Information
System Project.
Contact Person/Dept.:
Christopher Evans / CDD;
Todd Tipton / CDD
Phone Number:
(310) 253-5744
(310) 253-5783
Fiscal Impact: Yes [X] No [] General Fund: Yes [] No [X]
Public Hearing: [] Action Item: [] Attachments: [X]
Commission Action Required: Yes [] No [X] Date: _______________
Public Notification (E-Mail) Meetings and Agendas – City Council (06/08/11); (E-Mail)
Meetings and Agendas – Redevelopment Agency (06/08/11); Chamber of Commerce
(5/27/11); Modern Parking (5/27/11); Downtown Business Association (5/27/11).
Department Approval:
Sol Blumenfeld (06/01/11)
City Attorney Approval:
Carol Schwab (by H. Baker) (06/08/11)
Murray Kane (06/02/11)
Chief Financial Officer Approval:
Jeff Muir (by N. Kimball) ()
City Manager/Executive Director Approval:
John Nachbar (06/08/11)
RECOMMENDATION:
Staff recommends the City Council and the Culver City Redevelopment Agency
Board (Agency Board) approve a Professional Services Agreement in the amount of
$90,442 with Kimley-Horn and Associates (Kimley-Horn) for engineering
consultation services related to the Real Time Motorist Information System Project
(Project).
BACKGROUND:
On November 8, 2010, at the direction of the City Council and Agency Board, a
Request for Proposal (RFP) was issued for engineering consulting services for the
Project|1010|. The purpose of the RFP was to obtain the services of an engineering
consulting firm (Consultant) familiar with Intelligent Transportation Systems (ITS)|1010|
projects to analyze Project needs and develop bid documents for construction of the
Project.
The Project is divided into two phases. Phase One is the preliminary engineering
and design phase requiring staff and Consultant to: 1) Perform a pre-bid ITS
analysis; 2) Develop bid documents and Project specifications, and; 3) bid the
construction of the Project. Phase Two of the Project is the construction and
installation phase. A project schedule is attached for reference.
City of Culver City, California
Agenda Item Report
Should the City Council and Agency Board ultimately award a construction contract,
the Project would be installed in the Watseka, Cardiff and Ince Parking Structures
and the planned Washington/National Transit Oriented Development (TOD). In
addition to parking structure locations, dynamic message signs will be located on
Washington and Culver Boulevards. The signs will communicate with the parking
structures and provide motorist with real time information as to the availability of
parking as they enter downtown and the TOD area.
DISCUSSION:
Proposals were initially solicited from five qualified firms. Two (2) responses were
received. Interest shown in the RFP was low due to the technical nature of the work.
Both respondents have performed satisfactory work for the City and Agency in the
recent past. Kimley-Horn was hired by the City to install and integrate a proprietary
traffic control system (KITS). That project was completed in June 2010. Also in 2010,
KOA provided design and construction inspection services for the Washington
Boulevard/McLaughlin Avenue Traffic Signal Project, The respondents’ proposed
fees to complete the work are as follows:
RFP Respondents Total Fee
Kimley- Horn $90,442.00
KOA Corporation $46,640.00
The budget for Phase One of the Project is $166,000 ($132,800 Grant Funds +
$33,200 Agency match) The difference in pricing between Kimley-Horn and KOA is
due to a difference in the projected hours needed to complete the work.
Following receipt of the proposals, a staff committee reviewed the responses and
conducted interviews. In addition staff checked references for prior work completed
by the respondents. Subsequently, the committee determined that the number of
hours Kimley-Horn identified to complete the scope of work were accurate while
KOA had underestimated the amount of work needed.
Kimley-Horn has completed or is currently working to design projects of a similar
nature in the cities of Pasadena, Burbank and Santa Monica. Staff believes the City
will benefit from Kimley-Horn’s depth of experience in designing projects similar to
the proposed Project.
Should the City Council and Agency Board approve the proposed professional
services agreement, the work would be completed within 120 days of execution of
the agreement. The time to complete the work includes data collection, federally
required document preparation, consultation with staff, and preparation of bid
documents. City of Culver City, California
Agenda Item Report
The final design will be presented to the City Council and Agency Board for
approval prior to soliciting bids/quotations for construction of the Project.
