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20-109 Chantler Law Offices, Hearing Examiner Services Agreement Page 1 Hearing Examiner Contract HEARING EXAMINER SERVICES AGREEMENT  BETWEEN CITY OF CUPERTINO  AND CHANTLER LAW OFFICES  This Hearing Examiner Agreement is made by and between the City of Cupertino, a municipal  corporation (“City”), and Chantler Law Offices (“Contractor”), and is effective on the last date  signed below (“Effective Date”).     1. INTENT    1.1 WHEREAS, Section 19.172 of the Below Market Rate (BMR) Program, Ordinance No. 14‐ 2125 of the City of Cupertino, and their respective enabling regulations allow for the hearing,  review and determination of BMR and other housing disputes; and    1.2 WHEREAS, under these Ordinances, the procedures for hearing appeals for disputes are  similar and include a multitude of housing related disputes and matters; and    1.3 WHEREAS, in order to carry out the purposes of the BMR Program and the ordinances  referenced above, City desires and needs the services of Contractor; and    1.4 WHEREAS, Contractor has the necessary skill and expertise and is willing to serve as a  Hearing Examiner under the above referenced laws and regulations relating thereto as  promulgated by City;     NOW, THEREFORE, CITY AND CONTRACTOR DO HEREBY AGREE AS FOLLOWS:    2. SERVICES  2.1 Contractor shall conduct petition hearings and provide relevant hearing officer services  as set forth in the Scope of Work, attached and incorporated herein as Exhibit A.  Contractor  shall perform, in a timely and professional manner, all duties and responsibilities. Contractor further agrees to carry out its work in compliance with the City’s Shelter In Place and Social Distancing Requirements, attached here and incorporated as Exhibit A-A.  2.2 The foregoing duties and responsibilities shall be performed in a fair and impartial manner  without prejudice or bias toward any party to a hearing.  2.3 The continued retention of the Contractor under this Agreement is not, in any way,  contingent upon the outcome of any decision(s) by the Hearing Officer in the course of carrying  out his or her duties under this Agreement.    3. TIME OF PERFORMANCE    3.1 This Agreement begins on the Effective Date and ends on June 30, 2023 (“Contract Time”),  Page 2 Hearing Examiner Contract unless terminated earlier as provided herein. Contractor’s Services   shall begin on effective date  and shall be completed by June 30, 2023.    3.2 Schedule of Performance. Contractor must deliver the Services in accordance with the  Schedule of Performance, attached and incorporated here Exhibit B.    3.3 Time is of the essence for the performance of all the Services. Contractor must have  sufficient time, resources, and qualified staff to deliver the Services on time.    4. COMPENSATION    4.1 Maximum Compensation. City will pay Contractor for satisfactory performance of the  Services an amount that will based on actual costs but that will be capped so as not to exceed  $112,500 (“Contract Price”), based upon the scope of services in Exhibit A and the budget and  rates included in Exhibit C, Compensation attached and incorporated here. The maximum  compensation includes all expenses and reimbursements and will remain in place even if  Contractor’s actual costs exceed the capped amount. No extra work or payment is permitted  without prior written approval of City.    4.2 Invoices and Payments. Monthly invoices must state a description of the deliverable  completed and the amount due for the preceding month. Within thirty (30) days of completion of  Services, Contractor must submit a requisition for final and complete payment of costs and pending  claims for City approval. Failure to timely submit a complete and accurate payment requisition  relieves City of any further payment or other obligations under the Agreement.    4.3 Nothing in this Agreement shall be deemed to require City to assign Contractor to any  particular number of cases, and City may limit case assignments to Contractor.    5. INDEPENDENT CONTRACTOR    5.1 Status. Contractor is an independent contractor and not an employee, partner, or joint  venture of City. Contractor is solely responsible for the means and methods of performing the  Services and for the persons hired to work under this Agreement. Contractor is not entitled to  health benefits, worker’s compensation or other benefits from the City.    5.2 Contractor’s Qualifications. Contractor warrants that it has the qualifications and skills to  perform the Services in a competent and professional manner and according to the highest  standards and best practices in the industry.    5.3 Permits and Licenses. Contractor warrants that it is properly licensed, registered, and/or  certified to perform the Services as required by law and has procured a City Business License, if  required by the Cupertino Municipal Code.    Page 3 Hearing Examiner Contract 5.4 Subcontractors. Only Contractor’s employees are authorized to work under this  Agreement. No subcontracting of this Agreement is permitted.    5.5 Tools, Materials, and Equipment. Contractor will supply all tools, materials and  equipment required to perform the Services under this Agreement.    5.6 Payment of Benefits and Taxes. Contractor is solely responsible for the payment of  employment taxes incurred under this Agreement and any similar federal or state taxes.   Contractor and any of its employees, agents, and subcontractors shall not have any claim under  this Agreement or otherwise against City for seniority, vacation time, vacation pay, sick leave,  personal time off, overtime, health insurance, medical care, hospital care, insurance benefits,  social security, disability, unemployment, workers compensation or employee benefits of any  kind.  Contractor shall be solely liable for and obligated to pay directly all applicable taxes, fees,  contributions, or charges applicable to Contractor’s business including, but not limited to, federal  and state income taxes.  City shall have no obligation whatsoever to pay or withhold any taxes or  benefits on behalf of Contractor.  