09 Staff Report.Rotary Donation Agreement with attachments
PREPARED BY: Nicolle Burnham
Parks and Public Works Director
Reviewed by: Town Manager, Assistant Town Manager, Town Attorney, and Finance Director
110 E. Main Street Los Gatos, CA 95030 ● (408) 354-6832
www.losgatosca.gov
TOWN OF LOS GATOS
COUNCIL AGENDA REPORT
MEETING DATE: 09/03/2024
ITEM NO: 9
DATE: August 29, 2024
TO: Mayor and Town Council
FROM: Laurel Prevetti, Town Manager
SUBJECT: Authorize the Town Manager to Execute an Agreement with Rotary Club of
Los Gatos for Acceptance of a Gift of an “Oak Grove” at Live Oak Manor Park
RECOMMENDATION:
Authorize the Town Manager to execute an Agreement (Attachment 1) with Rotary Club of Los
Gatos for acceptance of a gift of an “Oak Grove” at Live Oak Manor Park.
BACKGROUND:
Rotary Club of Los Gatos (Rotary) contacted staff in early 2024 and proposed a donation to the
Town to celebrate their centennial. On June 18, 2024, Town Council received a presentation
from Los Gatos Rotary and their consultant regarding the concept design for the donation.
Town Council voted unanimously to accept the donation.
DISCUSSION:
Town staff has worked with Rotary to develop an agreement to allow for the donation to be
constructed on Town property. The agreement addresses requirements for insurance and the
parameters for the donated work. Rotary has continued to move forward with development of
their project plans.
Exhibit A of the agreement in Attachment 1 contains project plans as of August 14, 2024. These
plans are in draft form, representing the full scope of construction to be performed. Staff will
continue to work with Rotary representatives to finalize the plans.
Exhibit B of the agreement in Attachment 1 is a fundraising plan provided by Rotary Los Gatos.
The exhibit outlines those project elements for which Rotary will solicit donations, the dollar
values of the project elements, and the method by which the donor will be honored.
PAGE 2 OF 2
SUBJECT: Authorize Town Manager to Execute an Agreement with Los Gatos Rotary
Charities Foundation
DATE: August 29, 2024
CONCLUSION:
Authorizing the Town Manager to enter this agreement would allow Rotary Los Gatos to move
forward with fundraising while continuing to work with staff to finalize the project plans.
COORDINATION:
This report was coordinated with the Town Manager’s Office, the Town Attorney and Finance
Director.
FISCAL IMPACT:
Rotary is proposing to donate the materials and labor required to construct the project. Staff
time to support the construction project and its ongoing maintenance will be via the Town’s
Operating Budget.
ENVIRONMENTAL ASSESSMENT:
This is a project as defined under CEQA but is Categorically Exempt (Section 15304). A Notice of
Exemption will be filed.
Attachment:
1. Agreement with Rotary, including Exhibits A and B
Page 1 of 7
Agreement for Services
Rotary Club of Los Gatos ATTACHMENT 1
AGREEMENT FOR SERVICES
THIS AGREEMENT is dated for identification on August 17, 2024 by and between TOWN OF LOS
GATOS, a California municipal corporation, (“Town”) and Rotary Club of Los Gatos (“Donor), a
California C Corporation , whose address is PO Box 1018 Los Gatos, California 95031.This
Agreement is made with reference to the following facts.
I. RECITALS
1.1 Donor has offered and Town agrees to accept the gift of an “Oak Grove” at Live Oak Manor
Park.
1.2 The Donor represents and affirms that it is willing to perform the desired work pursuant to
this Agreement.
1.3 Donor warrants it will provide the distinct professional skills, qualifications, experience,
and resources necessary to timely perform the services described in this Agreement.
Donor acknowledges Town has relied upon these warranties to retain Donor.