FISCAL ANALYSIS:
The total cost of design and installation of the Project is estimated to be $1,072,000,
with the project being completed in two phases. The grant requires applicants to
provide 20 percent of the total cost, which results in an Agency contribution of
$214,400 ($857,600 + $214,400 = $1,072,000). The Agency’s matching portion has
been included from tax exempt bond proceeds and $858,000 in the Grants Capital
fund (Fund 423) in the City Manager’s/Executive Director’s Proposed Budget for
Fiscal Year 2011/2012.
As the Real Time System will utilize emerging technology and as bid documents and
Project specifications will require the review and approval of State and Federal
agencies, this project includes a 20% contingency.
Maintenance costs for the Real Time System have been estimated to be
approximately $41,000 for three (3) years for all locations and utility costs (electricity,
internet) for the Real Time System have been estimated to be approximately
$14,000 for three years for all locations Maintenance and utility costs are not
eligible for grant funding reimbursement and will be paid for as an operational cost
by the Agency.
The City will be required to absorb the ongoing maintenance and utility costs in the
event the Agency is eliminated pursuant to the Governor’s budget proposal.
ATTACHMENTS:
1. Project schedule
MOTION:
That the City Council and Redevelopment Agency Board:
1. Approve a professional services agreement with Kimley-Horn for Engineering
Consulting Services in an amount not to exceed $108,530 ($90,442 base bid
plus $18,088 in contingency) related to the Real Time Parking Information
System Project; and
2. Authorize the City Attorney/Agency General Counsel to review/prepare the
necessary documents; and, City of Culver City, California
Agenda Item Report
3. Authorize the City Manager/Executive Director to execute such documents on
behalf of the City and Agency, respectively.
NOTES:
|1010| Due to the need to revise the RFP scope of work and obtain necessary approval from Caltrans, consultant selection
has been delayed. |1010| The Project is classified by Caltrans as an ITS project. ITS projects have specific requirements that must be met in
order to achieve the Project goals and obtain cost reimbursement.
MEETING DATE: 6/13/11
AGENDA ITEM: JOINT CITY COUNCIL/REDEVELOPMENT AGENCY
BOARD: Approval of an Agreement with Kimley-Horn
and Associates for Engineering Consultation Services
related to the Real Time Motorist Information System
Project.
ATTACHMENTS
Item Description Pages
1. Agreement for Engineering Consultant Services 1 - 17
2. Project schedule 18
Contract No. RA__________
Page 1 of 17
CITY OF CULVER CITY
AND
CULVER CITY REDEVELOPMENT AGENCY
STANDARD FORM CONTRACT
WITH: KIMLEY-HORN AND ASSOCIATES, INC.
FOR: ENGINEERING CONSULTANT SERVICES
THIS AGREEMENT is made and entered into by and among THE CITY OF
CULVER CITY, a municipal corporation, hereinafter referred to as "City," THE CULVER
CITY REDEVELOPMENT AGENCY, a public body, corporate and politic, hereinafter
referred to as “AGENCY”, and KIMLEY-HORN AND ASSOCIATES, INC.
CONSULTANTS, hereinafter referred to as “Consultant”.
1. CONSULTANT’S SERVICES. Consultant agrees to perform during the term of
this Agreement, the tasks, obligations, and services set forth in the “Scope of
Service” attached to and incorporated into this Agreement as Exhibit “A”.
2. EFFECTIVE DATE AND TERM OF AGREEMENT. The effective date of this
Agreement shall be the date the City and Agency issue the Notice to Proceed to
Consultant and the term of this Agreement shall continue from that date until the
earlier of:
• Upon completion of the Scope of Service described in Exhibit “A”;
• Termination, pursuant to Section 22;
• Exhaustion of approved compensation, pursuant to Exhibit B, Section D,
Maximum Compensation;
• Or as otherwise modified, pursuant to Section 19.
