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Blessing White; 2015-09-10;
AMENDMENT NO. 4 TO EXTEND THE AGREEMENT FOR ENGAGEMENT SURVEY SERVICES BLESSING WHITE, A DIVISION OF GP STRATEGIES CORPORATION This Amendment No. 4 is entered into arid effective as of the l(a:XV--, day of Av..~\A-~:!' , 20J:L, extending the agreement dated September 10, 2015 (the "Ag ement") by and between the City of Carlsbad, a municipal corporation, ("City"), and Blessing White, a Division of GP Strategies Corporation, ("Contractor") (collectively, the "Parties") for engagement survey services. RECITALS A. On July 12, 2016, the Parties executed Amendment No. 1 to the Agreement to extend and fund the Agreement; and B. On September 13, 2017. the Parties executed Amendment No. 2 to the Agreement to extend and fund the agreement; and C. On September 6, 2018, the Parties executed Amendment No. 3 to the Agreement to extend and fund the agreement; and D. The Parties desire to extend the Agreement for a period of one (1) year. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. The Agreement, as may have been amended from time to time, is hereby extended for a period of one (1) year starting on September 10, 2019 ending on September 10, 2020 and funded in an amount not to exceed thirty thousand ($30,000) per Agreement year. 2. All other provisions of the Agreement, as may have been amended from time to time, shall remain in full force and effect. 3. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, shall include coverage for this Amendment. Ill Ill Ill Ill Ill Ill Ill City Attorney Approved Version 1/30/13 4. The individuals executing this Amendment and the instruments referenced 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 hereof of this Amendment. CONTRACTOR By: ~c;:V0-- (sign here) /1,4fflvw A. ,/Af Av-4///P (print name/title) l (sign here) o--MCS L. ~\"'-.-'l -k /IP J-4">">1°:)}Mt-- (print name/title} $.ecre CITY OF CARLSBAD, a municipal corporation of the State of California Director ATTEST: 2L.:,,L-c;J"' W AAJC 111'- 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: GroupA 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. BR EWE~ Cc!:.ey BY: tivu ------------Assistant City Attorney City Attorney Approved Version 1/30/13 2 Pagel of l ACORD• CERTIFICATE OF LIABILITY INSURANCE I DATE (MM/DDNYYY) ~ 04/04/2019 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: Willis of Maryland, Inc. r.~!?N.~-~-••· l-877-945-7378 I FAX l-888-467-2378 c/o 26 Century Blvd iAJC Nol: P.O. Box 305191 ~~D~~SS: certificates@willis.com Nashville, TN 372305191 USA INSURER/SI AFFORDING COVERAGE NAIC# INSURER A: Great Northern Insurance Company 20303 INSURED INSURER B: Federal Insurance Company 20281 GP Strategies Corporation Vigilant Insurance Company 20397 70 Corporate Center INSURERC: 11000 Broken Land Pkwy; Suite 200 INSURERD: Continental Casualty Company 20443 Columbia, MD 21044 INSURERE: INSURERF: COVERAGES CERTIFICATE NUMBER· Wl0833156 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 /~~}-Jg~, /~~~ii~, LTR TYPE OF INSURANCE •••~n l,an,n POLICY NUMBER LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 ~ D CLAIMS-MADE ~ OCCUR ~~~t~iJ9E~~J~?ence l $ 1,000,000 A MED EXP (Any one person) $ 10,000 ~ 35914035 04/04/2019 04/04/2020 PERSONAL & ADV INJURY $ 1,000,000 ~ GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 Fl ~PRO-~LOG Included POLICY JECT PRODUCTS -COMP/OP AGG $ OTHER: $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1,000,000 tEa accident\ ~ X ANY AUTO BODILY INJURY (Per person) $ A ~ OWNED -SCHEDULED AUTOS ONLY AUTOS 73556608 04/04/2019 04/04/2020 BODILY INJURY (Per accident) $ ~ HIRED -NON-OWNED ;p~?~~c~.;';,';RAMAGE AUTOS ONLY AUTOS ONLY $ ~ - $ X UMBRELLA LIAB N OCCUR EACH OCCURRENCE $ 5,000,000 B ~ EXCESS LIAB CLAIMS-MADE 78184893 04/04/2019 04/04/2020 AGGREGATE $ 5,000,000 OED I I RETENTION$ $ WORKERS COMPENSATION XI ~~%UTE I I OTH- AND EMPLOYERS' LIABILITY ER Y/N C ANYPROPRIETOR/PARTNER/EXECUTIVE El E.L. EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? N/A 71741258 04/04/2019 04/04/2020 (Mandatory In NH) E.L. DISEASE -EA EMPLOYEE $ 1,000,000 If yes, describe under 1,000,000 DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT $ D Professional Liability 596779432 04/04/2019 04/04/2020 Each Claim $10,000,000 Aggregate $10,000,000 DESCRIPTION OF OPERATIONS/ LOCATIONS/ VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) City of Carlsbad is included as an Additional Insured as respects to General Liability. 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. City of Carlsbad AUTHORIZED REPRESENTATIVE 1635 Faraday Ave. l#f ,:Jr Carlsbad, CA 92008 © 1988-2016 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD SR ID, 17762532 BATCH, 1142524 CHUBB Liability Endorsement Endorsement Policy Period April 4, 2019 to April 4, 2020 Effective Date April 4, 2019 Policy Number 3591-40-35 BAL Insured GP STRATEGIES CORPORATION Name of Company GREAT NORTHERN INSURANCE COMPANY Date Issued April 4, 2019 This Endorsement applies to the following forms: GENERAL LIABILIY Who Is An Insured Additional Insured - Scheduled Person Or Organization Liability Insurance Form 80-02-2367 (Rev. 5-07) Under Who Is An Insured, the following provision is added. Persons or organizations shown in the Schedule are Insureds, but they are Insureds only if you are obligated pursuant to a contract or agreement to provide them with such insurance as is afforded by this policy. However, the person or organization is an insured only: • If and then only to the extend the person or organization is described in the Schedule; • To the extent such contract or agreement requires the person or organization to be afforded status as an insured; • For activities that did not occur, in whole or in part, before the execution of the contract or agreement; and • With respect to damages, loss, cost or expense for injury or damage to which this insurance applies. No person or organization is an insured under this provision. • that is more specifically identified under any other provision of the Who Is An Insured actions (regardless of any limitation applicable thereto). • With respect to any assumption of liability (of another person or organization) by them in a contract or agreement. This limitation does not apply to the liability for damages, loss, cost or expense for injury or damage, to which this insurance applies, that the person or organization would have in the absence of such contract or agreement. Additional Insured -Scheduled Person or Organization continued Endorsement Page 1 Liability Endorsement (continued) Conditions Other Insurance - Primary Noncontributory Insurance -Scheduled Person or Organization Liability Insurance Form 80-02-2367 (Rev. 5-07) Under Conditions, the following provision is added to the condition titled Other Insurance. If you are obligated, pursuant to a contract or agreement, to provide the person or organization shown in the Schedule with primary Insurance such as is afforded by this policy, then in such case this insurance is primary and we will not seek contribution from Insurance available to such person or organization. Schedule City of Carlsbad 1635 Faraday Ave. Carlsbad, CA 92008 All other terms and conditions remain unchanged. Authorized Representative Additional Insured -Scheduled Person or Organization Endorsement continued Page 2 AMENDMENT NO. 3 TO EXTEND AND AMEND AGREEMENT FOR ENGAGEMENT SURVEY SERVICES BLESSING WHITE, A DIVISION OF GP STRATEGIES CORPORATION his AmP.nrlmA t No. 3 is entered into and effective as of the UJ ~ day of _-4:;;;..~~~J..r:.~~---=~-· 2018, extending and amending the agreement dated Se embe 1 , 2015 (the "Agreement") by and between the City of Carlsbad, a municipal corporation, ("City"), and Blessing White, a Division of GP Strategies Corporation, ("Contractor") (collectively, the "Parties"). RECITALS A. On July 12, 2016, the Parties executed Amendment No. 1 to the Agreement to extend and fund the Agreement; and B. On September 13, 2017, the Parties executed Amendment No. 2 to the Agreement to extend and fund the agreement; and C. The Parties desire to alter the Agreement's scope of work to that outlined in Exhibits A and B; and D. The Parties desire to extend the Agreement for a period of one (1) year; and E. The Parties have negotiated and agreed to a supplemental scope of work and fee schedule, which is attached to and incorporated in by this reference as Exhibit "A", Scope of Services and Exhibit "B", Statement of Work. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. That the Agreement, as may have been amended from time to time, is hereby extended for a period of one (1) year ending starting on September 11, 2018 and ending on September 10, 2019 and funded in an amount not to exceed thirty-five thousand dollars ($35,000) per agreement year. 2. All other provisions of the Agreement, as may have been amended from time to time, will remain in full force and effect. 3. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, will include coverage for this Amendment. Ill Ill Ill -Ill City Attorney Approved Version 1 /30/13 4. The individuals executing this Amendment 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 Amendment. CONTRACTOR By: 141'<-~ c; J IA-~======::... (sign here) /11.1 t+ A-:-i,..1 A: . LIA£.A 1.1 ,1: u,_'< ,t 17/ e-f, etc,/- (print name/title) By: (sign here) (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California By: ATTEST: ' 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 1/30/13 2 Engagement Survey Exhibit A Scope of Services Develop and administer an employee engagement survey and distribute it to up to 2,000 employees. Details of the project scope, fees, timeline and responsibilities of City staff and Blessing White staff are included in the attached Statement of Work (Exhibit B). Blessing White will maintain and store all survey response data in a secure manner per Blessing White's Privacy Policy (available on their website). Blessing White will track each participant with a unique ID which keeps their set of answers unique and confidential. Blessing White will only report survey results to City staff or any other individual/entity that requests survey results in a manner that protects the anonymity of survey respondents. Travel Reimbursement Reimbursement for travel expenses will follow the guidelines outlined in the City Council Policy No. 2. The city will pay for publicized coach/economy airfare and transportation expenses. Meal expenses will not exceed $50.00 per day. The contractor will supply a detailed outline of all expenses and original receipts for accounting purposes. BLESS I NG\tv'H ITE Statement of Work -EE #2 This Statement of Work (SOW) is made this 11th day of September, 2018 ("SOW Effective Date") and incorporates by reference the terms and conditions of the Master Services Agreement (MSA) dated September 10, 2015 ("Effective Date") between City of Carlsbad, a municipal corporation ("Client") and GP Strategies Corporation doing business as BlessingWhite, A Division of GP Strategies ("BlessingWhite"). The Terms and conditions of the MSA and all amendments and variations thereto shall be incorporated into this SOW. Client Contact Information Billing Information (if different) Name Debbie Porter Name Kim Stankavich Company City of Carlsbad Company HR Dept. City of Carlsbad Address 1635 Faraday Ave. Carlsbad, CA 92008 Address 1635 Faraday Ave. Carlsbad, CA 92008 Phone 760-602-2441 Phone 760-602-2497 Email Debbie.porter@carlsbadca.gov Email Kim.stankavich@carlsbadc.gov DEFINITIONS • 5-point Likert scale item -a question that provides respondents 5 options to choose from ranging from strongly agree to strongly disagree. • Standard Items -one of the researched based and statistically valid 27 questions BlessingWhite provides in their standard engagement survey. These include our 22 standard 5-point Likert scale items and 5 multiple choice questions. • Open Ended Item -a question that allows respondents to write-in free-form text responses for up to three (3) topics per question. • Benchmark -normative data by industry used as comparator for Client survey results. • High Level Engagement Report (HER) -company roll-up report that captures Engagement levels, item favorability, detailed item breakdown, satisfaction and contribution drivers, flight risk and other Engagement drivers. • Organizational Summary Presentation -presentation of results that includes organization-level data, an agreed-upon benchmark, period over period data (if applicable), and 1 key demographic data cut (e.g., Department). Additional data cuts will be added by BlessingWhite as the story emerges through data analysis. • Snapshot Analysis Report (SAR)-BlessingWhite's standard report format that will be delivered to all eligible managers of workgroups that have 6 or more respondents. • Stoplight Report -A report available in Excel and PDF that provides a comparative view across a single demographic (e.g., department) using color-coding to visually indicate trends in the data. • Stoplight Drilldown Report-a type of stoplight report that is available for any leader who has managers reporting into them. This report provides rolled up data of any workgroup that rolls into that leader based on the organizational hierarchy. • Town Hall template -PowerPoint document containing the survey items, overall organization results and benchmark data that can be populated by Client for manager teams. • Engagement Portal -a web based, online tool for managers to access their reports and to complete their action plans based on team engagement results meetings. 200 Clocktower Drive, Ste 102 Hamilton, NJ 08690 USA t 609.528.3535 f 609.528.3534 www.blessingwhite.com --I I BLESSING\\IHITE • Demographics -the characteristics of the survey population, such as department, location, manager, leadership level, tenure, ethnicity, gender, age or other identified characteristics. The information within the demographics file is used to shape and generate reporting. DESCRIPTION OF SERVICES: BlessingWhite will conduct an employee engagement survey for Client that will be launched in early November, 2018. Period of Performance: September 1, 2018 through January 31, 2019 The process includes the following phases: Project Management Services • BlessingWhite shall assign a project manager to lead the planning and implementation of the project through project completion as indicated by the project plan. They will act as the key contact for BlessingWhite throughout the implementation. • The assigned project manager shall be available to Client on an as needed basis during BlessingWhite's operating hours, Monday-Friday, 9:00 am -8:00 pm ET (excluding holidays observed by BlessingWhite). • Client will assign a project manager/key contact. • Should the assigned project manager not be available to Client, a backup project manager shall be provided by BlessingWhite. • BlessingWhite's project manager shall lead a project kick-off meeting/conference call to review a detailed project plan, including timing and milestone deliverables. Conference calls shall continue throughout the project to ensure milestones are met and Client questions are answered. • Client and BlessingWhite shall mutually agree to the project plan and implementation timeline for the survey, communications, report delivery, and presentation to Client's Senior Leadership Team. Phase 1 Engagement Survey Phase 1.1 Set-Up: Survey Creation BlessingWhite shall perform the following services to create a new survey for Client: • Provide a project plan detailing deliverable due dates. • Conduct Kick-off Call with Client and BlessingWhite Project Manager. • Provide a standard survey template and a list of custom items to be considered by Client for inclusion in the new survey. • Analyze Client's past survey data for applicability in the creation of the new survey (if available). • Provide consulting to help develop the overall survey and custom items based upon BlessingWhite's recommended best practices. • BlessingWhite shall create the survey and present a final copy of the survey site to Client to review and approve. www.blessingwhite.com 2 BLESSING\\IHITE • Internet surveys will be distributed via email. BlessingWhite shall individually email a unique survey link to all Client employees as specified in the original demographic file. • Should some participants not have email access a kiosk approach can also be leveraged for no additional charge. For this approach, BlessingWhite will provide a Client-specific generic link that can be leveraged at kiosk locations set up by Client. Participants will be required to enter two unique identifiers to access the survey (e.g., employee ID and last name). • Translations of the survey are available and must be agreed upon prior to signing of contracts. Fees are applicable. Communications • BlessingWhite will provide templates to Client for all communications. BlessingWhite will work directly with Client on all communications to provide feedback and best practices. • Client to provide a company logo for co-branding of survey site and reports. • Client shall be responsible for: 1. Briefing of senior management team 2. Communication to all participants by senior leaders or core team members to position the initiative and encourage participation. 