II. AGREEMENTS
2.1 Scope of Services. Donor shall provide the labor, material and resources required to
deliver the donation as shown on the project plans, which is hereby incorporated by
reference and attached as Exhibit A as a donation that is free of charge to the Town. Town
understands that Donor may seek donated services from professional firms to complete
the work. Donor warrants that all work will be performed to professional construction
standards using volunteer labor, equipment and materials. If Donor pays any workers,
Donor agrees to pay prevailing wages as required by state law and to require that the
employer of the paid workers be registered with the Department of Industrial Relations
2.2 Term and Time of Performance. This contract will remain in effect upon execution to
September 30, 2025. Donor shall perform or otherwise provide the services described in
this agreement and as required to complete the work shown on Exhibit A. If, for any
reason, Donor is unable to complete the work shown in Exhibit A, Donor will restore the
site to its original condition. Town and Donor reserve the right to terminate this
Agreement upon 30 days’ notice.
2.3 Compliance with Laws. The Donor shall comply with all applicable laws, codes, ordinances,
and regulations of governing federal, state and local laws. Donor represents and warrants
to Town that it has all licenses, permits, qualifications and approvals of whatsoever nature
which are legally required for Donor to practice its profession. Donor shall maintain a
Town of Los Gatos business license pursuant to Chapter 14 of the Code of the Town of Los
Gatos.
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Agreement for Services
Rotary Club of Los Gatos ATTACHMENT 1
2.4 Sole Responsibility. Donor shall be responsible for employing or engaging all persons
necessary to perform the services under this Agreement.
2.5 Information/Report Handling. All documents furnished to Donor by the Town and all
reports and supportive data prepared by the Donor under this Agreement are the Town’s
property and shall be delivered to the Town upon the completion of Donor's services or at
the Town's written request. All reports, information, data, and exhibits prepared or
assembled by Donor in connection with the performance of its services pursuant to this
Agreement are confidential until released by the Town to the public, and the Donor shall
not make any of the these documents or information available to any individual or
organization not employed by the Donor or the Town without the written consent of the
Town before such release. The Town acknowledges that the reports to be prepared by the
Donor pursuant to this Agreement are for the purpose of evaluating a defined project, and
Town's use of the information contained in the reports prepared by the Donor in
connection with other projects shall be solely at Town's risk, unless Donor expressly
consents to such use in writing. Town further agrees that it will not appropriate any
methodology or technique of Donor which is and has been confirmed in writing by Donor
to be a trade secret of Donor.
2.6 Compensation. Compensation by the Town for Donor's professional services shall be $0,
inclusive of all costs.
2.7 Fundraising. Town acknowledges that Donor will perform private fundraising activities to
support construction of the project in accordance with the schedule outlined in Exhibit B.
Funds raised shall be used for capital construction only. No money shall be provided to
the Town by the Donor.
2.7 Responsibility of the Town: The Town agrees to work with the Donor throughout the
course of project development, providing technical design guidance to ensure the
completed Project meets the Town’s design standards and maintenance requirements.
Town agrees to periodically observe and guide the project during construction, and
provide minor construction support (e.g., locating existing irrigation, etc.) if requested.
2.8 Availability of Records. Donor shall maintain the records supporting the donation for not
less than three years following completion of the work under this Agreement. Donor shall
make these records available to authorized personnel of the Town at the Donor's offices
during business hours upon written request of the Town.
2.9 Assignability and Subcontracting. The services to be performed under this Agreement are
unique and personal to the Donor.
2.10 Independent Contractor. It is understood that the Donor, in the performance of the work
and services agreed to be performed, shall act as and be an independent contractor and
not an agent or employee of the Town. As an independent contractor he/she shall not
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Agreement for Services
Rotary Club of Los Gatos ATTACHMENT 1
obtain any rights to retirement benefits or other benefits which accrue to Town
employee(s). With prior written consent, the Donor may perform some obligations under
this Agreement by subcontracting, but may not delegate ultimate responsibility for
performance or assign or transfer interests under this Agreement. Donor agrees to testify
in any litigation brought regarding the subject of the work to be performed under this
Agreement. Donor shall be compensated for its costs and expenses in preparing for,
traveling to, and testifying in such matters at its then current hourly rates of
compensation, unless such litigation is brought by Donor or is based on allegations of
Donor's negligent performance or wrongdoing.
