HomeMy WebLinkAboutReso 236.03 AgmtShryLndStratgPlRESOLUTION NOo 236 - 03
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
APPROVING AN AGREEMENT WITH SHERRY L. LUND ASSOCIATES
FOR THE CITY OF DUBLIN'S STRATEGIC PLANNING PROCESS
WHEREAS; the City of Dublin (hereinafter referred to as "City") when through a consultant
selection process for the City's Strategic Planning Process and Sherry L. Lurid Associates (hereinafter
referred to as "CONSULTANT") was the recommended CONSULTANT, and
WIIEREAS; the CONSULTANT agrees to perform the scope of services identified in Exhibit A
of the contract; and
WHEREAS; the CONSULTANT will perform these services at the rate outlined in Exhibit B of
the contract.
NOW, THEREFORE BE IT RESOLVED that the City Council of the City of Dublin does
hereby approve the agreement with Sherry L. Lund Associates, attached hereto.
BE IT FURTHER RESOLVED that the Mayor is authorized to execute the agreement.
PASSED, APPROVED AND ADOPTED this 16th day of December, 2003.
AYES:
COuncilmembers McCormick, Oravetz, Sbranti and Zika, and Mayor Lockhart
NOES: None
ABSENT: None
ABSTAIN: None
ATTEST:
Deputy City Clerk
G:\CC-MTGSX2003-qtr4~Dec\12-16-03Xreso-strat plng consul, doc (Item 7.2)
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CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND .
SHERRY L. LUND ASSOCIATES
THIS AGREEMENT for consulting services is made by and between the City of Dublin ("City") and
Sherry L. Lund Associates ("Consultant")as of~ lb, 200~ .
Section 1. SERVICES. Subject to the terms and conditions set forth in this Agreement, Consultant
shall provide to City the services described in the Scope of Work attached as Exhibit A at the time and
place and in the manner specified therein. In the event of a conflict in or inconsistency between the terms
of this Agreement and Exhibit A, the Agreement shall prevail.
1.1 Term of Services. The term of this Agreement shall begin on the date first noted above,
the date of completion specified in Exhibit A, and Consultant shall complete the work
described in Exhibit A prior to that date, unless the term of the Agreement is otherwise
terminated or extended, as provided for in Section 8. The time provided to Consultantto
complete the services required by this Agreement shall not affect the City's right to
terminate the Agreement, as provided for in Section 8.
1.2 'Standard of Performance. Consultant shall perform all services required pursuant to this
Agreement in the manner and according to the standards observed by a competent
practitioner of the profession in which Consultant is engaged in the geographical area in
which Consultant practices its profession. Consultant shall prepare all work products
required by this Agreement in a substantial, first-class manner and shali conform to the
standards of quality normally observed by a person practicing in Consultant's profession.
1.3 Assiqnment of PersonneL Consultant shall assign only competent personnel to perform
services pursuant to this Agreement. In the event that City, in its sole discretion, at any
time during the term of this Agreement, desires the reassignment of any such persons,
Consultant shall, immediately upon receiving notice from City of such desire of City,
reassign such person or persons.
1.4 Time. Consultant shall devote such time to the performance of services pursuant to this
Agreement as may'be reasonably necessary to meet the standard of performance
provided in Section 1.1 above and to satisfy Consultant's obligations hereunder.
Section 2. COMPENSATION. City hereby agrees to pay Consultant a sum not to exceed $15,000,
notwithstanding any contrary indications that may be contained in Consultant's proposal, for services to be
performed and reimbursable costs incurred under this Agreement. In the event of a conflict between this
Agreement and Consultant's proposal, attached as Exhibit S, regarding the amount of compensation, the
Agreement shall prevail. City shall pay Consultant for services rendered pursuant to this Agreement at the
time and in the manner set forth herein. The payments specified below shall be the only payments from
City to Consultant for services rendered pursuant to this Agreement. Consultant shall submit all invoices to
City in the manner specified herein. Except as specifically authorized by City, Consultant shall not bill City
for duplicate services performed by more than one person.
