No preview available
HomeMy WebLinkAboutDS Strategic Consulting and Training ServicesAGREEMENT FOR PROFESSIONAL SERVICES BY AND BETWEEN THE CITY OF SAN RAFAEL AND CIVICMAKERS, LLC FOR STRATEGIC CONSULTING AND TRAINING SERVICES This Agreement is made and entered into as of J U [ 22, 2024 (the "Effective Date"), by and between the CITY OF SAN RAFAEL, a chartered California municipal corporation (hereinafter "CITY"), and CIVICMAKERS, LLC, a California limited liability company (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: FIX" ti01Old 1ONI 1. 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 June 4, 2024 ("Proposal") set forth in Exhibit A, which constitutes the basis for this Agreement. 2. COMPENSATION. In consideration for CONSULTANT's complete performance of Services, CITY shall pay CONSULTANT for all materials provided and services rendered by CONSULTANT at the unit rates and rates per hour for labor, as set forth in Exhibit A, for a total amount not to exceed Rev 08 22 $65,000. 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 the Effective Date of this Agreement and terminate on June 30, 2025. 4. PROJECT COORDINATION. A. CITY'S Project Manager. Director of Digital Service and Open Government 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. Judi Brown is hereby designated as the PROJECT DIRECTOR for CONSULTANT. Should circumstances or conditions subsequent to the execution ofthis 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. 08,22 2 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 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. 9. 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, 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. 11. 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. 12. COMPLIANCE WITH ALL LAWS. 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 parry. v 09 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: Sean Mooney, Director, Digital Service and Open Government 1400 Fifth Avenue San Rafael, CA 94901 15. INDEPENDENT CONTRACTOR. To CONSULTANT's Project Director: Judi Brown Co -Founder and Managing Partner Civic Makers 530 Divisadero St. PMB 889 San Francisco, CA 94117 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, 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 ofthis 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 termination) 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, v 08 22 6 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.] v 08 22 IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month and year first above written. CITY OF SAN RAFAEL: ("A'� .A�'-, Cristine Alilovich (Jul 22, 202415:59 PDT) CRISTINE ALILOVICH, City Manager APPROVED AS TO FORM: Office of the City Attorney Robert F Epstein (Jul ?0.:,u4 14 U PDT, By: ROBERT F. EPSTEIN, City Attorney ATTEST: City Clerk 91-vina Numi (for) Brenni N.M. Vorl (Jul 22. 2025 w o PD i LINDSAY LARA, City Clerk vos22 8 CONSULTANT: ']r-tall B`owh Judi Brown (Jul 18, 202414:53 PDT) USA Name: Judi Brown Title: Co -Founder & Managing Partner [If CONSULTANT is a corporation, add signature of second corporate officer] By: Name: Title: 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. Rev 08.22 A-1 ,.� ice•. I PROPOSAL Together San Rafael Learning Lab Training Program For City of San Rafael June 4, 2024 Prepared by: (� CIVIC makers www.civicmakers.com I share@civicmakers.com 1 dMIM&O City of San Rafael Learning Lab Proposal I June 4, 2024 (r C)VIC makers Table of Contents 1. Firm Experience 3 Project Team 6 2. Scope of Work 7 Project Understanding 7 Proposed Approach 7 Proposed Activities and Timeline 8 Overall Project Timeline & Deliverables 8 3. Cost Proposal 9 © 2024, CivicMakers LLC 2 City of San Rafael Learning Lab Proposal I June 4, 2024 1. Firm Experience makers CivicMakers is a strategic consulting firm based in San Francisco, with extensive experience supporting local government agencies across the Bay Area with community engagement, strategic planning, service design, and organizational development. Training is a cornerstone of all of our offerings because it enables organizations to build the capacity of their staff internally, which furthers our mission to advance human -centered, collaborative problem -solving. Similar to the City of San Rafael, many of our clients would Like their staff to have the tools and resources to explore more creative, collaborative and community -informed solutions, and to improve organization -wide communications practices in the process. Our training approach combines human -centered design and systems thinking, which results in learning opportunities that affect organizational change. atir�Ze 00 We have honed our Human -Centered Design "Learning Lab" training program over the years, beginning with its inception in 2017, when we co -created this program with employees at the City of San Rafael. The Learning Lab grew out of a need articulated by our clients, which was a desire to build staff capacity for applying innovation methodologies into daily work practices, so that programs and services will more closely reflect real world