3. Communication to all managers ahead of the main distribution to position the initiative and provide answers to questions managers will likely receive. 4. Communication to all employees on the outcome of the survey and next steps. • BlessingWhite shall be responsible for: Items 1. Main distribution of the survey. 2. Reminders to complete ahead of the close of the survey (as defined below in Phase 1.2 Survey and Analysis). 3. Confirmation that the survey is completed. • Standard survey construct is as follows: • Definitions to clearly guide the respondent as to the intended meaning of "Manager" and "Senior Leaders" (fully customizable by Client). • Core 22: 5-point Likert-scale items (comprised of the following indices that constitute the BlessingWhite IME Model): 8 (I) Individual, 9 (M) Manager, and 5 (E) Executive items. Wording can be altered, but construct must remain intact for benchmarking and comparative purposes. www.blessingwhite.com 3 BLESS I NGVIH ITE • 5 Pick list items that examine the following topics: top factor influencing satisfaction, contribution, flight risk, thoughts about staying, and possible causes of leaving the organization. • Additionally, Client can elect to add up to 20 additional 5-point Likert-scale items that are developed by Client and the BlessingWhite Project Manager. Demographics • BlessingWhite and Client determine the demographics that will be captured and any groupings required for manager-specific reporting. • Client provides BlessingWhite with a list of all employees who will be invited to participate in the survey including detailed demographic information required for reporting purposes. Client will provide, at a minimum, a listing of employees (first and last name), email addresses, employee ID, and direct manager so that responses can be tracked, duplicates eliminated, response reminders sent to those not yet completed, and workgroup reports created and distributed. • Should Client require changes to the original demographic file after final submission to BlessingWhite and up until 5 days before the closing of the survey, Client shall provide a new demographic file to be loaded and BlessingWhite shall make such change at no additional cost to Client. No new users shall be added to the survey while the survey is live (BlessingWhite requires all users to be confirmed in the demographics file 5 days prior to launch). Should client require changes to original demographic file after closing of the survey, there will be a flat fee of $3,000 to reload and test the demographics file and re-generate all reports. Deliverable dates per the implementation plan may be impacted. • BlessingWhite will provide an initial response rate report that will show the potential respondents by agreed- upon demographic for Client approval. Phase 1.2 Survey and Analysis • BlessingWhite sends out a unique survey link to all Client employees in the original demographic file or Client employees can access via centralized kiosk computer with a generic link and 2 security identifiers (e.g., employee ID and last name). • Employees complete the survey via computer or mobile device. • BlessingWhite will send out reminder emails to those employees who have not yet completed the survey as appropriate, in a format and frequency agreed upon by Client per the project plan (typically up to 4 reminders per survey live period). • BlessingWhite will provide (via email in Excel format) response rates to Client by mutually agreed upon demographics prior to launch of survey and at frequency agreed to between Client and BlessingWhite Project Managers. www blessingwhite.com 4 BLESS I NG\\IH ITE • BlessingWhite analyses the data for demographic categories (Note: data for demographic categories of less than 6 respondents will not be included in reports to protect employee anonymity). Data Storage and Delivery • All data transmitted between the respondent's computer and BlessingWhite's servers shall be encrypted with SSL (Secured Socket Layer). • BlessingWhite shall store all data in a Microsoft SQL Server database, hosted in a secure environment with access provided on a need to have basis for managing the production process. • BlessingWhite shall provide data to Client via two different systems: a. Online manager's portal secured via SSL, if applicable. b. SharePoint extranet site, secured with SSL. Access to SharePoint site is limited to designated Client representatives responsible for high-level report delivery. • Aggregate survey data may be included in BlessingWhite's benchmarks with no reference to Client and will not be included in any other BlessingWhite reports or research. Phase 1.3 Report Creation and Presentations • Upon completion of the survey by Client's employees, BlessingWhite shall aggregate the data according to the demographic file provided by Client. (Note: data for demographic categories of less than 6 respondents will not be included in reports to protect employee anonymity). • BlessingWhite shall compare Client's overall company results against an agreed-upon benchmark in the HER (High Level Engagement Report PDF) and include the results in BlessingWhite's Organizational Summary presentation to Client (can be either in-person or virtual depending on Client needs). Should the Client change the agreed-upon external benchmark after reports have been run, additional fees will apply. • BlessingWhite shall produce a comprehensive narrative (Organizational Summary) presentation inclusive of key demographic data highlighting key findings and insights as well as a detailed breakdown of the data (1 key demographic only). • BlessingWhite conducts a preliminary results presentation via WebEx (High Level Engagement Report) with the project team, followed by a second Organizational Results Preview presentation via WebEx to the core team and executive sponsor, followed by an onsite presentation to Client's Senior Team. • BlessingWhite will provide Client a "Town Hall Template" (PowerPoint) based on Organizational Summary Report Presentation structure -this contains the survey items, overall organization results and benchmark data. This template helps to facilitate cascading communications of survey findings. This does not include specific workgroup data. www. blessingwhite. com 5 BLESS I NG\\tH ITE • BlessingWhite produces all available Snapshot Analysis Reports (SARs), captured in demographics file to be used by managers determined by Client. This report contains two data points based on survey findings (workgroup and company overall data) and links to on line resources for interpreting the report and taking action. The Snapshot Analysis Reports will be available 2 to 3 weeks from the closing of the survey and distributed in PDF file format. • BlessingWhite produces all available Stoplight Reports captured in demographics file to be used by HR and/or senior level leaders to analyze data across demographics. They compare results across each demographic (e.g., the department Stoplight will show data generated for each department). • BlessingWhite produces all available Stoplight Drilldown Reports on named hierarchy only (direct report or other demographic cuts are not included), captured in demographics file to be used by senior and mid-level leaders to analyze data across those groups that roll into them based on organizational hierarchy. Stoplight Drilldown Reports will be delivered to Client via SharePoint for them to deliver, as appropriate, to leaders. • If Client chooses to select a write-in item (Open Ended Item), BlessingWhite utilizes a category approach. BlessingWhite project managers will consult with Client to confirm the Open Ended Item as well as up to 15 topics (categories) that respondents can select from when responding to the question. The write-in functionality will allow respondents to select and respond to up to three (3) topics related to the Open Ended Item. This category approach allows BlessingWhite to provide verbatim comments to Client by theme at both the company level as well as by larger demographic groupings such as Business Unit, Division, etc. (to be agreed upon with Client). BlessingWhite can provide a standard (non-categorized) write-in item if the Client chooses instead of category. Write-in comments have a 2,000 character limit per response. Phase 1.4 Report Creation and Presentations -Optional Components • If the minimum respondent size of 6 is required to change per Client request, a fee of $3,000 will be charged to Client for the technical coding adjustments and additional QC process. • Should Client request for BlessingWhite to provide customizations to the Snapshot Analysis Report, BlessingWhite shall develop the customized SAR at a rate of $350 per hour. • Should