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates
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Consultant and City acknowledge and agree that compensation paid by City to Consultant under this
Agreement is based upon Consultant's estimated costs of providing the services required hereunder,
including salaries and benefits of employees and subcontractors of Consultant. Consequently, the parties
further agree that compensation hereunder is intended to include the costs of contributions to any pensions
and/or annuities to which Consultant and its employees, agents, and subcontractors may be eligible. City
therefore has no responsibility for such contributions beyond compensation required under this Agreement.
2.1 Invoices. Consultant shall submit invoices, not more often than once a month during the
term of this Agreement, based on the cost for services performed and reimbursable costs
incurred prior to the invoice date. Invoices shall contain the following information:
· Serial identifications of progress bills; i.e., Progress Bill No.1 for the first invoice,
etc.;
· The beginning and ending dates of the billing period;
· A Task Summary containing the original contract amount, the amount of prior
billings, the total due this period, the balance available under the Agreement, and
the percentage of completion;
· At City's option, for each work item in each task, a copy of the applicable time
entries or time sheets shall be submitted showing the name of the person doing
the work, the hours spent by each person, a brief description of the work, and
each reimbursable expense;
r The total number of hours of work performed under the Agreement by Consultant
and each empioyee, agent, and subcontractor of Consultant performing services
hereunder, as well as a separate notice when the total number of hours of work by
Consultant and any individual employee, agent, or subcontractor of Consultant
reaches or exceeds 800 hours, which shall include an estimate of the time
necessary to complete the work described in Exhibit B;
· The Consultant's signature.
2.2 Monthlv Payment. City shall make monthly payments, based on invoices received, for
services satisfactorily performed, and for authorized reimbursable costs incurred. City
shall have 30 days from the receipt of an invoice that complies with all of the requirements
above to pay Consultant.
2.3 Final Payment. City shall pay the last 10% of the total sum due pursuant to this
Agreement within sixty (60) days after completion of the services and submittal to City of a
final invoice, if all services required have been satisfactorily performed.
2.4 Total Payment. City shall pay for the services to be rendered by Consultant pursuant to
this Agreement. City shall not pay any additional sumfor'any expense or cost whatsoever
incurred by Consultant in rendering services pursuant to this Agreement. City shall make
no payment for any extra, further, or additional service pursuant to this Agreement.
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates
December 16, 2003
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In no event shall Consultant submit any invoice for an amount in excess of the maximum
amount of compensation provided above 'either for a task or for the entire Agreement,
unless the Agreement is modified prior to the submission of such an invoice by a properly
executed change order or amendment.
2.5 Hourly Fees. Fees for work performed by Consultant on an hourly basis shall not exceed
the amounts shown on the following fee schedule:
2.6 Reimbursable Expenses. Reimbursable expenses are included in the total amount of
compensation provided under this Agreement that shall not be exceeded.
2.7 Payment of Taxes. Consultant is solely responsible for the payment of employment taxes
incurred under this Agreement and any similar federal or state taxes.
2.8 Payment upon Termination. In the event that the City or Consultant terminates this
Agreement pursuant to Section 8, the City shall compensate the Consultant for all
outstanding costs and reimbursable expenses incurred for work satisfactorily completed as
of the date of written notice of termination. Consultant shall maintain adequate logs and
timesheets in order to verify costs incurred to that date.
2.9 Authorization to Perform Services. The Consultant is not authorized to perform any
services or incur any costs whatsoever under the terms of this Agreement until receipt of
authorization from the Contract Administrator.
Section 3. FACILITiES AND EQUIPMENT. Except as set forth herein, Consultant shall, at its sole
cost and expense, provide all facilities and equipment that may be necessary to perform the services
required by this Agreement. City shall make available to Consultant only the facilities and equipment listed
in this section, and only under the terms and conditions set forth herein.
