HomeMy WebLinkAboutCM Climate Corps Fellowship Program 2020AGREEMENT FOR PROFESSIONAL SERVICES
FOR CLIMATE CORPS FELLOWSHIP PROGRAM
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This Agreement is made and entered into this /��day of W/ , 2020, by
and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and STRATEGIC ENERGY
INNOVATIONS, a corporation authorized to do business in California (hereinafter
"CONTRACTOR").
RECITALS
WHEREAS, the City of San Rafael's General Plan Program SU -9 calls for reducing material
consumption and waste generation, and increasing resource re -use, composting and recycling to
reduce landfill disposal, including eight specific waste reduction programs; and
WHEREAS, the City of San Rafael's General Plan Program SU -10 calls for implementation
of programs to increase community education and engagement in sustainability programs, including
SU -10c, to work with community organizations to promote sustainability efforts to both businesses
and residents; and
WHEREAS, the CITY is the recipient of a grant from the Marin County Hazardous and
Solid Waste JPA for implementation of Zero Waste programs and activities, including AB341
California's mandatory commercial recycling law, and AB 1826 California's mandatory commercial
composting law; and
WHEREAS, CONTRACTOR collaborates with public and nonprofit organizations in the
San Francisco Bay Area to recruit, train, and place Climate Corps fellows ("Fellows") at public
and nonprofit organizations, where they will assist in implementing greenhouse gas reduction
programs; and
WHEREAS, the CITY desires to employ the services of one fellow for a 10 -month program
to solicit participation in and track progress of the CITY'S Zero Waste programs and activities
("Programs"); and
WHEREAS, CONTRACTOR has a proven track record of providing valuable interns and
fellows for similar work to other cities in the Bay Area for several years, including the City of San
Rafael for the past nine years;
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDIN&TION.
A. CITY'S Project Manager. The Sustainability Program Manager Cory Bytof 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. Program Manager Nathan McKenzie 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.
CONTRACTOR shall perform the duties as outlined in Exhibit A, Scope of Work Proposal,
attached hereto and incorporated herein by reference.
CITY shall pay the compensation as provided in Paragraph 4 and perform the Host Agency
duties as outlined in Exhibit A, Scope of Work Proposal, attached hereto and incorporated herein by
reference.
For the full performance of the services described herein by CONTRACTOR, CITY shall
pay CONTRACTOR a total amount not to exceed $40,225.
Payment will be made upon receipt by PROJECT MANAGER of invoices submitted by
CONTRACTOR twice per year, on or about September 15, 2020 and January 15, 2021. The parties
agree that if the CITY fails to make any payments within 90 days after an invoice is received and
marked "due," CONTRACTOR may immediately assess a late payment penalty of 1.5% of the
unpaid amount.
The term of this Agreement shall commence as of the date first set forth above, and shall
continue in full force and effect through July 31, 2021 unless earlier terminated as set forth in
Section 6. Upon mutual agreement of the parties, and subject to the approval of CITY's City
Manager the term of this Agreement may be extended for an additional period of up to (6) month(s).
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,
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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 CONSULTANT and any and all of CONSULTANT'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.
The written documents and materials prepared by the CONSULTANT 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.
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with
its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY
or its agent in any such audit or inspection.
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.
A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death,
bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover
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any claims arising out of the CONSULTANT's performance of services under this Agreement.
Where CONSULTANT is a professional not required to have a professional license, CITY reserves
the right to require CONSULTANT to provide professional liability insurance pursuant to this
section.
4. If it employs any person, CONSULTANT shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. CONSULTANT's worker's compensation insurance shall
be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONSULTANT in subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) under the policies.
2. The additional insured coverage under CONSULTANT'S insurance policies
shall be "primary and noncontributory" 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 CONSULTANT'S policies shall be at least as broad as
ISO form CG20 01 04 13.
3. Except for professional
insurance, the insurance policies shall include,
contractual liability and personal injury.
liability insurance or worker's compensation
in their text or by endorsement, coverage for
4. By execution of this Agreement, CONSULTANT hereby grants to CITY
a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against
CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to
obtain any endorsement that may be necessary to effect this waiver of subrogation, but this
provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
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 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
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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. No representation is made that the minimum
Insurance requirements of this agreement are sufficient to cover the obligations of the
CONSULTANT under this agreement.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in
CONSULTANT'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 CONSULTANT shall procure a bond guaranteeing payment of losses and
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONSULTANT 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 CONSULTANT. 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.