3. PAYMENT FOR SERVICES. City and Agency shall pay for the services
performed by Consultant pursuant to the terms of this Agreement, the
compensation set forth in the “Schedule of Compensation” attached to and
incorporated into this Agreement as Exhibit “B”. The compensation shall be paid
at the time and manner set forth in said Exhibit “B”.
4. TIME FOR PERFORMANCE. Consultant shall not perform any work under this
Agreement until (a) Consultant furnishes proof of insurance as required under
Paragraph 7 of this Agreement; and, (b) City and Agency give Consultant a
written and signed Notice to Proceed. All services required by Consultant under
this Agreement shall be completed on or before the end of the term of the
Agreement except due to delays caused by any factor outside of Consultant’s
reasonable control, including but not limited to natural disasters, adverse
weather, or acts of the client, third parties, or governmental agencies.
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5. DESIGNATED REPRESENTATIVE(S). Alyssa Phaneuf, P.E shall be the
designated CONSULTANT Representative, and shall be responsible for job
performance, negotiations, contractual matters, and coordination with the
Agency. Consultant’s professional services shall be actually performed by, or
shall be immediately supervised by, the Consultant Representative.
6.1 HOLD HARMLESS – GENERAL LIABILITY. Except for professional liability
covered under Section 6.2, Consultant shall be responsible for any and all
injuries to or death of any person, and for any and all damage to any and all real
or personal property including Agency’s or others, caused by or resulting from
any acts, errors or omission of Consultant, its employees and officers or its
agents arising out of or connected with rendition of services hereunder.
Consultant shall hold harmless and indemnify Agency, the City of Culver City and
each of their officers and employees from any and all liability claims, including
costs, for damages to real or personal property, or personal injury or death,
resulting from Consultant or its employees, officers or agents acts, errors or
omissions arising out of or connected with rendition of services hereunder.
6.2 INDEMNIFICATION FOR PROFESSIONAL SERVICES. As to the Consultant's
professional obligations, work or services under this Agreement, the Consultant
agrees to indemnify and hold harmless the Agency, the City of Culver City, its
employees and officers or it agents from and against any and all liability, claims,
costs, and damages, including but not limited to, attorney fees, and losses or
payments for injury to any person or property, caused directly or indirectly from
the negligent acts, errors or omissions of the Consultant or its employees,
officers, or agents.
6.3 ENFORCEMENT COSTS. The Consultant agrees to pay any and all costs the
Agency and/or City incurs enforcing the indemnity and defense provisions set
forth in Section 6.1 and the indemnity provision in Section 6.2.
7. INSURANCE. Without limiting its obligations pursuant to Paragraph 6 of this
Agreement, the Consultant shall procure and maintain, at Consultant’s own cost
and expense and for the duration of this Agreement, insurance coverage as set
forth in “Insurance Requirements” attached to and incorporated into this
Agreement as Exhibit “C.”
8. INDEPENDENT CONSULTANT STATUS. The City, Agency and Consultant
agree that Consultant, in performing the services herein specified, shall act as an
independent Consultant and shall have control of all work and the manner in
which it is performed. Consultant shall be free to contract for similar service to
be performed for other employers while under contract with Agency. Consultant
is not an agent or employee of City or Agency, and is not entitled to participate in
any pension plan, insurance, bonus or similar benefits City or Agency provides
for its employees. Consultant shall be responsible to pay and hold City and
Agency harmless from any and all payroll and other taxes and interest thereon
ATTACHMENT 1
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and penalties therefor which may become due as a result of services performed
hereunder.
9. NON-APPROPRIATION OF FUNDS. Payment due and payable to Consultant
for current services is within the current budget and within an available,
unexhausted and unencumbered appropriation of City. In the event City has not
appropriated sufficient funds for payment of Consultant services beyond the
current fiscal year, this Agreement shall cover only those costs and services
incurred up to the conclusion of the current fiscal year.
10. ASSIGNMENT. This Agreement is for the specific services with Consultant as
set forth herein. Any attempt by Consultant to assign the benefits or burdens of
this Agreement without written approval of City and Agency shall be prohibited
and shall be null and void; except that Consultant may assign payments due
under this Agreement to a financial institution. Agency may assign its rights and
obligations under this Agreement to the City of Culver City.