City shall furnish physicfll facilities such as desks, filing cabinets, and conference space, as may be
reasonably necessary for Consultant's use while consulting with City employees and reviewing records and
the information in possession of the City. The location, quantity, and time of furnishing those facilities shall
be in the sole discretion of City. In no event shall City be obligated to fumish any facility that may involve
incurring any direct expense, including but not limited to computer, long-distance telephone or other
communication charges, vehicles, and reproduction facilities.
Section 4. INSURANCE REQUIREMENTS. Before beginning any work under this Agreement,
Consultant, at its own cost and expense, shall procure "occurrence coverage" insurance against claims for
injuries to persons or damages to property that may arise from or in connection with the performance of the
work hereunder by the Consultant and its agents, representatives, employees, and subcontractors.
Consultant shall provide proof satisfactory to City of such insurance that meets the requirements of this
section and under forms of insurance satisfactory in all respects to the City'. Consultant shall maintain the
insurance policies required by this section throughout the term of this Agreement. The cost of such
insurance shall be included in the Consultant's bid. Consultant shall not allow any subcontractor to
commence work on any subcontract until Consultant has obtained all insurance required herein for the
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates
December 16,2003
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subcontractor(s) and provided evidence thereof to City. Verification of the required insurance shall be
submitted and made part of this Agreement prior to execution.
4.2 Commercial General and Automobile Liability Insurance.
4.2.1 General requirements. Consultant, at its own cost and expense, shall maintain
commercial general and automobile liability insurance for the term of this
Agreement in an amount not less than ONE MILLION DOLLARS ($1,000,000.00)
per occurrence, combined single limit coverage for risks associated with the work
contemplated by this Agreement. If Commercial General Liability Insurance or an
Automobile Liability form or other form with a general aggregate limit is used,
either the general aggregate limit shall apply separately to the work to be
performed under this Agreement or the general aggregate limit shall be at least
twice the required occurrence limit. Such coverage shall include but shall not be
limited to, protection against claims arising from bodily and personal injury,
including death resulting therefrom, and damage to property resulting from
activities contemplated under this Agreement, including the use of owned and non-
owned automobiles.
4.2.2 Minimum scone of coveraae. Commercial general coverage shall be at least as
broad as Insurance Services Office Commercial General Liability occurrence form
CG 0001 (ed. 11/88) or Insurance Services Office form number GL 0002 (ed. 1/73)
covering comprehensive General Liability and insurance Services Office form
number GL 0404 covering Broad Form Comprehensive General Liability,
Automobile coverage shall be at least as broad as Insurance Services Office
Automobile U~bility form CA 0001 (ed. 12/90) Code 1 ("any auto"), No
endorsement shall be attached limiting the coverage.
4.2.3 Additional requirements. Each of the following shall be included in the
insurance coverage or added as an endorsement to the policy:
a. An endorsement shall state that coverage shall not be suspended, voided,
canceled by either party, 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 City.
4.4 All Policies Requirements.
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates
December 16, 2003
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4.4.1 Acceptability of insurers. All insurance required by this section is to be placed
with insure;rs with a Bests' rating of no less than A:VII.
4.4.2 Verification of coveraqe. Prior to beginning any work under this Agreement,
Consultant shall furnish City with copies of certificates of insurance and with
endorsements effecting coverage required herein. The City reserves the right to
require complete, certified copies of all required insurance policies, at any time.
4.4.3 Subcontractors. Consultant shall include all subcontractors as insureds under its
policies or shall furnish separate certificates and endorsements for each
subcontractor. All coverages for subcontractors shall be subject to all of the
requirements stated herein.
4.4.4 Variation. The City may approve a variation in the foregoing insurance
requirements, upon a determination that the coverages, scope, limits, and forms of
such insurance are either not commercially available; or that the City's interests
are otherwise fully protected.
