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AIM Execution Consulting Inc; 2019-12-30;
AGREEMENT FOR TECHNOLOGY PLANNING AND STAFFING ASSESSMENT SERVICES AIM EXECUTION CONSULTING, INC THIS AGREEMENT is made and entered into as of the ,Jl/rlt. day of l1ce/tf. l)e.& , 20.i!i, by and between the CITY OF CARLSBAD, a municipal corporation, ("City"), and AIM Execution Consulting, Inc., a California Corporation, ("Contractor"). RECITALS A. City requires the professional services of a consultant that is experienced in technology planning and staffing assessment services. B. Contractor has the necessary experience in providing professional services and advice related to technology planning and staffing assessment services. C. Contractor has submitted a proposal to City and has affirmed its willingness and ability to perform such work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. SCOPE OF WORK City retains Contractor to perform, and Contractor agrees to render, those services (the "Services") that are defined in attached Exhibit "A" and Exhibit "B", which are incorporated by this reference in accordance with this Agreement's terms and conditions. 2. STANDARD OF PERFORMANCE While performing the Services, Contractor will exercise the reasonable professional care and skill customarily exercised by reputable members of Contractor's profession practicing in the Metropolitan Southern California Area, and will use reasonable diligence and best judgment while exercising its professional skill and expertise. 3. TERM The term of this Agreement will be effective for a period of one year from the date first above written. The City Manager may amend the Agreement to extend it for one additional one year period or parts thereof. Extensions will be based upon a satisfactory review of Contractor's performance, City needs, and appropriation of funds by the City Council. The parties will prepare a written amendment indicating the effective date and length of the extended Agreement. 4. TIME IS OF THE ESSENCE Time is of the essence for each and every provision of this Agreement. 5. COMPENSATION The total fee payable for the Services to be performed during the initial Agreement term will be thirty-five thousand dollars ($35,000). No other compensation for the Services will be allowed except for items covered by subsequent amendments to this Agreement. If the City elects to extend the Agreement, the amount shall not exceed thirty-five thousand dollars ($35,000) per Agreement year. The City reserves the right to withhold a ten percent (10%) retention until City has accepted the work and/or Services specified in Exhibit "A". Incremental payments, if applicable, should be made as outlined in attached Exhibit "A". City Attorney Approved Version 6/12/18 6. STATUS OF CONTRACTOR Contractor will perform the Services in Contractor's own way as an independent contractor and in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be under control of City only as to the result to be accomplished, but will consult with City as necessary. The persons used by Contractor to provide services under this Agreement will not be considered employees of City for any purposes. The payment made to Contractor pursuant to the Agreement will be the full and complete compensation to which Contractor is entitled. City will not make any federal or state tax withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be required to pay any workers' compensation insurance or unemployment contributions on behalf of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty (30) days for any tax, retirement contribution, social security, overtime payment, unemployment payment or workers' compensation payment which City may be required to make on behalf of Contractor or any agent, employee, or subcontractor of Contractor for work done under this Agreement. At the City's election, City may deduct the indemnification amount from any balance owing to Contractor. 7. SUBCONTRACTING Contractor will not subcontract any portion of the Services without prior written approval of City. If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly employed by the subcontractor, as Contractor is for the acts and omissions of persons directly employed by Contractor. Nothing contained in this Agreement will create any contractual relationship between any subcontractor of Contractor and City. Contractor will be responsible for payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically noted to the contrary in the subcontract and approved in writing by City. 8. OTHER CONTRACTORS The City reserves the right to employ other Contractors in connection with the Services. 9. INDEMNIFICATION Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees and volunteers from and against all claims, damages, losses and expenses including attorneys fees arising out of the performance of the work described herein caused by any negligence, recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or indirectly employed by any of them or anyone for whose acts any of them may be liable. The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or makes to or on behalf of an injured employee under the City's self-administered workers' compensation is included as a loss, expense or cost for the purposes of this section, and that this section will survive the expiration or early termination of this Agreement. 10. INSURANCE Contractor will obtain and maintain for the duration of the Agreement and any and all amendments, insurance against claims for injuries to persons or damage to property which may arise out of or in connection with performance of the services by Contractor or Contractor's agents, representatives, employees or subcontractors. The insurance will be obtained from an insurance carrier admitted and authorized to do business in the State of California. The insurance carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating City Attorney Approved Version 6/12/18 2 in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by the National Association of Insurance Commissioners (NAIC) latest quarterly listings report. 10.1 Coverage and Limits. Contractor will maintain the types of coverage and minimum limits indicated below, unless the Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage will not constitute any limitations or cap on Contractor's indemnification obligations under this Agree,ment. City, its officers, agents and employees make no representation that the limits of the insurance specified to be carried by Contractor pursuant to this Agreement are adequate to protect Contractor. If Contractor believes that any required insurance coverage is inadequate, Contractor will obtain such additional insurance coverage, as Contractor deems adequate, at Contractor's sole expense. The full limits available to the named insured shall also be available and applicable to the City as an additional insured. 10.1.1 Commercial General Liability (CGL) Insurance. Insurance written on an "occurrence" basis, including personal & advertising injury, with limits no less than $1,000,000 per occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall be twice the required occurrence limit. 10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work for City). $1,000,000 combined single-limit per accident for bodily injury and property damage. 10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as required by the California Labor Code. Workers' Compensation will not be required if Contractor has no employees and provides, to City's satisfaction, a declaration stating this. 10.2 Additional Provisions. Contractor will ensure that the policies of insurance required under this Agreement contain, or are endorsed to contain, the following provisions: 10.2.1 The City will be named as an additional insured on Commercial General Liability which shall provide primary coverage to the City. 10.2.2 Contractor will obtain occurrence coverage, excluding Professional Liability, which will be written as claims-made coverage. 10.2.3 This insurance will be in force during the life of the Agreement and any extensions of it and will not be canceled without thirty (30) days prior written notice to City sent by certified mail pursuant to the Notice provisions of this Agreement. 10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this Agreement, Contractor will furnish certificates of insurance and endorsements to City. 10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance coverages, then City will have the option to declare Contractor in breach, or may purchase replacement insurance or pay the premiums that are due on existing policies in order to maintain the required coverages. Contractor is responsible for any payments made by City to obtain or maintain insurance and City may collect these payments from Contractor or deduct the amount paid from any sums due Contractor under this Agreement. 