HomeMy WebLinkAboutReso 194-04 FacilitiesFeasStudy
RESOLUTION NO. 194 - 04
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF DUBLIN
*********
APPROVING AN AGREEMENT WITH THE SPORTS MANAGEMENT GROUP
FOR PROFESSIONAL SERVICES TO PREPARE A FACILITIES FEASffiLITY STUDY
WHEREAS, the Parks and Recreation Master Plan and the Emerald Glen Park Master Plan include
new facilities at Emerald Glen Park including a Recreation Center, Aquatic Center and Community Center;
and
WHEREAS, the City Council directed Staff to plan for the demolition of the Shannon Community
Center and the construction of a new Community Center on the existing site; and
WHEREAS, the City Council directed Staff to conduct a programming study for the Shannon
Community Center and Emerald Glen Park Community Center; and
WHEREAS, the 2004~2005 City Council Goals and Objectives identifies a high priority goal to
explore trends, local market opportunities and determine the community's preferred components for a new
recreation/aquatic complex, as well as a financial analysis to determine the estimated construction and
operational costs of a state-of-the-art recreation/aquatic complex; and
WHEREAS, The Sports Management Group has demonstrated they have adequate ability to
conduct research and prepare a Facilities Feasibility Study; and
WHEREAS, the Consultant is available to perform work as specified in the scope of services;
NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does
approve the Agreement with the above mentioned firm, attached hereto as Exhibit A.
BE IT FURTHER RESOLVED that the Mayor is authorized to execute the Agreement.
PASSED, APPROVED AND ADOPTED this 21st day of September, 2004.
AYES: Councilmembers Oravetz, McCormick, Sbranti, Zika and Mayor Lockhart
NOES: None
ABSENT: None
ABSTAIN: None
Mayor
ATTEST:
K2/G/9-21..()4/reso-SportsMgmtGroup (Item 8.2)
CONSULTING SERVICES AGREEMENT BETWEEN
THE CITY OF DUBLIN AND THE SPORTS MANAGEMENT GROUP
THIS AGREEMENT for consulting services is made by and between the City of Dublin ("City") and
The Sports Management Group ("Consultant") as of September 21, 2004.
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
and shall end on 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 Consultant to 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 shall conform to the
standards of quality normally observed by a person practicing in Consultant's profession.
1.3 Assianment 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 $58,500
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 A, 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 The Sports Management Group
September 7,2004
Page 1 of 13
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
billíngs, 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;
· The total number of hours of work performed under the Agreement by Consultant
and each employee, 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 A;
· The Consultant's signature.
2.2 Monthly 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 sum for 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.
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,
Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 7, 2004
Page 2 of 13
unless the Agreement is modified prior to the submission of such an invoice by a properly
executed change order or amendment.
2.5 Hourlv Fees. Fees for work performed by Consultant on an hourly basis shall not exceed
the amounts shown on the following fee schedule:
NONE
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 physical 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 furnish 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 The Sports Management Group
September 7, 2004
Page 3 of 13
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.
4.1 Workers' Compensation. Consultant shall, at its sole cost and expense, maintain
Statutory Workers' Compensation Insurance and Employer's Liability Insurance for any
and all persons employed directly or indirectly by Consultant. The Statutory Workers'
Compensation Insurance and Employer's Liability Insurance shall be provided with limits of
not less than ONE MILLION DOLLARS ($1,000,000.00) per accident. In the alternative,
Consultant may rely on a self-insurance program to meet those requirements, but only if
the program of self~insurance complies fully with the provisions of the California Labor
Code. Determination of whether a self-insurance program meets the standards of the
Labor Code shall be solely in the discretion of the Contract Administrator. The insurer, if
insurance is provided, or the Consultant, if a program of self-insurance is provided, shall
waive all rights of subrogation against the City and its officers, officials, employees, and
volunteers for loss arising from work performed under this Agreement.
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.
