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HomeMy WebLinkAboutCM MCCMC Legislative Analysis Activities 2022AGREEMENT FOR PROFESSIONAL SERVICES AN This Agreement is made and entered into this day of July 2022, by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), as lead agency acting on behalf of the Marin County Council of Mayors and Councilmembers ("MCCMC"), and CLAIRE COLEMAN (hereinafter "CONTRACTOR"). RECITALS WHEREAS, the Cities and Towns of Marin County, by and through the MCCMC, desire to retain CONTRACTOR to provide legislative analysis activities on their behalf, and WHEREAS, CONTRACTOR has the training and experience to provide, and is willing to provide, legislative analyst duties and services to the MCCMC Legislative Committee; and WHEREAS, CITY has agreed to be the lead agency, on behalf of the MCCMC, for the purpose of entering into an agreement with CONTRACTOR to provide such legislative analyst duties and services to the MCCMC; and WHEREAS, the MCCMC members have agreed to jointly fund this agreement. AGREEMENT NOW, THEREFORE, the parties hereby agree as follows: 1. PROJECT COORDINATION. A. CITY. The City Manager shall be the representative of the CITY for all purposes under this Agreement. The 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. CONTRACTOR shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONTRACTOR. Claire Coleman 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. 1 3. DUTIES OF CITY. CITY shall pay the compensation as provided in Paragraph 4. 4. COMPENSATION. For the full performance of the services described herein by CONTRACTOR, CITY shall pay CONTRACTOR no more than $8,000 for work completed over a full year, billed by CONTRACTOR quarterly in equal payments of $2,000. CONTRACTOR understands and agrees that she shall not incur any additional expenses on behalf of CITY, the Cities and Towns of Marin County or the MCCMC, and that CITY, the MCCMC and the Cities and Towns of Marin shall not be responsible for any obligations of an employer. Specifically, CONTRACTOR shall furnish her own means of transportation, miscellaneous supplies and incidental expenses. Payment will be made quarterly upon receipt by PROJECT MANAGER of invoice and quarterly report of activities submitted by CONTRACTOR. 5. TERM OF AGREEMENT. The term of this Agreement shall be for (1) year commencing on July 1, 2022 and ending on June 30, 2023. The schedule of work is to be set by the MCCMC Chair with input by the CONTRACTOR. Upon mutual agreement of the parties, and subject to the approval of the City Manager, the term of this Agreement may be extended for additional periods of up to (1) year each. 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 and/or MCCMC 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 and/or MCCMC as soon as possible, but not later than thirty (30) days after termination. 2 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 and MCCMC. CITY and MCCMC 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. A. During the term of this Agreement, CONTRACTOR shall maintain, at no expense to CITY, an automobile liability insurance policy on CONTRACTOR'S vehicle(s) in the minimum amount of $100,000 per person/$300,000 per occurrence. B. CONTRACTOR shall provide to City's PROJECT MANAGER, Certificates of Insurance evidencing the insurance coverage required herein. The insurance shall be approved as to form and sufficiency by PROJECT MANAGER and the City Attorney. C. If it employs any person, CONTRACTOR shall maintain worker's compensation and employer's liability insurance, as required by the State Labor Code and other applicable laws and regulations, and as necessary to protect both CONTRACTOR and CITY against all liability for injuries to CONTRACTOR's officers and employees. D. Any deductibles or self-insured retentions in CONTRACTOR's insurance policies must be declared to and approved by the City's Risk Manager and the City Attorney. 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. 11. INDEMNIFICATION. CONTRACTOR shall indemnify, release, defend and hold harmless the CITY, the Cities 3 and Towns of Marin County, and the MCCMC, and their officers, agents and employees, against any claim, demand, suit, judgment, loss, liability or expense of any kind, including attorney's fees, arising out of or resulting in any way, in whole or in part, from any acts or omissions, intentional or negligent, of CONTRACTOR or CONTRACTOR's officers, agents and employees in the performance of their duties and obligations under this Agreement. 