2.11 Conflict of Interest. Donor understands that its professional responsibilities are solely to
the Town. The Donor has and shall not obtain any holding or interest within the Town of
Los Gatos. Donor has no business holdings or agreements with any individual member of
the Staff or management of the Town or its representatives nor shall it enter into any such
holdings or agreements. In addition, Donor warrants that it does not presently and shall
not acquire any direct or indirect interest adverse to those of the Town in the subject of
this Agreement, and it shall immediately disassociate itself from such an interest, should it
discover it has done so and shall, at the Town's sole discretion, divest itself of such
interest. Donor shall not knowingly and shall take reasonable steps to ensure that it does
not employ a person having such an interest in this performance of this Agreement. If
after employment of a person, Donor discovers it has employed a person with a direct or
indirect interest that would conflict with its performance of this Agreement, Donor shall
promptly notify Town of this employment relationship, and shall, at the Town's sole
discretion, sever any such employment relationship.
2.12 Equal Employment Opportunity. Donor warrants that it is an equal opportunity employer
and shall comply with applicable regulations governing equal employment opportunity.
Neither Donor nor its subcontractors do and neither shall discriminate against persons
employed or seeking employment with them on the basis of age, sex, color, race, marital
status, sexual orientation, ancestry, physical or mental disability, national origin, religion,
or medical condition, unless based upon a bona fide occupational qualification pursuant to
the California Fair Employment & Housing Act.
III. INSURANCE AND INDEMNIFICATION
3.1 Minimum Scope of Insurance:
i. Donor agrees to have and maintain, for the duration of the contract,
General Liability insurance policies insuring him/her and his/her firm to an
amount not less than: two million dollars ($2,000,000) combined single
limit per occurrence for bodily injury, personal injury and property damage.
ii. Donor agrees to provide evidence of and maintain for the duration of the
contract, non-owned Automobile Liability insurance policy ensuring him/her
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Agreement for Services
Rotary Club of Los Gatos ATTACHMENT 1
and his/her staff to an amount not less than one million dollars ($1,000,000)
combined single limit per accident for bodily injury and property damage.
iii. Donor shall provide to the Town all certificates of insurance, with original
endorsements effecting coverage. Donor agrees that all certificates and
endorsements are to be received and approved by the Town before work
commences.
General Liability:
i. The Town, its elected and appointed officials, employees, and, agents are to
be covered as additional insured as respects: liability arising out of activities
performed by or on behalf of the Donor; products and completed
operations of Donor, premises owned or used by the Donor.
ii. The Donor's insurance coverage shall be primary insurance as respects the
Town, its elected and appointed officials, employees, and agents. Any
insurance or self-insurances maintained by the Town, its officers, officials,
employees or volunteers shall be excess of the Donor's insurance and shall
not contribute with it.
iii. Any failure to comply with reporting provisions of the policies shall not
affect coverage provided to the Town, its officers, officials, employees or
volunteers.
iv. The Donor's insurance shall apply separately to each insured against whom
a claim is made or suit is brought, except with respect to the limits of the
insurer's liability.
3.2 All Coverages. Each insurance policy required in this item shall be endorsed to state that
coverage shall not be suspended, voided, cancelled, reduced in coverage or in limits except
after thirty (30) days' prior written notice by certified mail, return receipt requested, has
been given to the Town. Current certification of such insurance shall be kept on file at all
times during the term of this agreement with the Town Clerk.
3.3 Workers’ Compensation. In addition to these policies, Donor shall have and maintain
Workers' Compensation insurance as required by California law and shall provide evidence
of such policy to the Town before beginning services under this Agreement. Further, Donor
shall ensure that all subcontractors employed by Donor provide the required Workers'
Compensation insurance for their respective employees.
3.4 Indemnification. The Donor shall save, keep, hold harmless and indemnify and defend the
Town its elected and appointed officials, agents, employees and volunteers from all
damages, liabilities, penalties, costs, or expenses in law or equity that may at any time
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Agreement for Services
Rotary Club of Los Gatos ATTACHMENT 1
arise or be set up because of damages to property or personal injury received by reason of,
or in the course of performing work which may be occasioned by a an act or omissions of
the Donor, or any of the Donor's officers, employees, or agents or any sub-Donor.
