HomeMy WebLinkAboutShannon Miller-Rice dba Payte Miller Interiors; 2015-08-18; PEM1245PEM1245
AGREEMENT FOR INTERIOR DESIGN CONSULTANT SERVICES
SHANNON MILLER-RICE dba PAYTE MILLER INTERIORS
ilS AGREEMENT is made and entered into as of the / ^day of
-^/•/n/ff'.C2015, by and between the CITY OF CARLSBAD, a municipal
corporati^ ("City"), and SHANNON MILLER-RICE dba PAYTE MILLER INTERIORS, a sole
proprretorship, ("Contractor").
RECITALS
A. City requires the professional services of a design consultant that is experienced
in commercial interior design consulting.
B. Contractor has the necessary experience in providing professional services and
advice related to commercial interior design.
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 (1) year from the date first above
written. The City Manager may amend the Agreement to extend it for three (3) additional one (1)
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 ofthe 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 shall not
exceed thirty thousand dollars ($30,000) as outlined in Section 2.1 in attached Exhibit "A". 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".
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6. STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any balance
owing to Contractor.
7. SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8. OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9. INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attomey's
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 behaif of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of Califomia. 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
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in the latest Best's Key Rating Guide of at least "A:X"; OR an alien non-admitted insurer listed by
the National Association of Insurance Commissioners (NAIC) latest quarterly listings report.
10.1 Coverage and Limits.
Contractor will maintain the types of coverage and minimum limits indicated below, unless the
Risk Manager or City Manager approves a lower amount. These minimum amounts of coverage
will not constitute any limitations or cap on Contractor's indemnification obligations under this
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 Liability, (if the use of an automobile is involved for Contractor's work
for City). $1,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Emplover's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 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 ofthe Agreement and any extensions
of it and will not be canceled without thirty (30) days prior written notice to City sent by certified
mail pursuant to the Notice provisions of this Agreement.
10.3 Providing Certificates of Insurance and Endorsements. Prior to City's execution of this
Agreement, Contractor will furnish certificates of insurance and endorsements to City.
10.4 Failure to Maintain Coverage. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
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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 LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12. ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
13. OWNERSHIP OF DOCUMENTSPA
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
14. COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15. NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Bob Richardson Name Shannon Miller-Rice
Title Public Works Supervisor Title Managing Director
Department Public Works - Property Address 5005 Texas Street, Suite 205D
City of Carlsbad San Diego, CA 92108
Address 405 Oak Avenue Phone No. 619-255-3946
Carlsbad, CA 92008 Email studio@pavtemillerinteriors.com
Phone No. 760-434-2992
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.
16. CONFLICT OF INTEREST
Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report
investments or interests in all four categories.
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17. GENERAL COMPUANCE 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 Refomn 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 perfomiance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be fonwarded 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 fonwarded 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 of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
perfomned to the tennination 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.
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
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employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or othenvise 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 etseq.,
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 attomey'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
ofthe 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.
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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-SHANNON-MILLER RICE
dba PAYTE MILLER INTERIORS, a sole
proprietorship
By:
CITY OF CARLSBAD, a municipal
corporation of the State of California
(sign here)
Shannon Miller-Rice / Managing Director,
Sole Proprietor - Owner
Works Director
as authorized by^e City Manager
(print name/title) SEE ATTACHED
CALIFORNIA
ALL PURPOSE ACKNOWIEOGMENI
By: -7Ai//5'
(sign here)
(print name/title)
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
BY:
Assistant City Attorney \
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Califomia All-Purpose Acknowledgment
A notary public or other officer completing this certificate verifies only the identity of the individual
who signed the document to which this certificate is attached, and not the truthfulness, accuracy, or
validity ofthat document.
State of California
County of San Diego
On ^ VJ uy 9- ^ ^ before me, Gregg Miller, Notary Public, personally
appeared ^ i^h^ONi M ) U-L-L£J^ -
who proved to me on the basis of satisfactory evidence
to be the personjjsfy whose name(a) js/ape subscribed to
thg within instrument and acknowledged to me that
i^/she/thev executed the same in ty^er/ttrfeir
authorized oapacity(i^), and that by hi^/her/ttieir
signature(^ on the instrument the person(^, or the
entity ufxjn behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws
of the state of California that the foregoing paragraph is
true and correct.
GREGG MILLER
Commission # 1994934
Notary Public • California
San Diego County
34 ( z I
My Comm. Expires Nov 1 WW
18.2016^
Witness my hand an
Signature
OPTIONAL
Though the information below is not required by law, it may prove ,valuable to persons relying on the document and could
prevent fraudulent removal and reattachment, of this form to another document.
Description of Attached document
Title or Type of Document:
Document Date:
i Document
Number of Pages:
Signer(s) Other Than Named Above:
CapacityOes) Claimed by Signer(s)
Signer's Name: Signer's Name:
Individual
Corporate Officer - Title{s):
Partner - Limited General
Attorney in Fact
Trustee-
Guardian or Consen/ator
Other
RIGHTTHUMBPRINT OF SIGNER -
Top of thumb here
Signer is representing:
, Individual
_ Corporate Officer - Title(s):
_ Partner - Limited General
Attomey in Fact
Trustee
Guardian or Conservator
' Other:
RIGHTTHUMBPRINT OF SIGNER
Top of thumb here
Signer is representing: _
PEM 1245
EXHIBIT "A"
SCOPE OF SERVICES
1.0 Definitions
1.1 CONTRACT ADMINISTRATOR: The Municipal Property Manager, Public Worths
Department or his authorized representative.