Client request additional custom reports that were not provided to BlessingWhite in the demographic file, there will be an additional fee of $350 per custom report. Client will work with Project Manager to submit the request in writing via email. For all custom reports, there is a standard turn-around time of two (2) weeks. If the request exceeds the typical complexity of a standard report, the Project Manager will notify Client of a more accurate report delivery time. • Client may request to add a comparative data point such as department to all manager reports for a fee of $2,000. Only one comparator can be added. www.blessingwhite.com 6 BLESSING\l/HITE • Client may request SAR's to include prior period comparative results for verbatim demographic matches (this includes mapping across all demographics supplied to BlessingWhite by Client). Prior period mapping for non- verbatim matches will be presented to the client to re-map the discrepancies, if appropriate. • BlessingWhite can also populate Town Hall templates for a workgroup for an additional fee of $1,000 per presentation created. • BlessingWhite can include more than 1 key demographic in the Organizational Summary presentation. If this is required by client, a fee of $350 per hour will be charged to complete. Phase 2 -The Engagement Portal • BlessingWhite provides access to the Engagement Portal to allow Client managers to download their reports, plan team meetings, log action planning agreements, and for administrators to monitor manager activity. • BlessingWhite tailors content to reflect client executive message, expectations of managers, and implementation details. If the customization exceeds the typical tailoring scope, the Project Manager will notify Client that additional fees may apply ($350 per hour based on client requirements). • Maintenance, which includes inviting users to access the portal and loading reports for managers once the initial portal launch has been completed, is included for a period of 6 months from the launch of the portal. Any additional invitations after the initial launch schedule will be batched monthly for BlessingWhite to set up and send. If maintenance is required after the initial 6 month term, there will be an additional fee of $2,000 to extend the term for an additional 6 months. If Client requires bi-monthly portal access updates, fee is $2,000. The Engagement Portal shall remain available for Client's reference and use for a period of twelve (12) months following the launch of the survey. • BlessingWhite shall invite managers and load reports to the portal, as identified by Client in the demographics file. The Engagement Portal is a self-administered site that, once accessed, provides users with online instructions for using the site. • All engagement content (intellectual property, models, reports, analysis) provided to Client via the Portal or throughout the engagement must be maintained on a secure site (e.g., on a secured intra net site only accessible by employees). Client agrees not to make any engagement content accessible via an unsecured public website. Phase 3 -Additional On-Site Presentations • BlessingWhite shall conduct additional on-site presentations of the Organizational Summary Presentation for City-defined purpose and audience. Phase Description Fixed Fee 1 Engagement Survey $23,900 1.1 • Project Plan and Kickoff Call Included www.blessingwhite.com 7 BLESSING\\IHITE • Survey Set up and Creation Survey population up to 2,000 conducted electronically via email $1,000 for address in English and Spanish Spanish Translation Standard questions -22 5-point Like rt scale items (construct of the core 22 cannot be changed/altered) and 5 pick list statements Customizations include: • up to 20 additional 5-point Likert scale items · • Edits to the multiple choice statements • Up to 2 Open Ended Items (category or standard) 1.2 Survey and Analysis Included • Survey Launch (Links Distributed) and up to 4 reminder emails . • Help desk support for survey respondents 1.3 Report Creation & Presentations Included • One High Level Engagement Report Presentation with project team via Webex • One Preliminary Organizational Summary Report presentation via WebEx with project team and executive sponsor • One Organizational Summary Report presentation to Senior Leadership Team (onsite or virtual). • Snapshot Analysis Reports (SAR) generated from electronic demographics delivered in PDF file format via SharePoint site. All auto generated SAR reports based on supplied demographics will be provided at no additional charge. • Stoplight Reports generated from electronic demographics are delivered in Excel and/or PDF file format via Share Point site. All auto generated Stoplight reports based on supplied demographics will be provided at no additional charge. • Stoplight Drilldown Reports (based on Client approved manager hierarchy) generated from electronic demographics are delivered in Excel file format via SharePoint site. All auto generated Stoplight Drilldown Reports will be provided at no additional charge. • Town Hall Template based on Organizational Summary Report Presentation structure included -this contains the survey items, overall organization results and benchmark data. This does not include specific workgroup data. 1.4 Optional -Report Creation & Presentations Components • Changing minimum number or respondents from 6 will be charged at a flat fee of $3,000 • Customizations to the Snapshot Analysis Report charged at a rate of $350 per hour • Additional custom reports that were not provided to BlessingWhite in the demographic file will be charged an additional fee of $350 per custom report. www.blessingwhite.com 8 BLESSINGVIHITE • Addition of comparative data point such as department to all manager reports will be charged at a flat fee of $2,000. • Population and creation of Town Hall Template workgroup presentations -$1,000 per presentation • Addition of more than 1 key demographic in the Organizational Summary presentation. If this is required by client, a fee of $350 per hour will be charged to complete. 2 Online access to Engagement Portal for action planning administration. $8,000 3 Additional On-Site Presentations -BlessingWhite shall conduct additional $3,000 per day on-site presentations of the Organizational Summary Presentation for City-(Not included in defined purpose and audience. phase 1 total) 4 Any additional custom requirements not addressed above will require an Not Included additional Statement of Work based on Consulting of $2,000 per day. Total Investment -Phase 1 $32,900 Estimated Travel (at Cost) $2,000 Total Authorized Limit $34,900 PAYMENT TERMS & TRAVEL EXPENSES Invoicing for the project will occur per the MSA as follows: • Payment 1 in the amount of $16,450 {50% of Phase 1 and 2) will be invoiced upon completion of project plan and kickoff call (Phase 1.1). • Payment 2 in the amount of $8,225 {25% of Phase 1 and 2) will be invoiced upon the Survey Link distribution (Phase 1.2). • Payment 3 in the amount of $8,225 {25% of Phase 1 and 2) will be invoiced after delivery to SharePoint of the High Level Engagement Report and all Snapshot Analysis reports (Phase 1.3). • Additional On-site Presentations will be billed as cost incurred. No more than one day ($2,500) to be billed. • Payments for customizations and reports will be invoiced as incurred. • Travel will be invoiced as incurred. All shipping and all actual, reasonable travel and living expenses and in accordance with Client's travel policy will be billed back at 100% cost to account for administrative processing. If Client decides to change the scope of the engagement BlessingWhite shall notify them immediately about the cost implications. No additional fees are applicable unless a change order to this Statement of Work is mutually executed. CANCELLATION POLICY: • If a survey is canceled more than 15 business days before the survey is scheduled to launch as identified in the implementation plan, 50% of payment 1 shall be due and payable. If the survey is canceled less than 15 business days before the survey is scheduled to launch as identified in the implementation plan, 100% of payment 1 shall be due and payable. • If a survey launch date is postponed more than 20 business days after the original launch date identified in the implementation plan, 50% of payment 1 will be billed at the time of postponement. www.blessingwhite.com 9 BLESS I NG'llH ITE Now, therefore, both parties agree to be legally bound by the terms and conditions of this agreement. City of Carlsbad 1635 Faraday Ave. Carlsbad, CA 92008 By: Julie Clark Title: Human Resources Director ~tlL Signature: ___________ _ Date: __ 8~/3_1-/2_0_1_8 ______ _ www.blessingwhite com GP Strategies Corporation doing business as BlessingWhite, A Division of GP Strategies 200 Clocktower Drive, Ste 102 Hamilton, NJ 08690 By: Matthew Varava Title: Vice President __, _J q ,J.111',4'.s_ ... __ Signature: ~~'--• Date: 9/6/2018 10 Page 1 of 1 ACORD® CERTIFICATE OF LIABILITY INSURANCE I DATE (MM/DDNYYY) ~ 04/03/2018 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: Willis of Maryland, Inc. ;A~~NJ~ CvH· 1-877-945-7378 I FAX c/o 26 Century Blvd (A/C Nol: 1-888-467-2378 P.O. Box 305191 iflJ~ss: certificates@willis.com Nashville, TN 372305191 USA INSURER(Sl AFFORDING COVERAGE NAIC# INSURER A: Great Northern Insurance Company 20303 INSURED INSURER B : Federal Insurance Company 20281 GP Strategies Corporation INSURER c : Vigilant Insurance Company 20397 70 Corporate Center 11000 Broken Land Pkwy; Suite 200 INSURER D: Continental Casualty Company 20443 Columbia, MD 21044 INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: W5772561 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. NOTVv1THSTANOING 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 ANO CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL SUBR POLICY EFF POLICY EXP LTR TYPE OF INSURANCE ou~n .. n,n POLICY NUMBER fMM/DDNYYYl fMM/DDNYYYl LIMITS X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 -0 CLAIMS-MADE 0 OCCUR DAMAGE TO RENTED PREMISES fEa occurrence\ $ 1,000,000 - A MED EXP (Any one person) $ 10,000 -35914035 04/04/2018 04/04/2019 PERSONAL & ADV INJURY $ 1,000,000 - GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 =7 0PRO-0Loc PRODUCTS -COMP/OP AGG $ Included POLICY JECT OTHER $ AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT /Ea accidenli $ 1,000,000 - X ANY AUTO BODILY INJURY (Per person) $ A -OWNED -SCHEDULED AUTOS ONLY AUTOS 73556608 04/04/2018 04/04/2019 BODILY INJURY (Per accident) $ -HIRED -NON-OWNED PROPERTY DAMAGE AUTOS ONLY AUTOS ONLY /Per accident\ $ -- $ X UMBRELLA LIAB M OCCUR EACH OCCURRENCE $ 5,000,000 B - EXCESS LIAB CLAIMS-MADE 78184893 04/04/2018 04/04/2019 AGGREGATE $ 5,000,000 OED I I RETENTION$ $ WORKERS COMPENSATION XI ~~fTUTE I I OTH- AND EMPLOYERS' LIABILITY ER Y/N C ANYPROPRIETOR/PARTNER/EXECUTIVE EJ E.L. EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLU OED? N/A 71741258 04/04/2018 04/04/2019 (Mandatory In NH) E.L. DISEASE -EA EMPLOYEE $ 1,000,000 If yes, describe under DESCRIPTION OF OPERATIONS below E.L. DISEASE -POLICY LIMIT $ 1,000,000 D Professional Liability 596779432 04/04/2018 04/04/2019 Each Claim $10,000,000 Aggregate $10,000,000 DESCRIPTION OF OPERATIONS/ LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) City of Carlsbad is included as an Additional Insured as respects to General Liability. 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. City of Carlsbad AUTHORIZED REPRESENTATIVE 1635 Faraday Ave. f;,7t:1y-Carlsbad, CA 92008 © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03) The ACORD name and logo are registered marks of ACORD SR ID: 15889727 BATCH: 656740 CHUEIEI Liability Endorsement Endorsement Policy Period Effective Date Policy Number Insured April 4, 2018 to April 4, 2019 April 4, 2018 3591-40-35 BAL GP STRATEGIES CORPORATION Name of Company GREAT NORTHERN INSURANCE COMPANY Date Issued April 4, 2018 This Endorsement applies to the following forms: GENERAL LIABILIY Who Is An Insured Additional Insured - Scheduled Person Or Organization Liability Insurance Form 80-02-2367 (Rev 5-07) Under Who Is An Insured, the following provision is added. Persons or organizations shown in the Schedule are Insureds, but they are Insureds only if you are obligated pursuant to a contract or agreement to provide them with such insurance as is afforded by this policy. However, the person or organization is an insured only: • If and then only to the extend the person or organization is described in the Schedule; • To the extent such contract or agreement requires the person or organization to be afforded status as an insured; • For activities that did not occur, in whole or in part, before the execution of the contract or agreement; and • With respect to damages, loss, cost or expense for injury or damage to which this insurance applies. No person or organization is an insured under this provision. • that is more specifically identified under any other provision of the Who Is An Insured actions (regardless of any limitation applicable thereto). • With respect to any assumption of liability (of another person or organization) by them in a contract or agreement. This limitation does not apply to the liability for damages, loss, cost or expense for injury or damage, to which this insurance applies, that the person or organization would have in the absence of such contract or agreement. Additional Insured -Scheduled Person or Organization continued Endorsement Page 1 Liability Endorsement (continued) Conditions Other Insurance - Primary Noncontributory Insurance -Scheduled Person or Organization Liability Insurance Form 80-02-2367 (Rev. 5-07) Under Conditions, the following provision is added to the condition titled Other Insurance. If you are obligated, pursuant to a contract or agreement, to provide the person or organization shown in the Schedule with primary Insurance such as is afforded by this policy, then in such case this insurance is primary and we will not seek contribution from Insurance available to such person or organization. Schedule City of Carlsbad 1635 Faraday Ave. Carlsbad, CA 92008 All other terms and conditions remain unchanged. Authorized Representative Additional Insured -Scheduled Person or Organization Endorsement continued Page 2 AMENDMENT NO. 2 TO EXTEND THE AGREEMENT FOR ENGAGEMENT SURVEY SERVICES BLESSING WHITE, A DIVISION OF GP STRATEGIES CORPORATION L This Amendment No. 2 is entered into and effective as of the 13::\:h,, day of .....::::>~.\,c W\W5V:::::'. , 2017, extending the agreement dated September 10, 2015 (the "Ageement") by and between the City of Carlsbad, a municipal corporation, ("City"), and Blessing White, a Division of GP Strategies Corporation, ("Contractor") (collectively, the "Parties"). RECITALS A. On July 12, 2016 the Parties executed Amendment No. 1 to the Agreement to extend and fund the agreement; and B. The Parties desire to extend the Agreement for a period of one ( 1) year. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. The Agreement, as may have been amended from time to time, is hereby extended for a period of one (1) year starting on September 11, 2017 and ending on September 10, 2018 and funded in an amount not to exceed $30,000 per agreement year. 2. All other provisions of the Agreement, as may have been amended from time to time, shall remain in full force and effect. 3. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, shall include coverage for this Amendment. Ill Ill Ill Ill Ill Ill Ill Ill Ill Ill City Attorney Approved Version 1 /30/13 4. The individuals executing this Amendment and the instruments referenced 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 hereof of this Amendment. CONTRACTOR CITY OF CARLSBAD, a municipal corporation of the State of California By ~-------B~dut-- (sign here) Human Resources Director /tl,4ffle-v A . c/,4,i.A-v,4 V /J {print name/title) ATTEST: ( ', il-h xlw~ pc-c 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: ::uAnr Attorney Assistant City Attorney City Attorney Approved Version 1 /30/13 2 ~ GPSTRAT-01 SMITHGA A,CORD .. CERTIFICATE OF LIABILITY INSURANCE I DATE (MMIDDIYYYY) .._____, 4/6/2017 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 • 2Rij{~cT Willis Towers Watson Certificate Center Willis of Maryland, Inc. rtg,Ntro, Ext): (877) 945-7378 I tffc, No):(888) 467-2378 c/o 26 Centuf.li Blvd P.O. Box 305 91 ~AJ~ss: certificates@willis.com Nashville, TN 37230-5191 INSURERISI AFFORDING COVERAGE NAIC# f------~·· INsuRERA ,Great Northern Insurance Comoanv 20303 INSURED GP Strategies Corporation 1NsuRERB:Libertv Insurance Underwriters Inc 19917 70 Corporate Center INSURER c, Viailant Insurance Comoanv !20397 11000'Broken Land Parkway INSURER D, Continental Casualty Company 20443 Suite 200 I INSURERE: -- I Columbia, MD 21044 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_ NOTV\/!THSTANDING 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_ i~J: TYPE OF INSURANCE ~.?Jl~ ,.'