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HomeMy WebLinkAboutCM Organizational Development Services 2024AGREEMENT FOR PROFESSIONAL SERVICES BY AND BETWEEN THE CITY OF SAN RAFAEL AND JACOB GREEN & ASSOCIATES, INC FOR ORGANIZATIONAL DEVELOPMENT SERVICES This Agreement is made and entered into as of Jan 22, 2024 (the "Effective Date"), by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation (hereinafter "CITY"), and JACOB GREEN & ASSOCIATES, INC, a California Corporation (hereinafter "CONSULTANT"). CITY and CONSULTANT may be referred to individually as a "Party" or collectively as the "Parties" or the "Parties to this Agreement." RECITALS A. CITY desires to secure professional services more fully described in this Agreement, at Exhibit A, entitled "SCOPE OF SERVICES"; and B. CONSULTANT represents that it, and its subcontractors, if any, have the professional qualifications, expertise, and necessary licenses and desire to provide certain goods and/or required services of the quality and type which meet objectives and requirements of CITY; and C. The Parties have specified herein the terms and conditions under which such services will be provided and paid for. NOW, THEREFORE, the parties hereby agree as follows: AGREEMENT SERVICES TO BE PROVIDED. Except as otherwise may be expressly specified in this Agreement, CONSULTANT shall furnish all technical and professional services, including labor, material, equipment, transportation, supervision and expertise (collectively referred to as "Services") to satisfactorily complete the work required by CITY at its sole risk and expense. Services to be provided to CITY are more fully described in Exhibit A entitled "SCOPE OF SERVICES." CONSULTANT acknowledges that the execution of this Agreement by CITY is predicated upon representations made by CONSULTANT in that certain proposal, dated January 5, 2024 ("Proposal") set forth in Exhibit A, which constitutes the basis for this Agreement. COMPENSATION. In consideration for CONSULTANT's complete performance of Set -vices, CITY shall pay CONSULTANT for all materials provided and services rendered by CONSULTANT fixed fees in the amounts of $24,000 for Service # 1 and $16,400 for Service 42 and a not to exceed amount Rev 08 22 of $30,000 for Service #3, as further described in Exhibit .a, for a total amount not to exceed $70,400. CONSULTANT will bill City on a monthly basis for Services provided by CONSULTANT during the preceding month, subject to verification by CITY. CITY will pay CONSULTANT within thirty (30) days of City's receipt of invoice. TERM OF AGREEMENT. Unless otherwise set forth in this Agreement or unless this paragraph is subsequently modified by a written amendment to this Agreement, the term of this Agreement shall begin on January 5, 2024 and terminate on January 5, 2025. 4. PROJECT COORDINATION, A. CITY'S Project Manager. John Stefanski 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. CONSULTANT'S Project Director. CONSULTANT shall assign a single PROJECT DIRECTOR to have overall responsibility for the progress and execution of this Agreement for CONSULTANT. Jacob Green, President/CEO, is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution of this Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall notify the CITY within ten (10) business days of the substitution. 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 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. vos22 OWNERSHIP OF DOCUMENTS. 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. 7. INSPECTION AND AUDIT. 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. 8. ASSIGNABILITY. The parties agree that they shalt not assign or transfer any interest in this Agreement nor the perfonmance 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. INSURANCE REQUIREMENTS. During the term of this Agreement, and for any time period set forth in Exhibit B. CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in Exhibit B. 10. INDEMNIFICATION. A. Except as otherwise provided in subparagraph B of this section, 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 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, v 08 22 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. NONDISCRIMINATION. 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. 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. 13. NO THIRD PARTY BENEFICIARIES. 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. 08 22 4 14. 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: John Stefanski, Assistant City Manager 1400 Fifth Avenue San Rafael, CA 94901 15. INDEPENDENT CONTRACTOR. To CONSULTANT's Project Director: Jacob Green, President/CEO 13217 Jamboree Road 248 Tustin, CA 92782 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. 16. 