10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete and certified copies of any or all required insurance policies and endorsements. City Attorney Approved Version 6/12/18 3 11. BUSINESS LICENSE Contractor will obtain and maintain a City of Carlsbad Business License for the term of the Agreement, as may be amended from time-to-time. 12. ACCOUNTING RECORDS Contractor will maintain complete and accurate records with respect to costs incurred under this Agreement. All records will be clearly identifiable. Contractor will allow a representative of City during normal business hours to examine, audit, and make transcripts or copies of records and any other documents created pursuant to this Agreement. Contractor will allow inspection of all work, data, documents, proceedings, and activities related to the Agreement for a period of three (3) years from the date of final payment under this Agreement. 13. OWNERSHIP OF DOCUMENTS All work product produced by Contractor or its agents, employees, and subcontractors pursuant to this Agreement is the property of City. In the event this Agreement is terminated, all work product produced by Contractor or its agents, employees and subcontractors pursuant to this Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy of the work product for Contractor's records. 14. COPYRIGHTS Contractor agrees that all copyrights that arise from the services will be vested in City and Contractor relinquishes all claims to the copyrights in favor of City. 15. NOTICES The name of the persons who are authorized to give written notice or to receive written notice on behalf of City and on behalf of Contractor under this Agreement. For City Name Diane Bednarski Title Deputy Library Director Department Library & Cultural Arts City of Carlsbad Address 1775 Dove Lane Carlsbad, CA 92011 Phone No. 760-602-2010 For Contractor Name Steven R. Felger Title Partner, Execution Consultant Address 535 Barbara Avenue Solana Beach, CA 92075 Phone No. 330-704-8684 Email Steven.Felger@intentionalAIM.com Each party will notify the other immediately of any changes of address that would require any notice or delivery to be directed to another address. City Attorney Approved Version 6/12/18 4 16. CONFLICT OF INTEREST Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interests in all categories. YesD No ■ 17. GENERAL COMPLIANCE WITH LAWS Contractor will keep fully informed of federal, state and local laws and ordinances and regulations which in any manner affect those employed by Contractor, or in any way affect the performance of the Services by Contractor. Contractor will at all times observe and comply with these laws, ordinances, and regulations and will be responsible for the compliance of Contractor's services with all applicable laws, ordinances and regulations. Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986 and will comply with those requirements, including, but not limited to, verifying the eligibility for employment of all agents, employees, subcontractors and consultants whose services are required by this Agreement. 18. DISCRIMINATION AND HARASSMENT PROHIBITED Contractor will comply with all applicable local, state and federal laws and regulations prohibiting discrimination and harassment. 19. DISPUTE RESOLUTION If a dispute should arise regarding the performance of the Services the following procedure will be used to resolve any questions of fact or interpretation not otherwise settled by agreement between the parties. Representatives of Contractor or City will reduce such questions, and their respective views, to writing. A copy of such documented dispute will be forwarded to both parties involved along with recommended methods of resolution, which would be of benefit to both parties. The representative receiving the letter will reply to the letter along with a recommended method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The City Manager will consider the facts and solutions recommended by each party and may then opt to direct a solution to the problem. In such cases, the action of the City Manager will be binding upon the parties involved, although nothing in this procedure will prohibit the parties from seeking remedies available to them at law. 20. TERMINATION In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may terminate this Agreement for nonperformance by notifying Contractor by certified mail of the termination. If City decides to abandon or indefinitely postpone the work or services contemplated by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon notification of termination, Contractor has five (5) business days to deliver any documents owned by City and all work in progress to City address contained in this Agreement. City will make a determination of fact based upon the work product delivered to City and of the percentage of work that Contractor has performed which is usable and of worth to City in having the Agreement completed. Based upon that finding City will determine the final payment of the Agreement. Either party upon tendering thirty (30) days written notice to the other party may terminate this Agreement. In this event and upon request of City, Contractor will assemble the work product and put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work performed to the termination date; however, the total will not exceed the lump sum fee payable City Attorney Approved Version 6/12/18 5 under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. 21. COVENANTS AGAINST CONTINGENT FEES Contractor warrants that Contractor has not employed or retained any company or person, other than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that Contractor has not paid or agreed to pay any company or person, other than a bona fide employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration contingent upon, or resulting from, the award or making of this Agreement. For breach or violation of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion, to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the fee, commission, percentage, brokerage fees, gift, or contingent fee. 22. CLAIMS AND LAWSUITS By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is submitted to City, it may be considered fraud and Contractor may be subject to criminal prosecution. Contractor acknowledges that California Government Code sections 12650 et seq., the False Claims Act applies to this Agreement and, provides for civil penalties where a person knowingly submits a false claim to a public entity. These provisions include false claims made with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a false claim may subject Contractor to an administrative debarment proceeding as the result of which Contractor may be prevented to act as a Contractor on any public work or improvement for a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is grounds for City to terminate this Agreement. 23. JURISDICTION AND VENUE Any action at law or in equity brought by either of the parties for the purpose of enforcing a right or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the County of San Diego, State of California, and the parties waive all provisions of law providing for a change of venue in these proceedings to any other county. 24. SUCCESSORS AND ASSIGNS It is mutually understood and agreed that this Agreement will be binding upon City and Contractor and their respective successors. Neither this Agreement nor any part of it nor any monies due or to become due under it may be assigned by Contractor without the prior consent of City, which shall not be unreasonably withheld. 