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Lib Team Building Workshop in LibraryAGREEMENT FOR PROFESSIONAL SERVICES FOR TEAM BUILDING WORKSHOP FOR SAN RAFAEL LIBRARY This Agreement is made and entered into this:29',y day of ae-iv8 ER , 20_%s' by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and Lorenzo Jones, an individual (hereinafter "CONTRACTOR"). RECITALS WHEREAS, CITY has determined that the San Rafael Public Library staff will benefit from team building training and workshops; and WHEREAS, CONTRACTOR is qualified to provide the needed team building training services; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. The Acting Library Director is hereby designated the PROJECT MANAGER for the CITY, and said PROJECT MANAGER shall supervise all aspects of the progress and execution of this Agreement. B. CONTRACTOR'S Project Director. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Lorenzo Jones is hereby designated as the PROJECT DIRECTOR for CONTRACTOR. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONTRACTOR shall notify the CITY within ten (10) business days of the substitution. 2. DUTIES OF CONTRACTOR. CONTRACTOR shall perform the duties and/or provide services as described in the "Proposal For San Rafael Public Library Teamwork Establishing Trust, Communication, Accountability and Execution" dated September 28, 2015, revised September 30, 2015, created by Lorenzo Jones, a copy of which is attached hereto as Exhibit A and incorporated herein by reference. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and shall provide Rev. Date: 1/30/14 CONTRACTOR with access to Library staff, meeting facilities and/or such other materials as may assist CONTRACTOR in the performance services provided under this Agreement. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR at the rates and in the amounts specified in Exhibit A, in a total amount not to exceed $14,800. Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this Agreement shall be commence as of October 29, 2015 and shall terminate on December 15, 2015. Upon mutual agreement of the parties, and subject to the approval of the City Manager the term of this Agreement may be extended for an additional period of up to six (6) months. 6. TERMINATION. A. Discretionary. Either party may terminate this Agreement without cause upon thirty (30) days written notice mailed or personally delivered to the other party. B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days written notice mailed or personally delivered to the other party, and the notified party's failure to cure or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice, within such fifteen (15) day time period. C. Effect of Termination. Upon receipt of notice of termination, neither party shall incur additional obligations under any provision of this Agreement without the prior written consent of the other. D. Return of Documents. Upon termination, any and all CITY documents or materials provided to CONTRACTOR and any and all of CONTRACTOR's documents and materials prepared for or relating to the performance of its duties under this Agreement, shall be delivered to CITY as soon as possible, but not later than thirty (30) days after termination. 7. OWNERSHIP OF DOCUMENTS. The written documents and materials prepared by the CONTRACTOR in connection with the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may use said property for any purpose, including projects not contemplated by this Agreement. Rev. date: 1/30/14 8. INSPECTION AND AUDIT. Upon reasonable notice, CONTRACTOR shall make available to CITY, or its agent, for inspection and audit, all documents and materials maintained by CONTRACTOR in connection with its performance of its duties under this Agreement. CONTRACTOR shall fully cooperate with CITY or its agent in any such audit or inspection. 9. ASSIGNABILITY. The parties agree that they shall not assign or transfer any interest in this Agreement nor the performance of any of their respective obligations hereunder, without the prior written consent of the other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising hereunder shall be void and of no effect. 10. INSURANCE. A. Scope of Coverage. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, the following insurance policies: 1. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of five hundred thousand dollars ($500,000) dollars bodily injury coverage per occurrence. B. Other Insurance Requirements. The insurance coverage required of the CONTRACTOR in subparagraph A of this section above shall also meet the following requirements: 1. Except for professional liability insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers, agents, employees, and volunteers, as additionally named insureds under the policies. 2. The additional insured coverage under CONTRACTOR'S insurance policies shall be primary with respect to any insurance or coverage maintained by CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The "primary and noncontributory" coverage in CONTRACTOR'S policies shall be at least as broad as ISO form CG20 0104 13. 