4.2 Commercial General and Automobile Liabilitv Insurance.
4.2.1 General reauirements. 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 a 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 scope 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 Liability form CA 0001 (ed. 12/90) Code 1 ("any auto"). No
endorsement shall be attached limiting the coverage.
Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 7,2004
Page 4 of 13
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. City and its officers, employees, agents, and volunteers shall be covered
as insureds with respect to each of the following: liability arising out of
activities performed by or on behalf of Consultant, including the insured's
general supervision of Consultant; products and completed operations of
Consultant; premises owned, occupied, or used by Consultant; and
automobiles owned, leased, or used by the Consultant. The coverage
shall contain no special limitations on the scope of protection afforded to
City or its officers, employees, agents, or volunteers.
b. The insurance shall cover on an occurrence or an accident basis, and not
on a claims-made basis.
c. An endorsement must state that coverage is primary insurance with
respect to the City and its officers, officials, employees and volunteers,
and that no insurance or self-insurance maintained by the City shall be
called upon to contribute to a loss under the coverage.
d. Any failure of CONSULTANT to comply with reporting provisions of the
policy shall not affect coverage provided to CITY and its officers,
employees, agents, and volunteers.
e. 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.
4.3 Professional Liabilitv Insurance. Consultant, at its own cost and expense, shall
maintain for the period covered by this Agreement professional liability insurance for
licensed professionals performing work pursuant to this Agreement in an amount not less
than ONE MILLION DOLLARS ($1,000,000) covering the licensed professionals' errors
and omissions.
4.3.1 Any deductible or self-insured retention shall not exceed $150,000 per claim.
4.3.2 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.
4.3.3 The policy must contain a cross liability or severability of interest clause.
Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 7, 2004
Page 5 of 13
4.3.4 The following provisions shall apply if the professional liability coverages are
written on a èlaims-made form:
a. The retroactive date of the policy must be shown and must be before the
date of the Agreement.
b. Insurance must be maintained and evidence of insurance must be
provided for at least five years after completion of the Agreement or the
work, so long as commercially available at reasonable rates.
c. If coverage is canceled or not renewed and it is not replaced with another
claims-made policy form with a retroactive date that precedes the date of
this Agreement, Consultant must provide extended reporting coverage for
a minimum of five years after completion of the Agreement or the work.
The City shall have the right to exercise, at the Consultant's sole cost and
expense, any extended reporting provisions of the policy, if the Consultant
cancels or does not renew the coverage.
d. A copy of the claim reporting requirements must be submitted to the City
prior to the commencement of any work under this Agreement.
4.4 All Policies Reauirements.
4.4.1 Acceptability of insurers. All insurance required by this section is to be placed
with insurers with a Bests' rating of no less than A:VII.
4.4.2 Verification of coveraae. Prior to beginning any work under this Agreement,
Consultant shall furnish City with certificates of insurance and with original
endorsements effecting coverage required herein. The certificates and
endorsements for each insurance policy are to be signed by a person authorized
by that insurer to bind coverage on its behalf. 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.
Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 7, 2004
Page 6 of 13
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 approval 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 coveraae. 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;
. Order Consultant to stop work under this Agreement or withhold any payment that
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
Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 7, 2004
Page 7 of 13
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 is a 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.
6.1
6.2
Section 7.
7.1
7.2
STATUS OF CONSULTANT.
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 results 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
all claims to, any compensation, benefit, or any incident of employment by City, including
but not limited to eligibility 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.
Consultant No Aaent. 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.
LEGAL REQUIREMENTS.
Governina Law. The laws of the State of California shall govern this Agreement.
Compliance with Applicable Laws. Consultant and any subcontractors shall comply with
all laws applicable to the performance of the work hereunder.
September 7,2004
Page 8 of 13
Consulting Services Agreement between
City of Dublin and The Sports Management Group
7.3 Other Governmental Reaulations. 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 Eaual 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 inelude the provisions of this Subsection in any subcontract approved by'
the Contract Administrator or this Agreement.