4.4.5 Deductibles and Self.lnsured Retentions. Consultant shall disclose to and
obtain the approval of City for the self-insured retentions and deductibles before
beginning any of the services or work called for by any term of this Agreement.
During the period covered by this Agreement, only upon the prior express written
authorization of Contract Administrator, Consultant may increase such deductibles
or self-insured retentions with respect to City, its officers, employees, agents, and
volunteers. The Contract Administrator may condition approvai of an increase in
deductible or self-insured retention levels with a requirement that Consultant
procure a bond, guaranteeing payment of losses and related investigations, claim
administration, and defense expenses that is satisfactory in all respects to each of
them.
4.4.6 Notice of Reduction in CoveraQe. In the event that any coverage required by
this section is reduced, limited, or materially affected in any other manner,
Consultant shall provide written notice to City at Consultant's earliest possible
opportunity and in no case later than five days after Consultant is notified of the
change in coverage.
4.5 Remedies. In addition to any other remedies City may have if Consultant fails to provide
or maintain any insurance policies or policy endorsements to the extent and within the time
herein required, City may, at its sole option exercise any of the following remedies, which
are alternatives to other remedies City may have and are not the exclusive remedy for
Consultant's breach: .
· Obtain such insurance and deduct and retain the amount of the premiums for such
insurance from any sums due under the Agreement;
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates
December 16,2003
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· Order Consultant to stop work under this Agreement or withhold any paymenUhat _
becomes due to Consultant hereunder, or both stop work and withhold any payment,
until Consultant demonstrates compliance with the requirements hereof; and/or
· Terminate this Agreement.
Section 5. INDEMNIFICATION AND CONSULTANT'S RESPONSIBILITIES. Consultant shall
indemnify, defend with counsel selected by the City, and hold harmless the City and its officials, officers,
employees, agents, and volunteers from and against any and all losses, liability, claims, suits, actions,
damages, and causes of action arising out of any personal injury, bodily injury, loss of life, or damage to
property, or any violation of any federal, state, or municipal law or ordinance, to the extent caused, in whole
or in part, by the willful misconduct or negligent acts or omissions of Consultant or its employees,
subcontractors, or agents, by acts for which they could be held strictly liable, or by the quality or character
of their work. The foregoing obligation of Consultant shall not apply when (1) the injury, loss of life, damage
to property, or violation of law arises wholly from the negligence or willful misconduct of the City or its
officers, employees, agents, or volunteers and (2) the actions of Consultant or its employees,
subcontractor, or agents have contributed in no part to the injury, loss of life, damage to property, or
violation of law. It is understood that the duty of Consultant to indemnify and hold harmless includes the
duty to defend as set forth in Section 2778 of the California Civil Code. Acceptance by City of insurance
certificates and endorsements required under this Agreement does not relieve Consultant from liability
under this indemnification and hold harmless clause. This indemnification and hold harmless clause shall
apply to any damages or claims for damages whether or not such insurance policies shall have been
determined to apply. By execution of this Agreement, Consultant acknowledges and agrees to the
provisions of this Section and that it isa material element of consideration.
In the event that Consultant or any employee, agent, or subcontractor of Consultant providing services
under this Agreement is determined by a court of competent jurisdiction or the California Public Employees
Retirement System (PERS) to be eligible for enrollment in PERS as an employee of City, Consultant shall
indemnify, defend, and hold harmless City for the payment of any employee and/or employer contributions
for PERS benefits on behalf of Consultant or its employees, agents, or subcontractors, as well as for the
payment of any penalties and interest on such contributions, which would otherwise be the responsibility of
City.
Section 6.
STATUS OF CONSULTANT.