11. RECORDS AND INSPECTIONS. Consultant shall maintain full and accurate
records with respect to all services and matters covered under this Agreement.
City and Agency shall have free access at all reasonable times to such records,
and the right to examine and audit the same and to make transcripts therefrom,
and to inspect all program data, documents, proceedings and activities.
Consultant shall maintain an up-to-date list of key personnel and telephone
numbers for emergency contact after normal business hours.
12. OWNERSHIP OF CONSULTANT'S WORK PRODUCT. City and Agency shall
be the owner of any and all computations, plans, correspondence and/or other
pertinent data, information, documents and computer media, including disks and
other materials gathered or prepared by Consultant in performance of this
Agreement, or at any earlier or later time when the same may be requested by
City or Agency. Such work product shall be transmitted to City within ten (10)
days after a written request therefor. Consultant may retain copies of such
products. All written documents that are intended for public review shall be
provided to City and Agency in a format suitable for posting on the internet.
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13. NOTICES. All notices given or required to be given pursuant to this Agreement
shall be in writing and may be given by personal delivery or by mail. Notice sent
by mail shall be addressed as follows:
To City and Agency: Culver City Redevelopment Agency
Attention: Todd Tipton, Redevelopment Administrator
9770 Culver Boulevard, Third Floor
Culver City, California 90232
To Consultant: Kimley-Horn and Associates, Inc.
Attention: Alyssa Phaneuf, P.E
5550 Topanga Canyon Blvd Suite 250
Woodland Hills, CA 91367
14. TAXPAYER IDENTIFICATION NUMBER. Consultant shall provide City and
Agency with a complete Request for Taxpayer Identification Number ("TIN") and
Certification, Form W-9, as issued by the Internal Revenue Service.
15. PERMITS AND LICENSES. Consultant, at its sole expense, shall obtain and
maintain during the term of this Agreement, all appropriate permits, licenses, and
certificates that may be required in connection with the performance of services
under this Agreement including, but not limited to, a Culver City business tax
certificate.
16. APPLICABLE LAWS, CODES AND REGULATIONS. Consultant shall perform
all work in accordance with all applicable published laws, codes and regulations
required by all authorities having jurisdiction over such work. Consultant agrees
to comply with prevailing wage requirements as specified in the California Labor
Code, Sections 1770, et seq, as applicable.
17. PURCHASES OF SUPPLIES AND MATERIALS WITHIN CULVER CITY. For
work performed, Consultant agrees to seek bids for supplies and materials from
businesses located within the City of Culver City, with the intent to make
purchases from these businesses if such purchases can be made at competitive
prices.
18. RIGHT TO UTILIZE OTHERS. City and Agency reserve the right to utilize others
to perform work similar to the services provided hereunder.
19. MODIFICATION OF AGREEMENT. This Agreement may not be modified, nor
may any of the terms, provisions or conditions be modified or waived or
otherwise affected, except by a written amendment signed by all parties hereto.
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20. WAIVER. If at any time one party shall waive any term, provision or condition of
this Agreement, either before or after any breach thereof, no party shall
thereafter be deemed to have consented to any future failure of full performance
hereunder.
21. COVENANTS AND CONDITIONS. Each term and each provision of this
Agreement to be performed by Consultant shall be construed to be both a
covenant and a condition.
22. RIGHT TO TERMINATE. City, Agency or Consultant may terminate this
Agreement at any time, with or without cause, in its sole discretion, with thirty
(30) days written notice.
23. EFFECT OF TERMINATION. Upon termination as stated in Paragraph 22 of this
Agreement, City and Agency shall be liable to Consultant only for work
performed by Consultant up to and including the date of termination of this
Agreement, unless the termination is for cause, in which event Consultant need
be compensated only to the extent required by law. Consultant shall be entitled
to payment for work satisfactorily completed to date, based on a pro-ration of the
fees set forth in Exhibit “B” attached hereto. Such payment will be subject to City
and Agency’s receipt of a close-out billing.
24. GOVERNING LAW. The terms of this Agreement shall be interpreted according
to the laws of the State of California. If litigation arises out of this Agreement,
then venue shall be in the Superior Court of Los Angeles County.