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, Consultant shall be entitled to compensation for services
performed to the effective date of termination; City, however, may condition payment of
such compensation upon Consultant delivering to City any or all documents, photographs,
computer software, video and audio tapes, and other materials provided to Consultant or
prepared by or for Consultant or the City in connection with this Agreement.
Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 7,2004
Page 9 of 13
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
obligation to reimburse Consultant for any otherwise reimbursable expenses incurred
during the extension period.
8.3 Amendments. The parties may amend this Agreement only by a writing signed by all the
parties.
8.4 Assianment and Subcontractina. City and Consultant recognize and agree that this
Agreement contemplates personal performance by Consultant and is 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.
8.6 Options upon Breach bv Consultant. If Consultant materially breaches any of the terms
of this Agreement, City's remedies shall included, but not be limited to, the following:
8.6.1 Immediately terminate the Agreement;
8.6.2 Retain the plans, specifications, drawings, reports, design documents, and any
other work product prepared by Consultant pursuant to this Agreement;
8.6.3 Retain a different consultant to complete the work described in Exhibit A not
finished by Consultant; or
8.6.4 Charge Consultant the difference between the cost to complete the work
described in Exhibit A that is unfinished at the time of breach and the amount that
City would have paid Consultant pursuant to Section 2 if Consultant had
completed the work.
Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 7,2004
Page 10 of 13
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. Consultant 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.
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. Any records or documents that Section 9.2 of this
Agreement requires Consultant to maintain shall be made available for inspection, audit,
and/or copying at 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 The Sports Management Group
September 7,2004
Page 11 of 13
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 or in 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 Assians. 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 et seq.
Consultant shall not employ any City official 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 §1090 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 § 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 Paul McCreary,
Parks and Community Services 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 The Sports Management Group
September 7, 2004
Page 120f 13
10.10 Notices. Any written notice to Consultant shall be sent to:
Lauren Livingston, President
The Sports Management Group
918 Parker Street, Suite A 13
Berkeley, CA 94710
Any written notice to City shall be sent to:
Paul McCreary, Parks and Community Services Manager
City of Dublin
1 00 Civic Plaza
Dublin, CA 94568
10.11 Professional Seal. Where applicable in the determination of the contract administrator,
the first page of a technical report, first page of design specifications, and each page of
construction drawings shall be stamped/sealed and signed by the licensed professional
responsible for the report/design preparation. The stamp/seal shall be in a block entitled
"Seal and Signature of Registered Professional with report/design responsibility," as in the
following example.
Seal and Signature of Registered Professional with
report/design responsibility.
10.12 Intearation. 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.
CONSULTANT
~r¡-. ~-
Lãidren Livingstf?n, Pres ent
i z.,.. /,¿/ '-;7.i i"
c. \ c. ,. 1...-. I V \ :')) í_.____,
Elizabeth H. Silver, Cîty Attorney
Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 7, 2004
Page130f13
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SW'iKUßER 2 J
TEAM '('ASKS
PROJECT INITIATION
WEEK OF SEPTEMBER 2 J
CITY OF DUBLIN FACILITIES FEASIBILITY STUDY
............ lIP ~.... ""......................................... ""."........................ lIP III..... "".."..................................."........ "'tI II.................
The objective ofThe Sports Management Group is to produce results that satisfy
our clients' needs. leading to a long. mutually beneficial working relationship. We
are service-oriented professionals offering a very specialized body of knowledge
and relevant experience with the programming. planning and design of community.
recreation. and aquatic facilities. We seek to offer our clients maximum service at a
fair price. Our principals and senior staff execute all of the work we produce so that
our clients benefit from our extensive experience.
Prior to Workshop #1 The Sports Management Group will review and analyze
available study data. including:
· Parks and Recreation Master Plan Update. February 2004
· Recreation schedules. current fees and participation data
· City Planning Department growth projections
· Other relevant materials
Concurrently. The Sports Management Group will begin the market analysis.
This will include a review of the 2000 Census demographics and 2008 projected
demographics. The purpose of thispreview is to better understand the population
characteristics that will provide insight into the types of programs. and act.ivities
that might be highest in demand. The Sports Management Group will also begin the
needs assessment by researching public. private. and commercial recreation. fitness
and aquatic service providers.