25. ENTIRE AGREEMENT This Agreement, together with any other written document referred to or contemplated by it, along with the purchase order for this Agreement and its provisions, embody the entire Agreement and understanding between the parties relating to the subject matter of it. In case of conflict, the terms of the Agreement supersede the purchase order. Neither this Agreement nor any of its provisions may be amended, modified, waived or discharged except in a writing signed by both parties. City Attorney Approved Version 6/12/18 6 26. AUTHORITY The individuals executing this Agreement and the instruments referenced in it on behalf of Contractor each represent and warrant that they have the legal power, right and actual authority to bind Contractor to the terms and conditions of this Agreement. CONTRACTOR (print rfame/title) ' 7ierej 6~12A-~o1r\ ~ANDWi C1_ / C,r{) • (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California HEATHER PIZZUTO ..,,, Library & Cultural Arts Director ATTEST: (l 7:f ;,_ 1» 'tclL;;:; fl= BARBARA ENGLESON~ City Clerk If required by City, proper notarial acknowledgment of execution by contractor must be attached. If a corporation, Agreement must be signed by one corporate officer from each of the following two groups. Group A Chairman, President, or Vice-President Group B Secretary, Assistant Secretary, CFO or Assistant Treasurer Otherwise, the corporation must attach a resolution certified by the secretary or assistant secretary under corporate seal empowering the officer(s) signing to bind the corporation. APPROVED AS TO FORM: CELIA A. BREWER, City Attorney City Attorney Approved Version 6/12/18 7 CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT CIVIL CODE § 1189 A notary public or other officer completing this certificate verifies only the identity of the individual who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or validity of that document. State of California ) ) County of ~& t),~';) On ~ ... Jc. ~/7 I Date before me, ~"-e-::Tz, /kcu:,r,/ /Uo~ /4..J,/.c· Here Insert Name £nd Title~ Officer personally appeared __,5,""---'-u ..... =~_..l! .... nL--A,£.,..._. __.fi__,,.__,.,~tf!.....-L~q,-l" .... ~,.__--~ .... i-=-c..a·""'-b=......,._d.~_,/..=e=---6.::..._~="'-6..,..wll«.,--=·<=-..Z;....___ Name(s) of Signer(s) who proved to me on the basis of satisfactory evidence to be the person(s) whose name(s) .iafare subscribed to the within instrument and acknowledged to me that be,li,he/they executed the same in -l:lts-lhet/their authorized capacity(ies), and that by .J::HsAaier/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the instrument. 19 DEBBIE JO MCCOOL : • , Notary Public • California : : ~• San Diego County j · Commission# 2163767 .. -• • • .MJ so~m [•eiris gef 25, 20201; C C C C ; Place Notary Seal Above I certify under PENAL TY OF PERJURY under the laws of the State of California that the foregoing paragraph is true and correct. WITNESS my hand and official seal. Signature ~ ft Adct-';1j ,-&gr6Jture of Notaryub/ic ----------------OPTIONAL---------------- Though this section is optional, completing this information can deter alteration of the document or fraudulent reattachment of this form to an unintended document. Description of Attached Document Title or Type of Document: ____________________________ _ Document Date: ___________________ Number of Pages: _____ _ Signer(s) Other Than Named Above: _______________________ _ Capacity(ies) Claimed by Signer(s) Signer's Name: ____________ _ Signer's Name: ____________ _ □ Corporate Officer -Title(s): ______ _ D Corporate Officer -Title(s): ______ _ D Partner -D Limited D General D Partner -D Limited D General D Individual D Attorney in Fact D Individual D Attorney in Fact D Trustee D Guardian or Conservator D Trustee D Guardian or Conservator D Other: ______________ _ D Other: _____________ _ Signer Is Representing: _________ _ Signer Is Representing: _________ _ ~~""§(,~~~~~'§<;.'§<,'§<;;§<;,'§;<;'§(,,g;.,g;.~~~'§<;.~~~'§<;.'§<;;§,<~'§<;;§<.X/4~iX;Q<,'§.O! ©2016 National Notary Association• www.NationalNotary.org • 1-800-US NOTARY (1-800-876-6827) Item #5907 EXHIBIT "A" SCOPE OF SERVICES The City of Carlsbad Library & Cultural Arts Department (L&CA) is seeking a contractor to (1) assist with the development of a documented, repeatable methodology for identifying, discussing and prioritizing technology-based initiatives relating to both staff and patron needs; (2) assess the department's current model for staffing technology-based initiatives and recommend specific staffing adjustments that will better equip the department to implement and support technology for current and future needs. Background The Library & Cultural Arts Department recognizes that technology is an integral and continually evolving component of library and cultural arts services and program delivery. Staff throughout the department acknowledge the need to stay abreast of technology opportunities, identify new technology-based services and solutions to address evolving or unmet community needs, and deliver those services and solutions. Staff have succeeded in delivering a wide range of community centric technology solutions over the years. However, and the pace of new technology needs quickens, staff are expressing a lack of capacity to keep up with demand. The department maintains a technology roadmap of identified projects, and is seeing that not only is the list of unscheduled entries growing, but also that there is reluctance to put forward new project ideas. The department has a distributed model for implementing, supporting and delivering technology-based services, with primary roles as follows: Business Systems. This team of 2 full time and one part-time staff leads the deployment and support of the department's library-specific technology infrastructure and applications, serves as the primary liaison to the City's centralized IT department, vets many technology projects for feasibility, manages configurations related to the department's hosted Integrated Library System and connected services, provides department-wide support for data extraction and reporting, and serves as a key resource for technology-related vendor communications and agreements. Staffing levels in this division were last assessed in 2013. Community Relations. Staff within this division maintains content for the department's website, intranet, digital signage and social media channels, manages rental venue bookings, and serves as the liaison to IT, Business Systems and vendors for software used to deliver said services. Staff also serves as the department's liaison for audio- visual related projects, which encompass meeting rooms, classrooms and the department's 215-seat lecture and performance venue. Reference Services. Staff across this division are charged with supporting patrons with use of database, online services and Internet workstations. Reference services manages and staffs a technology makerspace and is in the process of developing a mobile makerspace to serve patrons in the northern section of the city. The division also has a Technology Librarian who serves as a primary interface between Business Systems and public facing technology needs. Information Technology. The city's Information Technology department provides citywide support for servers, workstations, telecommunications networks, enterprise software City Attorney Approved Version 6/12/18 8 applications, telephone and videoconferencing services, wireless connectivity, network infrastructure and security and help desk services. IT also lends guidance and integration support for technology solutions exclusive to the Library & Cultural Arts department. The department sees an opportunity to reassess its technology vision and project prioritization process, and in doing so, open itself to new staffing models that will better enable the department to anticipate and address technology-based solutions. Contractor's Services to Include: 1) Develop a customized methodology for identifying, vetting and prioritizing technology- based initiatives. Considerations to be reflected in the methodology include: a) Ensuring that the voices of staff throughout the department are sought out and incorporated at all relevant phases b) Providing a real-time method for new ideas to be submitted for discussion c) Allowing staff at any level of the organization to view the status of any initiative d) Providing flexibility in introducing new time-sensitive projects when a compelling need exists 2) Deliver a written report in electronic form to project manager that details the steps for deployment and ongoing use of the proposed methodology 3) Examine the department's current staffing model for envisioning, implementing, supporting and delivering technology-based services and present alternative models that address current challenges. Considerations shall include: a) Strengthening capacity in ongoing strategic visioning of how the library can serve the community in digital literacy and innovation b) Providing redundancy to ensure that there is no gap in service if a subject matter expert is reassigned or leaves the organization c) Examining the classifications of staff deployed to serve in the various technology roles and whether assigned duties should be realigned d) Considering the role of IT staff in launching and supporting Library & Cultural Arts technology initiatives e) Reducing the turnaround time to launch newly vetted technology projects and services f) Providing evening and weekend support for technology services, particularly those related to the department-specific solutions g) Building bench strength in audio-visual support for existing needs such as the auditorium, as well as ideation and deployment for emerging needs such as new media arts in the gallery and a future mobile arts vehicle. 