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 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. 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. 17. SET-OFF AGAINST DEBTS. CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT under this Agreement, any monies which CONSULTANT owes CITY under any ordinance, vos22 agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or other amounts. 18. 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. 19. 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. 20. CITY BUSINESS LICENSE / OTHER TAXES. CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY business license as required by the San Rafael Municipal Code, and 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). 21. SURVIVAL OF TERMS. Any terms of this Agreement that by their nature extend beyond the term (or term ination) of this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective successors and assigns. 22. APPLICABLE LAW. The laws of the State of California shall govern this Agreement. 23. COUNTERPARTS AND ELECTRONIC SIGNATURE. 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. v 08 22 [Signatures are on the following page.] �0822 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL: CRISTINE ALILOVICH, City Manager APPROVED AS TO FORM: Office of the City Attorney By: GENEVIEVE COYLE, Assistant City Attorney ATTEST: City Clerk 6renna Nurm. Jw) ,Jan 23. M4 ❑`"43 PST; LINDSAY LARA, City Clerk 08,22 8 CONSULTANT: By. Jacob Green Name: Jacob Green Title: President and CEO [If CONSULTANT is a corporation, add signature of second corporate officer] By. Jacob Green Name: Jacob Green Title: Secretary EXHIBIT A SCOPE OF SERVICES The Services to be performed for CITY by CONSULTANT under this Agreement are more fully described in CONSULTANT's proposal, which is attached to this Exhibit A. A-1 PROPOSAL FOR ORGANIZATIONAL DEVELOPMENT, MUNICIPAL ADVISORY, & COACHING SERVICES P 1 III l: JANUARY 2024 iRi Al "►, I� L - i Cover Letter I LETTER FROM CEO JACOB GREEN Page 1 1 Section A SCOPE OF SERVICES Pages 2 - 7 Section B YOUR TEAM Pages S - 14 Section I C COST PROPOSAL Pages 1S -16 JACOB GREEN &.A�COCIATF% 1.888.4.JGA.IST I INFUCDJACOBGREENAiVDASSOCIATE.S.CONI January 5, 2024 Cristine Alilovich, City Manager City of San Rafael 1400 Fifth Avenue San Rafael, CA 94901 Dear City Manager Alilovich, Thank you very much for your interest in having Jacob Green & Associates, Inc. (JGA) provide Organizational Development Services for the City of San Rafael. We understand that the City is looking to level up the City Management team, improve productivity, foster a culture of innovation, establish a customer -first mindset, and align more closely with the City Council's vision for long-term success, and enhancing organizational effectiveness and accountability. To address the immediate needs of the City, we have put together a proposal to include the following services: Service #1: Building Alignment & Optimizing Council/Manager Governance Service #2: Work Plan Development Service #3: Municipal Advisory & Executive Coaching The team at JGA has over 600 combined years of experience serving as leaders in local government and overseeing and evaluating high -performing teams. Our services will enhance the City's operational efficiency and align strategies with the mission, vision, and goals. Our team of experts is dedicated to your success and ready to support your journey toward your goals. We will provide you with insights that will allow you to take the steps necessary to deliver services at the levels your Council, employees, and community stakeholders depend on. We are excited about the opportunity to partner and help the City of San Rafael continue to build organizational success. Sincerely Jacob Green President & CEO PAGE I JACOB GREEN h III -':AI i. SCOPE OF SERVICES SECTION A JACOB GREEN f AGE 2 & -10C! ki-L, SERVICE #1 - BUILDING ALIGNMENT & OPTIMIZING COUNCIL/MANAGER GOVERNANCE This program is designed to promote alignment and clarity among Councilmembers and Executive Staff within a Council/Manager form of government. The first step in the process will be for JGA to meet with all councilmembers individually to gain a better understanding of the City's priorities, goals, and objectives. Insights gained from these sessions will help ensure a customized workshop is created that will create a common understanding of vision, roles, goals, objectives, and/or values. Part 1: In -person meetings between JGA and each councilmember to understand the priorities, goals, and objectives of the City. Part 2: Staff Leadership Team Workshop - Time TBD (up to 2 hours) Part 3: City Council Workshop - Open and/or Closed Session - Time TBD (up to 3 hours) OUTCOMES: • Role Clarity: Participants will gain a clear understanding of the distinct