2005/11/08 City Council Resolution (3)RESOLUTION NO. 2005 -325
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF ROHNERT PARK
AUTHORIZING AND APPROVING AN AGREEMENT WITH
CONFIDANTE, INC.
FOR CONSULTING SERVICES FOR THE COMMUNICATIONS UNIT (DISPATCH)
OF THE DEPARTMENT OF PUBLIC SAFETY
BE IT RESOLVED by the City Council of the City of Rohnert Parr that it does hereby
authorize and approve an agreement by and between Confidante Inc, a consultant, and the City of
Rohnert Park, a municipal corporation, for consulting services to assess and resolve interpersonal
and organizational issues toward maximizing team functioning and a healthy and harmonious work
environment within the Communications Unit (Dispatch) of the Department of Public Safety.
BE IT FURTHER RESOLVED that the City Manager is hereby authorized and directed
to execute this agreement in substantially similar form to the attached agreement for and on behalf
of the City of Rohnert Park,
DULY AND REGULARLY ADOPTED this date of November 8, 2005,
ATTEST:
CITY OF ROHNERT PARK
City Clerk
?� t
Mayor
BREEZE: AYE FLORES: AYE SMITH: AYE VIDAK- MARTINEZ: AYE MACKENZIE: AYE
AYES: (5) NOES: (0) ABSENT: (0) ABSTAIN: (0)
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AGREEMENT FOR SERVICES
This Agreement is made and entered into on this date, October 18, 2005, by and between the
City of Rohnert Park, hereinafter referred to as the "City," and Confidante, Inc., hereinafter referred
to as the "Consultant."
WHEREAS, the City requires professional intervention to assess and resolve interpersonal
and organizational issues that are inhibiting maximum team functioning and a healthy and
harmonious work environment within the Communication Unit of the Department of Public Safety;
and,
WHEREAS, the Consultant is qualified and experienced to provide such services;
NOW, THEREFORE, said City and said Consultant for the considerations hereinafter set
forth, mutually agree as follows:
I. SCOPE OF WORK. Consultant shall perform those services described as Tasks in
the Scope of Work and Schedule of Performance attached as Exhibit "A" within the time frames
stated therein.
2. COORDINATION. Consultant shall assign Lynn Ichinaga, Principal, to personally
participate in said project and to coordinate the activities of the Consultant.
COMPENSATION.
A City shall pay Consultant as compensation in full for such services and
expenses at the rates set forth in the Standard Hourly Rates and Charges attached as Exhibit "B," the
total sum not to exceed $25,000. Progress payments will be tied to completion of tasks so all
payments are proportional to the work completed. Payment by City under this Agreement shall not
be deemed a waiver of defects, even if such defects were known to the City at the time of payment.
B. Consultant shall submit itemized monthly statements for work performed.
City shall make any payment due within thirty (30) days after approval of the invoice by City.
Payment will be made for the approved amount of the invoice.
C. Payments due and payable to Consultant for current services are within the
current budget and within an available, unexhausted and unencumbered appropriation of the City. In
the event the City has not appropriated sufficient funds for payment of Consultant services beyond
the current fiscal year, this Agreement shall cover only those costs incurred up to the conclusion of
the current fiscal year; payment for additional work is conditional upon future City appropriation.
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10. RECORDS OF PERFORMANCE. Consultant shall maintain any ledgers, books of
account, invoices, vouchers, canceled checks, and other records or documents evidencing or relating
to charges for services, or expenditures and disbursements charged to City for a minimum period of
three (3) years, or for any longer period required by law make these records available for inspection,
audit, and copying by the City. All data, documents, discussions, or other information developed or
received by or for Consultant in performance of this Agreement are confidential and not be
disclosed to any person except as authorized by City or as required by law.
11. SUBCONTRACTING. None of the services covered by this contract shall be
subcontracted without the prior written consent of the City. In accordance with Government Code
Section 7550, Consultant agrees to state in a separate section of any filed report the numbers and
dollars amounts of all contracts and subcontracts relating to preparation of the report.
12. ASSIGNMENT. The Agreement shall not be assigned by the Consultant in whole
or in part, without the written consent of the City.
13. INDEMNIFICATION. To the full extent permitted by law, Consultant shall
indemnify, hold harmless, release and defend City, its officers, employees and agents from and
against any and all actions, claims, demands, damages, disability, losses, expenses including
attorney's fees and other defense costs and liabilities of any nature that may be asserted by any
person or entity including Consultant, in whole or in part, arising out of Consultant's activities
hereunder, including the activities of other persons employed or utilized by Consultant in the
performance of this Agreement (including design defects and regardless of City's approval, use or
acceptance of the work or work product hereunder) excepting liabilities due to the sole negligence
or willful misconduct of City. This indemnification obligation is not limited in any way by any
limitation on the amount or type of damages or compensation payable by or for Consultant under
Worker's Compensation, disability or other employee benefit acts or the terms, applicability or
limitations of any insurance held or provided by Consultant and shall continue to bind the parties
after termination/completion of this Agreement.