Project initiation will begin with a meeting with key staff and individual interviews.
including interviews with each of the City Council members.
· Thur existing facilities used by the City for recreation.
community. and aquatic programming
· Thur sites and identify site development opportunities
and constraints
· Initiate interviews and data collection with staff
regarding current offerings. program demand. service
delivery strategies and the impact of facilities to the
aforementioned
Exhibit A to Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 21, 2004
Page 1 of 7
PLANNING TEAM WORKSHOP # 1
WI<;EK OF SEl"I'E1\1ßER 27
SIWI'EMBER 22 . OCTOBER 1
TEAM rl~\SKS
CITY OF DUBLIN FACILITIES FEASIBILITY STUDY
................................."''''...................................".'".....'.....II o...................."
The Sports Management Group will develop and distribute a Planning Workbook for
each Planning Team member. Workshop activities will include the following:
· A virtual tour of new and successful community
recreation and aquatic centers throughout the United
States and the region
· Vision setting with a discussion of programmatic,
functional, financial and operational goals
· Identifying peer and aspirational peer communities and
the attributes that distinguish them
· Discussion of desired recreation and aquatic programs,
services and facility components
· Review of community demographics and population
characteristics
· Perceived community needs and interests
· Identifying boundaries of the service region and
discussing regional vs. community facilities
· Discussing level of service (towels, food, locker policies, etc.)
Other activities this day or week may include:
· Interviews of Council members
· Conducting focus groups of potential facility users
The Sports Management Group will continue the analysis of the demographic
data, identifying growth patterns in age groupings, family households. income,
and educational attainment, spending habits and other information that can be
used t,o project participation and market penetration. The Sports Management Group
will continue on-site visits of area service providers for the purpose of gathering
information regarding amenities, programs, and fees. The information will be
developed into a Comparative Analysis matrix for the Planning Team.
The Sports Management Group will prepare program planning worksheets to
assist the Planning Team with the prioritization of space components and examine
the impact of programming choices on total project costs. The Sports Management
Group will continue discussions with staff 1.0 gather details regarding programming
needs.
Exhibit A to Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 21 2004
Page 2 of 7
Ii~\CILITY TmJR
WEEK OF OCTOBER 4
WEBSITE ,\NI) St!RVEY
WEEK OF OCTOImRf 1
PlANNING TEAM WORKSHOI' #2
WEEK OF OCTOImR 18
WEEK OF OCTOBER 1 H
TEAM T!\SIŒ
CITY OF DUBLIN FACiliTIES FEASIBiliTY STUDY
......."........4I.....................II.tI.........II..........................11."."...····..·····..·····..·······....··
In consultation with the Planning Team, identify facilities for an educational LOur.
The Sports Management Group will make all tour arrangements tour with facilit,y
operator. Develop tour information sheets and facilitate a post-tour workshop for
tour participants.
The Sports Management Group will work with the Planning Team to create an
"Recreation and Aquatics Study" page on the City's website. Building upon information
gathered from Workshop #1, The Sports Management Group will prepare a draft
survey designed to both educate and gather citizen input regarding recreational and
leisure preferences. The Sports Management Group will write questions. create the
survey instrument, interpret results and write a top line report.
The draft survey will be distributed to the Planning Team for review and comments.
The Planning Team will identify strategies and opportunities to inform the public
about the survey to encourage participation.
Building upon information gathered from Workshop #1, The Sports Management
Group will lead Workshop #2 to include the following activities:
· Refinement of the Vision Statement and Key Objectives
· Discussion of space program planning worksheets
· Prioritization and refinement, of preferred space and
program components
· Discussion of construction costs and project costs
· Discussion of site planning issues
· Discussion of objectives and proposed activities for a
public workshop designed to educate, inform and
gather feedback from the public
· Finalize public survey and website content
Working with City staff to launch a survey on the City's website. The websit.e will
include a "virtual tour" of recreation, aquatic and community space components
through the use of digital images and text provided by The Sports Management
Group.