6.1
Independent Contractor. At all times during the term of this Agreement, Consultant shall
be an independent contractor and shall not be an employee of City. City shall have the
right to control Consultant only insofar as the Jesuits of Consultant's services rendered
pursuant to this Agreement and assignment of personnel pursuant to Subparagraph 1.3;
however, otherwise City shall not have the right to control the means by which Consultant
accomplishes services rendered pursuant to this Agreement. Notwithstanding any other
City, state, or federal policy, rule, regulation, law, or ordinance to the contrary, Consultant
and any of its employees, agents, and subcontractors providing services under this
Agreement shall not qualify for or become entitled to, and hereby agree to waive any and
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates
December 16, 2003
Page 6 of 11
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all claims to, any compensation, benefit, or any incident of employment by City, including
but not limited to eligibJJ!ty to enroll in the California Public Employees, Retirement System
(PERS) as an employee of City and entitlement-to any contribution to be paid by City for
employer contributions and/or employee contributions for PERS benefits.
6.2 Consultant No A~ent. Except as City may specify in writing, Consultant shall have no
authority, express or implied, to act on behalf of City in any capacity whatsoever as an
agent. Consultant shall have no authority, express or implied, pursuant to this Agreement
to bind City to any obligation whatsoever.
Section 7. LEGAL REQUIREMENTS.
7.1 Governin~ Law. The laws of the State of California shall govem this Agreement.
7.2 Compliance with Applicable Laws. Consultant and any subcontractors shall comply with
all laws applicable to the performance of the work hereunder.
7.3 Other Governmental Requlations. To the extent that this Agreement may be funded by
fiscal assistance from another governmental entity, Consultant and any subcontractors
shall comply with all applicable rules and regulations to which City is bound by the terms of
such fiscal assistance program.
7.4 Licenses and Permits. Consultant represents and warrants to City that Consultant and
its employees, agents, and any subcontractors have all licenses, permits, qualifications,
and approvals of whatsoever nature that are legally required to practice their respective
professions. Consultant represents and warrants to City that Consultant and its
employees, agents, any subcontractors shall, at their sole cost and expense, keep in effect
at all times during the term of this Agreement any licenses, permits, and approvals that are
legally required to practice their respective professions. In addition to the foregoing,
Consultant and any subcontractors shall obtain and maintain during .the term of this
Agreement valid Business Licenses from City.
7.5 Nondiscrimination and Equal Opportunity. Consultant shall not discriminate, on the
basis of a person's race, religion, color, national origin, age, physical or mental handicap or
disability, medical condition, marital status, sex, or sexual orientation, against any
employee, applicant for employment, subcontractor, bidder for a subcontract, or participant
in, recipient of, or applicant for any services or programs provided by Consultant under this
Agreement. Consultant shall comply with all applicable federal, state, and local laws,
policies, rules, and requirements related to equal opportunity and nondiscrimination in
employment, contracting, and the provision of any services that are the subject of this
Agreement, including but not limited to the satisfaction of any positive obligations required
of Consultant thereby.
Consultant shall include the provisions of this Subsection in any subcontract approved by
the Contract Administrator or this Agreement.
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates
December 16,2003
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Section 8.
TERMINATION AND MODIFICATION.
8.1
Termination. City may cancel this Agreement at any time and without cause upon written
notification to Consultant.
Consultant may cancel this Agreement upon 30 days' written notice to City and shall
include in such notice the reasons for cancellation.
In the event of termination, there shall be no charge to City if a Y2 day or longer consulting
date can be mutually rescheduled by Consultant and City within 3 weeks of the original
date; if the session cannot be rescheduled during this time frame, the cancellation
schedule applies. Fees for cancellation (or rescheduling as previously described) for any
reason are applied on the following schedule, which reflects both advance preparation and
exclusive holding of a date for City: 6 weeks in advance - 25% fee; 5 weeks in advance-
50% fee; 4 weeks in advance - 100% fee.
8.2 Extension. City may, in its sole and exclusive discretion, extend the end date of this
Agreement beyond that provided for in Subsection 1.1. Any such extension shall require a
written amendment to this Agreement, as provided for herein. Consultant understands and
agrees that, if City grants such an extension, City shall have no obligation to provide
Consultant with compensation beyond the maximum amount provided for in this
Agreement. Similarly, unless authorized by the Contract Administrator, City shall have no
obliaation to reimburse Consultant for any otherwise reimbursable eXDenses incurred
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during the extension period,
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the
parties.