Should any court, arbitrator, or administrative authority,  including but not limited to the California Public Employees Retirement System (PERS), the  Internal Revenue Service or the State Employment Development Division, determine that  Contractor, or any of its employees, agents, or subcontractors, is an employee for any purpose,  then Contractor agrees to a reduction in amounts payable under this Agreement, or to promptly  remint to City any payments due by the City as a result of such determination, so that the City’s  total expenses under this Agreement are not greater than they would have been had the  determination not been made.    6. PROPRIETARY/CONFIDENTIAL INFORMATION    In performing this Agreement, Contractor may have access to private or confidential information  owned or controlled by the City, which may contain proprietary or confidential details the  disclosure of which to third parties may be damaging to City. Contractor shall hold in confidence  all City information provided by City to Contractor and use it only to perform this Agreement.  Contractor shall exercise the same standard of care to protect City information as a reasonably  prudent contractor would use to protect its own proprietary data.    7. OWNERSHIP OF MATERIALS    7.1 Property Rights. Any interest (including copyright interests) of Contractor in any  product, memoranda, study, report, map, plan, drawing, specification, data, record, document or  other information or work, in any medium (collectively, “Work Product”), prepared by Contractor  in connection with this Agreement will be the exclusive property of the City upon completion of the  work to be performed hereunder or upon termination of this Agreement, to the extent requested by City. In any case,  no Work Product shall be shown to any third‐party without prior written approval of City.    7.2 Copyright. To the extent permitted by Title 17 of U.S. Code, all Work Product arising out  of this Agreement is considered “works for hire” and all copyrights to the Work Product will be  Page 4 Hearing Examiner Contract the property of City. Alternatively, Contractor assigns to City all Work Product copyrights.  Contractor may use copies of the Work Product for promotion only with City’s written approval.    7.3 Patents and Licenses. Contractor must pay royalties or license fees required for  authorized use of any third party intellectual property, including but not limited to patented,  trademarked, or copyrighted intellectual property if incorporated into the Services or Work  Product of this Agreement.    7.4 Re‐Use of Work Product. Unless prohibited by law and without waiving any rights, City  may use or modify the Work Product of Contractor or its sub‐contractors prepared or created under  this Agreement, to execute or implement any of the following:    (a) The original Services for which Contractor was hired;  (b) Completion of the original Services by others;  (c) Subsequent additions to the original Services; and/or  (d) Other City projects.    7.5 Deliverables and Format. Contractor must provide electronic and hard copies of the  Work Product, on recycled paper and copied on both sides, except for one single‐sided original.    8. RECORDS    Contractor must maintain complete and accurate accounting records relating to its performance  in accordance with generally accepted accounting principles. The records must include detailed  information of Contractor’s performance, benchmarks and deliverables, which must be available  to City for review and audit. The records and supporting documents must be kept separate from  other records and must be maintained for four years from the date of City’s final payment.    9. ASSIGNMENT    Contractor shall not assign, sublease, hypothecate, or transfer this Agreement, or any interest  therein, directly or indirectly, by operation of law or otherwise, without prior written consent of  City. Any attempt to do so will be null and void. Any changes related to the financial control or  business nature of Contractor as a legal entity is considered an assignment of the Agreement and  subject to City approval, which shall not be unreasonably withheld. Control means fifty percent  (50%) or more of the voting power of the business entity.    10. PUBLICITY / SIGNS    Any publicity generated by Contractor for the project under this Agreement, during the term of  this Agreement and for one year thereafter, will reference the City’s contributions in making the  project possible. The words “City of Cupertino” will be displayed in all pieces of publicity,  including flyers, press releases, posters, brochures, public service announcements, interviews and  Page 5 Hearing Examiner Contract newspaper articles. No signs may be posted, exhibited or displayed on or about City property,  except signage required by law or this Contract, without prior written approval from the City.    11. INDEMNIFICATION    11.1 To the fullest extent allowed by law, and except for losses caused by the sole and active  negligence or willful misconduct of City personnel, Contractor shall indemnify, defend and  hold  harmless City, its City Council, boards and commissions, officers, officials, employees, agents,  servants, volunteers and consultants (“Indemnitees”), through legal counsel acceptable to City,  from and against any and all liability, damages, claims, actions, causes of action, demands,  charges, losses, costs and expenses (including attorney fees, legal costs and expenses related to  litigation and dispute resolution proceedings) of every nature, arising directly or indirectly from  this Agreement or in any manner relating to any of the following:    (a) Breach of contract, obligations, representations or warranties;  (b) Negligent or willful acts or omissions committed during performance of the Services;  (c) Personal injury, property damage, or economic loss resulting from the work or performance  of Contractor or its subcontractors or sub‐subcontractors;  (d) Unauthorized use or disclosure of City’s confidential and proprietary Information;  (e) Claim of infringement or violation of a U.S. patent or copyright, trade secret, trademark,  or service mark or other proprietary or intellectual property rights of any third party.    