Exhibit A to Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 21, 2004
Page 3 of 7
OCt'om\){ "8·29
TEAM T\SKS
CIf\' COIiNCI!. STlIl>Y Si~SSION
PCS COMMISSION MEETING
WEEK ()I<' NOVEtIBER 1
PtiBLlC WORKSHOP # 1
WEEK OF NOVEMBER 8
Pl.d\NNINC; TEAM WORKSHOP # 3
WEEK OF NOVIŒHER H
COlINCIL PRESEN'Ii\'I'ION
NOVI!;"HUìR 1 ()
CITY OF DUBLIN FACILITIES FEASIBILITY STUDY
..".. 110 .. .. 110.. "'... ~ ... p ... l' . ... .... .. .... .. .. .. ...... 110" ... ¡. ill .. .. ...... .... III ..." .... .. .... . .. .... .... .. .. .. .. 110.... .. 110 .... .... iÞ.. 'Ii" " .. .. .. .. "'.. .... .. .... .. .. .. .. ..... "". ...
Information gathered from the two Planning Team meetings will be used to develop
building program alternatives. Options will include a listing of each space
component. net and gross square footage, opinion of construction costs, and total
project costs. Conceptual plans will be prepared for each alternative. Parking and
other site planning considerations will be identified. The Sports Management Group
will begin to determine an "order of magnitude" for the cost recovery potentia] for
each option.
Analyze public survey responses and prepare preliminary "top line" report of
findings for distribution to the Planning Team.
Prepare materials and activities for City Council Study Session. Parks and
Community Services Commission and Public Workshop #1. Preview materials and
activities with the Planning Team. Provide materials as needed for advertising of
the public workshop.
Presentation and discussion of study findings. public survey results. and
development alternatives to the City Council and the Commission. These work
sessions will be designed to provide an overview of the analysis. conceptual plans
and to solicit feedback and direction that will guide the study.
The Sports Management Group will facilitate Public Workshop #1. This community
workshop will include a powerpoint presentation and other graphic materials to
illustrate the planning issues. The results of the public survey will be presented
and discussed. The Workshop will be structured to be interactive and participatory
and designed to gather information regarding citizen preferences.
The Sports Management Group will conduct Planning Team Workshop #3 in which
the program options will be reviewed. The Workshop activities will include:
· Discussion of input from the public meeting and survey
and implication for space programming and service
delivery model
· Evaluating space program options in t,erms of meeting
the stated programmatic goals and capital costs
· Reviewing the cost recovery potential of each option
· Refining the program options and determination of
the preferred option
The Sports Management, Group will prepare and present development alternatives to
the City Council and provide the Council with a summary of the input from the Public
Workshop and public input process. The Council will select the preferred development
alt.ernative.
Exhibit A to Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 21 2004
Page 4 of 7
i-
I
-
CITY DF DUBLIN FACiliTIES FEASIBiliTY STUDY
..".................'.....,....................."........................................................................
NOVEMBER 15- DECEMBER 10
TEAM TASKS
The Sports Management Group will work with the City to develop detailed costs for
operations and maintenance and establish revenue and cost recovery potential for
the preferred space program. Refine the preferred program and the cost estimates.
