HomeMy WebLinkAbout2022-03-08; City Council; Resolution 2022-054Exhibit 1
RESOLUTION NO. 2022-054
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARLSBAD,
CALIFORNIA, APPROVING AN AGREEMENT FOR PROFESSIONAL
CONSULTING SERVICES, ON AN AS NEEDED BASIS, WITH CIRCLEPOINT INC.
TO SUPPORT THE CITY'S EFFORTS TO MANAGE AND FACILITATE A CITIZENS
COMMITTEE CHARGED WITH DEVELOPING A NEW FRAMEWORK TO
MANAGE GROWTH IN A WAY THAT PRESERVES CARLSBAD'S EXCELLENT
QUALITY OF LIFE
WHEREAS, a goal of the City Council for fiscal year 2021-2022 is to engage the community
through a citizens committee to create a new framework to manage growth in Carlsbad in a way that
preserves Carlsbad's excellent quality of life; and
WHEREAS, on May 4, 2021, the City Council adopted Resolution No. 2021-100 directing staff to
initiate the process to form a citizens ad-hoc committee to identify the key elements of a new
framework to manage growth, and authorized the use of $350,000 of the general fund balance for
consultant costs associated with the committee; and
WHEREAS, on Sept. 28, 2021, the City Council adopted Resolution No. 2021-223 approving the
charter for the Growth Management Plan Update Advisory Committee; and
WHEREAS, staff issued a request for proposals and request for qualifications in compliance with
Carlsbad Municipal Code Section 3.28.060 to obtain professional services to provide facilitation and
management support for the citizens committee charged with developing a new framework to manage
growth; and
WHEREAS, after the competitive proposal process, staff recommends Circlepoint Inc. as the
most qualified consultant to provide facilitation and management support for the committee; and
WHEREAS, city staff and Circlepoint Inc. negotiated a scope of work and fee schedule for work
to be done, on an as needed basis, for a total fee amount not to exceed $210,000, as specified in the
professional services agreement (Attachment A).
NOW, THEREFORE, BE IT RESOLVED by the City Council of the City of Carlsbad, California, as
follows:
1.That the above recitations are true and correct.
2.That the City Manager is authorized and directed to execute the professional services
agreement with Circlepoint Inc. (Attachment A), to manage and facilitate the citizens
MATT HALL, Mayor
committee charged with developing a new framework for managing growth in a way
that preserves Carlsbad's excellent quality of life.
PASSED, APPROVED AND ADOPTED at a Regular Meeting of the City Council of the City of
Carlsbad on the 8th day of March, 2022, by the following vote, to wit:
AYES: Hall, Blackburn, Bhat-Patel, Acosta, Norby
NAYS: None
ABSENT: None
FAVIOLA MEDINA, City Clerk Services Manager
(SEAL)
III IIlli11,
CA/I4
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AGREEMENT FOR CITIZENS COMMITTEE
MANAGEMENT AND FACILITATION
CIRCLEPOINT, INC.
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THIS AGREEMENT is made and entered into as of the day of
Vk W CAA , 2022 by and between the CITY OF CARLSBAD, a municipal
corporation, ("City"), and Circlepoint, Inc., a corporation, ("Contractor").
RECITALS
A.City requires the professional services of a professional facilitator experienced in
managing citizens advisory committees to support city staff with a citizens committee to help
develop a new framework for managing growth, as directed by the City Council
B.Contractor has the necessary experience in providing professional services and
advice related to citizen committee formation, management and facilitation.
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 two (2) years from the date first above
written.
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 Agreement term will not exceed
two hundred ten thousand dollars ($210,000.00) billed at the following hourly rates:
Title or Role Hourly
Rate
Project Manager/Director (HARDEN) $250
Senior Project Manager (CHU) $195
Senior Project Associate (Merrill) $135
Assistant/Coordinator (WARREN) $100
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No other compensation for the Services will be allowed except for items covered by subsequent
amendments to this Agreement. 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".
6.STATUS OF CONTRACTOR
Contractor will perform the Services in Contractor's own way as an independent contractor and
in pursuit of Contractor's independent calling, and not as an employee of City. Contractor will be
under control of City only as to the result to be accomplished, but will consult with City as
necessary. The persons used by Contractor to provide services under this Agreement will not be
considered employees of City for any purposes.
The payment made to Contractor pursuant to the Agreement will be the full and complete
compensation to which Contractor is entitled. City will not make any federal or state tax
withholdings on behalf of Contractor or its agents, employees or subcontractors. City will not be
required to pay any workers' compensation insurance or unemployment contributions on behalf
of Contractor or its employees or subcontractors. Contractor agrees to indemnify City within thirty
(30) days for any tax, retirement contribution, social security, overtime payment, unemployment
payment or workers' compensation payment which City may be required to make on behalf of
Contractor or any agent, employee, or subcontractor of Contractor for work done under this
Agreement. At the City's election, City may deduct the indemnification amount from any balance
owing to Contractor.