11.2 Contractor must pay the costs City incurs in enforcing this provision. Contractor must  accept a tender of defense upon receiving notice from City of a third‐party claim. At City’s  request, Contractor will assist City in the defense of a claim, dispute, or lawsuit arising out of this  Agreement.    11.3 Contractor’s duties under this section are not limited to the Contract Price, workers’  compensation payments, or the insurance or bond amounts required in the Agreement. Nothing  in the Agreement shall be construed to give rise to an implied right of indemnity in favor of  Contractor against City or any Indemnitee.    11.4   Contractor’s payments may be deducted or offset to cover any money the City lost due to a  claim or counterclaim arising out of this Agreement, a purchase order, or other transaction.    11.5 This Section 11 shall survive termination of the Agreement.    12. INSURANCE    Contractor shall comply with the Insurance Requirements, attached and incorporated here as  Exhibit D, and must maintain the insurance for the duration of the Agreement, or longer as  required by City. City will not execute the Agreement until City approves receipt of satisfactory  certificates of insurance and endorsements evidencing the type, amount, class of operations  covered, and the effective and expiration dates of coverage. Failure to comply with this provision  Page 6 Hearing Examiner Contract may result in City, at its sole discretion and without notice, purchasing insurance for Contractor  and deducting the costs from Contractor’s compensation or terminating the Agreement.    13. COMPLIANCE WITH LAWS    13.1 General Laws. Contractor shall comply with all local, state, and federal laws and  regulations applicable to this Agreement. Contractor will promptly notify City of changes in the  law or other conditions that may affect the Project or Contractor’s ability to perform. Contractor  is responsible for verifying the employment authorization of employees performing the Services,  as required by the Immigration Reform and Control Act.    13.2 Labor Laws. Contractor shall comply with all labor laws applicable to this Agreement. If  the Scope of Services includes a “public works” component, Contractor is required to comply with  prevailing wage laws under Labor Code Section 1720 and other labor laws.    13.3 Discrimination Laws. Contractor shall not discriminate on the basis of race, religious  creed, color, ancestry, national origin, ethnicity, handicap, disability, marital status, pregnancy,  age, sex, gender, sexual orientation, gender identity, Acquired‐Immune Deficiency Syndrome  (AIDS) or any other protected classification. Contractor shall comply with all anti‐discrimination  laws, including Government Code Sections 12900 and 11135, and Labor Code Sections 1735, 1777,  and 3077.5. Consistent with City policy prohibiting harassment and discrimination, Contractor  understands that harassment and discrimination directed toward a job applicant, an employee, a  City employee, or any other person, by Contractor or its employees or sub‐contractors will not be  tolerated.    13.4 Conflicts of Interest. Contractor shall comply with all conflict of interest laws applicable  to this Agreement and must avoid any conflict of interest. Contractor warrants that no public  official, employee, or member of a City board or commission who might have been involved in  the making of this Agreement, has or will receive a direct or indirect financial interest in this  Agreement, in violation of California Government Code Section 1090 et seq. Contractor may be  required to file a conflict of interest form if Contractor makes certain governmental decisions or  serves in a staff capacity, as defined in Section 18700 of Title 2 of the California Code of  Regulations. Contractor agrees to abide by the City’s rules governing gifts to public officials and  employees.    13.5 Remedies. Any violation of Section 13 constitutes a material breach and may result in City  suspending payments, requiring reimbursements or terminating this Agreement. City reserves  all other rights and remedies available under the law and this Agreement, including the right to  seek indemnification under Section 11 of this Agreement.    14. PROJECT COORDINATION    City Project Manager. The City assigns the Senior Housing Planner as the City’s representative  for all purposes under this Agreement, with authority to oversee the progress and performance  Page 7 Hearing Examiner Contract of the Scope of Services. City reserves the right to substitute another Project manager at any time,  and without prior notice to Contractor.    Contractor Project Manager. Subject to City approval, Contractor assigns the Kerri Heusler,  Housing Manager as its single Representative for all purposes under this Agreement, with  authority to oversee the progress and performance of the Scope of Services. Contractor’s Project  Manager is responsible for coordinating and scheduling the Services in accordance with the Scope  of Services and the Schedule of Performance. Contractor must regularly update the City’s Project  Manager about the progress with the work or any delays, as required under the Scope of Services.  City written approval is required prior to substituting a new Representative.    15. ABANDONMENT OF PROJECT    City may abandon or postpone the Project or parts therefor at any time. Contractor will be  compensated for satisfactory Services performed through the date of abandonment, and will be  given reasonable time to assemble the work and close out the Services. With City’s pre‐approval  in writing, the time spent in closing out the Services will be compensated up to a maximum of ten  percent (10%) of the total time expended to date in the performance of the Services.    16. TERMINATION    City may terminate this Agreement for cause or without cause at any time. Contractor will be paid  for satisfactory Services rendered through the date of termination, but final payment will not be  made until Contractor closes out the Services and delivers the Work Product.    