!,~~ POLICY NUMBER ! _P.!)LJ(2Y !:.fF 1~0LICY EXf'_ LIMITS A e-COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 ~ =] CLAIMS-MADE [RJ OCCUR 35914035 04/04/2017 04/04/2018 DAMAGEJ9c~~Cr~ncel $ 1,000,000 MED EXP /Anv one oersonl $ 10,000 - PERSONAL & ADV INJURY $ 1,000,000 ------------- ~~~r: • -. I c LIMIT APPLIES PER GENERAL AGGREGATE $ 2,000,000 OLICY [Kl j'&'ff [Kl LOG PRODUCTS -COMP/OP AGG $ Included OTHER $ A ~TOM0BILE LIABILITY PE~~:~~~tf INGLE LIMIT $ 1,000,000 X ANY AUTO 73556608 04/04/2017 04/04/2018 i BODILY INJURY /Per person) $ ~ OWNED --""'"'""'""" i ~ AUTOS ONLY -Au-ru::; BODILY INJURY /Per accident)_ $ HIRED NON·fs"mED IP~~~&,i1.,'f,t?AMAGE $ ·---·· AUTOS ONLY -AUTO NLY $ 8 X UMBRELLA LIAB r~~ OCCUR EACH OCCURRENCE $ 5,000,000 r-EXCESS LIAB CLAIMS-MADE 100004153309 04/04/2017 04/04/2018 5,oooJoo AGGREGATE $ i ! OED I X I RETENTION $ 0. $ C WORKERS COMPENSATION I X I ~?f TlJTE I I 0TH-AND EMPLOYERS' LIABILITY y / N ER ANY PROPRIETOR/PARTNER/EXECUTIVE [[] . NI A 71741258 04/04/2017 04to4t2018 ' EL EACH ACCIDENT $ 1,000,000 OFFICER/MEMBER EXCLUDED? : 1 E.L DISEASE EA EMPLOYEE• $ 1,000,000 (Mandatory In NH) - , If yes, describe under -·1,000,000 i DESCRIPTION OF OPERATIONS below <' I r>ISEASE -POLICY LIMIT $ D Professional Liab. 596779432 04/04/2017 04/04/2018 See Attached i DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (ACORD 101, Addltlonal Remarks Schedule, may be attached If more space is required) City of Carlsbad is included as an Additional Insured as respects to General Liability. 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 City of Carlsbad r'°7~r 1635 Faraday Ave. ,f', -J f' A a?nn11 ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD ADDITIONAL COVERAGE SCHEDULE COVERAGE LIMITS / j POLICY TYPE: Professional Liability Each Claim: $10,000,000 CARRIER: Continental Casualty Company Aggregate: $10,000,000 POLICY TERM: 4/4/2017 -4/4/2018 POLICY NUMBER: 596779432 J CHUBS Liability Endorsement Endorsement Policy Period Effective Date April 4, 2017 to April 4, 2018 April 4, 2017 Policy Number 3591-40-35 BAL Insured GP STRATEGIES CORPORATION Name of Company GREAT NORTHERN INSURANCE COMPANY Date Issued April 4, 2017 This Endorsement applies to the following fonns: GENERAL LIABILIY Who Is An Insured Additional Insured - Scheduled Person Or Organization Liability Insurance Form 80-02-2367 (Rev. 5-07) Under Who Is An Insured, the following provision is added. Persons or organizations shown in the Schedule are Insureds, but they are Insureds only if you are obligated pursuant to a contract or agreement to provide them with such insurance as is afforded by this policy. However, the person or organization is an insured only: • If and then only to the extend the person or organization is described in the Schedule; • To the extent such contract or agreement requires the person or organization to be afforded status as an insured; • For activities that did not occur, in whole or in part, before the execution of the contract or agreement; and • With respect to damages, loss, cost or expense for injury or damage to which this insurance applies. No person or organization is an insured under this provision. • that is more specifically identified under any other provision of the Who ls An lnsured actions (regardless of any limitation applicable thereto). • With respect to any assumption of liability (of another person or organization) by them in a contract or agreement. This limitation does not apply to the liability for damages, loss, cost or expense for injury or damage, to which this insurance applies, that the person or organization would have in the absence of such contract or agreement. Additional Insured -Scheduled Person or Organization continued Endorsement Page 1 'Liability Endorsement (continued) Conditions Other Insurance - Primary Noncontributory Insurance -Scheduled Person or Organization Liability Insurance Fann 80-02-2367 (Rev. 5-07) Under Conditions, the following provision is added to the condition titled Other Insurance. If you are obligated, pursuant to a contract or agreement, to provide the person or organization shown in the Schedule with primary Insurance such as is afforded by this policy, then in such case this insurance is primary and we will not seek contribution from Insurance available to such person or organization. Schedule City of Carlsbad 1635 Faraday Ave. Carlsbad, CA 92008 All other terms and conditions remain unchanged. Authorized Representative Additional Insured -Scheduled Person or Organization Endorsement continued Page 2 AMENDMENT NO. 1 TO EXTEND THE AGREEMENT FOR ENGAGEMENT SURVEY SERVICES BLESSING WHITE, A DIVISION OF GP STRATEGIES CORPORATION his Amendment No. 1 is entered into and effective as of the l 2±1\ day of --~~~+--------' 2016, extending the agreement dated September 10, 2015 (the "Agreeme t") by and between the City of Carlsbad, a municipal corporation, ("City"), and Blessing White, a Division of GP Strategies Corporation, ("Contractor") (collectively, the "Parties"). RECITALS A The Parties desire to extend the Agreement fdr a period of one (1) year. NOW, THEREFORE, in consideration of these recitals and the mutual covenants contained herein, City and Contractor agree as follows: 1. The Agreement, as may have been amended from time to time, is hereby extended for a period of one (1) year starting on September 10, 2016 and ending on September 10, 2017 and funded in an amount not to exceed $30,000 per agreement year. 2. All other provisions of the Agreement, as may have been amended from time to time, shall remain in full force and effect. 3. All requisite insurance policies to be maintained by the Contractor pursuant to the Agreement, as may have been amended from time to time, shall include coverage for this Amendment. Ill Ill Ill Ill Ill Ill Ill Ill Ill Ill Ill City Attorney Approved Version 1/30/13 4. The individuals executing this Amendment and the instruments referenced 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 hereof of this Amendment. CONTRACTOR - (sign here) fri4Hkw A. IIARAc~A-/ U,(t. P~r.'c!J (print name/title) CITY OF CARLSBAD, a municipal corporation of the State of California 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 .II!!:!!! 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: City Attorney Approved Version 1130/13 2 AGREEMENT FOR EMPLOYEE ENGAGEMENT SURVEY SERVICES BLESSING WHITE, A DIVISION OF GP STRATEGIES CORPORATION THIS AGREEMENT is made and entered into as of the ICr^ day of Sey'fg^fv^gV" 20 IS. by and between the CITY OF CARLSBAD, a municipal corporatioTi, ("City'^^, and Blessing White, a Division of GP Strategies Corporation, ("Contractor"). RECITALS A. City requires the professional services of an employee engagement survey and research company that is experienced in surveying employee engagement, analyzing and reporting results and providing recommendations and resources for increasing engagement based on the results and best practices. B. Contractor has the necessary experience in providing professional services and advice related to measuring and increasing employee engagement. 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", which is 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 four additional one year periods 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 not exceed thirty thousand dollars ($30,000). 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 thousand dollars ($30,000) 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 4/1/15 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 ofthis 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 earty 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-:VH"; 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 4/1/15 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 quarteriy 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 Agreement. 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 Liabilitv Insurance. $2,000,000 combined single-limit per occurrence for bodily injury, personal injury and property damage. Ifthe submitted policies contain aggregate limits, general aggregate limits will apply separately to the work under this Agreement or the general aggregate will be twice the required per occurrence limit. 10.1.2 Automobile Liabilitv. (ifthe 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 Emplover's Liabilitv. 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. 10.1.4 Professional Liabilitv. Errors and omissions liability appropriate to Contractor's profession with limits of not less than $1,000,000 per claim. Coverage must be maintained for a period of five years following the date of completion of the work. 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 orderto 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. City Attorney Approved Version 4/1/15 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. 