3. Except for professional liability insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 4. The insurance policies shall be specifically endorsed to provide that the insurance carrier shall not cancel, terminate or otherwise modify the terms and conditions of said insurance policies except upon ten (10) days written notice to the PROJECT MANAGER. 5. If the insurance is written on a Claims Made Form, then, following termination of this Agreement, said insurance coverage shall survive for a period of not less than Rev. date: 1/30/14 3 five years. 6. The insurance policies shall provide for a retroactive date of placement coinciding with the effective date of this Agreement. 7. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured. 8. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or limits shall be available to CITY or any other additional insured party. Furthermore, the requirements for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. C. Deductibles and SIR'S. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the PROJECT MANAGER and City Attorney, and shall not reduce the limits of liability. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured or CITY or other additional insured party. At CITY's option, the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to CITY's satisfaction, or CONTRACTOR shall procure a bond guaranteeing payment of losses and related investigations, claims administration, attorney's fees and defense expenses. D. Proof of Insurance. CONTRACTOR shall provide to the PROJECT MANAGER or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of policy language or specific endorsements evidencing the other insurance requirements set forth in this Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and endorsements from CONTRACTOR. Failure to exercise this right shall not constitute a waiver of the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. 11. INDEMNIFICATION. A. Except as otherwise provided in Paragraph B., CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold harmless CITY, its officers, agents, employees and volunteers (collectively, the "City Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of Rev. date: 1/30/14 4 litigation, (collectively "CLAIMS"), arising out of CONTRACTOR'S performance of its obligations or conduct of its operations under this Agreement. The CONTRACTOR's obligations apply regardless of whether or not a liability is caused or contributed to by the active or passive negligence of the City Indemnitees. However, to the extent that liability is caused by the active negligence or willful misconduct of the City Indemnitees, the CONTRACTOR's indemnification obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active negligence or willful misconduct. In addition, the acceptance or approval of the CONTRACTOR's work or work product by the CITY or any of its directors, officers or employees shall not relieve or reduce the CONTRACTOR's indemnification obligations. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from CONTRACTOR'S performance of or operations under this Agreement, CONTRACTOR shall provide a defense to the City Indemnitees or at CITY'S option reimburse the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in defense of such claims. B. The defense and indemnification obligations of this Agreement are undertaken in addition to, and shall not in any way be limited by, the insurance obligations contained in this Agreement, and shall survive the termination or completion of this Agreement for the full period of time allowed by law. 12. NONDISCRIMINATION. CONTRACTOR shall not discriminate, in any way, against any person on the basis of age, sex, race, color, religion, ancestry, national origin or disability in connection with or related to the performance of its duties and obligations under this Agreement. 13. COMPLIANCE WITI I ALL LAWS. CONTRACTOR shall observe and comply with all applicable federal, state and local laws, ordinances, codes and regulations, in the performance of its duties and obligations under this Agreement. CONTRACTOR shall perform all services under this Agreement in accordance with these laws, ordinances, codes and regulations. CONTRACTOR shall release, defend, indemnify and hold harmless CITY, its officers, agents and employees from any and all damages, liabilities, penalties, fines and all other consequences from any noncompliance or violation of any laws, ordinances, codes or regulations. 14. NO THIRD PARTY BENEFICIARIES. CITY and CONTRACTOR do not intend, by any provision of this Agreement, to create in any third party, any benefit or right owed by one party, under the terms and conditions of this Agreement, to the other party. 