25. LITIGATION FEES. If litigation arises out of this Agreement for the performance
thereof, the court shall award costs and expenses, including attorney’s fees, to
the prevailing party. In awarding attorney’s fees, the court shall not be bound by
any court fee schedule but shall award the full amount of costs, expenses and
attorney’s fees paid or incurred in good faith.
26. INTEGRATED AGREEMENT. This Agreement represents the entire Agreement
among the City, the Agency and the Consultant, and all preliminary negotiations
and agreements are deemed a part of this Agreement. No verbal agreement or
implied covenant shall be held to vary the provisions of this Agreement. This
Agreement shall bind and inure to the benefit of the parties to this Agreement,
and any subsequent successors and assigns.
27. EFFECTIVE DATE. The effective date of this Agreement is the date it is signed
on behalf of City and Agency, and shall remain in full force and effect until
amended or terminated; provided, that the indemnification and hold harmless
provisions shall survive the termination.
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KIMLEY-HORN AND ASSOCIATES, INC.
Dated:____________ By____________________________________
Name
Title
CITY OF CULVER CITY, CALIFORNIA
Dated:_______________ By_________________________________
John Nachbar
City Manager
APPROVED AS TO CONTENT: APPROVED AS TO FORM:
___________________________ ___________________________
Sol Blumenfeld Carol A. Schwab
Community Development Director City Attorney
APPROVED AS TO FINANCING: APPROVED AS TO BUSINESS
TAX CERTIFICATE:
____________________________ __________________________
Jeff Muir Revenue Division
Chief Financial Officer
Acct. No.
(Signatures continued on Page 7)
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(Signatures continued from Page 6)
CULVER CITY REDEVELOPMENT AGENCY
Dated:_______________ By_________________________________
John Nachbar
Executive Director
APPROVED AS TO FORM:
Kane, Ballmer & Berkman
By______________________
General Counsel
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EXHIBIT A
CITY OF CULVER CITY
AND
CULVER CITY REDEVELOPMENT AGENCY
WITH: KIMLEY-HORN AND ASSOCIATES, INC.
FOR: ENGINEERING CONSULTANT SERVICES
SCOPE OF WORK
Upon request of Agency’s Assistant Executive Director, Consultant shall provide all
equipment and materials necessary for the performance of the engineering consulting
services as described in Exhibit “A-1”. Consultant and all employees are to hold active
and valid licenses as required by City, State and Federal regulations.
By execution of this Agreement, City and Agency accept Consultant’s proposal Rev
031711 AP, attached to and incorporated into this Agreement as Exhibit “A-1”, as
meeting the requirements of the scope of work.
_________________ ___________________
Consultant Sol Blumenfeld
Assistant Executive Director
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EXHIBIT "A-1"
CITY OF CULVER CITY
AND
CULVER CITY REDEVELOPMENT AGENCY AGREEMENT
WITH: KIMLEY-HORN AND ASSOCIATES, INC.
FOR: ENGINEERING CONSULTANT SERVICES
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EXHIBIT B
CITY OF CULVER CITY
AND
CULVER CITY REDEVELOPMENT AGENCY
WITH: KIMLEY-HORN AND ASSOCIATES, INC.
FOR: ENGINEERING CONSULTANT SERVICES
SCHEDULE OF COMPENSATION
A. AMOUNT OF COMPENSATION. Payment for all work performed by Consultant
pursuant to the terms of this Agreement, including Consultant’s meeting with City
and Agency staff, shall be made on the basis of the per task rates as set forth in
Consultant’s Fee Proposal below:
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B. BILLING. At the end of each calendar month in which services are performed or
expenses are incurred under this Agreement, and prior to the 10th day of the
following month, Consultant shall submit an invoice to the City and Agency at the
following address:
Culver City Redevelopment Agency
Attn: Todd Tipton, Redevelopment Administrator
9770 Culver Boulevard, 3rd Floor
Culver City, CA 90232
The invoice submitted pursuant to this paragraph shall show the Agency
Agreement Number, the tasks completed, the dates on which the services were
preformed, actual out-of-pocket expenses incurred in the performance of the
services, and such other information as the Agency may reasonably require.