roles and responsibilities of Councilmembers and Executive Staff in the Council -Manager form of government. • Best Practices: Explore best practices in local governance, emphasizing collaboration, transparency, and accountability. • Effective Communication: Enhance communication skills to facilitate smoother interactions between Councilmembers and Executive Staff. • Conflict Resolution: Develop strategies for constructive conflict resolution to overcome challenges and differences of opinion. • Leadership in Government: Explore leadership qualities necessary for effective governance in a Council -Manager system. SERVICE #2 - WORK PLAN DEVELOPMENT STEP 1: SELECT GOAL FOR WORK PLAN JGA will work with the City to select one of the adopted goals from the City of San Rafael's Goals and Objectives FY 23-24 for work plan development and if necessary, conduct background research and targeted interviews to clarify the goal and desired outcomes. STEP 2: KICKOFF MEETING Marking the beginning of the work planning facilitation process, JGA will host a meeting for the relevant staff and stakeholders. This kickoff meeting will set the stage to ensure the City team is aligned and ready to move forward with work plan development. STEP 3: FACILITATED WORK PLAN DEVELOPMENT JGA will collaborate closely with the City to develop comprehensive work plans that align with the City's selected strategic goal. Our approach involves conducting thorough analyses, engaging relevant stakeholders, and facilitating productive discussions. By identifying clear objectives, defining actionable tasks, establishing realistic timelines, and considering resource allocations, we will ensure that each work plan contributes to the overall success of the City's initiatives. JGA will provide a template work plan for City approval and staff will begin the drafting process in collaboration with JGA facilitators. Drill -down into each program level for task and milestone level detail, represented graphically and in a table view. Sample Work Plan A fully customizable Portfolio - level view offers a high -impact visual across all activities. Program C- Sample Roadmap TWry Gantt at a Pm1ea level Mlla ne. Program C- Sample Work Plan JACOB GREEN STEP 4: WORK PLAN DRAFTING Throughout the drafting phase, JGA's expertise in strategic planning, data analysis, stakeholder engagement, and documentation will be instrumental in ensuring the development of comprehensive and actionable work plans that effectively solidify the City's goal. We will engage in reviewing and refining the work plans. This may involve seeking feedback from City officials, stakeholders, and other relevant parties. JGA will be responsible for developing the work plan drafts/graphical content; and will make necessary adjustments to ensure the plans are comprehensive, feasible, and reflective of the collective input received to produce the work plan draft and associated graphical content. STEP 5: PRODUCT DELIEVERY JGA will provide the City with a final work plan. SERVICE #3 -MUNICIPAL ADVISORY JGA will provide the City with general advisory services in support of the mission of San Rafael. JGA will do the following: • JGA will advise the City Council on City Management best practices; JGA will be available to provide the City Manager with any project and program guidance as needed; • JGA will be available to the City Manager to provide advice and counsel on City operations and policy recommendations. Specifically, JGA will assist in areas such as: 1. Policy support a. Generating policy options aligned with Council focus areas and other goals b. Vetting policy alternatives for pros and cons c. Conducting analysis and best practices 2. City operations a. Review of current operations to assess effectiveness and efficiency b. Make recommendations for operations changes where appropriate 3. General City Manager Support a. Serve as a sounding board to vet new ideas b. Assist in assessing challenges and obstacles c. Provide additional support as requested • JGA will coordinate and communicate with City Manager throughout the engagement. SERVICE #3 (CONT.) - EXECUTIVE COACHING One of the best ways organizations can retain a high -caliber workforce is by investing in an employee's personal and professional development. JGA's executive coaching team is comprised of experienced professionals who understand how to support the professional growth of the Executive Leadership Team. Leadership coaching is the process of working one-on-one with an employee, typically an executive, manager, supervisor, or "high -potential" individual, in a series of focused sessions to develop their professional impact. The process of coaching is designed to help the participant enhance their workplace self-awareness, tackle blind spots, clarify