11. BUSINESS UCENSE Contractor will obtain and maintain a City of Carisbad 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 clearty 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 to City. Upon City's request during the term of the agreement or within 60 days of termination, Contractor will delete City's data from Contractor's files and additionally, if requested, Contractor will provide survey responses to City in Contractor's current database/file backup format or in a common data file type such as .csv, .txt or xlsx. 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 Citv For Contractor Name Debbie Porter Name Anita Leto Director, Southern California, Las Title Sr. Management Analyst Title Vegas & Arizona Department Human Resources Address 200 Clocktower Citv of Cartsbad Hamilton, NJ 08690 Address 1635 Faraday Ave Phone No. 1-858-442-7167 Cartsbad, CA 92008 Email aleto(ggpstrategies.com Phone No. 760-602-2441 Email debbie.porter(@cartsbadca.gov 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 4/1/15 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 Carisbad Conflict of Interest Code. The Contractor shall report investments or interests in all four categories. 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 othenfl/ise 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. Ifthe 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 ofthe 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 ofthe 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 under this Agreement. City will make the final determination as to the portions of tasks completed and the compensation to be made. City Attorney Approved Version 4/1/15 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 pnce 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 ef secjf., 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 4/1/15 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 CITY OF CARLSBAD, a municipal corporation of the State of California By: (sign here) HumanyResources Director (sign here) Humanj Julie Clark (pnnt name/title) t (sign here) ^ (print name/title) ' BARBARA ENGLESON 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. BREWE BY: S/^.<^$i8tamt City Attorney ^'JENNIFER LCICCHErn HOTARY PUBUC OF NEW ERSEY My Commission Exp. July 16. Z016 City Attomey Approved Version 4/1/15 EXHIBIT "A" SCOPE OF SERVICES Engagement Survey • Develop an employee engagement survey and distribute it to up to 700 employees. The survey will Include Blessing White core questions plus additional customized questions requested by City of Carlsbad for a maximum of 45 questions. • Assist with communication to employees throughout the entire project. • Collect and analyze survey results including trends over repeated Instances of the survey and a summary of the themes from open-ended questions. • Deliver reports describing survey results and provide recommendations for interpreting the results and for Increasing employee engagement. • Deliver presentations re: preliminary findings and final organizational summary findings via WebEx. • Deliver final organizational summary findings to Senior Executives via on-site presentation. There will be minimal travel expenses for this on-site presentation, following the Travel Reimbursement below. Blessing White will maintain and store all survey response data in a secure manner per Blessing White's Privacy Policy (available on their website). Blessing White will track each participant with a unique ID which keeps their set of answers unique and confidential. Blessing White will only report survey results to City staff or any other individual/entity that requests survey results In a manner that protects the anonymity of survey respondents. Details of the project scope, timeline and responsibilities of City staff and Blessing White staff are included in the attached Employee Engagement Survey Project Plan (Exhibit "B"). Initial Survey (Baseline) $22,000 Subsequent Surveys $20,900 per survey Optional services to be delivered only upon City's request 1 Populate Blessing White Townhall Templates with data $1,000 per report 2 Distribute reports containing survey results to managers without use of Blessing White's Engagement Portal $1,000 per day 3 Deliver additional on-site presentations for City-defined purpose and audience $3,000 per day plus travel expenses as outlined In the Travel Reimbursement section below City Attorney Approved Version 4/1/15 4 2-year license for Engagement Portal $10,000 5 Training and additional resources to help managers increase and sustain employee engagement City and Contractor will mutually agree on a fixed cost depending on the specific training and resources requested Travel Reimbursement Reimbursement for travel expenses will follow the guidelines outlined in the City Council Policy No. 2 - Travel Policy attached to this agreement as Exhibit "C". The city will pay for publicized coach/economy airfare and transportation expenses. Affordable lodging arrangements will be made by the Human Resources (HR) Department at preferred providers which will be billed directly to the HR Department. Meal expenses will not exceed $50.00 per day. The contractor will supply a detailed outline of all expenses and original receipts for accounting purposes. City Attorney Approved Version 4/1/15 < -J o. I-u LU o o. > LU > = T3 CO tT3 U < > O UO UJ c re E c ts re c 3 l/l ts re <-> c 5 « 00 00 o in c > 0) •> 6 O CD ir i- i-5 -^5 -!2 ^ u u <5 = 1= •D > O ID QC LT) (J g -S CD 1. O "3 0) 5 '-' go r- 0, ro _ C ro ro S E 2 ^ QO QC ro ro E Ol QJ U o U CO IE 6 Q. U3 bo O £ Q c 0) o Id OJ Q ro OJ 4-. o Q- X! 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Exhibit C CITY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: Specific Subject: TRAVEL POLICY Policy No. 2 (Page 1 of 5) Date Issued 04/04/06 Effective Date 04/04/06 Cancellation Date Supersedes No. 3 (Dated 12/14/99) Copies to: PURPOSE: City Council, City Manager, City Attomey, Department and Division Heads, Employee Bulletin Boards, Press, File To establish a policy to be followed by Council Members, other elected officials, commission/board members, and all City employees when traveling on City business. This policy supersedes all other travel policies. BACKGROUND: Occasionally, it is necessary for City personnel to attend meetings, travel outside the City to conduct City business, and attend conferences, seminars and training sessions. Various modes of transportation are available and other associated costs vary considerably. The City Council has adopted a policy to control the costs involved, and to compensate individuals for actual necessary expenses related to travel and meetings. DEFINITIONS: Citv Business Travel shall be defined as travel which requires elected officials, members of a commission or board, or City employees to conduct specific items of City business away from their normal place of business. Citv Employee means any person regularly employed by the City, excluding elected officials and members of commissions, committees, authorities or boards. Commissioner shall mean any person appointed by the City Council to an established board, committee, authority or commission. Out-of-State Travel includes all costs related to business travel outside the State of Califomia. In-State Travel includes all costs related to business travel within the State of Califomia. Miscellaneous Meals/Mileage includes all miscellaneous costs not directly attributable to conferences or training, such as travel to other City facilities. 3 Exhibit C CITY OF CARLSBAD PolicyNo. 2 (Page 2 of 5) COUNCIL POLICY STATEMENT Date Issued 04-04-06 Effective Date 04-04-06 General Subject: TRAVEL POLICY Cancellation Date Supersedes No. 3 (Dated 12/14/99) Specific Subject: Copies to: City Council, City Manager, City Attomey, Department and Division Heads, Employee Bulletin Boards, Press, File POLICY IN GENERAL: 1. Requests for travel shall, in all cases, be limited to situations fi-om which the City will derive a benefit through the attendance of a representative. 2. For City Council Members, all travel involving more than five (5) days should be approved in advance by the Council. Travel of five (5) days or less need not have prior approval if funds are available in the current budget. The Mayor is authorized to approve extended overnight travel for emergency cases. 3. Except for elected officials, commissioners and board members, and Council appointed employees, the number of City employees attending any single conference should be limited to those whose attendance will provide a benefit to the City. Any number of elected officials, commissioners, or Council appointed employees may attend conferences provided that funds are available for such purposes. 