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Home My WebLink AboutCM Coaching & Strategic Planning ServicesAGREEMENT FOR PROFESSIONAL SERVICES FOR COACHING & STRATEGIC PLANNING CONSULTING SERVICES This Agreement is made and entered into this 31St day of July, 2017, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and TIM HOYLE (hereinafter "CONTRACTOR"). RECITALS WHEREAS, CITY needs individual coaching sessions with Department Leadership to review survey data; and WHEREAS, CITY needs strategic planning sessions with all Department Directors and Mid -Managers, in addition to facilitated sessions with the Employee Recognition Committee, Civic Makers and a facilitated retreat with Directors; AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: PROJECT COORDINATION. A. CITY'S Project Manager. The Assistant City Manager 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. Tim Hoyle 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 Exhibit "A" attached and incorporated herein. 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4, and perform the duties as described in Exhibit "A" attached and incorporated herein. q-3_U5u6 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR as described in Exhibit "A" attached and incorporated herein, in a total amount not to exceed $10,000.00. 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 for four (4) months commencing on August 2, 2017 and ending on December 2, 2017. 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 three (3) 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. 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. 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. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY an automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one hundred thousand dollars ($100,000) dollars per occurrence. 11. INDEMNIFICATION. CONTRACTOR shall, to the fullest extent permitted by law, indemnify, release, defend and hold harmless CITY, its officers, agents, employees and volunteers, from any claim, demand or liability that is related to, or results from the negligent acts or omissions or the willful misconduct of CONTRACTOR or its officers, employees, or agents in connection with the services provided under this Agreement. 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 WITH 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 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: TO CONTRACTOR's Project Director: 16. INDEPENDENT CONTRACTOR. Cristine Alilovich, Assistant City Manager City of San Rafael 1400 Fifth Avenue P.O. Box 151560 San Rafael, CA 94915-1560 Tim Hoyle 479 Mills Drive Benicia, CA 94510 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 ten -ns 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. 18. SET-OFF AGAINST DEBTS. CONTRACTOR agrees that CITY may deduct from any payment due to CONTRACTOR under this Agreement, any monies which CONTRACTOR owes CITY under any ordinance, agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 19. WAIVERS. The waiver by either party of any breach or violation of any term, covenant or condition of this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent acceptance by either party of any fee, performance, or other consideration which may become due or owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance or regulation. 20. COSTS AND ATTORNEY'S FEES. The prevailing party in any action brought to enforce the terms and conditions of this Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs (including claims administration) and attorney's fees expended in connection with such action. 21. CITY BUSINESS LICENSE 1 OTHER TAXES. CONTRACTOR shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code CONTRACTOR shall pay any and all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any work performed under this Agreement, until CONTRACTOR has provided CITY with a completed Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification). 22. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL By: ['' JIM CUT — Ci M ager ATTEST: S.f%e� G - I&e-c -c ESTHER C. BEIRNE, City Clerk APPROVED AS TO FORM: ROBERT F. EPSTEIN, City A tey CONTRACTOR By / Yy�A TIM HOYLE SAN RAFAEL CHANGE MANAGEMENT PROPOSAL TIMING AND COMPLETION DATES COMPLETION DATE Task 8/2/17 + 8/3/17 Individual Coaching sessions with Department Leadership to review survey data 8/10/17 + 8/11/17 Strategic Planning with Departments 8/15/17 Strategic Session with all Department Directors 8/22/17 Strategic Meeting with mid -managers September/October Facilitated session with Employee Recognition Committee and Civic Makers October/November Facilitated Retreat with Directors PHASE 1: INDIVIDUAL COACHING SESSIONS AND TEAM SESSIONS Desired Outcome: Provide proper perspective and unified action plan with strategic communication Help Directors understand and accept the data Identify individual leadership opportunities for growth Develop talking points and strategic plan for improving culture with consistent message for the organization Establish timeline and for addressing key concerns and strategic plan PHASE 2: FACILITATED MEETING WITH MID -MANAGERS Desired Outcome: Create alignment between Directors and mid -managers Review and frame data Discuss key themes Collect input and agreement on strategic direction Mid -manages share plan with Directors PHASE: CIVIC MAKERS FACILITATED SESSION Desired Outcome: Create alignment around strategic plan • Discuss key themes • Collect input from all participants • Review strategic plan and assign responsibilities ADDITIONAL SUPPORT The cost of the program includes all materials and allows for unlimited phone and email support. EXHIBITA SAN RAFAEL CHANGE MANAGEMENT PROPOSAL OFFSITE DIRECTORS RETREAT — Date TBD • Review mid -manages and employees recommendations • Create two year strategic plan • Assign champions and ownership • Establish timelines with structured, strategic communication • Create alignment within the leadership team with unified message Cost = Lump Sum $10,000.00 which includes all cost for materials • 50% Due August 11, 2017 = $5,000.00 • 25% Due September 15, 2017 = $2,500.00 • 25% Due at completion of Offsite Directors Retreat scheduled for October/November = $2,500.00 Tim Hoyle�Coontractor/Consultant 7am' � Signature 7/31/17 Date Jim Shutz, City Manager City of San Rafael Signature Date CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: City Manager's Office Project Manager: Cristine Alilovich Extension: 3384 Contractor Name: Tim Hoyle Contractor's Contact: Tim Hoyle Contact's Email: tim@timhoyle.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor 8/4/2017 8/4/2017 b. Email contract (in Word) & attachments to City Atty c/o Laraine.Gittens@cityofsanrafael.org 2 City Attorney a. Review, revise, and comment on draft agreement 8/15/2017 ® LG and return to Project Manager 8/15/2017 ® LG b. Confirm insurance requirements, create Job on N/A PINS, send PINS insurance notice to contractor 3 Project Manager Forward three (3) originals of final agreement to 8/15/2017 N contractor for their signature 4 Project Manager When necessary, * contractor -signed agreement ® N/A agendized for Council approval *PSA > $20,000; or Purchase > $35,000; or Or ❑ Public Works Contract > $125,000 Date of Council approval Click here to enter a date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 5 Project Manager Forward signed original agreements to City 8/17/2017 EPR Attorney with printed copy of this routing form 6 City Attorney Review and approve hard copy of signed /17 kk- agreement 17 / 7 City Attorney Review and approve insurance in PINS, and bonds �1 1 k� (for Public Works Contracts) �;,,,1juS �� 8 City Manager/ Mayor Agreement executed by Council authorized official l 9 City Clerk Attest signatures, retains original agreement and ��-i 13 forwards copies to Project Manager