Develop Probable Operating Costs
Tasks include:
· Developing facility operatíng assumptions
· Developíng line item expense assumptions
· Analyzing staffing requirements
· Creating staffing worksheet to assist with projecting salary and
benefit costs
· Developing hour-by-hour schedules for each part-time staff position
Creating staffing model (organizational chart)
Identifyíng detailed probable annual operating budget for the preferred
program by determining costs for the following:
equipment repair and maintenance utilities
fadlity maintenance landscaping
program supplies office supplies
service agreements travel & trajJ1jJ1g
marketing insurance
contract services commodides
Fee Assumptions
Using market analysis data and cost recovery guidelines, hypothetical fees
will be developed for the following:
· Daily tickets and annual passes for residents and non-residents
· Classes, programs, babysitting, rentals, special events
· Fees for aquatic programming, meets and special events
Develop Revenue Potential
Task include:
· Developing revenue assumptions
· Developing an estimate of market penetration to determine potential
revenue from the sale of daily tickets and annual passes
· Identify revenue working programs and opportunities on a
space-by-space basis to maximize cost recovery
Exhibit A to Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 21 , 2004
Page 5 of 7
PLANNING TEAM WORKSIIOI) # 4
WEEK OF DECEMUERt 3
PlJBLlC "VORKSIIOJ' # 2
WEEK OF JANlJARY 1 0
,JANUARY to· 28
TEAM T\SKS
( I TV 0 F 0 U B L I N F AC I LIT I E S FE A SIB I LIT Y STUDY
to '" . .. .. iI ". . IÞ ~...... .. '" .. .... ......... ....... " "'"..".... ... ...... ..,..." ~ .. ...... .. . .. III . " " ... ..." ......... .... ...... .. . .... .... ..... ..... " ... lIP . '" " ......... + .. ..
. Identify sources of additional revenue including:
partnerships
special events
sponsorship
ren tal
This Workshop will continue to refine the space program and review and discuss the
financial model for the preferred program option. Workshop activities will include:
· Review probable operating assumptions and probable
operating costs
· Discuss hypothetical fees, market analysis and likely
market acceptance
· Discuss cost recovery potential and space program
adjustments, if necessary, to achieve cost recovery target
The Sports Management Group will facilitate Public Workshop #2. Program spaces,
operating assumptions, and hypothetical fees developed by The Sports Management
Group and the Planning Team will be presented and discussed with the community.
This community workshop will also include preliminary concept plans for proposed
facilities and for site development. The Workshop structure will be interactive and
participatory and designed to gather citizen input.
Utilizing the information gathered at P1anning Team Workshop #4 and Public
Workshop #2, The Sports Management Group will finalize the preferred program
option, project concepts, projects costs, and economic analysis. A draft Feasibility
Study Report will be prepared. This draft report wi!! incorporate all aspects of this
study including:
· Needs assessment
· Market and demand analysis
· Space components listing and square footage requirements
· Revenue potential, probable operating cost, staffing
requirements, and cost recovery analysis
· Construction and project cost estimates; which will include
equipment and furniture allowances and contingencies
· Space adjacency diagrams and preliminary site concepts
The Planning Team wi!! receive a copy of the report for review and comment. prior
to Workshop #5.
Exhibit A to Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 21,2004
Page 6 of 7
(;OMMITI'IΠWORKSHOP # 5
WIŒK OF FEBRUARY 7
FINAL PRESEiVIì\'I'ION
Wmm OF FlmRUARY 14
CITY OF DUBLIN FACiliTIES FE A SIB IlIlYS T U 0 Y
............t".........................."'"...·····....··...···..·!I··........................................."...
Discuss comments and recommendations from the Planning Team. These will be
edit,ed into the Final Feasibility Study report. A Development Plan and schedule
for implementing the next phase of the project will be created,
. Develop a final report summarizing findings, conclusions and
recommendations including illustrative conceptual and site plans
. Produce 10 color copies of final report
The Sports Management Group will make a presentation or conduct a study session
with the Parks and Community Services Commission and the City Council. A
PowerPoint presentation summarizing the study will be developed that will
summarize the findings, recommendations and the next steps.
FEE FOR PROFESSIONAL SERVICE
$56,500
'" Reimbursable expenses are additional to Consultant's compensation and include
actual expenditures made by The Sports Management Group to perform necessary
services to complete this project. Reimbursable expenses include, reproductions.
postage, facsimile, travel and other normal business expenses incurred plus J 0%
mark-up for administrative costs.
REIMBURSABLE EXPENSES - NOT TO EXCEED
$2,000
Exhibit A to Consulting Services Agreement between
City of Dublin and The Sports Management Group
September 21, 2004
Page 7 of 7