17. GOVERNING LAW, VENUE, AND DISPUTE RESOLUTION    This Agreement is governed by the laws of the State of California. Any lawsuits filed related to  this Agreement must be filed with the Superior Court for the County of Santa Clara, State of  California. Contractor must comply with the claims filing requirements under the Government  Code prior to filing a civil action in court. If a dispute arises, Contractor must continue to provide  the Services pending resolution of the dispute. If the Parties elect arbitration, the arbitrator’s award  must be supported by law and substantial evidence and include detailed written findings of law  and fact.    18. ATTORNEY FEES    If City initiates legal action, files a complaint or cross‐complaint, or pursues arbitration, appeal, or  other proceedings to enforce its rights or a judgment in connection with this Agreement, the  prevailing party will be entitled to reasonable attorney fees and costs.    19. THIRD PARTY BENEFICIARIES    Page 8 Hearing Examiner Contract There are no intended third party beneficiaries of this Agreement.    20. WAIVER    Neither acceptance of the Services nor payment thereof shall constitute a waiver of any contract  provision. City’s waiver of a breach shall not constitute waiver of another provision or breach.    21. ENTIRE AGREEMENT  This Agreement represents the full and complete understanding of every kind or nature between  the Parties, and supersedes any other agreement(s) and understanding(s), either oral or written,  between the Parties. Any modification of this Agreement will be effective only if in writing and  signed by each Party’s authorized representative. No verbal agreement or implied covenant will  be valid to amend or abridge this Agreement. If there is any inconsistency between any term, clause, or provision of the main Agreement and any term, clause, or provision of the attachments or exhibits thereto, the terms of the main Agreement shall prevail and be controlling.    22. INSERTED PROVISIONS    Each provision and clause required by law for this Agreement is deemed to be included and will  be inferred herein. Either party may request an amendment to cure mistaken insertions or  omissions of required provisions. The Parties will collaborate to implement this Section, as  appropriate.    23. HEADINGS    The headings in this Agreement are for convenience only, are not a part of the Agreement and in  no way affect, limit or amplify the terms or provisions of this Agreement.    24. SEVERABILITY/PARTIAL INVALIDITY    If any term or provision of this Agreement, or their application to a particular situation, is found  by the court to be void, invalid, illegal or unenforceable, such term or provision shall remain in  force and effect to the extent allowed by such ruling. All other terms and provisions of this  Agreement or their application to specific situations shall remain in full force and effect. The  Parties agree to work in good faith to amend this Agreement to carry out its intent.    25. SURVIVAL    All provisions which by their nature must continue after the Agreement expires or is terminated,  including the Indemnification, Ownership of Materials/Work Product, Records, Governing Law  and Attorney Fees, shall survive the Agreement and remain in full force and effect.    Page 9 Hearing Examiner Contract 26. NOTICES    All notices, requests and approvals must be sent in writing to the persons below, which will be  considered effective on the date of personal delivery or the date confirmed by a reputable overnight  delivery service, on the fifth calendar day after deposit in the United States Mail, postage prepaid,  registered or certified, or the next business day following electronic submission:    To City of Cupertino  10300 Torre Avenue  Cupertino, CA  95014  Attention: Kerri Heusler  Email:  kheusler@cupertino.org  To Contractor:  Chantler Law Offices    PO Box 50430       East Palo Alto, CA  94303   Attention: Derek W. Chantler Esq.  Email: derek@chantlerlaw.com    27. VALIDITY OF CONTRACT    This Agreement is valid and enforceable only if (a) it complies with the purchasing and contract  provisions of Cupertino Municipal Code Chapters 3.22 and 3.23, as amended from time to time,  (b) is signed by the City Manager or an authorized designee, and (c) is approved for form by the  City Attorney’s Office.    28. EXECUTION    The person executing this Agreement on behalf of Contractor represents and warrants that  Contractor has full right, power, and authority to enter into and carry out all actions contemplated  by this Agreement and that he or she is authorized to execute this Agreement, which constitutes  a legally binding obligation of Contractor. This Agreement may be executed in counterparts, each  one of which is deemed an original and all of which, taken together, constitute a single binding  instrument.    SIGNATURES CONTINUE ON THE FOLLOWING PAGE   Page 10 Hearing Examiner Contract     IN WITNESS WHEREOF, the parties have caused the Agreement to be executed.    CONTRACTOR CITY OF CUPERTINO  A Municipal Corporation      By    By        Name    Name     Title    Title     Date    Date        Tax I.D. No.:            Principal Aug 31, 2020 Derek Chantler Sep 4, 2020 Director of Community Development Benjamin Fu Page 11 Hearing Examiner Contract    APPROVED AS TO FORM:      HEATHER M. MINNER  Cupertino City Attorney        ATTEST:      KIRSTEN SQUARCIA  City Clerk     Heather M. Minner Sep 4, 2020 Page 12 Hearing Examiner Contract  Add attachment A scope of work     Petition Hearings:  i. Conduct petition hearings in response to petitions filed with the Below Market Rate  (BMR) Program), including ruling on motions during such hearings and making factual and legal  determinations based on findings of fact and conclusions of law, in accordance with Chapter  19.172: BMR Program and any regulations promulgated to implement these ordinances;     ii. Perform such hearing officer services in accordance with the applicable provisions of  Chapter 19.172: BMR Program;      iii. Provide within the required time limit a final, typed, decision in a form approved by  the City Attorney and BMR Program Administrator, which shall include at a minimum a summary  of testimony, evaluation of the evidence, the parties’ positions on factual and legal issues, findings  of fact and conclusions of law, and other pertinent information as prescribed by the City from time  to time and;     iv. All hearings shall be conducted at City offices, 10300 Torre Ave., Cupertino, CA  95014, or such other locations as may be directed by the BMR Program Administrator.     