14. INSURANCE. Without limiting consultant's indemnification provided herein,
Consultant shall comply with the requirements set forth in Exhibit C to this Agreement.
15. STANDARD OF CARE. City relies upon the professional ability of Consultant as a
material inducement to entering into this Agreement. Consultant agrees to use reasonable care and
diligence in its profession in rendering services under this Agreement. Consultant agrees that the
acceptance of its work by City shall not operate as a waiver or release of said obligation of
Consultant. The absence, omission, or failure to include in this Agreement, items which are
normally considered to be a part of generally accepted professional procedure or which involve
professional judgment shall not be used as a basis for submission of inadequate work or incomplete
performance.
16. LITIGATION SUPPORT. Consultant agrees to testify at City's request if litigation
is brought against City in connection with Consultant's report. Unless the action is brought by
Consultant or is based upon Consultant's negligence, City will compensate Consultant for the
preparation and testimony at Consultant's standard hourly rates, if requested by City and not part of
the Iitigation brought by City against Consultant. .
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24. ATTORNEY FEES, APPLICABLE LAW AND FORUM. In the event either party
brings an action or proceeding for damages arising out of the other's performance under this
Agreement or to establish the right or remedy of either party, the prevailing party shall be entitled to
recover reasonable attorney fees and costs as part of such action or proceeding, whether or not such
action or proceeding is prosecuted to judgment. This Agreement shall be construed and interpreted
according to California law, and any action to enforce the terms of this Agreement or for the breach
thereof shall be brought and tried in the County of Sonoma.
25. INDEPENDENT CONTRACTOR The parties intend that Consultant, in
performing the services specified herein, shall act as an independent contractor and shall have
control of the work and the manner in which it is performed. Consultant is not to be considered an
agent or employee of the City and is not entitled to participate in any pension plan, insurance, bonus
or similar benefits City provides its employees. In the event City exercises its right to terminate this
Agreement, Consultant expressly agrees that it shall have no recourse or right of appeal under rules,
regulations, ordinances or laws applicable to employees.
26. TAXES. Consultant agrees to file tax returns and pay all applicable taxes on
amounts paid pursuant to this Agreement and shall be solely liable and responsible to pay such taxes
and other obligations, including, but not limited to, state and federal income and FICA taxes.
Consultant agrees to indemnify and hold the City harmless from any liability which it may incur to
the United States for to the State of California as a consequence of Consultant's failure to pay, when
due, all such taxes and obligations.
27. EMPLOYMENT PRACTICES. Consultant shall not discriminate in its
performance under the Agreement either directly or indirectly on the grounds of race, color,
religion, sex, age, national origin, or other prohibited grounds in its employment practices, and shall
take affirmative steps to ensure that applicants are employed and employees are treated during
employment without regard to race, color, religion, sex, age, national origin, or other prohibited grounds.
28. COMPLIANCE WITH LAW. Consultant shall comply with all applicable federal,
state and local laws, rules and regulations affecting the Consultant and his/her work hereunder.
Consultant represents and warrants to City that Consultant has all licenses, permits, qualifications
and approvals of whatsoever nature which are legally required for Consultant to practice
Consultant's profession and to do the work hereunder. Consultant represents and warrants to City
that Consultant shall, at its sole cost and expense, keep in effect at all times during the term of this
Agreement any licenses, permits, and approvals which are legally required for Consultant to
practice his/her profession and do the work contemplated by this Agreement.
29. TITLE TO DOCUMENTS. Title to all plans, specifications, maps, estimates,
reports, manuscripts, drawings, descriptions and other final work products compiled by the
Consultant under the Agreement shall be vested in the City, none of which shall be used in any
manner whatsoever, by any person, firm, corporation, or agency without the expressed written
consent of the City. Basic survey notes and sketches, charts, computations, and other data prepared
or obtained under the Agreement shall be made available, upon request, to the City without
restriction or limitations on their use. Consultant may retain copies of the above - described
information but agrees not to disclose or discuss any information gathered, discussed or generated in
any way through this Agreement without the written permission of City during the term of this
Agreement or until ninety (90) days after receipt of final payment from City.
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EXHIBIT "A"
SCOPE OF WORK
SCHEDULE OF PERFORMANCE
(TASKS)
PHASE I (ASSESSMENT):
Overview of the Project: The purpose of the project is to create a healthier work environment by
improving team functioning and interpersonal dynamics within the Communications Unit of the
Department of Public Safety. The process will begin with an Assessment Phase to clarify current
organizational and interpersonal issues that may be inhibiting maximum team functioning, such as
unresolved conflicts and ineffective styles of communication. The assessment will include
confidential one- on-one interviews with members of management and staff, and may include
facilitated individual and group meetings. Key findings and recommendations will be presented to
senior leadership.