4. The City Manager, or his/her designee, may approve any in-state travel, travel specifically approved in the operating budget, and any travel for educational purposes. The City Manager (or his/her designee) may also authorize out-of-state travel for unanticipated purposes if funds are available and the subject travel has a duration of two days or less (one night's stay). Unanticipated out-of-state travel for a duration exceeding two days must be authorized by the City Council. 5. Each officer, employee, advisory commissioner, and board member of the City is expected to be as thrifty and pmdent as possible when traveling at the City's expense. To ensure that City officers, employees, commissioners and board members are able to travel when necessary to accomplish essential City business, travel funds must be expended in the most economical and efficient way possible. 6. Receipts are required for all business travel expenses such as transportation, lodging and incidental costs exceeding five ($5) dollars except for the City Council, where receipts are required for every item to be reimbursed. In order to comply with IRS and State Regulations, receipts are required for all meal and entertaimnent expenses for City Council Members. In addition, for all travel expenses for other City employees (including meals and entertainment), the following information must appear on the expense report and/or the receipts submitted; a. The amount of the expenditure. b. The date and place of the expenditure. c. The business purpose of the expenditure. d. The business relationship to the person entertained, as well as the individuals' names. Exhibit ,C CFTY OF CARLSBAD COUNCIL POLICY STATEMENT General Subject: TRAVEL POLICY Specific Subject: PolicyNo. 2 (Page 3 of 5) Date Issued 04-04-06 Effective Date 04-04-06 Cancellation Date Supersedes No. 3 (Dated 12/14/99) Copies to: City Council, City Manager, City Attomey, Department and Division Heads, Employee Bulletin Boards, Press, File POLICY IN GENERAL (Continued): The IRS also requires that if the expenditures are not substantiated with the above information, they may be considered "wages" subject to payroll tax withholding. The use of a City credit card for payment of business meals and entertainment does not preclude the requirement to complete and submit an expense report. 7. Travel advances to City employees need to be substantiated or reimbursed as soon as possible upon completion of trip (normally within 30 days). If the expense report is not filed timely, any ti^avel advances may be subtracted from the employee's payroll check. No further City funds will be advanced for travel until the employee files his/her outstanding expense report. 8. Administration ofthis policy will be as directed from time to time by the City Manager. TRANSPORTATION: 1. Use of air, train, private automobile, or other mode of public transportation shall be selected on the basis ofthe least total cost to the City after all expense items are tabulated, including travel time salary costs. 2. When the use of a private automobile to destinations within 200 miles of the City Hmits is approved, mileage reimbursement shall be at the rate then currently prescribed by IRS regulations. Individuals with an auto allowance will not receive mileage reimbursements for trips within 200 miles of the City limits. However, use of City-owned vehicles is allowed for travel within 200 miles of the City limits. If use of a private automobile to destinations beyond 200 miles is approved by the City Manager or his/her designee, including those individuals with an auto allowance, reimbursement shall not exceed the cost ofa roimd trip coach or equivalent class air fare. Exceptions are subject to approval by the City Manager or his/her designee (such as in cases where required items to be transported are not allowed on any mode of public transportation). Such reimbursement shall be computed based on the mileage from the nonnal work location to the final destination. For the purpose of determining personal vehicle mileage reimbursement, the designated normal work location for each City employee is the place where that employee spends the largest portion of his/her regular workday or working time, or the place to which he/she retums upon completion of regular or special assigrunents. The cost of the daily commute to the office is the employee's responsibility. 3. When the use of public air carrier is approved, the City shall pay the lowest available fare at the time the reservation is booked. Upgrades to a higher class of air service will be at the employee's expense. Exhibit c CITY OF CARLSBAD COUNCIL POLICY STATEMENT Policy No. 2 (Page 4 of 5) General Subject: TRAVEL POLICY Specific Subject: Date Issued 04-04-06 Effective Date 04-04-06 Cancellation Date Supersedes No. 3 (Dated 12/14/99) Copies to: City Council, City Manager, City Attomey, Department and Division Heads, Employee Bulletin Boards, Press, File TRANSPORTATION (Continued): 4. Authorized travel time shall be based on that required by the most appropriate and expedient mode of public transportation. The additional travel time will not be considered City work hours. 5. While ti-aveling, employees are encouraged to use public transportation whenever possible. For example, courtesy shuttle service, buses, taxis, or limousine service should be utilized between airports and meeting locations when such services are reasonably available. Rental vehicles should be used when other transportation is unavailable, untimely, or a rental vehicle is the most economical mode of transportation. 6. Reimbursement for travel time will be made in accordance with FLSA guidelines. LODGING: 1. Lodging shall be obtained at the most economical rate available for good quality lodging. When there is an officially designated conference hotel, the traveler is encouraged to take advantage of these accommodations. Lodging expenses for spouses are not reimbursable, and any additional expenses must be paid by the elected official, commissioner or employee. 2. Business related telephone charges which are added to the lodging bill may be reimbursed. Reimbursement of personal calls will be aUowed in an amount not to exceed the higher of $10.00 per day or ten minutes of phone time. Reimbursement of personal calls in excess ofthis limit may be authorized by the City Manager or his/her designee, under special circumstances. MEALS AND INCIDENTAL EXPENSES: 1. Notwithstanding other limits stated elsewhere, the City Council will be reimbursed the actual costs of meals, plus tips and incidental expenses that are substantiated with a physical receipt while on official City business. 2. Each commissioner or employee authorized to travel may submit the actual cost of meals, tips and incidental expenses for reimbursement up to a limit of $50 per day. If it is anticipated that this limit will be exceeded, then prior approval by the City Manager or his/her designee is required. The City Manager may approve such additional expenditures, within the limits of his/her expenditure authority, as necessary. Exhibit C CITY OF CARLSBAD PolicyNo. 2 (Page 5 of 5) COUNCIL POLICY STATEMENT Date Issued 04-04-06 Effective Date04-04-06 General Subject: TRAVEL POLICY Cancellation Date. Supersedes No. 2 (Dated 12/14/99) Specific Subject: Copies to: City Council, City Manager, City Attomey, Department and Division Heads, Employee Bulletin Boards, Press, File MEALS AND INCIDENTAL EXPENSES (Continued): 3. The City will not reimburse the cost of alcoholic beverages. 4. Reasonable amounts for tipping will be reimbursed, however, reimbursement for tips will not be made in excess of 20%. 1 Donna Heraty From: Donna Heraty Sent: Thursday, September 10, 2015 1:55 PM To: 'aleto@gpstrategies.com' Cc: Debbie Porter; Shelley Collins Subject: FW: Form 700 - Conflict of Interest Dear Consultant: Regarding your agreement with the City of Carlsbad for employee engagement survey services - // your agreement states: Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the requirements ofthe City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or interest in all four categories. It has been determined by the City Clerk's Office that you are not required to file a Conflict of Interest Statement for this agreement with the CityofCarlsbad. A copy ofthis email will be added to your file memorializing this decision. Should you have any questions, please do not hesitate to contact me. Kindest regards, Ccityof Carlsbad Shelley Collins, CMC Assistant City Clerk City Clerk's Office City of Carlsbad 1200 Carlsbad Village Drive Carlsbad, CA 92008-1949 www.carlsbadca.gov 760-434-2917 I Shellev.Collins@carlsbadca.gov ConnectH,/f/; ,^15 Facebook | Twitter j You Tube j Flickr | Pinterest j Enews