1.2 CITY: The City of Carisbad
1.3 CONSULTANT: The Consultants responsible management individual or his authorized
representative.
1.4 PROPOSAL: A fixed cost proposal prepared by the Consultant for work requested by the
Contract Administrator.
1.5 TIME AND MATERIALS: Wori^ perfonned by the Consultant on and agreed houriy price per
negotiated fee schedule.
2.0 Negotiated Proposal and Acceptance
2.1 The CITY may award work to the CONSULTANT, at the discretion of the CONTRACT
ADMINISTRATOR. New work will be awarded on a negotiated proposal and acceptance
basis as when the CONTFRACT ADMINITRATOR detennines that it is appropriate to
negotiate a fixed price for work in lieu of utilizing unit prices. Payment for Work shall be
perfonned by negotiations between the CITY and the CONSULTANT or on a TIME AND
MATERIALS basis in accordance with Section 3.0.
2.2 Prior to performing any wori<, the CONSULTANT shall prepare and submit a written proposal
including a desaiption of the work, a list of materials, and a schedule for completion. No
work shall commence without the written approval of the CONSULTANT'S proposal by the
CONTRACT ADMINISTIRATOR. This proposal is subject to acceptance or negotiation by
the CONTIRACT ADMINISTRATOR.
2.3 All work shall commence on the specified date established and CONSULTANT shall
proceed diligently to complete said within the time allotted.
3.0 Time and Materials
3.1 In the event that the CONTRACT ADMINISTRATOR determines that work requested is of
an unknown duration, not easily quantified or the CONSULTANT'S proposal for woric is not
approved, the CONTRACT ADMINISTRATOR reserves the right to perfonn such woric with
other forces or to compel the CONSULTANT to perfonn the woric on a TIME AND
MATERIALS basis. Invoices for Woric on a TIME AND MATERIALS basis are subject to the
CONSULTANT'S negotiated fee schedule attached to this agreement.
3.2 Prior to performing any work, the CONSULTANT shall prepare and submit a written proposal
including a description of the work, a list of materials, and a schedule for completion. No
work shall commence without written approval of the CONSULTANT'S proposal by the
CONTRACT ADMINISTRATOR for approval.
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3.3 All work shall commence on the specified date established and CONSULTANT shall
proceed diligently to complete said woric within the time allotted.
4.0 Pavments and Invoices
4.1 The CONSULTANT shall present monthly invoices, for all woric performed during the
preceding month. Said invoice shall include all required certifications and reports as
specified hereinafter. The invoice shall be submitted on or before the fifth (5*) day of each
month in the amount of the compensation to be paid by the CITY for all services rendered
by the CONSULTANT under the terms and conditions of this CONTiRACT.
Said payment shall be made within thirty (30) days upon receiving the invoices, providing
that all work performed during the preceded month has been inspected and accepted by the
CONTRACT ADMINISTRATOR and that applicable certifications have been submitted in
accordance with the provisions of this CONTIRACT.
4.2 Monthly Invoices shall be prepared and submitted in the following format:
4.3
Invoice:
Project
Project A
Proiect B
Scope
Space Plans
Restroom Design
Account No.
xxxxxxx-xxxx
xxxxxxx-xxxx
Monthly Cost
$(AMOUNT)
$(AMOUNT)
TOTAL MONTHLY COST $(AMOUNT)
Invoices for approved TIME AND MATERIALS Woric shall be in a format acceptable to the
CONTRACT ADMINISTFRATOR, including attachments, such as copies of supplier's
invoice, which the CONTRACT ADMINISTRATOR may require to verify the
CONSULTANT'S billing. Invoices for TIME AND MATERIALS work shall be submitted on
separate invoices. Unless othenwise requested by the CONTRACT ADMINISTRATOR, one
invoice shall submitted for each discrete and complete item of TIME AND MATERIALS woric.
Work Rate
Furniture Consulting (Selection, Fabric replacement) $120.00/HR
Design Development Carpet Selection $120.00/HR
Design Development Color/Paint Selection $120.00/HR
Design Development Lighting $120.00/HR
Space Plans $120.00/HR
Restroom Design $120.00/HR
Kitchen Remodel $120.00/HR
Art & FFE $120.00/HR
Total Not to Exceed $30,000
4.4 The CONTRACTOR assumes all costs related to vehicle expenses incurred while
conducting the services to fulfill this contact. Unless othenwise requested by the
CONTRACT ADMINISTRATOR, any cost associated with fuel, mileage, or vehicle wear and
tear are the responsibility of the CONTFRACTOR and are not billable or reimbursable per
this contract.
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DonnaJllerat^
From: Donna Heraty
Sent: Wednesday, August 19, 2015 2:34 PM
To: 'studio@paytemillerinteriors.com'
Cc: Shelley Collins; Rhonda Gasper-Heather; Janean Hawney
Subject: FW: Form 700 - Conflict of Interest
Dear Consultant:
Regarding your agreement with the City of Carlsbad for interior design consultant services, PEM1245 -
// your agreeinent states: Contractor shall file a Conflict of Interest Statement with the City Clerk in accordance with the
requirements of the City of Carlsbad Conflict of Interest Code. The Contractor shall report investments or 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 City of Carlsbad. A copy of this 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 Cierk
City Clerk's Office
City of Carlsbad
1200 Carlsbad Village Drive
Carisbad, CA 92008-1949
www.carisbadca.gov
760-434-2917 I Shellev.Collins(S)carlsbadca.gov
Conne^Lvv,7/; ,,5
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