A. Except as otherwise provided in Paragraph B., CONSULTANT 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
litigation, (collectively "CLAIMS"), arising out of CONSULTANT'S performance of its
obligations or conduct of its operations under this Agreement. The CONSULTANT'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 CONSULTANT'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
CONSULTANT's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the
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event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONSULTANT'S performance of or operations under this Agreement,
CONSULTANT 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. Where the services to be provided by CONSULTANT under this Agreement are
design professional services to be performed by a design professional as that term is defined under
Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil
Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the
CITY and its officers, officials, and employees (collectively City Indemnitees) from and against
damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees
as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in
connection therewith and costs of investigation) to the extent they are caused by the negligence,
recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct
of such City Indemnitee.
C. 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.
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CONSULTANT 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.
SIMEMORMAU, Ar.11101410MATHIMMAME
CONSULTANT 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. CONSULTANT shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONSULTANT 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.
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CITY and CONSULTANT 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.
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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: Cory Bytof
Sustainability Program Manager
City of San Rafael
1400 Fifth Avenue
San Rafael, CA 94915-1560
TO CONTRACTOR: Nathan McKenzie
Program Manager
Strategic Energy Innovations
899 Northgate Dr. Suite 410
San Rafael CA 94903
• 1►� ►� ► •► C. •:
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONSULTANT and CITY expressly intend and agree that the status of
CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
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 CONSULTANT 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 CONSULTANT and the CITY.
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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.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT
under this Agreement, any monies which CONSULTANT owes CITY under any ordinance,
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or
other amounts.
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.
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the perfonnance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. -CITY BUSINE S LICENSE 1 OTHERTAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONSULTANT 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 CONSULTANT has provided CITY with a completed
Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification).
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective
successors and assigns.
The laws of the State of California shall govern this Agreement.
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This Agreement may be executed by electronic signature and in any number of counterparts,
each of which shall be deemed an original, but all of which together shall constitute one document.
Counterpart signature pages may be delivered by telecopier, email or other means of electronic
transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
J CHUTZ, City Manager
ATTEST:
r LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
ROBERT F. EPSTEIN, Ci Attorney
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CONSULTANT
By:—AOA� f. pp—t"
STEPHEN MILLER
DEPUTY DIRECTOR
[If CONSULTANT is a corporation, add signature of
second corporate office
By:
Name: Cyane Dandridge
Title: Executive Director
Exhibit A
CLIMATE
CORPS
Scope of Work Proposal for
Strategic Energy Innovations and City of San Rafael
August 1, 2020 — July 31, 2021
SUBJECT: Climate Corps
ARTICLE I — BACKGROUND AND OBJECTIVES
Strategic Energy Innovations ("SEI") is collaborating with public, non-profit, and for-profit
organizations in California to recruit, train, and place Climate Corp Fellows with Host Agencies where
they will be provided with experiential learning opportunities as they assist in implementing climate
change resiliency programs. The Fellows' term of service runs from September 1, 2020 through June
30, 2021, during which Fellows are expected to complete their program hours commitment of 1440
site hours and an additional 132 hours in program training activities. The first day after the program
orientation and training week that Fellows will be available to work is Tuesday, September 8, 2020.
During their term of service, Fellows are expected to implement programs that provide significant
professional development experience through the implementation of climate resiliency projects.
Fellows are expected to devote approximately 90% of their site hours to experiential learning
activities, and up to 10% of these site hours for specific training and coaching as approved by their
Host Agency.
The mission of Climate Corps is to deliver a 10 -month Fellowship program that provides professional
development opportunities for emerging climate protection leaders through implementation of climate
change resiliency projects with local goveniments, non -profits, and for-profit businesses. Climate
Corps Fellows:
• Receive unparalleled experiential learning opportunities through placements with regional
climate protection leaders.
• See first-hand how to address climate change by implementing assessment, education, and
mitigation projects that have measurable benefits.
• Build critical real-world project management skills as they measure, track, and report outcomes
to community partners.