needs. FQ 70 A 119 Human -Centered m Design �a Figure 1: HCD process and phases. Since that time, we have provided a range of staff training and coaching programs for local cities and state agencies across California, including the City of San Jose, City of Walnut Creek, City of Sunnyvale, Contra Costa County, California Department of Technology, and various open enrollment trainings for public, nonprofit, and social sector employees. In addition, we have worked extensively with some of these same clients as well as San Francisco Municipal Transportation Agency and the California Economic Development Department on multi -year organizational change initiatives aimed at embedding a culture of innovation and engagement. "Learning Lab created a culture change within our organization. A culture change that is based on peer -to -peer, human -to -human feedback. This culture is translated into flexibility and adaptability in the workplace." (Former Client) © 2024, CivicMakers LLC 3 City of San Rafael Learning Lab Proposal I June 4, 2024 civic makers Project Examples & References The following projects demonstrate our experience creating tailored human -centered design trainings (via our Learning Lab model) as well as customized one-off trainings for local municipalities and other public agencies. CALIFORNIA DEPARTMENT OF TECHNOLOGY Open Enrollment Trainings Project Start & End Dates: 2019 - Present CivicMakers Staff & Responsibilities: Judi Brown (Project Manager and Lead Facilitator), Leah Tremblay -Adams (Curriculum Designer and Facilitator), Brittany Henry (Facilitator) References: Jennifer Hamman, Office of Professional Development Jennifer.Hamman@state.ca.gov* 1 (916) 898 - 0477 Keri M. Nomura, Office of Professional Development Keri.Nomura@state.ca.gov* 1 (916) 898 - 0480 [*email to arrange a call] Description of Services: Facilitate a series of problem solving and leadership skills workshops for the newly -created Office of Innovation, which then evolved into annual open -enrollment trainings for public sector employees across the state in diverse topics including online facilitation, storytelling, and collaborative decision -making (human -centered design). CITY OF SAN JOSE Human -Centered Design Learning L Project Start & End Dates: October 2020 - Ongoing CivicMakers Staff & Responsibilities: Judi Brown (Project Director), Leah Tremblay -Adams (Design Researcher), Brittany Henry (Facilitator) Reference: Kelli Parmley, Assistant Director of Human Resources kelli.parmley@gmail.com* 1 804-301-4061 'Currently transitioning out of her role and has agreed to be contacted via her personal email. Description of Services: CivicMakers facilitated our signature Learning Lab program, an eight week, hands-on learning and engagement experience for cross -departmental teams in public institutions, with the City of San Jose in 2020. This was our first Learning Lab conducted entirely virtually. In October 2020, the IT department put forth an initiative to reimagine the city's intranet, and needed some support validating assumptions of the project's usefulness across the city. @ 2024, CivicMakers LLC 4 City of San Rafael Learning Lab Proposal I June 4, 2024 �� CIVIC �i makers Human Resources and IT were willing to experiment with fostering human connection in a virtual environment, and felt confident in our ability to deliver a program that would surface needs across departments in a time of uncertainty. Since IT had already gone through the process of creating objectives for its OneCity Workplace idea (the next iteration of the City's intranet), we turned those objectives into 'How Might We' statements and trained a cohort of cross -departmental teams in user research to test how the objectives could meet the needs of diverse teams across the City. Cohort p3_SJ L v 85 u 4 O PQ O Outline [� 1 Homework Assignm... Y— _ _ - 2 Team 1 .. ©� _ _ _ 3 [1]Journey Map : "'z- y q ! _ ® Qa O •�• � 4 Team 2 —__ 5 [2] Journey Map -- WE waeP At l�ry ,,•,:Iao<ow Tt- mamma _ 6 Team 3 _-` - 7[3]Journey Map lid � �•� Image description: The CivicMakers team used digital collaboration tools to identify key stakeholders and create customer journey maps that helped to better understand technology needs from departments across the entire organization. The insights gained from the user research conducted over eight weeks surfaced insights that challenges had to do with cultural or human elements as opposed to purely technology needs. These insights have been integrated into subsequent Learning Lab cohorts to get at the root cause of design challenges across the city. An RFP was recently released to procure a vendor for the OneCity Workplace intranet with technical requirements sourced directly from users across all city departments. Video Recording Example: This promotional video from the City of San Jose to advertise our Learning Lab training internally showcases some elements of our human -centered design training. © 2024, CivicMakers LLC 5 City of San Rafael Learning Lab Proposal i June 4, 2024 Project Team We propose the following team to deliver the requested scope of services. Judi