IV. GENERAL TERMS
4.1 Waiver. No failure on the part of either party to exercise any right or remedy hereunder
shall operate as a waiver of any other right or remedy that party may have hereunder, nor
does waiver of a breach or default under this Agreement constitute a continuing waiver of
a subsequent breach of the same or any other provision of this Agreement.
4.2 Governing Law. This Agreement, regardless of where executed, shall be governed by and
construed to the laws of the State of California. Venue for any action regarding this
Agreement shall be in the Superior Court of the County of Santa Clara.
4.3 Termination of Agreement. The Town and the Donor shall have the right to terminate this
agreement with or without cause by giving not less than fifteen days (15) written notice of
termination. In the event of termination, the Donor shall deliver to the Town all plans,
files, documents, reports, performed to date by the Donor. In the event of such
termination, Town shall pay Donor an amount that bears the same ratio to the maximum
contract price as the work delivered to the Town bears to completed services
contemplated under this Agreement, unless such termination is made for cause, in which
event, compensation, if any, shall be adjusted in light of the particular facts and
circumstances involved in such termination.
4.4 Amendment. No modification, waiver, mutual termination, or amendment of this
Agreement is effective unless made in writing and signed by the Town and the Donor.
4.5 Disputes. In any dispute over any aspect of this Agreement, the prevailing party shall be
entitled to reasonable attorney's fees, including costs of appeal.
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Agreement for Services
Rotary Club of Los Gatos ATTACHMENT 1
4.6 Notices. Any notice required to be given shall be deemed to be duly and properly given if
mailed postage prepaid, and addressed to:
Town of Los Gatos
Attn: Town Clerk
110 E. Main Street
Los Gatos, CA 95030
Rotary Club of Los Gatos
PO Box 1018
Los Gatos, CA 95031
or personally delivered to Donor to such address or such other address as Donor
designates in writing to Town.
4.7 Order of Precedence. In the event of any conflict, contradiction, or ambiguity between the
terms and conditions of this Agreement in respect of the Products or Services and any
attachments to this Agreement, then the terms and conditions of this Agreement shall
prevail over attachments or other writings.
4.8 Entire Agreement. This Agreement, including all Exhibits, constitutes the complete and
exclusive statement of the Agreement between the Town and Donor. No terms,
conditions, understandings or agreements purporting to modify or vary this Agreement,
unless hereafter made in writing and signed by the party to be bound, shall be binding on
either party.
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Agreement for Services
Rotary Club of Los Gatos ATTACHMENT 1
IN WITNESS WHEREOF, the Town and Donor have executed this Agreement.
Town of Los Gatos by:
Laurel Prevetti, Town Manager
Recommended by:
Nicolle Burnham
Director of Parks and Public Works
Donor by:
Doug Brent, President
Recommended by:
Mike Norcia
Approved as to Form:
Gabrielle Whelan, Town Attorney
Attest:
Wendy Wood, CMC, Town Clerk
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EXHIBIT B TO ATTACHMENT 1
EXHIBIT B
ROTARY TREE GROVE DONATON LEVELS
Mature Oak Tree at center of Grove (1) $5,000
Name on largest sized paver in front of center tree.
Other Oak Trees $1,500
Name on second largest paver.
Bench (5 available) $3,000
10 year donation; After 10 years bench will be replaced as Town deems necessary.
Replacement will be requested by Rotary to Parks and Public Works. Replacement will
follow Town practice in place at time of replacement.
Name on plaque on bench
Pavers (depending on size) $300, $500, $800
Name on the paver
Pavers will remain in place for life of paver. Replacement will be requested by Rotary to
Parks and Public Works. Replacement will follow Town practice in place at time of
replacement.
Rotary would open donations to all of club members, other service clubs and then to the
community at large including the neighbors to the grove. Rotary would also be open to
businesses being sponsors, as well. The approval of sponsors would be at the discretion of
Rotary Centennial Committee. We do not foresee declining any but would want that option.
Town reserves the right to decline placement of the names of any business or any personal
messaging from donors that it deems to be immoral, unethical or in conflict with the values of
the Town.