Process: The proposed actions and process may include:
• One -on -one interviews with members of management and staff members of the
Communications Unit
• Follow -up interviews as needed
• Facilitated group meetings
• Summary of key findings and recommendations presented to senior leadership
• Feedback and coaching sessions for members of management and other staff members, as
needed
• Facilitated interactions between individuals and groups
• Professional development and skill building for individuals and the group in areas such as
communication, conflict resolution, teambuilding, and leadership
PHASE H (IMPLEMENTATION):
Overview: The purpose of the Implementation Phase of the project is to create a healthier work
environment by improving team functioning and interpersonal dynamics within the
Communications Unit of the Department of Public Safety. This process will begin addressing the
current organizational and interpersonal issues that are inhibiting maximum team functioning, such
as unresolved conflicts and ineffective styles of communication, which were identified during the
Assessment Phase. Additionally, the group will define core values and behaviors that enhance team
cohesiveness and performance. Based on the key findings and recommendations presented to
senior leadership, the Implementation Phase will include mediation, facilitation, coaching, and
group work and skill development. Senior leadership will be given periodic updates on progress.
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EXHIBIT "B"
COMPENSATION RATES AND CHARGES
Fees are based on a fixed hourly rate multiplied by the number of hours devoted to this project by
consultant. Professional services include, but are not limited to, in- person consultation, telephone
consultation, interviews, document review, and preparation. Cancellations or schedule changes
made with less than 24 hours notice may be subject to a minimum charge equal to one hour of
professional services. Additional charges will include out -of- pocket expenses, such as parking,
tolls, reproduction of materials, and other administrative costs.
The cost for consultation and travel for the Assessment Phase will not exceed $10,000 and will be
billed according to the rates below.
The cost for consultation and travel for the Implementation Phase will not exceed $15,000 and will
be billed according to the rates below.
Consulting Rate: $175/hour
Travel Rate: $75 /hour
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EXIMBIT "C"
INSURANCE REQUIREMENTS
Refer to attached Insurance forms.
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EXHIBIT C
INSURANCE REQUIREMENTS FOR CONTRACTORS
Contractor shall procure and maintain for the duration of the contract insurance against claims for
injuries to persons or damages to property which may arise from or in connection with the
performance of the work hereunder by the Contractor, his agents, representatives, employees or
subcontractors.
Minimum Scope of Insurance
Coverage shall be at least as broad as:
1. Insurance Services Office Commercial General Liability coverage (occurrence form
CG 0001).
2. Insurance Services Office form number CA 0001 (Ed. 1/87) covering Automobile Liability,
code 1 (any auto).
3. Workers' Compensation insurance as required by the State of California and Employer's
Liability Insurance.
Minimum Limits of Insurance
Contractor shall maintain limits no less than:
I. General Liability: $1,000,000 per occurrence for bodily injury, personal injury and
property damage including operations, products and completed operations. If
Commercial General Liability Insurance or other form with a general aggregate limit is
used, either the general aggregate limit shall apply separately to this project /location or the
general aggregate limit shall be twice the required occurrence limit.
2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage.
3. Employer's Liability: $1,000,000 per accident for bodily injury or disease.
Deductibles and Self-Insured Retentions
Any deductibles or self - insured retentions must be declared to and approved by the City. At the
option of the City, either: the insurer shall reduce or eliminate such deductibles or self - insured
retentions as respects the City, its officers, officials, employees and volunteers; or the Contractor
shall provide a financial guarantee satisfactory to the City guaranteeing payment of losses and
related investigations, claim administration and defense expenses.
Other Insurance Provisions
The general liability and automobile liability policies are to contain, or be endorsed to contain, the
following provisions:
1. The City, its officers, officials, employees, and volunteers are to be covered as insureds
with respect to liability arising out of automobiles owned, leased, hired or borrowed by or
on behalf of the contractor; and with respect to liability arising out of work or operations
performed by or on behalf of the Contractor including materials, parts or equipment
furnished in connection with such work or operations. General liability coverage can be
provided in the form of an endorsement to the Contractor's insurance, or as a separate
owner's policy.
Insurance Requirements in Contracts J49 Revised 7/00
Per REMIF Binder, Chapter Five, Exhibit 5
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CERTIFICATE OF CONSULTANT
I HEREBY CERTIFY that I, Lynn Ichinaga, am the principal consultant and a duly
authorized representative of the firm of Confidante, Inc., whose address is 787 Atherton Avenue,
Suite A, Novato, CA 94945, and that neither I nor the above firm I here represent has:
a) Employed or retained for a commission, percentage, brokerage, contingent
fee, or other consideration, any firm or person (other than a bona fide
employee working solely for me or the above consultant) to solicit to secure
this Agreement.
b) Agreed, as an express or implied condition for obtaining this
contract, to employ or retain the services of any firm or
person in connection with carrying out the Agreement; or
c) Paid, or agreed to pay, to any firm, organization or person (other than a bona
fide employee working solely for me or the above consultant) any fee,
contribution, donation, or consideration of any kind for, or in connection
with, procuring or carrying out the Agreement;
Except as here expressly stated (if any);
I acknowledge that this certificate is subject to applicable State and Federal laws, both
criminal and civil.
Date Lynn Ichinaga
ag\consWL
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