Brown, Project Advisor Title: Co -Founder & Managing Partner Judi is a creative systems thinker and human -centered design practitioner who works to bring collaborative problem -solving methods to individuals and institutions. She brings nearly 15 years of experience in applied innovation methodologies with nonprofits and government agencies. Judi has led capacity building and immersive learning experiences for clients to apply human -centered design in a way that helps reimagine institutional culture. Leah Tremblay -Adams, Project Manager Title: Principal Design Researcher & Curriculum Designer The human -centered design process can feel uncertain and unstructured. With 5+ years as a designer in the public sector context, Leah helps to chart the course from understanding lived experience to defining problem space and identifying solutions. Drawing on her background in linguistics and organizational management, she examines underlying structures, processes and mindsets that make the difference between intended outcomes and real impact. Brittany Henry, Lead Facilitator Title: Design Strategist & Facilitator Brittany brings experience in facilitation, participatory research, and coaching to deliver inviting and impactful engagements. She holds space for challenging conversations, while keeping diverse stakeholder groups aligned toward a shared goal. As a Design Strategist, she helps to translate Lived experience and real -world challenges into organizational goals and systems. Brittany seamlessly blends learning, research and facilitation. Eva Mas, Facilitator Title: Engagement Lead & Facilitator Eva supports CivicMakers' community and staff engagement, public outreach, and equitable initiatives. They draw on their unique background in community engagement, community organizing, facilitation, art, and social work, including extensive work with people experiencing homelessness, to support under -served communities and public servants seeking to serve those communities. They bring native language skills in Spanish and English, as well as an ability to genuinely connect with communities. © 2024, CivicMakers LLC 6 City of San Rafael Learning Lab Proposal June 4, 2024 (d � CIVIC makers 2. Scope of Work Project Understanding The City of San Rafael is seeking a training partner that has experience in the public sector to provide applied learning in innovation methodologies while using the Together San Rafael design principles as a lens. San Rafael's groundbreaking Together San Rafael initiative was born out of the desire to create the capacity for collaborative problem -solving across departments. In order to address this need, we would like to start by providing a short "Human -Centered Design 101" training that will empower managers with tangible, actionable tools to better engage their employees in key internal decisions. Following this initial introductory training, we will engage staff across departments and levels in a 12-week, hands-on training to vet and revise, as necessary, the Together San Rafael principles with employees across the City. I Proposed Approach Over the course of 12 weeks, participants will work in small teams to learn, apply HCD methods and conduct user research to vet the desirability, feasibility and viability of the TSR Principles. The experience will culminate in a showcase where each team presents what they developed to their peers, organizational leadership and, if appropriate, community members. Below we offer recommendations for an initial 12-week Learning Lab that would be conducted with a group of 25 - 30 staff from across departments. Some sessions would be virtual and others in person. This program would aim to achieve the following goals: • Teach human -centered design methods, including collaborative -decision making and equitable engagement best practices. • Work in small teams to apply [earnings to review and revise TSR principles. • Create an environment where teams can collaborate effectively, build psychological safety, integrate equity principles and best practices, and develop their project management and presentation skills. After the first cohort completes the training and shares their work products, we will lead an evaluation process to ask key City stakeholders for input on where they would like to see this work go next, such as engaging a new cohort or initiating projects to test the potentially re -worked TSR principles. © 2024, CivicMakers LLC 7 City of San Rafael Learning Lab Proposal I June 4, 2024 �� CIVIC @� makers Proposed Activities and Timeline Overall Project Timeline & Deliverables Phase Deliverables Kick -Off & Work Planning Planning . Hold a kick-off meeting with the core project team to clarify August 2024 our work plan and establish clear roles and responsibilities. • Present and gather feedback. Discovery & Discovery & Course Design. Course Design . Review background documents to understand staff needs and September 2024 integrate [earnings into the training design. • Conduct discovery interviews or a survey with select staff (training participants and/or leadership) to understand