4) Deliver a written report in electronic form to project manager that details the recommended actions that L&CA leadership should take to ensure that staffing levels, competencies, and reporting structures within the L&CA department are aligned to meet the technology vision, deployment and support needs of L&CA department 5) Deliver a written report in electronic form to project manager that details the recommended actions that IT leadership should take to ensure that staffing levels, City Attorney Approved Version 6/12/18 9 competencies, and reporting structures within IT are aligned to meet the technology vision, deployment and support needs of L&CA department 6) Engage in weekly communications with the City-designated project manager, Deputy Library Director Diane Bednarski to coordinate activities and ensure that milestones are being met. 7) Complete the Scope of Work by February 27, 2020 Payment Schedule & Timeline: Date Due Milestone Event(s) Payment Amount January 24, 2020 Completion of Project Initiation and $5,000 stakeholder interviews February 1, 2020 Completion of Analysis and Validation of $15,000 interviews and documents February 14, 2020 Delivery of Draft Report on $8,000 Recommendations and Findings for L&CA review February 27, 2020 Delivery of Final Report on $7,000 Recommendations and Findings, incorporatinQ L&CA comments Total $35,000 Invoicing / Payment All invoices shall be submitted to City's project manager, Deputy Library Director Diane Bednarski or designee and shall be sufficiently detailed to include related activities and costs. Final invoice approval will be completed by City's Library & Cultural Arts Director or designee. City Attorney Approved Version 6/12/18 10 0 EXHIBIT "B" Technology Vision & Staffing Model Assessment Proposal for the Library & Cultural Arts (L&CA) Department (Final) December 20, 2019 Actiana/Jle. /111en1ja11al N ea.mmble. Execution Consulting {"city of Carlsbad California AIM Table of Contents I. Proposal -----------------------------0 v e rv i e w • Executive summary Background, Objectives & Approach Methodology • Background and objectives • Methodology and approach Statement of Work Timeline and Cost Additional Information • AIM company overview Appendix A: Resumes Appendix B: References Appendix C: Sample written report AIM Ex«utian Contuking Executive Summary Our approach is designed to leverage the synergies of simultaneous discovery, assessment, and recommendations for the L&CA IT and business objectives L -0 0 0 -0 Project Initiation Discovery v, ■ Project kidt off materials ■ Wo,bhop materials• ~ ■ Stakeholdel' -.-V and Struttun!' ■ 1""""'-auides' ; ■ProjmSc:h.dul,, ~ ~~------l _________ _ Analysis & Validation ■ Project-m.......,,..,t& priorldmlon -Current stab! assessment -Oroft soludon ·-· ■5<.iftnemodel -CurNntst:atensessnwnt• -Onoft soludon ·-· Recommendations & Report Out • Projectlntab...;..._.& prlcM1tlmlon -Project -~ ployboolt -Action pl.n ■Stafllnsmodel -Alter-. analysis' -Solutlons and recommendations' -Action plan' Why AIM Execution Consulting? AIM is well qualified to assist the City of Carlsbad L&CA department with these critical IT and organizational strategy iniatives. Our team has a track record of providing these types of services to public sector organizations including LA County, City and County of San Francisco and Clark County, NV. Our expertise includes leading edge innovative programs, human resources strategic assessments, PMO implementations & change control board planning to strategize and prioritize inbound ideas within and throughout government entities and departments. Our understanding & methodology account for L&CA Department challenges and opportunities, and our best practice approach for managing strategic assessments results in actionable deliverables, ach ieved outcomes and repeatable processes Project intake management & prioritization L&CA is looking for a methodology for identifying, submitting, vetting, and prioritizing technology-based initiatives. The AIM Execution Consulting methodology for project intake and prioritization aligns to these objectives ensuring customized and transparent recommendations and solutions. Document the end-to-end high-level process. Identify wor1dlows, handoffs, sub- processes, and evaluation timefine imprOlle transparency Identify& ideate Evaluate& Vet Prioritize far implemenration Consider all types of input and develop strategically aligned evaluation criteria to ensure a prioritized. yet flexible project portfolio 2 Staffing model assessment L&CA would like to assess the department's current model for staffing technology-based initiatives and recommend adjustments that will best equip the department to implement and support technology. The AIM Execution Consulting methodology for workforce planning aligns to these objectives and will also help to ensure successful implementation of a new staffing model. 1 Set Stl'lteaic Direction for Stafflnc Model 2 An~lvze Workforce &Sklll G•ps 3 Develop Action Plan Workforce Planning •· In Scope of Asussment • Ongoing work for L&CA Background and Understanding Background, ObJect1ves & Approach Methodology The City of Carlsbad is technologically advanced rrl.,.. Citizen's technology expectations increase as the core industries with headquarters the city, all centered around IT services, continue to m m The City of Carlsbad is a leading California city in adopting technology and digital government to provide high-quality public services. WEI grow. Meanwhile the City's IT department is undergoing many technology projects that call for all departments to be proactive in addressing their future technical needs. Library and Cultural Arts (L&CA) Department responsibilities & technology demands are increasing ll1i ,,J, The L&CA manages the library and education services as well as the city's public art program. Balancing the technology behind these services and innovative programs is supported by the City. The L&CA responsibilities include the oversight and day to day operations of two Libraries, a Learning Center and Cultura l Arts programming as well as all technology-based applications under the library's purview such as venue rental software, class registration solutions, e-newsletter and social media platforms, digital signage, and audiovisual systems. In addit ion to ongoing operations, in 2018 the L&CA committed to a 10-year strategic plan which require the support of severa l technology initiatives. Addressing increasing technology demand is a priority for the L&CA. Projects must be prioritized in the evolving technology landscape -➔♦ J, ■+-• Technology is ever-evolving and improving, creating a constant challenge for municipalities to keep up with the pace. While the L&CA department has a projected technology projects, they also require flexibility and agility to manage ad-hoc projects and req uierments that may arise. With many pressing ideas and initiatives within the department and.within the City, the department is finding it challenging to consistently and proactively prioritize projects and requests. They are seeking to expertise in developing a repeatable system, process, and structures. New technology initiatives provide opportunities to reassess staffing alignment A 8-8 As technology and support needs change and adapt over time, so should t he operations and staffing models that support them. With 114.16 FTE, representing 51 full-time employees and 208 part-time employees the L&CA requires a significant amount of IT support for operations and new projects. Balanced resourcing and re-align ment is an ongoing challenge especially as it relates to technology-based initiatives. b:KV1,on Comulting Project Objectives Background, ObJect1ves & Approach Methodology The L&CA department sees an opportunity to reassess its technology vision and project prioritization process, and in doing so, will take the opportunity to implement a new staffing model that will better enable the department to anticipate and address technology-based solutions II Project intake management & prioritization AIM will develop a customized and transparent methodology for identifying, submitting, discussing and prioritizing technology-based initiatives concerning both staff and city patron needs. ■ Staffing model assessment AIM will assess the deportment's current model for staffing technology- based initiatives (including level of support and distribution of support provided by citywide IT} and recommend adjustments that will best equip the deportment to implement and support technology for current and future needs. b«vhon Consulting Methodology: Project Intake Management and Prioritization Background, ObJect,ves & Approach Methodology Understanding desired capabilities and functions enables developing a balanced intake, evaluation and prioritization process Assessments and newly developed project intake management & prioritization systems address the following components Systems I software Process Data & forms I artifacts People & resources Governance Communication Relation to portfolio & IT environment Document the end-to-end high-level process. Identify workflows, handoffs, sub- processes, and evaluation timeline to improve efficiency and transparency Identify & ideate Develop Business Case ... . . . . . . . Evaluate & Vet . . . . . . . I t t • • Prioritize for implementation ·:. ·-·-- Review project input types and develop strategically al igned evaluation criteria based on city and department vision, goals, and values in addition to implementation considerations ~ Input • New Projects • Ideas • Directives • Requirements • Change Requests • Continuation Projects • Org Transformation • Portfolio & ongoing programs 1 Strategic criteria for alignment 2 Project-oriented evaluation criteria / ~ ........... '·-........ / ~ ', • Cost /1 -------Visnon & Goals . 'Re~ources & capacity , , ;Values Strategies Priorities / I \ ' , "--,/ / ,, -=----/ • Capabilities--..._ , • Risk • Technology fit • Return on Investment • Schedufe _,,, interdependencies 8=1 ResuJts / ~ Output Successful Implementations Great service & an enable community Prioritized IT portfolio Confident in solutions Simple and connected systems Enarhon Conw.lting Methodology: Staffing Model Assessment and Recommendation Background, ObJect1ves & Approach Methodology Customer experience is at the heart of next-generat ion staffing models which provide insight into how agencies can align their workforce to meet human capital goals and objectives that link to t he department's mission and strategic objectives 6 Workforce Planning • • In Scope of Assessment Ongoing work for L&CA *Deliverables and activities supported by Library SME, Carson Block The staffing model becomes a formal representation of the mechanisms that drive ongoing workforce planning 1 Set Strategic Direction for Staffing Model 2 Analyze Workforce & Skill Gaps* 3 Develop Action Plan* Create Comprehensive Assessment Framework • Confirm ongoing strategic vision • Data collection methods • Consistent measurement • Logical, valid and compliant processes • Revisable methods as additional data is learned ~ Input Tasks and projects Staff Facilities Budget Compliance Requirements Additional Constraints Develop Key Staffing Model Considerations • Customer experience requirements (staff and patron) • Positions required, positions funded, and positions filled • Allocation and assignment • Demand drivers, variability and redundancy tolerance level • Relationship with City IT & partners Set Staffing Metrics • Capacity • Scalability • Transparency • Turnaround time • Service levels !§~I Results / Output Optimal workforce FTE I Estimates by facility & _______ _, __ P_rog..;;._.ra_m _____ __, 1 Reliable resource forecasting & seheduling Required skills & capabillt/es Improved customer service Clear costs & a/location of services Close attention must be paid to the complexities of how a new staffing model is implemented. A plan tailored to the resources of the department is required to ensure a level of adoption throughout the organization. An action plans addresses the following change adoption components: • Considerations for decision maker buy-in • Budget allocations and requests • Risk mitigations strategy during onboarding and training Methodology: Additional Considerations for this Scope of Work Background, ObJect1ves & Approach Methodology Our methodology to support a project like this requires us to leverage L&CA current leadership vision for the department, system and organizational strategic thinking, stakeholder input, and a best practices for balancing innovation, structured processes, and an engaged and productive workforce Project intake management and prioritization -~-1=q r ,.~ -~ Understand the Idea Lifecycle; review end-to-end process from idea and ideation phase through to initiation and kickoff Focus on value; includes both efficient processes that use only value-added steps, and shifting one's thinking from 'eva luating to prevent' to 'creating value' at each step in the process Proactively manage a pipeline; Forecasting using scenario- based comparison and a portfolio view requires more detail resulting in higher quality project requests Staffing model assessment • ,., Traditional staffing models need to be reviewed and addressed in respect to the modern working atmosphere and technology environment 7 Staffing models need to support implementation, sustainment, and client delivery. These priorities need to be balanced to ensure stability, flexibility and continued high standards Changing customer demands require a modern staffing model. Matrixed strategies can create a team feel, inclusion in department happenings, and drive higher adoption of change Execution Consulting ~ □ We commit to results and not strategy on a shelf. Our recommendations are action- oriented with implementation plans tailored to your organization's abilities and capacity □ The success of a project relies on your response to obstacles during implementation. We ensure a foundational structure is in place so you may focus on critical issues as they arise □ We recommend systems, tools, and processes to leverage which ensure transparency and efficiency in implementation AIM Ex«ut1on Con..tting en Q) 15 ro ..... Q) > Q) 0 ~,♦ • ' (''I .. c•f ,,· (;'"- Approach and Statement of Work (SOW) Summary • The table below summarizes our proposed approach to achieve the stated objectives with detailed tasks in subsequent pages L_ ____ ....]._ •• c..._ ___________ ...JII._~-----------••··~------------••'••~----> Project Initiation ■ Develop Project Kick-off draft materials ■ Complete Project Kick-off meeting with core department and AIM team members ■ Complete Stakeholder Identification and Review Session* ■ Schedule ongoing status meetings ■ Project kick off materials ■ Stakeholder Inventory and Structure* ■ Project Schedule Discovery ■ Conduct M anagerial Workshops with department and City stakeholders reviewing the following topics: -Current intake, vetting, and prioritization review processes -Applications and Project Portfolio -Current State Staffing Model and Staffing Plan -Current State Systems and Tools -Department technology plans ■ Facilitate 10-20 stakeholder interviews ■ Complete comparative department interviews and research* ■ Workshop materials* ■ Interview guides* Analysis & Validation Project Intake Management & Evaluation ■ Document current state ■ Document strategic criteria for alignment and project-oriented evaluation criteria ■ Document 'ideal state' end-to-end high- level process ■ Develop and review initial solution alternatives recommendations* Staffing Model Assessment ■ Develop a staffing model assessment framework and develop key staffing model considerations and significant KPls ■ Analyze headcount, skills and knowledge that are required for the current state* ■ Assess the staffing requirements for known technology plans and future strategy for implementing plans* ■ Develop and review initial solution alternatives recommendations* ■ Project intake management & prioritization -Current state assessment -Draft solution alternatives* ■ Staffing model -Current state assessment* -Draft solution alternatives* Recommendations & Report Out ■ Develop and deliver final reports to Project Sponsor, City staff, and project leadership Project Intake Management & Evaluation ■ Develop and deliver a final customized methodology for identifying, vetting and prioritizing technology-based initiatives ■ Complete a methodology workshop to present solutions and recommendations Staffing Model Assessment ■ Develop and deliver alternatives to the current staffing model for envisioning, implementing, supporting and delivering technology-based services* ■ Complete a staffing model workshop to present solutions and recommendations ■ Project intake management & prioritization -Project intake capability playbook -Action plan ■ Staffing model -Alternatives analysis* -Solutions and recommendations* -Action plan* Task 1: Project Initiation and Planning -$ Objectives Align all stakeholders (AIM Execution Consulting, Carson Block, L&CA department, and City of Carlsbad) to project timeframes and objectives Gain agreement on scope, purpose and requirements of the project as well as responsibilities of team members ! ! Activities Develop Project Kick-off draft materials: Project goals I Project approach I Project scope, constraints, assumptions, and risk review I Team structure I Roles and Responsibilities {including time expectations) I Communication Plan Complete Project Kick-off meeting with core department and AIM team members Stakeholder Identification and Review Session* ffl ~ Timeline 1 week Deliverables Project kick off materials Stakeholder inventory* Project schedule Develop project schedule ProjectStatusReportSummarv Schedule ongoing status meetings --- ..... o.c..._.. 