goals, unlock their potential, and have a trusted source for feedback and guidance. Coaching sessions are designed to provide a means for the participant to clarify and solve problems on their own; promoting ownership and successful implementation of their self- created strategies. JGA coaches subscribe to the "Brief Coaching" philosophy developed by Insoo Kim Berg and Peter Szabo. Essentially, the coach is responsible for ensuring the sessions are focused on results; think SWAT team - get in, tackle the mission, and go home better and stronger. Sessions examine future achievement and support the identification of successful strategies based on past experiences. JGA's coaching approach is solution -focused. Our coaching program typically results in the following: • Movement toward a solution -focused paradigm when addressing challenges • Exposure to multiple management and leadership tools and practices • Enhanced communication skills • Greater accountability • Clarification of professional goals • A road map to reach those goals • A deeper understanding of their role within their team • Renewed energy as a stakeholder for their Company YOUR TEAM SECTION B PAGE 8 It fAc& GkEEN 6 \kSOCIATFi JGA's Team Video Link: Jacob Green and Associates - JGA - Your First Call JACOB GREEN, MPA President K- LEO Jacob is a nationally recognized local government expert in organization and leadership development. As an Assistant City Manager for the City of San Juan Capistrano and the City of Ontario, he has managed hundreds of employees and managed numerous government departments. As a trainer, keynote speaker, facilitator and coach, Jacob has worked with municipal clients, as well as commercial clients such as Mattel, FedEx, Hyundai Capital, ADP and many others. In 2019, Jacob distilled his personal and professional experiences into an Amazon Best -Selling book: "See Change Clearly: Leveraging Adversity to Sharpen Your Vision and Build Resilient Teams." Jacob has received numerous awards for his leadership, including the National Caring Award, the Orange County Human Relations Award, Most Inspiring Student at UC Irvine, and is the youngest recipient of the Gene Lentzner Humanitarian Award. Jacob has his Bachelor of Arts in Social Sciences with a Minor in Management from the University of California, Irvine, his Master of Public Administration (MPA) degree from California State University, Long Beach, and was recently awarded an honorary doctorate degree from Western University School of Health Sciences. JUSTIN CLIFTON Senior Director of Openaaons // Senior Facilitator Justin Clifton is a senior executive with a history of building high -performing teams with clear strategic focus and a track record of exceptional performance. Justin has approximately 20 years of experience as a City Manager of multiple communities in the Western US and experience as a Senior Executive for one of the world's largest Tech companies. Justin specializes in designing and implementing systems and practices that unleash the power of teams and teaching leadership and management across a broad portfolio of service areas including general administration, emergency management, finance, human resources and operations. Justin holds a Master's Degree in Public Policy from Colorado University, Denver and a Bachelor's Degree in Political Science and Philosophy from Fort Lewis. He holds specialized credentials in LEAN process improvement, conflict resolution and consensus building, high -performing organization models, performance management and leadership. GREG DEVEREAUX, JD Seniol-Ad'v,sui /; Serio; F,ctli!at, , Greg Devereaux served in state and local government for 40 years, holding a variety of leadership positions including City Manager of both Fontana and Ontario, where he worked with the city councils to improve each city's finances, as well as Chief Executive Officer of San Bernardino County where he helped the Board of Supervisors lead the County in a new direction which emphasized fiscal responsibility and working as a team. He worked with the Board and the San Bernardino Associated Governments in a community -driven effort to develop a Countywide Vision. Greg is a Past President of the California Redevelopment Association and has served on numerous committees at both the League of California Cities and the California State Association of Counties. In 2009, he was appointed by the California Air Resources Board to the Regional Targets Advisory Committee on greenhouse gas reduction under SB 37S. NICOLE BEACH Dn'ector of Strate,n_ initiatives // Senior Facilitator Nicole Beach is a Project Management and Strategic Portfolio leader who helps organizations realize value by tying strategy to execution. Her greatest strengths lie in supporting teams to achieve