Add attachment B    Schedule of Performance, if any   Add attachment C – Budget/Payment schedule   Add attachment D – Insurance requirements   1262661.1 Revised: April 30, 2020 – Services Agreements 1 Exhibit A-A – SHELTER IN PLACE AND SOCIAL DISTANCING REQUIREMENTS A. Health Laws Acknowledged. It is acknowledged that Consultant’s/Contractor’s (“Contractor”) duty to comply with Laws, as defined in Section 13 of the Contract/Agreement (“Contract”), includes immediate compliance by Contractor and its subcontractors with the restrictions on travel and the Social Distancing Requirements set forth in the most recent health order issued by the County of Santa Clara Health Department in response to the COVID-19 pandemic, and any subsequent amendments or superseding orders thereto (the “Health Order”), and any other local, state, or federal laws that have been or may be enacted in response to the COVID-19 pandemic (collectively, “Health Laws”). B. Health Order Compliance. Contractor shall comply with any restrictions on travel and social distancing requirements in the Health Order when preforming work under this Contract. If a scope of work item, notice to proceed, or work order under this Contract specifies work that cannot be performed in compliance with the Health Order or other Health Laws, Contractor shall refrain from conducting the work and immediately inform the City. C. Individuals at High Risk of Severe Illness. Nothing in this Contract shall be interpreted to require any person at high risk of severe illness from COVID-19 to leave their residence to perform work under the Contract. Contractor will inform the City if other arrangements for the work must be made, and City will do so, with no penalty to Contractor, although Contractor will not be compensated for work performed by the City or third parties. Information from the Center for Disease Control (“CDC”) on “high risk” categories is available at the CDC's website at: https://www.cdc.gov/coronavirus/2019-ncov/specific-groups/people-at-higher-risk.html. D. Health Order Requirements and Best Practices. Contractor will immediately undertake all appropriate measures to ensure compliance with the Social Distancing Requirements in the Health Order by all individuals performing work under this Contract, including Contractor's or any subcontractor's workers, employees, representatives, vendors, or suppliers (collectively, "workers"), and shall maintain these measures for as long as required by the Health Order or other Health Laws. As long as required by the operative Health Order or other Health Laws, these measures shall include, but are not limited to, the following: 1. Meetings/Site Access. Use electronic alternatives to in person meetings, e.g., conference calls, video-conferencing, etc., to the greatest extent possible. Limit access to any project site or any work area to workers who are necessary to perform in-person work. Require non-essential personnel to work from home to the extent possible. Avoid all non-essential travel. 2. Distancing. Where workers perform in-person work at a project site or a work area, prohibit workers from being less than six feet apart, unless and only to the extent that would compromise worker safety or violate safety Laws for specific operations. Prohibit handshaking or any physical contact among workers, with the sole and limited exception Revised: April 30, 2020 – Services Agreements 2 of any physical contact required for worker safety or to comply with safety Laws. Prohibit workers from sharing a vehicle. E. Changed Requirements. It is understood and acknowledged that circumstances pertaining to the COVID-19 pandemic are evolving rapidly and that new local, state, or federal requirements may modify the requirements under this Exhibit. Contractor agrees to work cooperatively with the City to implement new or changed requirements as quickly as possible. F. Subcontracts. Contractor shall include the terms of this Exhibit in all subcontracts and require any agents, subcontractors, or subconsultants to comply with its provisions. 1229192.7 Chantler Law Offices 2225 East Bayshore Road, Suite 200 PO Box 50430 Palo Alto, CA 94303 (V) 650-250-5332 (F) 650-618-0394 www.chantlerlaw.com Page | 1 August 21, 2020 BY EMAIL Ms. Keri Heusler Senior Housing Planner City of Cupertino 10300 Torre Avenue Cupertino, CA, 95014 kerrih@cupertino.org V: (408) 777 3251 Ms. Abby Ayende Management Analyst City of Cupertino 10300 Torre Avenue Cupertino, CA, 95014 Abigaila@cupertino.org V: (408) 777 7601 Re: Proposal for Hearing Examiner Services for the City of Cupertino Ms. Heusler and Ms. Ayende, I am writing to you in response to Ms. Ayende ’s request for an updated proposal for our offices services as hearing examiners within the City of Cupertino (hereinafter “the City”). We have very much appreciated our working relationship with the City to date, and are happy to submit the following proposal for your consideration in anticipation of a new contract with the City to expire on or about June 30, 2023. As you know, our office is highly committed to affordable housing. Much of our practice is dedicated to supporting and encouraging local governments to maintain, expand and/or protect their programs which further this important societal benefit. For example, we have continued to work closely with other cities to support local initiatives such as good cause eviction ordinances and other measures related to ensuring the availability of affordable housing in the Bay Area. We have now also, in response to unique pressures that the Covid-19 pandemic has placed on rental housing, also begun providing mediation services to Bay Area cities with an eye to minimizing displacement of tenants as well. We continue to believe that our commitment and prior experience leave us uniquely suited to provide hearing examiner services to the City furthering its policy objectives. As requested, please find attached as Exhibit A to this letter our proposed scope of services, listing