7.SUBCONTRACTING
Contractor will not subcontract any portion of the Services without prior written approval of City.
If Contractor subcontracts any of the Services, Contractor will be fully responsible to City for the
acts and omissions of Contractor's subcontractor and of the persons either directly or indirectly
employed by the subcontractor, as Contractor is for the acts and omissions of persons directly
employed by Contractor. Nothing contained in this Agreement will create any contractual
relationship between any subcontractor of Contractor and City. Contractor will be responsible for
payment of subcontractors. Contractor will bind every subcontractor and every subcontractor of
a subcontractor by the terms of this Agreement applicable to Contractor's work unless specifically
noted to the contrary in the subcontract and approved in writing by City.
8.OTHER CONTRACTORS
The City reserves the right to employ other Contractors in connection with the Services.
9.INDEMNIFICATION
Contractor agrees to indemnify and hold harmless the City and its officers, officials, employees
and volunteers from and against all claims, damages, losses and expenses including attorneys
fees arising out of the performance of the work described herein caused by any negligence,
recklessness, or willful misconduct of the Contractor, any subcontractor, anyone directly or
indirectly employed by any of them or anyone for whose acts any of them may be liable.
The parties expressly agree that any payment, attorney's fee, costs or expense City incurs or
makes to or on behalf of an injured employee under the City's self-administered workers'
compensation is included as a loss, expense or cost for the purposes of this section, and that this
section will survive the expiration or early termination of this Agreement.
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10. INSURANCE
Contractor will obtain and maintain for the duration of the Agreement and any and all
amendments, insurance against claims for injuries to persons or damage to property which may
arise out of or in connection with performance of the services by Contractor or Contractor's
agents, representatives, employees or subcontractors. The insurance will be obtained from an
insurance carrier admitted and authorized to do business in the State of California. The insurance
carrier is required to have a current Best's Key Rating of not less than "A-:VII"; OR with a surplus
line insurer on the State of California's List of Approved Surplus Line Insurers (LASLI) with a rating
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 Liability (CGL) Insurance. Insurance written on an
"occurrence" basis, including personal & advertising injury, with limits no less than $2,000,000 per
occurrence. If a general aggregate limit applies, either the general aggregate limit shall apply
separately to this project/location or the general aggregate limit shall be twice the required
occurrence limit.
10.1.2 Automobile Liability. (if the use of an automobile is involved for Contractor's work
for City). $2,000,000 combined single-limit per accident for bodily injury and property damage.
10.1.3 Workers' Compensation and Employer's Liability. Workers' Compensation limits as
required by the California Labor Code. Workers' Compensation will not be required if Contractor
has no employees and provides, to City's satisfaction, a declaration stating this.
10.1.4 Professional Liability. 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.
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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 Coveraqe. If Contractor fails to maintain any of these insurance
coverages, then City will have the option to declare Contractor in breach, or may purchase
replacement insurance or pay the premiums that are due on existing policies in order to maintain
the required coverages. Contractor is responsible for any payments made by City to obtain or
maintain insurance and City may collect these payments from Contractor or deduct the amount
paid from any sums due Contractor under this Agreement.
10.5 Submission of Insurance Policies. City reserves the right to require, at any time, complete
and certified copies of any or all required insurance policies and endorsements.
11.BUSINESS LICENSE
Contractor will obtain and maintain a City of Carlsbad Business License for the term of the
Agreement, as may be amended from time-to-time.
12.ACCOUNTING RECORDS
Contractor will maintain complete and accurate records with respect to costs incurred under this
Agreement. All records will be clearly identifiable. Contractor will allow a representative of City
during normal business hours to examine, audit, and make transcripts or copies of records and
any other documents created pursuant to this Agreement. Contractor will allow inspection of all
work, data, documents, proceedings, and activities related to the Agreement for a period of three
(3) years from the date of final payment under this Agreement.
13.OWNERSHIP OF DOCUMENTS
All work product produced by Contractor or its agents, employees, and subcontractors pursuant
to this Agreement is the property of City. In the event this Agreement is terminated, all work
product produced by Contractor or its agents, employees and subcontractors pursuant to this
Agreement will be delivered at once to City. Contractor will have the right to make one (1) copy
of the work product for Contractor's records.
14.COPYRIGHTS
Contractor agrees that all copyrights that arise from the services will be vested in City and
Contractor relinquishes all claims to the copyrights in favor of City.
15.NOTICES
The name of the persons who are authorized to give written notice or to receive written notice on
behalf of City and on behalf of Contractor under this Agreement.