measurable and lasting outcomes through effective project delivery. Over the last 1S years, Nicole has led complex technology, organizational, and strategic projects including M&A integrations, ERP implementations, and process improvement initiatives. Most recently, Nicole oversaw Project Management Offices and Strategic Portfolio Management for Safebuilt, Citrix, and Sport Clips. Nicole is PMP and SAFe certified, a Lean Six Sigma Green Belt, and holds an MBA (Process Improvement Concentration) from Nova Southeastern University. NICOLE RAMET Director of Professional Developnien[ & Coaching Services Nicole Ramet serves as Director of Professional Development for JGA. As a seasoned coach with over 12 years of professional coaching and training services, Nicole brings the "Brief Coaching" philosophy developed by Insoo Kim Berg and Peter Szabo. Nicole oversees the team of JGA coaches to ensure that coaching services are provided with defined goals and are outcome -focused. Nicole incorporates the AEM-Cube Team Dynamics assessment into JGA's coaching services to enable the client to develop insights about their own talents and their strategic contribution to a team. Nicole utilizes her depth and breadth of communications knowledge in all her engagements with JGA clients whether that's in group facilitations, trainings, or one-on-one coaching opportunities. Nicole holds a Bachelor's Degree in Business Communications from Chapman University and has extensive experience in project management, program oversight, and customer service training. JACOB GREEN 'ACHE 10 nri 1'', JOHN ANDREWS Senior Faci;imto' John Andrews spent more than 37 years serving in various capacities with four different Southern California municipal agencies. From January 2009 to September 2020, he served as Director of Economic Development & Redevelopment for the City of Ontario, responsible for the oversight and implementation of Ontario's Economic Development, Business Retention and Attraction, and Communications/Marketing programs. John spent most of his local government career with the Community Development Commission of the City of Pasadena. He also served as Director of Economic Development/Redevelopment for the City of Azusa, and Downtown Development Manager for the City of Riverside. John has represented two local agencies on Business Improvement District boards and participated in the development and implementation of comprehensive downtown revitalization strategies. He served as a member of the San Bernardino County Workforce Development Board and currently serves as an economic development advisor to the City of Ontario. John holds a Bachelor of Science Degree in Urban and Regional Planning from California State Polytechnic University, Pomona, and has completed graduate studies in Public Administration at California State University, Northridge. JIM BOSS Senior Facilitator Jim has supported municipalities and public agencies for more than 40 years, specializing in public works and water departments. His experience includes managing staff of more than 400 people and capital improvement budgets of approximately $200 million. A few of his accomplishments include major projects in the City of Santa Ana, which included a new Corporation Yard, Police Administration and Detention Facility, and an Annex onto City Hall. Most recently Jim has focused his expertise on conducting organizational assessments and providing INTERIM executive public works services for local governments including clients from the cities of Fountain Valley, San Juan Capistrano, Encinitas, Newport Beach, Costa Mesa, Wildomar, Carson and The Imperial Irrigation District. JIM BIERY, MPA, MSCE Senior Facilitator Jim spent his 40+ year career as a Public Works Exec and City Engineer for numerous Southern California agencies (Buena Park, Torrance, Monrovia, South Gate, and Signal Hill) and has spent the last five years as a consultant in the Private Sector. He has a Master's from California State University, Long Beach - Master of Public Administration (MPA), another Master's from California State University, Long Beach - Master of Science in Civil Engineering (MSCE), and a Bachelor's from University of Southern California - Bachelor of Science in Civil Engineering (BSCE). He is a registered Civil Engineer and Traffic Engineer, State of California, and the winner of the James L. Martin Award from the League of California Cities, as the outstanding Public Works Professional in California. JACOB GREEN PAGE I & N S SOCIA r r i LINDA MATTHEWS, MBA Linda Matthews is a proven human resources expert who is passionate about working with management and employees to find win -win solutions for challenging issues. Linda has over 25 years of experience in human resources administration and executive