specific deliverables as requested. The contents of this document remain largely unchanged from the key deliverables we submitted in our December 11, 2018 proposal to the City. Since the City is now familiar with our work in this area and previously received samples of prior written decisions as part of our December 11, 2018 proposal, we are omitting resubmitting them in this proposal. However, they are available on request should they be desired by the City. Chantler Law Offices Page | 2 As requested, Exhibit B sets forth our proposed schedule of deliverables. Our office proposes that the schedule of deliverables be timed according to deadlines in the regulations and varied only in each specific case as necessary based on a finding of good cause to do so. We have clarified that the 30-day period for decision following hearing begins to run only after closure of the evidentiary record. Exhibit C to this letter provides details about the annual contract price which we propose for services rendered under this contract and sets forth our proposed hourly rate for those services. We are happy to continue to offer our services to the City at the rate charged under our prior, now-expired, contract. Our office is happy to continue to offer the City a discounted hourly rate for our services of $250.00 per hour. We would further like to proposed a modest annual increase of the discounted hourly rate of five percent (5%), commencing for appeals work undertaken by our office on or after June 30, 2021. Finally, Exhibit D to this letter provides confirmation of the insurance coverage required by the City as a condition of the proposed contract, and other administrative documents also required by the City. Please let Renee and I know if there are any further documents , or additional information, that the City requires to proceed with the proposed contract for hearing examiner se rvices. We look forward to continuing to work with the City in the future. Very Truly Yours, Derek W. Chantler Scope of Work: Provide services to the City in the capacity as a contract hearing examiner for Below Market Rate (“BMR”) program. Key Deliverables: 1.As needed, draft and publish any standing orders necessary to ensure the timely and equitable administration of any hearings required; 2.Schedule hearings in conjunction with City employees based on submission date of appeals to be considered and availability of space at City Hall and availability of staff of Chantler Law Offices; 3.Conduct evidentiary hearings at City Hall or any other location designated or approved by the City for this purpose, including virtually 4.Receive evidence submitted by the parties either prior to, or during, the hearing; 5.Research, review and apply local, state and/or federal law and regulations as necessary to adjudicate appeals under the BMR program; 6.Draft and distribute written decisions in accordance with the schedule of deliverables attached as Exhibit C to this Response to RFQ. Thirty days following the closure of the evidentiary record by the hearing examiner is to be presumptively considered a “reasonable time” in the absence of good cause to reduce or extend this deadline, unless such reduction or extension if required by provisions in the Ordinance or governing regulations for the Program adopted by the City. 7.Provide other support and legal services to the City, including but not limited to assisting in the drafting of procedures and regulations related to the BMR program ,if requested by the City. Exhibit A Schedule of Deliverables. 1.Deliverables shall be provided to the city as per the schedule specified in all relevant standing orders or regulations promulgated by the City. 2.In the event that there is no published regulation or standing order the following schedule of deliverables shall be used. To the extent consistent with published regulations, the hearing officer assigned to each matter shall have the authority to adjust this schedule upon a finding of good cause to do so. a.Within fourteen (14) days of a matter being assigned to a hearing officer the parties shall be contacted and a date and time for a hearing on the record shall be selected. The convenience of the parties and City staff is a factor to be considered when selecting a date and time for an on the record hearing. b.Within thirty (30) days of an appeal being received by the City, an on-the-record hearing will be conducted by the Hearing Examiner, absent good cause or an express waiver of the deadline by the City and the parties. c.Within thirty (30) days following the closure of the evidentiary record for any matter in which an on-the-record hearing was held, or an on-the-record decision is requested by the City or the parties, the assigned hearing officer shall complete and distribute a written decision to the City (including for the purpose of the City’s direct service on the parties) by electronic mail, and/orUSPS mail if a hard copy of the decision is requested by the City or one of the parties. Exhibit B Exhibit C – Contract Budget The contract budget for all matters undertaken by the office during the period specified shall be the total sum of thirty-seven thousand five hundred dollars ($37,500.00) per pear. The total contract budget over the proposed three-year period (up to and including June 30, 2023) shall be one hundred and twelve thousand five hundred dollars ($112,500.00). This budget reflects an initial hourly rate of Two Hundred and Fifty dollars ($250.00) per hour and annual increases of five percent (5%) subsequently applicable under the terms of this proposal shall be the rate at which the City is charged for all work hours expended by our office, up to the annual limit specified above. Anticipated out-of-pocket expenses, such as those necessary to undertake electronic legal research in connection with any particular appeal, are also chargeable against this contract budget. Exhibit C Exh. D-Insurance Requirements for Design Professionals & Consultants Contracts 1 Form Updated Sept. 2019 Consultant shall procure prior to commencement of Services and maintain for the duration of the contract, at its own cost and expense, the following insurance policies and coverage with companies doing