9 *Deliverables and activities supported by Library SME, Carson Block AIM Task 2: Discovery -$ Object ives ffl 'C-' Timeline Establish a baseline of existing processes activities at the department surrounding identifying, vetting 4 _ 6 weeks !t • 10 and prioritizing technology-based initiatives Establish a clear understanding of the current state of staffing for L&CA technology initiatives and technology plans to identify the known priorities and internal factors Activities Gather the required information from the L&CA and the City to complete all project requirements Conduct Managerial Workshops with L&CA and City stakeholders including but not limited to the following topics: -Current Intake, Vetting, and Prioritization Review Process -Application and Project Portfolio Review -City IT Portfolio Review -Current State Staffing Model and Staffing Plan -Current State Systems and Tools (internal and patron facing) -Department technology plans Facilitate 10-20 Stakeholder Interviews as finalized in the Stakeholder Inventory (including L&CA and City Staff)* Conduct inventory and review existing current-state documents, systems, processes, and artifacts Capture an understanding of the distribution of duties between IT and the Library & Cultural Arts department *Deliverables and activities supported by Library SME, Carson Block [ill Deliverables Workshop materials* Interview guides* --. ~:=:n---- . '--~------------c:-, ... a..ww------ ........,.....,.____ ..,;• .,,,.... ........... ....,. __ _ ---~•--..•---_ .. _._.._.,_.., __ 1-':f"IIITl'f"•nt R•·~lll("i\ Pto,o,ct lt\f('f'\l>"W (,ulO(" ,.,_,,,.,. "'" ___ _....,._. _______ ·-~-,.~ ,_., . ..._.. ,.......,.._.._~___, ....... . • .....ltwW ..... '-.......... -... ....,. ...... _ _____ ...,. ___ .__" .. ..-. ..----...,.__._,_ --... --------~-----~ ................ __ ---=--~::=~-----.,_;,.,= _, ___ ,.,_._ --•0..-v..,._,... . t.._... -~W.1 . __ .. ____ , Task 3: Analysis & Validation $ Objectives m ~ Timeline Based on current state knowledge acquired in the Discovery phase, identify and synthesize key findings and takeaways; Validate the analysis and solution options with Carson Block and L&CA leadership Review and evaluate possible approaches and methods for project prioritization as well as possible ranking factors and evaluation criteria Develop current, interim, and end-state staffing needs of the department based on current and long- term technology projects !, • Activities 11 Compile and review findings for current challenges and opportunities Present best practices and leading alternatives for each assessment* Identify core library capabilities and opportunities to improve support and productivity* Proiect Intake & Evaluation Staffing Model Document current state project intake processes, • evaluation framework, governance and systems Document 'ideal state' strategic criteria for alignment and project-oriented evaluation criteria • such as ROI, resource capacity, capabilities, risk, fit, schedule Document 'ideal state' end-to-end high-level process including workflows, handoffs, sub- processes, and evaluation timeline Develop and review initial solution alternatives recommendations for the department to implement the proposed solution addressing at a minimum: Systems/ software I Processes I Data & forms I People I Governance I Communication I Relation to portfolio and IT environment Develop a staffing model assessment framework and develop key staffing model considerations and library-focused metrics* Analyze headcount, skills and knowledge required for the current state of implementing, supporting, and delivering technology-based services including appropriate division between L&CA and City IT staff Assess the staffing requirements for known technology plans for technology-based initiatives as well as strategy for implementing future plans Develop and review initial solution alternatives recommendations addressing at a minimum: Staffing model types and structure I Envisioning, Implementing, Supporting, and Delivery I KSAs (Knowledge, Skills and Abilities) I Approach and assignments *Deliverables and activities supported by Library SME, Carson Block 3 - 4 weeks [fil Deliverables Project intake management & prioritization -Current state assessment -Draft solution alternatives* Staffing model -Current state assessment* -Draft solution alternatives* Current State Emal! Engagement I Ecosystem d=~..::.:_,.. 1'!.~.::,.-:.~~•::---•-::-• ~=--~""1.,..:-:::...~.~===~~,..;:.:;.;:~-... -.I. + Task 4: Recommendations and Report Out $ Objectives Enable the department to make better decisions and schedule the most appropriate technology projects to maximize project impacts as well as provide visibility throughout the organization and to the public Enable the department to move forward with implementing a new staffing model for technology-based initiatives Provide actionable recommendations to achieve project outcomes Inform department and City leadership of final recommendations ! ! Activities Develop and deliver a final customized methodology for identifying, vetting and prioritizing technology- based initiatives including: Project intake capability playbook* (Process, systems/ software, data & forms/ artifacts, people & resources, governance, and communication plans) -Effort/impact matrix for recommendations -Gap analysis -current and future state documentation with detailed descriptions of the current department gaps -Action Plan for the department to complete the initiatives required to close the gaps* Complete a methodology workshop to present solutions and recommendations* Develop and deliver alternatives to the current staffing model for envisioning, implementing, supporting and delivering technology-based services including Detailed alternatives analysis* Solutions and recommendations* Recommendations for staff resource modifications and/or additions to allow the department to be more nimble and responsive to staff and community needs -Effort/impact matrix for recommendations Action Plan for the department to complete the initiatives required to move the department towards a new staffing model Complete a staffing model workshop to present solutions and recommendations* 12 Develop and deliver final reports to Project Sponsor, City staff, and project leadership* *Deliverables and activities supported by Library SME, Carson Block m ~ Timeline 3 weeks Deliverables Project intake management & prioritization -Project intake capability playbook* -Action Plan Staffing model -Alternatives analysis* -Solutions and recommendations* -Action Plan* Opportunities for Improvement at CLIENT -·-· --·-== .-=... ... -Qil,wiW-IM ·= ·---__ ., ___ _ ·=---= '.=' ==:==::::. S"'-_____ .,_ ---:-)·----, -;:::-;,::;-_ ·--------~=- 1.+ ·,, f'r t ci' ',' r " Deliverables AIM will work closely with designated departmental and city staff to develop suitable recommendations and solutions. AIM will create L&CA reviewed action plans to ensure successful application of the new project intake and management process as well as the implementation of the new staffing model. Task 1: Project Initiation Deliverable Project kick off materials Stakeholder inventory Project schedule Descrie!i~ Project kickoff presentation I Project communication planning I Workshop overview I Engagement expectations Documentation of all engagement stakeholders and their participation Final project schedule in collaboration with L&CA taking into account city holiday calendars Format Powerpoint ------------------------- Powerpoint Excel 2: Discove 3: Analysis & Validation 4: Recommendations & Report Out Workshop materials Presentations prepared for facilitating workshops based on topics described in the SOW Powerpoint Interview g-'--u'-'idc...:e:..:.s _________ _ Question and prompts sent out in advance of and to facilitate interviews Word Project intake management & prioritization -Current state assessment Summary of findings from the Discovery phase and the AIM assessment of the current -------+state of project intake management & prioritization -Draft solution alternatives Staffing model -Current state assessment Overview of project intake management & prioritization best practices and options to ____ vc.calidate with key stakeholders Summary of findings from the Discovery phase and the AIM assessment of the current Powerpoint _______ state of L&CA staffing __________ _ Powerpoint Powerpo~ -Draft solution alternatives Overview of staffing model best practices and options to validate with key stakeholders Project intake management & prioritizati_o_n-.