15. NOTICES. All notices and other communications required or permitted to be given under this Agreement, including any notice of change of address, shall be in writing and given by personal Rev. date: 1/30/14 5 delivery, or deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the date of deposit with the United States Postal Service. Notice shall be given as follows: TO CITY's Project Manager: Henry Bankhead, Assistant Library Director City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 TO CONTRACTOR's Project Director: Lorenzo Jones 43 East Crescent Dr. Unit #3 San Rafael 94901 16. INDEPENDENT CONTRACTOR. For the purposes, and for the duration, of this Agreement, CONTRACTOR, its officers, agents and employees shall act in the capacity of an Independent Contractor, and not as employees of the CITY. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees be that of an Independent Contractor and not that of an employee of CITY. 17. ENTIRE AGREEMENT -- AMENDMENTS. A. The terms and conditions of this Agreement, all exhibits attached, and all documents expressly incorporated by reference, represent the entire Agreement of the parties with respect to the subject matter of this Agreement. B. This written Agreement shall supersede any and all prior agreements, oral or written, regarding the subject matter between the CONTRACTOR and the CITY. C. No other agreement, promise or statement, written or oral, relating to the subject matter of this Agreement, shall be valid or binding, except by way of a written amendment to this Agreement. D. The terms and conditions of this Agreement shall not be altered or modified except by a written amendment to this Agreement signed by the CONTRACTOR and the CITY. E. If any conflicts arise between the terms and conditions of this Agreement, and the terms and conditions of the attached exhibits or the documents expressly incorporated by reference, the terms and conditions of this Agreement shall control. Rev. date: 1/30/14 S �S h �51 0111YSS CONIRVC-l"OR agree:; that CUF1 ujwdedum, flnrn affy J1,11,vOwnf, Ckle If) c oNri ww" i mR adcr thi N A guc ..,rnicnit, mm mmmias vh �kh CO TO o R vus Cu ITY nder ,any -n-dinance, agrupci-ricut, contract 'u'r rcm.hlfi4v 0,6i, any Lmr, aid riv, 18 R» hc'ergws, IUXmp-akl chcvks nr other MMOUnts. 19 WAINTRS -Fbc waiver by eilfiiiA- J;,',!Ttw or any hicacli or °a 0cdwivn of any MI ax Lvb'CXIInt m cond4iel,n of ohs Agmmneij ir Mw lavF ix qgdahon. shil X`,otv dcomed be 4X. bv.11,�"cX N au_-� X-C I Ej, (0 � 11 , U. r (If a, X 1, -,ubs,vqX,wX]:1 breach o�! n;Jwr term, cvv6"nant, c.arx1Wc)n, urdivul-Xic 1� glal ,,Aclatric,n of tfiic san,ie, of cutw&ion, ordirimice,, sub"no quen! mccquance tly Mur paqv bop Fvc�v or 01her", curt"'ideranoXi °,l16101 Xl:ii4tv ,�jh� �� ' hemove due or Qng under This Agvement, SMI nol N deemed PCS �, I C,r LjiU o,,jny praedmg h1vach cw violaM by tic other pary; ofany tevat m1.d4icyXig cinenalat of this Agr".C1114°m 4r.drA law, AND A , I The prvvailinm party ita any 6b(:,ticmi b�cmghl w uArce thg,w t,.,miras and of LhEs Ipcomau, or MAng cUL AM Imikummwe of dm; Agwcmew, mq Umver 4s mammMe cuqts aC1,10M zi S I NIF.SS 11C E !,� g 11 -at n\ x TL CONT,FUC U011 ami mamtim dahng Mc Amudom of dis Agmemem, a (AT1Y r1he Sa.11 Rafac.1 Ntunicnpitl Code NTT "FO shah pray any and to p"' -1, - - .1y all stati2 mat P'�dcua� w,viy ollicr appkeabic. taxcs (A"I'l, 01;tH not be requh�ktd , fol al vwk Pan[OrTMA U,w)Cieff dpi h Agmmuwo, amn! COPARACTOR bw, povided CITY ,,64b a 1�k=pl,cwd.hi lerni'd Revc-nue Serviev Funn IRmIucst for 1`axpayer f1denInficatior, Numbcrand Arm6cation) ARN � �S L 4w Fhc Ims ch the Sl;ilc of Colifiarglut �hidl govera ihvi Al,,,x�,-cment IN 'VV I" 'NW1 I I&SWOE die prue,, h;jw caeculed 4his Agteen.teat as it tho day month JIM CH 1/ (13", CON FRACTOR ATTEST: ZlftaA G . I—q,-e lei- , ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: " atFE ROBERT F. EPSTEIN, ty Attn Rev. date: I!30; 14 Proposal For San Rafael Public Library Teamwork Establishing Trust, Communication, Accountability and Execution Proposal Date September 28th, 2015 Revised September 30, 2015 Created by Lorenzo Jones The leadership from the San Rafael Library wants to inspire a culture that inspires a culture of trust, accountability, effective communication that will support the team in creating a collaborative working environment supporting the needs of the community and while providing the • The team of managers could benefit from individual and group coaching focusing on developing effective communication, building trust, personal accountability and conflict resolution. • Create a climate that foster open and collaborate participation from all individuals that achieves consistent and unified desired outcome. "�°: !'C'I I 91 Bu Training and coaching should cause behavior change....however, behavior change takes time. The best chance of behavior change is when training/coaching is conducted over time where there are opportunities for learning through experiences, and accountability for actions. Assess the Leadership team with the ProfileXT to identify natural leadership tendencies, and to be able to give the managers an understanding and suggestions for how they may