any additional needs of City staff that could be met by the training. • Confirm participants, dates and collaborative tools for the cohort. • Co -design the outline of the curriculum (drafted below) to integrate [earnings from discovery activities. Communications Cohort Engagement & Communications. Co -design promotional & Engagement language and act as advisors to the City team through participant September 2024 recruitment (as needed), including gaining supervisor approval for participation. Maintain regular communications with participants and manage shared resource folders. Advisor Engagement & Communications. During the discovery phase we will identify 2-5 advisors and champions (likely City leadership) to support the final outcomes and help build program buy -in. We will keep this group informed of cohort progress through written communications, and would bring them in to advise at key milestones (e.g., resource prototyping and final presentations). Session Course Preparation. Based on the co -designed curriculum, prepare Preparation & training materials for each week. This includes presentations, Facilitation worksheets, case studies, and tools for practice. Oct - Dec 2024 Facilitation & Training. Facilitate regular trainings to assist participants in learning and applying the tools and techniques introduced each week. Coaching. Between trainings, we will provide coaching sessions (as needed) during which participants can receive guidance and support. © 2024, CivicMakers LLC 8 City of San Rafael Learning Lab Proposal I June 4, 2024 civic v makers Evaluation & Session Debriefs. After each session, we will debrief to evaluate the Reporting session design and identify what worked well and what could be December 2024 improved. This information will help inform the design of the next session as well as subsequent cohorts. Evaluation. At the end of the program, we will collect participant feedback through an After Action Review, as well as feedback from advisors and showcase attendees. We may also explore pre & post surveys to identify growth or changes from start to finish. Recommendations Report. We will summarize our key takeaways and lessons learned in a summary report, including recommended next steps. Project Bi-Weekly Calls. Ongoing, regular meetings with the core project Management team to check in on progress and iterate as needed. Other Project Management. Written project updates, task and timeline management, budget oversight. 3. Cost Proposal Below is our estimate based on understanding current needs and desired amount of participants. This is subject to change based on continued conversations; we look forward to finding a proposal that works best. Estimated Hours Cost Planning & Manager's Training 50 $9,360 • Work Planning • Design and Planning • Gather input from Executive Team • Intro to HCD Training Learning Lab: Discovery & Design 48 $9,040 • Background document review • Discovery interviews or survey • Course design & communications protocol Learning Lab: Communications & Engagement 28 $5,345 • Participant Outreach / Recruitment Support • Cohort Engagement & Communications • Advisor Engagement & Communications Session Preparation & Facilitation 157 $29,520 © 2024, CivicMakers LLC 9 City of San Rafael Learning Lab Proposal i lune 4, 2424 �� C I v I C � makers • Course Preparation • Facilitation & Training of Labs (12) + travel • Coaching • Showcase • Celebration Evaluation & Reporting 32 $6,195 • Session Debriefs (7) • Evaluation (pre & post survey) • Recommendations Report Project Management 30 $6,140 • Bi-weekly project team calls • Task and budget management • Project team updates Estimated Total Cost $65,000* *Includes travel and materials costs. O 2024, CivicMakers LLC 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 0822 B-1 ISO form CG20 0104 13. 3. Except for professional insurance, the insurance policies shall include, contractual liability and personal injury. liability insurance or workers' 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. Ifthe 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 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. Civic Makers - Together Academy Interim Agreement Report Created: 2024-07-18 By: Sean Mooney (sean.mooney@cityofsanrafael.org) Status: Out for Signature Transaction ID: CBJCHBCAABAAfS9D-QHi56ysKM5sxAaMpQ1_hL6RTYt Agreement History Agreement 2024-07-18 Agreement history is the list of the events that have impacted the status of the agreement prior to the final signature. A final audit report will be generated when the agreement is complete. "Civic Makers - Together Academy Agreement" History Document created by Sean Mooney (sean.mooney@cityofsanrafael.org) 2024-07-18 - 9:20:10 PM GMT E-4' Document emailed to Judi Brown Qudi@civicmakers.com) for signature 2024-07-18 - 9:20:30 PM GMT E-4' Document emailed to Laraine Gittens(laraine.gittens@cityofsanrafael.org) for approval 2024-07-18 - 9:20:30 PM GMT E-' Document emailed to Rob Epstein(rob.epstein@cityofsanrafael.org) for signature 2024-07-18 - 9:20:31 PM GMT P-4 Document emailed to City Clerk (city.clerk@cityofsanrafael.org) for approval 2024-07-18 - 9:20:31 PM GMT E-.