8.4 AssiQnment and Subcontractinq. City and Consultant recognize and agree that this
Agreement contemplates personal performance by Consultant and are based upon a
determination of Consultant's unique personal competence, experience, and specialized
personal knowledge. Moreover, a substantial inducement to City for entering into this
Agreement was and is the professional reputation and competence of Consultant.
Consultant may not assign this Agreement or any interest therein without the prior written
approval of the Contract Administrator. Consultant shall not subcontract any portion of the
performance contemplated and provided for herein, other than to the subcontractors noted
in the proposal, without prior written approval of the Contract Administrator.
8.5 Survival. All obligations arising prior to the termination of this Agreement and all
provisions of this Agreement allocating liability between City and Consultant shall survive
the termination of this Agreement.
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates
December 16, 2003
Page 8 of 11
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Section 9. KEEPING AND STATUS OF RECORDS.
9.1 Records Created as Part of Consultant's Performance. All reports, data, maps,
models, charts, studies, surveys, photographs, memoranda, plans, studies, specifications,
records, files, or any other documents or materials, in electronic or any other form, that
Consultant prepares or obtains pursuant to this Agreement and that relate to the matters
covered hereunder shall be the property of the City. Consulta'nt hereby agrees to deliver
those documents to the City upon termination of the Agreement. It is understood and
agreed that the documents and other materials, including but not limited to those described
above, prepared pursuant to this Agreement are prepared specifically for the City and are
not necessarily suitable for any future or other use. City and Consultant agree that, until
final approval by City, all data, plans, specifications, reports and other documents are
confidential and will not be released to third parties without prior written consent of both
parties. Consultant may retain all original interview notes produced during the course of
this Agreement. All intellectual property of Consultant developed prior to this Agreement
and used in the scope of this Agreement will remain the sole property of Consultant with all
rights reserved.
9.2 Consultant's Books and Records. Consultant shall maintain any and all ledgers, books
of account, invoices, vouchers, canceled checks, and other records or documents
evidencing or relating to charges for services or expenditures and disbursements charged
to the City under this Agreement for a minimum of three (3) years, or for any longer period
required by law, from the date of final payment to the Consultant to this Agreement.
9.3 inspection and Audit of Records. Anv records or documents that Section 9.2 of this
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Agreement requires Consultant to maintain shall be made available for inspection, audit,
and/or copying8t any time during regular business hours, upon oral or written request of
the City. Under California Government Code Section 8546.7, if the amount of public funds
expended under this Agreement exceeds TEN THOUSAND DOLLARS ($10,000.00), the
Agreement shall be subject to the examination and audit of the State Auditor, at the
request of City or as part of any audit of the City, for a period of three (3) years after final
payment under the Agreement.
Section 10 MISCELLANEOUS PROVISIONS.
10.1 Attornevs' Fees. If a party to this Agreement brings any action, including an action for
declaratory relief, to enforce or interpret the provision of this Agreement, the prevailing
party shall be entitled to reasonable attorneys' fees in addition to any other relief to which
that party may be entitled. The court may set such fees in the same action or in a
separate action brought for that purpose.
10.2 Venue. In the event that either party brings any action against the other under this
Agreement, the parties agree that trial of such action shall be vested exclusively in the
state courts of California in the County of Alameda or in the United States District Court for
the Northern District of California.
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates'
December 16, 2003
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10.3 Severability. If a court of competent jurisdiction finds or rules that any provision of this
Agreement is invalid, void, or unenforceable, the provisions of this Agreement not so
adjudged shall remain in full force and effect. The invalidity in whole orin part of any
provision of this Agreement shall not void or affect the validity of any other provision of this
Agreement.