leadership over a wide variety of human resources areas, such as employee and labor relations, classification, and compensation, hiring, benefits, and training. She served as human resources director for the City of Pomona and the City of Ontario. She also held a variety of positions for San Bernardino County and Riverside County. She holds a Bachelor's in Psychology from UCLA and an MBA from the Drucker School of Management at Claremont Graduate University. She currently serves as the Associate Director of Administration for Shoes that Fit, a non-profit organization, on a part-time basis. LISA BARTLETT, MBA Lisa Bartlett is a proven and skilled leader in both the private and public sector. For decades she has led teams, delivered results, and set the highest standards of excellence. She held executive positions in a technology company, project management firm and several law firms. During her tenure in the public sector, she was elected and served on the city council and most recently, as a County Supervisor on the Orange County Board of Supervisors, providing governance to the 6th largest county in the country. She has extensive expertise and experience in the areas of healthcare, transportation, technology, administration, public safety, infrastructure, coastline projects/issues and public -private partnerships (P3) and is driven to streamline delivery of projects and initiatives while improving organizational effectiveness. Lisa has served on several statewide boards including the California State Association of Counties (CSAC), serving as its President in 2020 and continues to serve on the California Transportation Commission (CTC), Technical Advisory Committee for Road Usage Charge. Lisa holds a Bachelor's degree in Finance and an MBA from Pepperdine University. She is also a licensed real estate Broker. She is passionate about her community and is involved with several local non -profits. TONY E. COLETTA JR, MPA, CEM, MPM Tony Coletta brings 25 years of expertise providing emergency management services, emergency planning and hazard mitigation planning. His emergency management experience includes instructing and course design, emergency operations center design, recruitment and succession planning, strategic planning, grant management and performance management. Tony is a proven leader skilled in problem solving, alliance building, and organizational communication that delivers results -oriented solutions directed at tomorrow's municipal challenges. He has built ultra -effective emergency management teams, led multi -million -dollar regional homeland security programs and coordinated state-wide public safety initiatives. Tony has authored best practice emergency plans, successfully leveraged federal agencies and elected officials to maximize emergency management funding and lead the construction of state-of-the- art emergency operations centers. His unique expertise in emergency management has developed from over 25 years of managing or deploying to state and national level disasters and from conducting on -the -ground assessments of international disasters in both Chile and Japan. VICKI KASAD Senior F:u;litata, Vicki Kasad has served in local government for over 40 years across five Southern Californian cities, holding positions such as Director of Human Resources and City Clerk while going far beyond the call of duty through her leadership in multiple committees and serving as the Director for Region 6 City Clerks Association of California. Her attention to detail, expert managerial skills, and commitment to the community have garnered her several City Clerk of the Year awards. In addition, Vicki possesses her Bachelor of Science in Workforce Education and Development from Southern Illinois University and holds certifications in Human Resource Management, Master Municipal Clerk, Train the Trainer, and Professional Municipal Clerk from UCR. MEGHAN MURRAY Meghan Murray has over 20 years of experience in the Federal Government. She retired from the United States Air Force and has a background in Data Analytics, Operations Management, Program Management, Executive Administration, and Continuous Process Improvement. Meghan has directed multiple programs valued at $1 billion while managing risk, safety, and compliance. Additionally, Meghan holds a Master of Science degree with a specialty in Human Resource Management, bringing to the team extensive knowledge in team leadership, strategic planning, and data -driven decision - making. One of Meghan's most notable projects was being a strategic team lead of the Organization of the Future, which led to the establishment of the latest branch of the military, the United States Space Force. Leveraging her extensive knowledge in team management, the team successfully transitioned