business in California and acceptable to City. INSURANCE POLICIES AND MINIMUMS REQUIRED 1.Commercial General Liability (CGL) for bodily injury, property damage, personal injury liability for premises operations, products and completed operations, contractual liability, and personal and advertising injury with limits no less than $2,000,000 per occurrence (ISO Form CG 00 01). If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO Form CG 25 03 or 25 04) or it shall be twice the required occurrence limit. a. It shall be a requirement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be made available to the Additional Insured and shall be (i) the minimum coverage/limits specified in this agreement; or (ii) the broader coverage and maximum limits of coverage of any insurance policy, whichever is greater. b. Additional Insured coverage under Consultant's policy shall be "primary and non-contributory," will not seek contribution from City’s insurance/self-insurance, and shall be at least as broad as ISO Form CG 20 01 (04/13). c. The limits of insurance required may be satisfied by a combination of primary and umbrella or excess insurance, provided each policy complies with the requirements set forth in this Contract. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary basis for the benefit of City before the City’s own insurance or self- insurance shall be called upon to protect City as a named insured. 2.Automobile Liability: ISO CA 00 01 covering any auto (including owned, hired, and non-owned autos) with limits no less than $1,000,000 per accident for bodily injury and property damage. 3.Workers’ Compensation: As required by the State of California, with Statutory Limits and Employer’s Liability Insurance of no less than $1,000,000 per occurrence for bodily injury or disease.  Not required. Consultant has provided written verification of no employees. 4.Professional Liability for professional acts, errors and omissions, as appropriate to Consultant’s profession, with limits no less than $2,000,000 per occurrence or $2,000,000 aggregate. If written on a claims made form: a. The Retroactive Date must be shown and must be before the Effective Date of the Contract. b. Insurance must be maintained for at least five (5) years after completion of the Services. c. 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 Consultant must purchase “extended reporting” coverage for a minimum of five (5) years after completion of the Services. OTHER INSURANCE PROVISIONS The aforementioned insurance shall be endorsed and have all the following conditions and provisions: EXHIBIT D Insurance Requirements Design Professionals & Consultants Contracts Exh. D-Insurance Requirements for Design Professionals & Consultants Contracts 2 Form Updated Sept. 2019 Additional Insured Status The City of Cupertino, its City Council, officers, officials, employees, agents, servants and volunteers (“Additional Insureds”) are to be covered as additional insureds on Consultant’s CGL and automobile liability policies. General Liability coverage can be provided in the form of an endorsement to Consultant’s insurance (at least as broad as ISO Form CG 20 10 (11/ 85) or both CG 20 10 and CG 20 37 forms, if later editions are used). Primary Coverage Coverage afforded to City/Additional Insureds shall be primary insurance. Any insurance or self-insurance maintained by City, its officers, officials, employees, or volunteers shall be excess of Consultant’s insurance and shall not contribute to it. Notice of Cancellation Each insurance policy shall state that coverage shall not be canceled or allowed to expire, except with written notice to City 30 days in advance or 10 days in advance if due to non-payment of premiums. Waiver of Subrogation Consultant waives any right to subrogation against City/Additional Insureds for recovery of damages to the extent said losses are covered by the insurance policies required herein. Specifically, the Workers’ Compensation policy shall be endorsed with a waiver of subrogation in favor of City for all work performed by Consultant, its employees, agents and subconsultants. This provision applies regardless of whether or not the City has received a waiver of subrogation endorsement from the insurer. Deductibles and Self-Insured Retentions Any deductible or self-insured retention must be declared to and approved by the City. At City’s option, either: the insurer must reduce or eliminate the deductible or self-insured retentions as respects the City/Additional Insureds; or Consultant must show proof of ability to pay losses and costs related investigations, claim administration and defense expenses. The policy shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the insured or the City. Acceptability of Insurers Insurers must be licensed to do business in California with an A.M. Best Rating of A-VII, or better. Verification of Coverage Consultant must furnish acceptable insurance certificates and mandatory endorsements (or copies of the policies effecting the coverage required by this Contract), and a copy of the Declarations and Endorsement Page of the CGL policy listing all policy endorsements prior to commencement of the Contract. City retains the right to demand verification of compliance at any time during the Contract term. Subconsultants Consultant shall require and verify that all subconsultants maintain insurance that meet the requirements of this Contract, including naming the City as an additional insured on subconsultant’s insurance policies. Higher Insurance Limits If Consultant maintains broader coverage and/or higher limits than the minimums shown above, City shall be entitled to coverage for the higher insurance limits maintained by Consultant. Adequacy of Coverage City reserves the right to modify these insurance requirements/coverage based on the nature of the risk, prior experience, insurer or other special circumstances, with not less than ninety (90) days prior written notice. TEL: 818-565-5512 FAX: 818-565-5516 3110 West Empire Avenue, Burbank, CA 91504 lawyersmutual.com PROFESSIONAL LIABILITY POLICY THE DECLARATIONS ATTACHING TO AND FORMING PART OF POLICY NO.: 031317-ST-005 1.NAMED INSURED AND ADDRESS: CHANTLER LAW