Fellows participate in a comprehensive training program that gives an overview of climate change
issues, strategies for tackling climate change, and approaches to building community resiliency in
California.
The Parties will work in partnership to promote the agreement, and its benefits to the Project and
community at large.
ARTICLE II — STATEMENT OF PROJECT ACTIVITIES
Through Climate Corps, SEI agrees to:
• Recruit and assist in selection of a Climate Corps Fellow for a commitment of 1440 hours over
a period of 10 months.
Exhibit A
• Train and support the selected Fellow with a comprehensive training program that includes a
training manual, a multi -day orientation led by an array of experts, monthly trainings, a mid-
year two-day retreat, and two Professional Development Assessment reviews.
• Work with the Host Agency to develop a specific Fellowship Scope for specific Host Agency
initiatives that aligns with Climate Corps goals and defines the Training Plan for the Fellow.
• Provide assistance in defining and developing metrics for the Fellow to measure and track the
progress of project activities throughout their Fellowship.
• Provide monthly follow-ups to review progress with Site Supervisor and Fellows.
• Define and implement any corrections to Fellow's plan determined to be necessary based on
feedback collected from Fellow and Host Agency.
Host Agency agrees to:
• Take part in the recruitment and interview process to identify a Fellow best fitted for the
specific projects' needs.
• Provide one to three specific climate resiliency initiatives that their Fellow can work on during
their term of service.
o Initiatives must be well-defined, approved for implementation, and include specific
learning objectives.
o Host Agency will work with SEI to finalize a mutually agreed-upon Fellowship Scope
no later than one month after the Fellow arrives on site.
• Assign a Site Supervisor who will be available to meet at least weekly with the Fellow for one-
on-one project meeting time, coordinate other necessary staff supervision needed for successful
implementation of the Fellowship Scope.
• Support Fellow to complete monthly reporting to SEI indicating whether progress is being
made on the initiatives.
• Provide feedback on Program and Fellow effectiveness by:
o filling out and submitting a Professional Development Assessment providing feedback
on Fellow activities two times a year;
o participating in program wide -conference calls to discuss program progress; and
o responding to Host Agency feedback surveys as requested.
• Not to hire Fellow for projects related to SEI community service programs during the
Fellowship term (if the Agency decides to hire the Fellow for like projects prior to the
completion of the program year of service, the MOU will be considered terminated, and SEI
will be due estimated program costs as set forth below).
• Refrain from using the Fellow for displacement of a host agency employee during the
Fellowship term.
• Allow SEI to share results from this program through grant reporting and other means as SEI
deems appropriate.
• Provide program -wide support through either:
o sponsoring a venue and staff presentations a monthly training event for all Fellows; or
o participating in a program sponsored training session or professional development
event.
• Partner assumes frill risk and responsibility for any accidents related to operation of Partner -
owned vehicles by Fellow during the Service Term.
2
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'TY WITH A
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
Project Manager: Cory Bytof
Extension: 3407
Contractor Name: SEI, Inc.
Contractor's Contact: Nathan McKenzie
Contact's Email: nathan@seiinc.org
❑ 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
❑
CB
b. Email contract (in Word) & attachments to City
7/21/2020
Atty c/o Laraine.Gittens@cityofsanrafael.org
2
City Attorney
a. Review, revise, and comment on draft agreement
7/22/2020
® LG
and return to Project Manager
7/22/2020
® LG
b. Confirm insurance requirements, create Job on
PINS, send PINS insurance notice to contractor
3
Project Manager
Forward three (3) originals of final agreement to
7/22/2020
®CB
contractor for their signature
4
Project Manager
When necessary, * contractor -signed agreement
® N/A
agendized for Council approval
*City Council approval required for Professional Services
Or
Agreements and purchases of goods and services that exceed
$75,000; and for Public Works Contracts that exceed $175,00
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
Attorney with printed copy of this routing form
6
City Attorney
Review and approve hard copy of signed
J
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agreement
►^��
7
City Attorney
Review and approve insurance in PINS, and bonds
Czl i
(for Public Works Contracts)
City Manager/ Mayor
8
Agreement executed by Council authorized official
Attest signatures, retains original agreement and
v
9
City Clerk
forwards copies to Project Manager
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