over 300 subject matter experts to become the face of the Space Force. NICOLI HILSCHER Senior ProjecLllanager Nicoli Hilscher has over 21 years of experience in Federal and Local Government. She retired from the United States Air Force in the top two percent of the active enlisted force, as a Senior Master Sergeant. Nicoli has an extensive background in Leadership Development, Training Facilitation, Project Management, and Instructional Development. She has held positions internationally in various levels of leadership providing long-term organizational growth in diverse, fast -paced environments. Nicoli is a cross -functional leader overseeing operations, professional development, and recognition programs for organizations ranging from 20 to 300 personnel. She oversees IGA's Project Management Office, ensuring high -quality service delivery to all JGA clients. � u COST PROPOSAL SECTION JACOB GREEN PAG F 15 a—SOcurES Service #1: Building Alignment & Optimizing Council/Manager Governance $24,000 Program - One-to-one Council Interviews Day & Workshop Day Service #2: Work Plan Development $16,400 Service #3: Municipal Advisory & Executive Coaching Services $5,000 / Month Travel Included Materials Printed materials invoiced at cost. EXCLUSIONS The following program expenses are not included in consultant fees and are the responsibility of the City, if necessary. • Venue rental fees for event • Food and beverages for event INVOICING SCHEDULE FOR SERVICE #l: 25% - Upon Execution of Contract 25% - Upon Completion of Part 1 25% - Upon Completion of Part 2 25% - Upon Completion of Part 3 INVOICING SCHEDULE FOR SERVICE #2: 20% - Upon Execution of Contract 20% - Upon Completion of Step 2 20% - Upon Completion of Step 3 20% - Upon Completion of Step 4 20% - Upon Completion of Step 5 INVOICING SCHEDULE FOR SERVICE #3: Client will be sent an invoice monthly The prices, specifications, and conditions covered within this proposal are satisfactory and hereby accepted. JGA is authorized to do the work as specified. Signature: Name/Title: Date: JACOBGREENANDASSOC[ATE S.COM The costs outlined in this proposal are considered valid and binding for a period of 90 days, commencing from the date of the proposal's issuance. During this timeframe, the provided pricing and estimates for products, services, and associated expenses will remain unchanged, subject to the terms and conditions specified in the proposal document. Any modifications or alterations to the proposal, as well as adjustments to the costs, will require mutual agreement between the involved parties. JACOB GREEN PAGE 10 ""�" EXHIBIT B INSURANCE REQUIREMENTS During the term of this Agreement, and for any time period set forth below, CONSULTANT shall procure and maintain in full force and effect, at no cost to CITY insurance policies with respect to employees and vehicles assigned to the performance of Services under this Agreement with coverage amounts, required endorsements, certificates of insurance, and coverage verifications as defined in this Exhibit B. A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall maintain, at no expense to CITY, the following insurance policies: 1. Commercial general liability. 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. Automobile liability. An automobile liability (owned, non -owned, and hired vehicles) insurance policy in the minimum amount of one million dollars ($1,000,000) per occurrence. 3. Professional liability. 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 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. Workers' compensation. If it employs any person, CONSULTANT shall maintain workers' 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 workers' 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 workers' 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 Rev. 08.22 B-1 ISO form CG20 0104 13. 3. Except for professional liability insurance or workers' compensation insurance, the insurance policies shall include, in their text or by endorsement, coverage for contractual liability and personal injury. 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 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. 9. CONSULTANT agrees to ensure that subcontractors, and any other party involved with the Services, who is brought onto or involved in the performance of the Services by CONSULTANT, provide the same minimum insurance coverage required of CONSULTANT, except as with respect to limits. CONSULTANT agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this Agreement. CONSUTLANT agrees that upon request by CITY, all agreements with, and insurance compliance documents provided by, such subcontractors and others engaged in the performance of Services will be submitted to CITY for review. 