+ Document emailed to Cristine Alilovich(cristine.alilovich@cityofsanrafael.org) for signature 2024-07-18 - 9:20:31 PM GMT T-4' Document emailed to Lindsay Lara (city.clerk@cityofsanrafael.org) for signature 2024-07-18 - 9:20:32 PM GMT Email viewed by Lindsay Lara (city.clerk@cityofsanrafael.org) 2024-07-18 - 9:21:03 PM GMT Email viewed by City Clerk (city.clerk@cityofsanrafael.org) 2024-07-18 - 9:22:05 PM GMT Q Adobe Acrobat Sign ,n Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-07-18 - 9:32:19 PM GMT e Email viewed by Judi Brown Qudi@civicmakers.com) 2024-07-18 - 9:48:24 PM GMT 60 Document e-signed by Judi Brown Qudi@civicmakers.com) Signature Date: 2024-07-18 - 9:53:01 PM GMT - Time Source: server a Adobe Acrobat Sign 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: Digital Project Manager: Sean Mooney Extension: Click here to enter text. Contractor Name: Civic Makers Contractor's Contact: Judi Brown Contact's Email: judi@civicmakers.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 ❑ enter a date. b. Email contract (in Word) and attachments to City 6/20/2024 Attorney c/o Laraine.Gittens@cityofsanrafael.org ❑X 2 City Attorney a. Review, revise, and comment on draft agreement 7/16/2024 and return to Project Manager 7/16/2024 © NT b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor ® NT 3 Department Director Approval of final agreement form to send to 7/16/2024 © _SM_ contractor 4 Project Manager Forward three (3) originals of final agreement to Click here to contractor for their signature enter a date. 5 Project Manager When necessary, contractor -signed agreement ❑ N/A agendized for City Council approval * *City Council approval required for Professional Services 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 date. PRINT CONTINUE ROUTING PROCESS WITH HARD COPY 6 Project Manager Forward signed original agreements to City 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 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager CivicMakers - PSA-Strategic Consulting and Training Services Final Audit Report 2024-07-22 Created: 2024-07-18 By: Nataly Torres (nataly.tor-es@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAkshwSAjPDwMHHpKIwaYWAxV9wg-yxhcl "CivicMakers - PSA-Strategic Consulting and Training Services" History ii Document created by Nataly Torres (nataly.torres@cityofsanrafael.org) 2024-07-18-10:51:00 PM GMT- IP address: 199.88.113.8 Eai Document emailed to Laraine Gittens (laraine.gittens@cityofsanrafael.org) for approval 2024-07-18 - 10:52:35 PM GMT Email viewed by Laraine Gittens (laraine.gittens@cityofsanrafael.org) 2024-07-18-10:52:54 PM GMT- IP address: 104.47.65.254 :L Document shared with Sean Mooney (sean.mooney@cityofsanrafael.org) by Nataly Torres (n ata I y.to rre s @ cityofs a n rafa e I . o rg ) 2024-07-18-10:53:04 PM GMT- IP address: 199.88.113.8 6e Document approved by Laraine Gittens (laraine.gittens@cityofsanrafael.org) Approval Date: 2024-07-18 - 10:53:48 PM GMT - Time Source: server- IP address: 199.88.113.8 E'y Document emailed to rob.epstein@cityofsanrafael.org for signature 2024-07-18 - 10:53:51 PM GMT Email viewed by rob.epstein@cityofsanrafael.org 2024-07-20 - 9:42:51 PM GMT- IP address: 73.170.94.56 &e Signer rob.epstein@cityofsanrafael.org entered name at signing as Robert F. Epstein 2024-07-20 - 9:43:08 PM GMT- IP address: 73.170.94.56 6e Document e-signed by Robert F. Epstein (rob.epstein@cityofsanrafael.org) Signature Date: 2024-07-20 - 9:43:10 PM GMT - Time Source: server- IP address: 73.170.94.56 SAN PAFAEL Powered b9 I Adobe Acrobat Sign E1 Document emailed to city.clerk@cityofsanrafael.org for approval 2024-07-20 - 9:43:12 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-07-22 - 3:28:31 PM GMT- IP address: 104.47.65.254 b© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2024-07-22 - 3:28:40 PM GMT- IP address: 199.88.113.8 b© Document approved by Brenna Nurmi (city.clerk@cityofsanrafael.org) Approval Date: 2024-07-22 - 3:28:42 PM GMT - Time Source: server- IP address: 199.88.113.8 E-► Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2024-07-22 - 3:28:45 PM GMT Email viewed by cristine.alilovich@cityofsanrafael.org 2024-07-22 - 10:59:15 PM GMT- IP address: 104.47.65.254 b© Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2024-07-22 - 10:59:29 PM GMT- IP address: 199.88.113.8 b0 Document e-signed by Cristine Alilovich (cristine.alilovich@cityofsanrafael.org) Signature Date: 2024-07-22-10:59:31 PM GMT - Time Source: server- IP address: 199.88.113.8 P- 4 Document emailed to city.clerk@cityofsanrafael.org for signature 2024-07-22-10:59:34 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2024-07-22 - 10:59:55 PM GMT- IP address: 104.47.64.254 b© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2024-07-22 - 11:00:08 PM GMT- IP address: 199.88.113.8 bm Document e-signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2024-07-22 - 11:00:10 PM GMT - Time Source: server- IP address: 199.88.113.8 Agreement completed. 2024-07-22 - 11:00:10 PM GMT Powered SIR* SAN RAFAEL Ado e� Acrobat Sign