--------------------------------~--------1 -Solutions and recommendatio~ Final recommendations report ____ ___ __ Powerpoint -Action plan Execution-oriented plan for moving forward with a new project intake management and f------------------~p_r_io_r_it_iz_at_io_n_m_e_th_o_d_o_lo~g~y_f_oc_u_s_e_d_o_n_t_he_capabilities of L&CA Powerpoint Staffing,_m_o_de_l _________ _ 1-Alternatives analysis Final assessment of the strengths and opportunities of potential staffing models Power oint Final recommendations report _________ Powerpoint Execution-oriented plan for implementing staffing recommendations focused on the L&CA~ -Solutions and recommendations -Action plan L__ __________ ,...__ ________________ ~c:..:.a_,c.p.c.abc.;ic.:..lities ________________ Powerpoint 13 Approach Timeline • The AIM services present ed in the SOW supports the overall project objectives and outcomes including department deadlines as identified below. A final schedule will be developed with final approval of L&CA project manager. • The proposed schedule below represents the initial timeline and sequence of events for the engagement. Our parallel and combined approach for the Technology Vision and Staffing Model Assessment can be adapted and re-focused as needed to meet any department priorities or deadlines. • All date timelines are dependent upon prompt project kickoff in accordance with jointly defined dates. Task 1: Project Initiation Task 2: Discovery Task 3: Analysis & Validation Task 4: Final Recommendation & Report Project Status Reports 14 December January February lllmllllmlll-llDlllllmllllml-llllmllllf.lllEII wk 1 Project Kickoff wk 2 * wk 4 wk 5 Stakeholder interviews * Holiday & New Year wk 6 wk 7 wk 8 Staffing workshops wk 9 wk 10 wk 11 Budget inputs PPM workshops Review and validate analysis due 2/27 * * Final Report Out * Cost of Services • All quoted costs include professional fees for AIM consultant's services and related expenses. The proposed fixed price will be NTE $35,000 for all services and deliverables identified within the SOW. The table below outlines the proposed invoice delivery schedule. • The costs presented are based on estimates from similar projects of this scope and environment, additional responsibility and coordination of joint team, and taking into account a discounted government rate to stay within range the L&CA budget. The cost line items below represent the estimated distribution of hours, however, we intend to deliver services and invoice accordance to tasks upon approval of associated deliverables. • Both firms are willing t o combine, stretch capacity and enhance services to ensure L&CA meets all required objectives and timelines. Service Summary Cost of Services Estimated hours distribution 1. Project Initiation $5,000 AIM Project Team Dec Jan Feb 2. Discovery Member 3. Analysis & Validation $15,000 Steven Felger 20 40 40 4. Recommendations & Report Out $15,000 Libby Lefanowicz 20 45 41 -Draft report & recommendations $8,000 Ca rson Block 5 25 15 -Final report & recommendations $7,000 Not to Exceed (NTE) Total $35,000 15 Additional Information Assumptions We've provided a number of assumptions below in order to provide additional clarity on expectations among between AIM and the L&CA Department. • Diane Bednarski will be the project sponsor, primary POC, and contractual lead. • If there are any discrepancies in work products or concerns, the City will be proactive in communicating those. • The City will review and approve documents within two weeks, or ten {10} business days to ensure completing project within target dates. If no formal approval or remediation request is received within that time, or written request for extension, the deliverable will be considered to be accepted by the City. • The City will provide timely access to all appropriate personnel or stakeholders to be interviewed. These personnel or stakeholders will provide information necessary to complete this project, answer questions, provide existing documentation and attend working sessions. • AIM Execution Consulting, Inc. is proposing services as a primary contractor with Carson Block as a library SME subcontractor. Service request s and communication with all Consultants will be coordinated through the AIM Project Manager. • All Consulting services for this scope will be performed on-site with the exception of library SME, Carson Block (remote). AIM Execution Consulting w ill establish and coordinate all virtual work connections. • Any requests for additional information or resources (beyond the details described in the tasks and steps above) made by the City will be considered a change in scope. • All deliverables will be developed using Microsoft products (e.g., Word and PowerPoint). Interactive and actionable software access can be made available upon requested by City. 16 Additional Information Project Team and Roles • The proposed project team structure and key roles are depicted below. Named AIM consultants are to be the committed project team for this project. Sponsor Diane Bednarski Deputy Library Director , "I , " Project Manager Carlsbad City IT Library & Cultural Arts Department .. -' .. , " . Work Groups . City staff . L&CA Department Staff .. 17 Engagement Manager Steven Felger, Partner PMO& CoE SME Project Manager Libby Lefanowicz, Partner Enterprise Assessment SME ______ ] ________ Library Advisor Carson Block, Library Technology SME j AIM ProJect Team ] ,------------... : _s~_E _s~~':'~t.'.":~o_r _: City & L&CA • Manage contract through duration of engagement • Oversee Executive reporting & communication • Partner and consult with City team to ensure expectations are met • Manage project scope, schedule and execution • Main POC regarding project deliverables and activities • Lead internal team and activities • Advise on library specific technologies • Advise on Library operations and policies • Review, validate, and provide feedback on deliverables and recommendations AIM Execution Consulting Company Overview AIM is a local, veteran-owned and woman-led consulting firm offering strategic advisory services, IT systems and business consulting, and execution services to the government, vendors to the government, and strategic nonprofits. Additional Information Ar1io11ahle. /111entional. Mearumble. Execution Consulting Our Team • Our team of experienced professionals are passionate about helping our client's complete transformational initiatives and achieve their objectives. We bring the industry experience to provide increase d transparency and accountability, solutions based on data and best practices, and structure to projects and programs. • We have professional experience with fortune 500 and S&P 500 companies in delivering strategic advisory services to local government. Our team member's experience includes technology and strategic engagements with northern and southern California's largest cities and counties. Our Expertise • Our expertise includes developing leading-edge innovation programs, Project Management Offices (PMO), and change control board planning to strategize and prioritize all inbound ideas within and throughout leading enterprise technology organizations. • We bring deep subject matter expertise in Product Management and Systems Integration which enables our team to understand the technical components of enterprise and departmental systems and communicate clear analysis and advice to C-level and organization leadership. 18 We value strategic thinking/ partnership/ and most importantly intentional execution to achieve your results. 