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 LA 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: Jim Schutz Project Manager City of San Rafael 1400 Fifth Avenue, Room 203 San Rafael, CA 94901 TO CONTRACTOR: Claire Coleman Project Director 484 Sonoma Avenue 51 Santa Rosa, CA 95401-6319 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, the Cities and Towns of Marin County, or the MCCMC. CITY and CONTRACTOR acknowledge that CONTRACTOR is currently an employee of the CITY in the performance of duties that are separate from and not within the scope of services covered under this Agreement. CONTRACTOR and CITY expressly intend and agree that the status of CONTRACTOR, its officers, agents and employees, in the performance of services covered under this Agreement, be that of an Independent Contractor and not that of an employee of CITY. For services rendered under this agreement, CONTRACTOR shall be issued an IRS 1099 or other equivalent form for non - employment income and in no event will CONTRACTOR be entitled to wages, benefits, or any other entitlements as a CITY employee. 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. 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 5 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 / 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. SURVIVAL OF TERMS. 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. 23. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 24. COUNTERPARTS AND ELECTRONIC SIGNATURE. This Agreement may be executed 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. [Signatures are on the following page.] IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL ATTEST: , r/V'��, LINDSAY LARA, City Clerk APPROVED AS TO FORM: 1 7 (�2,2LI-r ROS RT F. EPSTEIN, C ty Attorney CONTRACTOR I jar I/ Name: ailak,.1 lkalen � +l. mmA4 iris. [If Contractor is a corporation, add signature of second corporate officer] Name: Title: EXHIBIT A MCCMC LEGISLATIVE COMMITTEE Legislative Analyst Duties Updated June 2022 Attend monthly MCCMC Legislation Committee meeting and occasional emergency meeting The regular meetings are currently the fourth Monday of the month 8:00 am at San Rafael City Hall. At this time, meetings are held via Zoom. General Duties of the Legislative Anal: ■ Keeping abreast of legislation & ballot measures that are consistent with the committee's scope of advocacy • Preparing update reports and letters for Committee Chair • Preparing Committee Agenda ■ Collecting and distributing supporting documents or web links • Report on bill content at meetings - Flag bills on which committee took position if bill is subsequently amended • Drafting position letters for Committee Chair • Preparing notes on Committee action for the Chair ■ Liaison with local office of the Marin Assembly member and Senator and League of California Cities.rep • Liaison with Local Office of Congressional representatives A enda Preparation and Distribution • Prepare and distribute agendas for regular committee meetings, for emergency meeting, if any, and for meetings requested by California legislators' office or that of Congressional representatives. ■ Prepare list of potential bills of interest with League position and position of Marin County and/or Marin Towns/Cities. Responsibility: League rep for League bills and lobbyist for non -League bills. w Using above bill list, prepare the draft agenda in conjunction with the Lobbyist, League Rep, and committee chair. Include when appropriate requests from assembly member or senate staff for a position. The agenda should include information on priority bills or "hot" bills, which require urgent action, along with bill titles and descriptions, summaries (if available), legislator's fact sheets from the authors of the bill, as well as League Committee analyses, the LAO analysis (if available), or the staff of the committees hearing the bill, and a URL for full text of bills on-line. ■ Gather information on upcoming League & MCCMC meetings to be included on agenda. ■ Forward draft agenda: 10 calendar days prior to the meeting to the Chair as a word document for review agenda & approval. n Send out final agenda via e-mail to Committee Distribution List week before the meeting is ideal, but last-minute legislative action often delays the distribution until the Thursday before the meeting. Emailed packet includes the agenda, bill summaries, urls to full text, and other documentation described above. EXHIBIT A EXHIBIT A ■ Prepare updates on bills of specific areas of interest with info lobbyists and league rep will help ■ Keep the distribution list updated. The list