naturally "show up" in front of peers and subordinates Coaching Meeting #1: Meet with Directors and Supervisors to debrief their Profile XT assessment. Identifying strengths and weakness, and then create a leadership development plan for actionable improvement. (One hour each) Group Coaching Meeting #2 Meet with the leadership team reviewing their team assessments as a group and facilitate teamwork and builders program plan, while providing feedback and coaching tips for sustainable improvement as a group. Develop action plans and expectation for all staff meeting ( Four hours) Prepared by Lorenzo Jones Employers Edge,'II��1�1'IVI,�il�i�llll�i"�I�'I����'i",61wi�lilp,Nl',I BUILDING TRUST ➢ Personal Histories Exercise ➢ Overview of the builders and blockers to effective teamwork ➢ Team Development Assessment ➢ Building Trust ➢ Why People Have Trouble Trusting ➢ Warning Signs COMMUNICATION & CONFLICT ➢ What is Effective Communication ➢ The Problem with Communication ➢ Listening to Others Y Fostering Open Communication ➢ Understanding Team Conflict and Conflict Styles Y Creating Team Communication Norms Y Wants and Gives Y Participants identify and establish a set of norms around how the members will engage one another in communication and conflict. Y Participants will develop strategies for improving communication and teamwork. ACCOUNTABILITY ➢ The Responsible Team Member ➢ The Game of Work — Accountability Model ➢ Out of Bound Excuses Y Steps to the Goal Y The Team Report Card Y Accountability Feedback Exercise Y Owning the Feedback ➢ Team members learn to recognize their responsibility for the performance of their team and begin to develop goals for performance improvement. ➢ Team members create a system of accountability and feedback strategies for holding team members accountable for results. EXECUTION Y Getting Results ➢ Defining Roles and Responsibilities ➢ Job Analysis Review ➢ Authority & Decision Making ➢ Managing Priorities ➢ Identifying High Pay -Off Activities ➢ Meeting Management Expectations Results: ➢ Team members review and discuss roles, responsibilities, and decision making authority. ➢ Team members identify "high pay-off" activities and develop targets for measuring performance. ➢ Participants learn tips for preparing and conducting effective meetings for improved communication and accountability. ➢ Participants learn strategies for clarifying commitment to new decisions and direction. Prepared by Lorenzo Jones Employers Edge 4i 6A fiIveir31 lS Assessment and Traininq • 6 PXT Assessments at $160 each. (Revised $100 per ) $2,600 26 Teamwork and Builders Modules hard bond work books $200 each $5,200 • Facilitated Full Day Off Site Workshop with the entire team $4,000 • Leadership Development Coaching Hours (15 Bucket of hours @ $200 per to $3,000 include PXT reviews and leadership meetings and additional coaching hours as needed) Total $14,800 Revised If you wanted to give PXT Assessments to the entire staff, the volume cost per would be $100 each vs. $160 each ($3,000 total) Payment schedule 1 st Payment due upon signing of agreement 50% of total. Balance due prior to delivery of workshops. Payable to: Lorenzo Jones 43 East Crescent Dr. Unit #3 San Rafael 94901 Proposed start date: • October 29th for half day with leadership • Full day all staff meeting December 11 to Prepared by Lorenzo Jones Employers Edge PROFESSIONAL SERVICES AGREEMENT/CONTRACT COMPLETION CHECKLIST AND ROUTING SLIP Below is the process for getting your professional services agreements/contracts finalized and executed. Please attach this "Completion Checklist and Routing Slip" to the front of your contract as you circulate it for review and signatures. Please use this form for all professional services agreements/contracts (not just those requiring City Council approval). This process should occur in the order presented below. Step Responsible Description Completion Department Date 1 City Attorney Review, revise, and comment on draft LG 11/2/15 agreement. 2 Contracting Department Forward final agreement to contractor for their signature. Obtain at least two signed originals from contractor. 3 Contracting Department Agendize contractor -signed agreement for Council approval, if Council approval necessary (as defined by City Attorney/City Ordinance*). 4 City Attorney Review and approve form of agreement; bonds, and insurance certificates and 1' endorsements. 5 City Manager / Mayor / or Agreement executed by Council authorized Department Head official. 6 City Clerk City Clerk attests signatures, retains original agreement and forwards copies to the ' 4 1 s contracting department. To be completed by Contracting Department: Project Manager: Henry ,Bankhead Project Name: PSA Lorenzo Jones — Team Building Agendized for City Council Meeting of (if necessary): ,N/A FPPC: ❑ , check if required If you have questions on this process, please contact the City Attorney's Office at 485-3080. * Council approval is required if contract is over $20,000 on a cumulative basis.