19 Contacts {'Cityof Carlsbad Califo r n i a Diane Bednarski Deputy Library Director Diane.bednarski@carlsbadca.gov Actionable. lntention.aL flfean11vb!e. Exccurion Consulring For questions regarding this proposal please contact Steven R. Felger Partner, Execution Consultant 535 Barbara Ave., Solana Beach, CA (330) 704-8684 Steven.Felger@intentionalAIM.com Libby Lefanowicz, MBA, PMP Partner, Execution Consultant 535 Barbara Ave., Solana Beach, CA (925) 878-9464 Libby@intentionalAIM.com Carson Block Subcontractor -Carson Block, LLC 2913 Michener Ct., Fort Collins, CO (970) 673-7475 librarylandtech@gmail.com ACORD9 CERTIFICATE OF LIABILITY INSURANCE I DATE (MM/DDNYYY) ~ 12/23/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Hiscox Inc. d/b/a/ Hiscox Insurance Agency in CA PHONE (888) 202-3007 I FAX 1A1r ..i .... c ... \. IA/C No): 520 Madison Avenue E-MAIL contact@hiscox.com 32nd Floor ADDRESS: New York, NY 10022 INSURER(S) AFFORDING COVERAGE NAIC# INSURER A: Hiscox Insurance Company Inc 10200 INSURED INSURER B: Aim Execution Consulting, Inc. INSURERC: 535 Barbara Avenue Solana Beach CA 92075 INSURER D: INSURER E: INSURERF: COVERAGES CERTIFICATE NUMBER· REVISION NUMBER· THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. 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INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE ,.,c:n wvn POLICY NUMBER IMM/DD/YYYYl fMM/DD/YYYYl LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ r---~ CLAIMS-MADE □ OCCUR DAMAGE TO RENTED PREMISES /Ea occurrence\ $ r---MED EXP (Any one person) $ PERSONAL & ADV INJURY r---$ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 9 □PR~ Owe POLICY JECT PRODUCTS -COMP/OP AGG $ OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ /Ea accident\ ~ 'ANY AUTO BODILY INJURY (Per person) $ B OWNED ~ SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accidenl) $ HIRED r---NON-OWNED iP~?~~c~.;r,;,;,1~AMAGE AUTOS ONLY AUTOS ONLY $ r--- I $ UMBRELLA LIAB H OCCUR EACH OCCURRENCE $ ~ EXCESS LIAB CLAIMS-MADE AGGREGATE $ DED I I RETENTION $ $ WORKERS COMPENSATION I PER I I OTH- AND EMPLOYERS' LIABILITY STATUTE ER Y/N ANYPROPRIETOR/PARTNER/EXECUTIVE □ N/A E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory In NH) E.L. DISEASE -EA EMPLOYEE $ If yes, describe under E.L. DISEASE -POLICY LIMIT $ DESCRIPTION OF OPERATIONS below A Professional Liability UDC-4207191-E0-19 07/02/2019 07/02/2020 Each Claim: $1,000,000 Aggregate: $1,000,000 ✓ DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE ~s-~-- I -- © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD ACORD• CERTIFICATE OF LIABILITY INSURANCE I DATE (MM/DD/YYYY) ~ 12/23/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Hiscox Inc. d/b/a/ Hiscox Insurance Agency in CA PHONE (888) 202-3007 I FAX IA/(' .. n "•"· (A/C Nol: 520 Madison Avenue E-MAIL contact@hiscox.com 32nd Floor ADDRESS: New York, NY 10022 INSURER(S) AFFORDING COVERAGE NAIC# INSURER A: Hiscox Insurance Company Inc 10200 INSURED INSURER B: Aim Execution Consulting, Inc. INSURERC: 535 Barbara Avenue Solana Beach CA 92075 INSURER D: INSURERE: INSURERF: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE ,ucn wun POLICY NUMBER IMM/DD/YYYYl IMM/DD/YYYYl LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1 000 000 -~ CLAIMS-MADE [K] OCCUR DAMA<..;E TO RENTED -PREMISES (Ea occurrence! $ 100,000 -MED EXP (Any one person) $ 5,000 A -y UDC-4207191-CGL-19 07/02/2019 07/02/2020 PERSONAL & ADV INJURY $ 1,000,000 ✓ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 ~ POLICY □ rr& □LOG PRODUCTS -COMP/OP AGG $ SIT Gen. Agg. OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ (Ea accident! ~ ~ ANYAUTO BODILY INJURY (Per person) $ OWNED ~ SCHEDULED ~ AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ LJ ~L~'b°s ONLY X NON-OWNED UDC-4207191-CGL-19 07/02/2019 07/02/2020 PROPERTY DAMAGE $ AUTOS ONLY /Per accident! -/ I S.~~ n':!~.?,r";.k~'J.'{1 $1,000,000 UMBRELLA LIAB H OCCUR EACH OCCURRENCE $ ~ EXCESS LIAB CLAIMS-MADE AGGREGATE $ OED I I RETENTION $ $ WORKERS COMPENSATION I PER I I OTH- AND EMPLOYERS' LIABILITY STATUTE ER Y/N ANYPROPRIETOR/PARTNER/EXECUTIVE □ N/A E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory In NH) 6.L. DISEASE -EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT $ DESCRIPTION OF OPERATIONS /LOCATIONS/ VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) The City of Carlsbad, its officials, employees and volunteers must be named as an additional insured with respects to liability arising out of activities performed by or on behalf of the named Insured for general liability. The full limits available to the named insured shall also be available and applicable to the city as an additional insured. Hiscox will endeavor to provide 30-day notice of cancellation subject to policy terms and conditions. CERTIFICATE HOLDER CANCELLATION The City of Carlsbad, Library & Cultural Arts Department 1775 Dove Ln SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Carlsbad, CA 92011 THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE tfa~,-~-- I ~ , © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD ACORD• CERTIFICATE OF LIABILITY INSURANCE I DATE (MM/DD/YYYY) ~ 12/23/2019 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT NAME: Hiscox Inc. d/b/a/ Hiscox Insurance Agency in CA r.~~N.t c-"· (888) 202-3007 I FAX IA/C Nol: 520 Madison Avenue E-MAIL contact@hiscox.com 32nd Floor ADDRESS: New York, NY 10022 INSURER/Sl AFFORDING COVERAGE NAIC# INSURER A: Hiscox Insurance Company Inc 10200 INSURED INSURER B: Aim Execution Consulting, Inc. INSURERC: 535 Barbara Avenue Solana Beach CA 92075 INSURER D: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER· THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF ,~g~~Ii~, LTR TYPE OF INSURANCE •••~n un,n POLICY NUMBER IMM/DD/YYYYI LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1 000 000 -D CLAIMS-MADE [Kl OCCUR DAMAGE TO RENTED PREMISES 'Ea occurrencel $ 100,000 MED EXP (Any one person) $ 5,000 - A -UDC-4207191-CGL-19 07/02/2019 07/02/2020 PERSONAL & ADV INJURY $ 1,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 ~ □PRO-DLoc $ SIT Gen. Agg. POLICY JECT PRODUCTS -COMP/OP AGG OTHER: $ AUTOMOBILE LIABILITY ii:~~~~~~llNGLE LIMIT $ r-i ANYAUTO BODILY INJURY (Per person) $ tJ OWNED -SCHEDULED AUTOS ONLY AUTOS BODILY INJURY (Per accident) $ X I HIRED X NON-OWNED UDC-4207191-CGL-19 07/02/2019 07/02/2020 rp~~~~c~~~AMAGE $ r--, AUTOS ONLY AUTOS ONLY I £~~ HNOA Limit $1,000,000 H UMBRELLA LIAS H OCCUR EACH OCCURRENCE $ EXCESS LIAB CLAIMS-MADE AGGREGATE $ ' I RETENTION $ , OED ; $ WORKERS COMPENSATION I PER I I OTH- AND EMPLOYERS' LIABILITY STATUTE ER Y/N ANYPROPRIETOR/PARTNER/EXECUTIVE □ N/A E.L. EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? (Mandatory In NH) E.L. DISEASE -EA EMPLOYEE $ If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT $ DESCRIPTION OF OPERATIONS/ LOCATIONS/ VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE / ~-~3;,,-cc~ I © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD ~'fl HISCOX Hiscox Insurance Company Inc. Policy Number: UDC-4207191-CGL-19 Named Insured: Aim Execution Consulting, Inc. Endorsement Number: 1 Endorsement Effective: July 2, 2019 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED -AUTOMATIC STATUS This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART A. Section II -Who Is An Insured is amended to include as an additional insured any per- son(s) or organization(s) for whom you are performing operations or leasing a premises when you and such person(s) or organiza- tion(s) have agreed in writing in a contract or agreement that such person(s) or organiza- tion(s) be added as an additional insured on your policy. Such person or organization is an additional insured only with respect to lia- bility for "bodily injury", "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: 1. In the performance of your ongoing opera- tions; or 2. In connection with your premises owned by or rented to you. A person's or organization's status as an addi- tional insured under this endorsement ends when your operations or lease agreement for that additional insured are completed. CGL E5421 CW (02/14) Includes copyrighted material of Insurance Services Office, Inc., with its permission. Page 1 of 1 CERTIFICATE OF EXEMPTION WORKERS' COMPENSATION/EMPLOYERS' LIABILITY INSURANCE Steven Felger Partner and President I, ________________ , am the _______________ _ [ insert name] [title] AIM Execution Consulting, Inc. of ---------------- AIM Execution Consulting, Inc. I hereby certify that __________ _ [ name of company] [name of company] has no employees and is not required by law to maintain workers' compensation or employers' AIM Execution Consulting, Inc liability insurance. Should _________________ employ any person [name of company] during the term of the Agreement with the City of Carlsbad for ___________ _ Technology Vision and Staffing Model Assessment [ description of project or work that is being contracted] then workers' compensation and employers' liability insurance will be obtained. Steven Fe~~ [Name] Partner, AIM Executin Consulting, Inc. [Title and name of company or corporation]