10.4 No Implied Waiver of Breach. The waiver of any breach of a specific provision of this
Agreement does not constitute a waiver of any other breach of that term or any other term
of this Agreement.
10.5 Successors and Assh:ms. The provisions of this Agreement shall inure to the benefit of
and shall apply to and bind the successors and assigns of the parties.
10.6 Use of Recycled Products. Consultant shall prepare and submit all reports, written
studies and other printed material on recycled paper to the extent it is available at equal or
less cost than virgin paper.
10.7 Conflict of Interest. Consultant may serve other clients, but none whose activities within
the corporate limits of City or whose business, regardless of location, would place
Consultant in a "conflict of interest," as that term is defined in the Political Reform Act,
codified at California Government Code Section 81000 ef seq.
Consultant shall not employ any City officia! in the work performed pursuant to this
Agreement. No officer or employee of City shall have any financial interest in this
Agreement that would violate California Government Code Sections 1090 et seq.
Consultant hereby warrants that it is not now, nor has it been in the previous twelve (12)
months, an employee, agent, appointee, or official of the City. If Consultant was an
employee, agent, appointee, or official of the City in the previous twelve months,
Consultant warrants that it did not participate in any manner in the forming of this
Agreement. Consultant understands that, if this Agreement is made in violation of
Government Code S1090 et.seq., the entire Agreement is void and Consultant will not be
entitled to any compensation for services performed pursuant to this Agreement, including
reimbursement of expenses, and Consultant will be required to reimburse the City for any
sums paid to the Consultant. Consultant understands that, in addition to the foregoing, it
may be subject to criminal prosecution for a violation of Government Code S 1090 and, if
applicable, will be disqualified from holding public office in the State of California.
10.8 Solicitation. Consultant agrees not to solicit business at any meeting, focus group, or
interview related to this Agreement, either orally or through any written materials.
10.9 Contract Administration. This Agreement shall be administered by City Manager
("Contract Administrator"). All correspondence shall be directed to or through the Contract
. Administrator or his or her designee.
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates
December 16, 2003
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10.10 Notices. Any written notice to Consultant shall be sent to:
Sherry L. Lund Associates
247 La Cuesta Drive
Portola Valley, CA 94028
Any written notice to City shall be sent to:
Richard C.Ambrose, City Manager
100 Civic Plaza
Dublin, CA 94568
10.11 Inteqration. This Agreement, including the scope of work attached hereto and
incorporated herein as Exhibit A, represents the entire and integrated agreement between
City and Consultant and supersedes all prior negotiations, representations, or agreements,
either written or oral.
CITY OF DUBLIN
CONSULTANT
~
Janet Lockhart, Mayor
Attest:
Kay Keck, City Clerk
Approved as to Form:
Elizabeth H. Silver, City Attomey
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates
December 16, 2003
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EXHIBIT A
SCOPE OF SERVICES
Sherry L. Lund Associates will provide consulting services to The City of Dublin. The focus of
responsibility will be design and facilitation of a strategic planning process.
Sherry L. Lund Associates (Consultant) Responsibilities:
1. Gather background information
· Review relevant City documents.
· Conduct advance individual background interviews with City Council members and
City of Dublin Executive Staff.
· Provide summary of group themes, analysis, and recommendations for the strategic
planning process based on [mdings.
2. Design a strategic planning process that can be integrated with the existent project
planning and budgeting systems. Major elements of the process include getting
agreement on:
a. Mission
b. Vision
c. Values
d. 4-6 Overarching Strategies
3. Design and facilitation of a one-day strategic planning session for the City Council and
the Executive Staff, including:
[; Consult with Staff 011 trend data or any other information that they assemble and
present.
.. Provide advance agenda to participants and prework assignment, if any.
· Conduct design review meeting with City Manager and Asst. City Manager;
· Provide post-session written summary of decisions and action items.
· Provide session evaluation and evaluation summary.
4. Consult on linkages between City strategy, tactical project planning/prioritization,
and budgeting processes.