OFFICES PARTNERSHIP 2225 EAST BAYSHORE ROAD SUITE 200 PALO ALTO, CA 94303 2.LAWYERS WHO ARE PARTNERS OF, STOCKHOLDERS IN, OR EMPLOYEES OF THE NAMED INSURED: SEE Prior Acts Inclusion Endorsement Attached 3.PREDECESSOR FIRM: NONE 4.EFFECTIVE DATE OF THIS POLICY:08-16-2020 12:01 a.m. PDT 5.EXPIRATION DATE OF THIS POLICY:08-16-2021 12:01 a.m. PDT 6.POLICY PREMIUM:$7,993 7.LIMITS OF LIABILITY: LIMIT OF LIABILITY EACH CLAIM:$1,000,000 LIMIT OF LIABILITY POLICY AGGREGATE:$3,000,000 DEDUCTIBLE (CLAIMS EXPENSE & DAMAGES):$5,000 -See Policy Provisions for Full Description- 8.FORMS AND ENDORSEMENTS FORMING A PART OF THIS POLICY: 2020 UNIVERSAL; PAIE; TRIA-2002; CYBER THESE DECLARATIONS, 2020 UNIVERSAL AND ENDORSEMENTS AS LISTED IN ITEM 8 ABOVE, CONSTITUTE THIS POLICY, NUMBERED ABOVE. DATE OF TRANSACTION: 08-03-2020 By: Lawyers’ Mutual Insurance Company SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 08/17/2020 Hiscox Inc. d/b/a/ Hiscox Insurance Agency in CA 520 Madison Avenue 32nd Floor New York, NY 10022 (888) 202-3007 contact@hiscox.com Hiscox Insurance Company Inc 10200 DEREK CHANTLER DBA: CHANTLER LAW OFFICE 444 BELL ST PALO ALTO, CA 94303 X X A X Y UDC-2185333-CGL-20 02/26/2020 02/26/2021 2,000,000 100,000 5,000 0 4,000,000 S/T Gen. Agg Law Firm City of Cupertino 10300 Torre Ave Cupertino CA 95014 Renewal Policy Page 56 of 58U99 (09-17) Certificate of Insurance Named Insured and Address: (12:01 A.M. Local Time)(12:01 A.M. Local Time) Description of Vehicle: Description of Vehicle: COVERAGE LIMITS OF COVERAGE LIMITS OF COVERAGE Bodily Injury Liability $M and $M M (Each Person)(Each Occurrence) Property Damage Liability $ (Each Occurrence) INTERESTED PARTY We agree to provide you with written notice of termination in the event this policy becomes cancelled. Notice provided may be more than ten (10) days, but not less than ten (10) days. Name and Address: This Certificate of Insurance does not amend, extend, or alter the coverage afforded by this policy. During the term of coverages provided, the Company and the insured shall be bound by the provisions of the policy (or policies) of insurance in current use by the Company in the state. This is to certify that the captioned policy includes the limits specified herein for each person and for each occurrence under the Bodily Injury Liability Coverage; the limits specified herein for each occurrence under the Property Damage Liability Coverage. GEICO INDEMNITY COMPANY 07-09-20DEREK W CHANTLER AND RUTHIE R CHANTLER 444 BELL ST E PALO ALTO CA 94303-1509 4134-06-73-72 08-12-20 02-12-21 CITY OF CUPERTINO 10300 TORRE AVE CUPERTINO CA 95014 P.O. Box 509090 San Diego, CA 92150-9090 Date of Certificate: Policy Number: Policy Period: $ M and $ (Each Person)(Each Occurrence) $ (Each Occurrence) to 17 TOYOTA JTMDJREV8HD120902 500 1MM 100M Revised 1.01.19 Contractor/Consultant Affidavit of No Employees State of California County of Santa Clara City of Cupertino I, the undersigned, declare as follows: I am an independent contractor and the owner of . I wish to enter into a services contract with the City of Cupertino. I am fully aware of the provisions of section 3700 of the California Labor Code, which requires every employer to provide Workers' Compensation coverage for employees in accordance with the provisions of that Code. I am also aware that I must provide proof of workers’ compensation insurance to the City of Cupertino for any and all employees I may have, pursuant to Section 12 of the City of Cupertino’s contract. I hereby certify that I do not have any employees nor will I have any employees working for me or my business during the term of any service contract with the City of Cupertino. I am not required to have Workers’ Compensation insurance. I declare under penalty of perjury under the laws of the State of California that the foregoing is true and correct. Executed on this ____day of ____________, 2019, at , California. ______________________________ PRINT NAME ______________________________ SIGNATURE Chantler Law Offices 21st August, 2020 East Palo Alto Derek Chantler Chantler Law Offices - BMR Hearing officer Final Audit Report 2020-09-04 Created:2020-08-31 By:Abby Ayende (AbigailA@cupertino.org) Status:Signed Transaction ID:CBJCHBCAABAA5BFy9M8VFbMoxISg_UgBsHlUC2MIZcqF "Chantler Law Offices - BMR Hearing officer" History Document created by Abby Ayende (AbigailA@cupertino.org) 2020-08-31 - 4:47:44 PM GMT- IP address: 108.204.1.114 Document emailed to Araceli Alejandre (aracelia@cupertino.org) for approval 2020-08-31 - 4:51:04 PM GMT Document approved by Araceli Alejandre (aracelia@cupertino.org) Approval Date: 2020-08-31 - 9:50:58 PM GMT - Time Source: server- IP address: 73.170.27.253 Document emailed to Derek Chantler (derek@chantlerlaw.com) for signature 2020-08-31 - 9:51:00 PM GMT Document e-signed by Derek Chantler (derek@chantlerlaw.com) E-signature obtained using URL retrieved through the Adobe Sign API Signature Date: 2020-08-31 - 9:54:55 PM GMT - Time Source: server- IP address: 98.234.106.105 Document emailed to Heather M. Minner (heatherm@cupertino.org) for signature 2020-08-31 - 9:54:57 PM GMT Email viewed by Heather M. Minner (heatherm@cupertino.org) 2020-09-04 - 6:10:00 PM GMT- IP address: 198.240.121.182 Document e-signed by Heather M. Minner (heatherm@cupertino.org) Signature Date: 2020-09-04 - 6:10:36 PM GMT - Time Source: server- IP address: 52.39.49.65 Document emailed to Benjamin Fu (benjaminf@cupertino.org) for signature 2020-09-04 - 6:10:38 PM GMT Email viewed by Benjamin Fu (benjaminf@cupertino.org) 2020-09-04 - 6:21:40 PM GMT- IP address: 104.47.73.126 Document e-signed by Benjamin Fu (benjaminf@cupertino.org) Signature Date: 2020-09-04 - 6:22:17 PM GMT - Time Source: server- IP address: 24.130.171.172 Document emailed to Kirsten Squarcia (kirstens@cupertino.org) for signature 2020-09-04 - 6:22:19 PM GMT Document e-signed by Kirsten Squarcia (kirstens@cupertino.org) Signature Date: 2020-09-04 - 7:10:20 PM GMT - Time Source: server- IP address: 69.110.137.176 Signed document emailed to Derek Chantler (derek@chantlerlaw.com), cyrahc@cupertino.org, Abby Ayende (AbigailA@cupertino.org), Heather M. Minner (heatherm@cupertino.org), and 3 more 2020-09-04 - 7:10:20 PM GMT