10. CONSULTANT agrees to be responsible for ensuring that no contract used by any party involved in any way with the Services reserves the right to charge CITY or CONSULTANT for the cost of additional insurance coverage required by this Agreement. Any 08.22 B-2 such provisions are to be deleted with reference to CITY. It is not the intent of CITY to reimburse any third party for the cost of complying with these requirements. There shall be no recourse against CITY for payment of premiums or other amounts with respect thereto. C. Deductibles and SIR's. Any deductibles or self -insured retentions in CONSULTANT's insurance policies must be declared to and approved by the CITY 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 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 the CITY. 08.22 B-3 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 Office i Project Manager: Bernadette Sullivan Extension: 3475 Contractor Name: Jacob Green & Associates Contractor's Contact: Nicole Beach, Director, Strategic Initiatives Contact's Email: nicoleb@jacobgreenandassociates.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 Click Here to ❑ venter a � ! ate. b. Email contract (in Word) and attachments to City 1/8/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org x❑ 2 City Attorney a. Review, revise, and comment on draft agreement 1/16/2024 and return to Project Manager 1/16/2024 NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ❑X NT 3 Department Director Approval of final agreement form to send to 1/16/2024 contractor 4 Project Manager Forward three (3) originals of final agreement to 1/17/2024 3 contractor for their signature 5 Project Manager When necessary, contractor -signed agreement x❑ N/A agendized for City Council approval * *City Council approval required for Professional Services ;XJ Agreements and purchases of goods and services that exceed Or $75,000; and for Public Works Contracts that exceed $175,000 Click here to Date of City Council approval enter a Jate PRINT Project Manager CONTINUE ROUTING PROCESS WITH HARD COPY 6 Forward signed original agreements to City 1/17/2024 BS Attorney with printed copy of this routing form 7 City Attorney Review and approve hard copy of signed agreement 8 City Attorney Review and approve insurance in PINS , and bonds (for Public Works Contracts) 9 City Manager / Mayor Agreement executed by City Council authorized official y Clerk Attest signatures, retains original agreement and forwards copies to Project Manager P��It Jacob Green & Associates PSA for Organizational Development Services Final Audit Report 2024-01-23 Created: 2024-01-19 By: Laraine Gittens (laraine.gittens@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAi4PZY6X3LbvxAjeodVFcT7JRgFw_vRBh "Jacob Green & Associates PSA for Organizational Developmen t Services" History Document created by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-01-19-11:52:16 PM GMT- IP address: 199.88.113.8 E► Document emailed to Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) for signature 2024-01-19 - 11:54:26 PM GMT Email viewed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) 2024-01-20 - 6:27:25 PM GMT- IP address: 23.125.134.244 6© Document e-signed by Genevieve Coyle (genevieve.coyle@cityofsanrafael.org) Signature Date: 2024-01-20 - 6:36:56 PM GMT - Time Source: server- IP address: 23.125.134.244 '. Document emailed to Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) for approval 2024-01-20 - 6:36:59 PM GMT Email viewed by Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) 2024-01-22 - 3:43:18 PM GMT- IP address: 104.47.64.254 d© Document approved by Brenna Nurmi (brenna.nurmi@cityofsanrafael.org) Approval Date: 2024-01-22 - 3:43:25 PM GMT - Time Source: server- IP address: 199.88.113.8 E`11 Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-01-22 - 3:43:29 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-01-23 - 5:07:03 AM GMT- IP address: 73.170.251.162 d© Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-01-23 - 5:07:46 AM GMT- IP address: 73.170.251.162 f3 Adobe Acrobat Sign 6© Document e-signed by Cristine Alilovich(cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-01-23 - 5:07:48 AM GMT - Time Source: server- IP address: 73.170.251.162 E,7'y Document emailed to brenna.nurmi@cityofsanrafael.org for signature 2024-01-23 - 5:07:51 AM GMT Email viewed by brenna.nurmi@cityofsanrafael.org 2024-01-23 - 3:42:53 PM GMT- IP address: 104.47.65.254 6© Signer brenna.nurmi@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-01-23 - 3:43:11 PM GMT- IP address: 199.88.113.8 &o Document e-signed by Brenna Nurmi (for) (brenna.nurmi@cityofsanrafael.org) Signature Date: 2024-01-23 - 3:43:13 PM GMT - Time Source: server- IP address: 199.88.113.8 Agreement completed. 2024-01-23 - 3:43:13 PM GMT Q Adobe Acrobat Sign