C. TIME OF PAYMENT. Payment to Consultant shall be made within thirty (30)
days after submittal of Consultant’s invoice and approval by City and Agency.
D. MAXIMUM COMPENSATION. Notwithstanding the foregoing, Consultant shall
complete all the work and tasks described in Exhibit A and Exhibit A-1 for a total
amount of compensation that does not exceed One Hundred Eight Thousand
Five Hundred Thirty Dollars ($108,530.00), which amount includes all out-of-
pocket expenses.
____________________ __________________
Consultant Sol Blumenfeld
Assistant Executive Director
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EXHIBIT C
CITY OF CULVER CITY
AND
CULVER CITY REDEVELOPMENT AGENCY
WITH: KIMLEY-HORN AND ASSOCIATES, INC.
INSURANCE REQUIREMENTS
A. Policy Requirements.
Consultant shall submit duly executed certificates of insurance for the
following:
1. An occurrence based Comprehensive General Liability (“CGL”)
policy, at least as broad as ISO Form CG 0001; in the minimum amount of One
Million Dollars ($1,000,000) each occurrence, with not less than Two Million
Dollars ($2,000,000) in annual aggregate coverage.
The CGL Policy shall have the following requirements:
a. The policy shall provide coverage for personal injury, bodily injury,
death, accident and property damage and advertising injury, as
those terms are understood in the context of a CGL policy. The
coverage shall not be excess or contributing with respect to
Agency’s self-insurance or any pooled risk arrangements;
b. The policy shall provide $1,000,000 combined single limit
coverage for owned, hired and non-owned automobile liability;
c. The policy shall include coverage for liability undertaken by
contract covering, to the maximum extent permitted by law.
Consultant’s obligation to indemnify the Indemnities as required
under Paragraph 6 of the Agreement;
d. The Policy shall not exclude coverage for Completed Operations
Hazards or Athletic or Sports Participants; and
e. The Agency, City of Culver City, members of its City Council, its
boards and commissions, officers, agents, and employees will be
named as an additional insured in an endorsement to the policy,
which shall be provided to the Agency and approved by the
Agency’s General Counsel and City Attorney.
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2. Business Automobile Liability Insurance coverage in the amount of One
Million Dollars ($1,000,000), providing coverage for use of mobile equipment (i.e.
heavy mobile equipment or vehicles primarily for use in an off-road environment), to
the extent that (1) such mobile equipment will be used within the City limits or on
Agency business, and (2) coverage for mobile equipment is not otherwise covered
by the CGL policy listed in subparagraph (a), above.
3. Professional/Negligent Acts, Errors and Omissions Insurance in the
minimum amount of One Million Dollars ($1,000,000) per claim, and shall include
coverage for separate “personal injury” alleged to have been committed in the
course of rendering professional services, unless such coverage is provided by the
CGL policy listed in subparagraph (a), above.
Workers’ Compensation limits as required by the Labor Code of the State of
California with Employers’ Liability limits of One Million Dollars ($1,000,000.00) per
accident, if the Agreement will have Consultant employees working within the City
limits.
B. Waiver by City and Agency.
Agency may waive one or more of the coverages listed in Section A, above.
This waiver must be express and in writing, and will only be made upon a showing
by the Consultant that its operations in and with respect to Agency are not such as to
impose liability within the scope of that particular coverage.
C. Additional Insurance Requirements.
1. All insurance listed in Paragraph A shall be issued by companies
licensed to do business in the State of California, with a claims paying ability rating
of “BBB” or better by S&P (and the equivalent by any other Rating Agency) and a
rating of A:VII or better in the current Best’s Insurance Reports;
2. Consultant shall provide City and Agency with at least thirty (30) days
prior written notice of any modification, reduction or cancellation of any of the
Policies required in Paragraph A, or a minimum of ten (10) days notice for
cancellation due to non-payment.
3. City or Agency may increase the scope or dollar amount of coverage
required under any of the policies described above, or may require different or
additional coverages, upon prior written notice Consultant.
____________________ __________________
Consultant Sol Blumenfeld
Assistant Executive Director
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