includes committee voting members (representatives from the council of Marin cities), and League representative, usually the North Bay Public Affairs manager of the League of CA Cities, Marin legislative aides, lobbyist, San Rafael City Manager, County Administrator, and others who may be interested. ■ Attend monthly meetings and prepare notes of the meeting. Notes include brief summaries of the pro/con discussion and any position taken by vote of committee on bills or relevant matters. Copies of the notes are sent to the chair as soon as possible after the meeting. ■ Keep and update a spreadsheet of bills, positions, dates position taken, amendments to the bills or changes of position. Distribute to committee monthly. ■ Set up zoom meeting or in-person meeting location and phone connection to lobbyist. Letters in Support/Opposition ■ Research and prepare draft letters for approval by the Chair. Letters should include Marin specific information where material. Contact staff regarding potential impact on individual city/town. Contact Marin County legislative staff when necessary. Letters can be prepared using the League or the Lobbyist template when consistent with the position of the committee. Staff will obtain templates and dispatch it to the Chair for signature within 3 working days after committee meeting. m Initial position letters will be sent out to the legislators no later than 5 calendar days after the meeting, or sooner for urgency matters, if at all possible. Follow up letters requested when a bill on which the committee has taken a position is sent to another committee or house in the legislature should be sent out within 2 days of the request. ■ Send a Word document to the Chair for review. ■ Obtain chair's signature on final letters. ■ Prepare PDF of signed letter and distribute to author of the bill and chair of the committee hearing the bill, with ccs to local Assembly Member and Senator, League of California Cities, MCCMC lobbyist. If the bill is still controversial when it reaches the governor's desk, a letter is sent to the governor. All letters sent should be cc'd to the chair. ■ Committee positions, if any, on initiatives that have qualified for the ballot should also be provided to Initiative author or committee. ■ The Lobbyist or League Representative are sources for contact information for the relevant legislators and other designated recipients. Other sources exist, as needed. ■ Keep a file of all final, signed letters. Preparing Updated Reports and Letters for Committee Chair ■ Forward updates from Legislative Offices, advocates, League of California Cities, and Lobbyist if the chair is not on their email roster. • Track bills on which MCCMC legislative committee has taken a position. Prepare letters on amended bills. EXHIBIT A EXHIBIT A Liaison with Elected Officials in Sacramento and Washinp-ton ■ Regular contact with local offices of Assembly member and Senator ■ Contact with CA Congressional representatives when necessary EXHIBIT A P� RAF, 1 WITH Pah 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: Brenna Nurmi Extension: x3066 Contractor Name: Claire Coleman Contractor's Contact: 530-204-8934 Contact's Email: claire.a.coleman@gmail.com ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION COMPLETED REVIEWER DEPARTMENT DATE Checklinitial 1 Project Manager a. Email PINS Introductory Notice to Contractor Click here to [] enter a date. b. Email contract (in Word) & attachments to City 7/6/2022 Atty c/o Laraine.Gittens@cityofsanrafael.org Z 2 City Attorney a. Review, revise, and comment on draft agreement 7/18/2022 and return to Project Manager 7/18/2022 ❑X GC b. Confirm insurance requirements, create Job on Project Manager PINS, send PINS insurance notice to contractor ❑X _GC_ 3 Forward two (2) originals of final agreement to 6Mr . to It contractor for their signature er €e. 4 Project Manager When necessary, * contractor -signed agreement ❑ N/A agendized for Council approval *PSA> $75,000; or Purchase > $75,000; or Or ❑ Public Works Contract > $175,000 Date of Council approval Click here to CONTINUE ROUTING PROCESS WITH HARD COPY Forward signed original agreements to City enter a date. PRINT Project Manager 5 City Attorney Attorney with printed copy of this routing form 6 Review and approve hard copy of signed / agreement 7 City Attorney Review and approve insurance in PINS , and bonds I I2 (for Public Works Contracts) 8 City Manager/ Mayor J City Clerk Agreement executed by Council authorized official Attest signatures, retains original agreement and 9 forwards copies to Project Manager��"