5. Overall project management.
All intellectual property of Sherry L. Lund Associates developed prior to this contract'and
used in the scope of this contract will remain the sole property of Sherry L. Lund Associates
with all rights reserved.
City of Dublin (Client) Responsibilities
1. Make relevant documents available that would inform the background-gathering process,
e.g., brochures, plans, and previous meeting summaries.
2. Make City Council and City Executive Staff members available as needed to plan and
complete the strategic planning process.
3. Provide coordination and support in scheduling individual meetings.
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates--Exhibit A
December 16, 2003
Page 1 of 2
1~ In Icp
o
4. Provide meeting space, A-V equipment, and meals for the one-day strategic planning
seSSIOn.
S. Provide relevant data and content on key City topics, e.g., trends in population, business,
employment, housing, transportation, public safety, revenue, social/cultural life, etc.
6. Wholly own the process of writing, editing, graphics, and printing for a formal plan
document, should one be produced.
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates--Exhibit A
December 16, 2003
Page 2 of 2
15{>O I ttl
EXHIBIT B
COMPENSATION SCHEDULE
1. The City of Dublin will pay Consultant at the discounted government/non-profit rate of
$210.00 per hour upon completion of services performed pursuant to Exhibit A of this
Agreement.
2. Consultant shall invoice The City of Dublin on a monthly basis providing a detailed
accounting of time and service provided. The City of Dublin will provide payment to
Consultant within 30 days of invoicing.
3. Payment under the terms of this Agreement will not exceed the total amount of $15,000
(The Scope of Services as presented is estimated at 59 hours or $12,390.00).
4. This estimate is based on the best projection ofthe work as outlined in Exhibit A. If
Client changes the project scope or does not meet deadlines and/or responsibilities as
outlined that impact Consultant time, Consultant will inform Client of the impact on costs
prior to work being performed, and actual time required for this proj ect will be charged
by the Consultant.
5. The bulk ofthe strategic planning process needs to be completed by January 23, 2004.
6. Cancellation/Rescheduling Policy: There is no charge made if a % day or longer
consulting date can be mutually rescheduled by Client and Consultant within 3 weeks of
the original date; if the session cannot be rescheduled during this time frame, the
cancellation schedule applies. Fees for cancellation (or rescheduling as previously
described) for any reason are applied on the following schedule, which reflects both
advance preparation and exclusive holding of a date for a client: 6 weeks in advance -
25% fee; 5 weeks in advance - 50% fee; 4 weeks in advance - 100% fee. A 100%
cancellation charge will apply to individual meetings that are not cancelled with 24 hours
prior notice. Materials will be charged according to their cost accrued at time of
cancellation; there will be no charge for materials that can be re-used if a session is
rescheduled.
Consulting Services Agreement between
City of Dublin and Sherry L. Lund Associates-Exhibit B
December 16, 2003
Page 1 of 1
CITY OF DUBLIN
BUDGET CHANGE FORM
I LP o6llP
CHANGE FORM #
New Appropriations (City Council Approval Required):
Budget Transfers:
_X_From Unappropriated Reserves
(If Other than General Fund, Fund No -
From New Revenues
From Budgeted Contingent Reserve (10800-799.000)
Within Same Department Activity
Between Departments (City Council Approval Required)
. Other
Name:
Name: General Fund - City Council -
Professional Services
$ 15,000
Account #:
Name:
Account #: 001-10 100- 741-000
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Name:
Account #:
Account #:
ASD/Fin Mgr
-
V, {}
-~'i,............c-t'",-
\\I'\__..--./~
Date:
\~~ 1\ b\ ..
Signature
REASON FOR BUDGET CHANGE ENTRY: The proposed budget change is to fund a Strategic Planning
Process.
City Manager:
Date:
Signature
As approved at the City Council Meeting on: Date:
Mayor:
Date:
Signature
Posted By:
Date:
Signature
H:\CC-FORMSiFORM-budget ch""ge.doc
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