For City For Contractor
Name Kristina Ray Name Susan J. Harden, FAICP
Title Director Title Principal
2100 W. Orangewood Ave.,
Communication & Suite 215
Department Engagement Address
City of Carlsbad Orange, CA 92868
Address 1200 Carlsbad Village Drive Phone No. 714-617-4920
Carlsbad, CA 92008
Email s.harden@circlepoint.com
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Phone No. 760-434-2957
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 categories.
Yes E No X
17.GENERAL COMPLIANCE WITH LAWS
Contractor will keep fully informed of federal, state and local laws and ordinances and regulations
which in any manner affect those employed by Contractor, or in any way affect the performance
of the Services by Contractor. Contractor will at all times observe and comply with these laws,
ordinances, and regulations and will be responsible for the compliance of Contractor's services
with all applicable laws, ordinances and regulations.
Contractor will be aware of the requirements of the Immigration Reform and Control Act of 1986
and will comply with those requirements, including, but not limited to, verifying the eligibility for
employment of all agents, employees, subcontractors and consultants whose services are
required by this Agreement.
18.DISCRIMINATION AND HARASSMENT PROHIBITED
Contractor will comply with all applicable local, state and federal laws and regulations prohibiting
discrimination and harassment.
19.DISPUTE RESOLUTION
If a dispute should arise regarding the performance of the Services the following procedure will
be used to resolve any questions of fact or interpretation not otherwise settled by agreement
between the parties. Representatives of Contractor or City will reduce such questions, and their
respective views, to writing. A copy of such documented dispute will be forwarded to both parties
involved along with recommended methods of resolution, which would be of benefit to both
parties. The representative receiving the letter will reply to the letter along with a recommended
method of resolution within ten (10) business days. If the resolution thus obtained is unsatisfactory
to the aggrieved party, a letter outlining the disputes will be forwarded to the City Manager. The
City Manager will consider the facts and solutions recommended by each party and may then opt
to direct a solution to the problem. In such cases, the action of the City Manager will be binding
upon the parties involved, although nothing in this procedure will prohibit the parties from seeking
remedies available to them at law.
20.TERMINATION
In the event of the Contractor's failure to prosecute, deliver, or perform the Services, City may
terminate this Agreement for nonperformance by notifying Contractor by certified mail of the
termination. If City decides to abandon or indefinitely postpone the work or services contemplated
by this Agreement, City may terminate this Agreement upon written notice to Contractor. Upon
notification of termination, Contractor has five (5) business days to deliver any documents owned
by City and all work in progress to City address contained in this Agreement. City will make a
determination of fact based upon the work product delivered to City and of the percentage of work
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that Contractor has performed which is usable and of worth to City in having the Agreement
completed. Based upon that finding City will determine the final payment of the Agreement.
Either party upon tendering thirty (30) days written notice to the other party may terminate this
Agreement. In this event and upon request of City, Contractor will assemble the work product and
put it in order for proper filing and closing and deliver it to City. Contractor will be paid for work
performed to the termination date; however, the total will not exceed the lump sum fee payable
under this Agreement. City will make the final determination as to the portions of tasks completed
and the compensation to be made.
21.COVENANTS AGAINST CONTINGENT FEES
Contractor warrants that Contractor has not employed or retained any company or person, other
than a bona fide employee working for Contractor, to solicit or secure this Agreement, and that
Contractor has not paid or agreed to pay any company or person, other than a bona fide
employee, any fee, commission, percentage, brokerage fee, gift, or any other consideration
contingent upon, or resulting from, the award or making of this Agreement. For breach or violation
of this warranty, City will have the right to annul this Agreement without liability, or, in its discretion,
to deduct from the Agreement price or consideration, or otherwise recover, the full amount of the
fee, commission, percentage, brokerage fees, gift, or contingent fee.
22.CLAIMS AND LAWSUITS
By signing this Agreement, Contractor agrees that any Agreement claim submitted to City must
be asserted as part of the Agreement process as set forth in this Agreement and not in anticipation
of litigation or in conjunction with litigation. Contractor acknowledges that if a false claim is
submitted to City, it may be considered fraud and Contractor may be subject to criminal
prosecution. Contractor acknowledges that California Government Code sections 12650 et seq.,
the False Claims Act applies to this Agreement and, provides for civil penalties where a person
knowingly submits a false claim to a public entity. These provisions include false claims made
with deliberate ignorance of the false information or in reckless disregard of the truth or falsity of
information. If City seeks to recover penalties pursuant to the False Claims Act, it is entitled to
recover its litigation costs, including attorney's fees. Contractor acknowledges that the filing of a
false claim may subject Contractor to an administrative debarment proceeding as the result of
which Contractor may be prevented to act as a Contractor on any public work or improvement for
a period of up to five (5) years. Contractor acknowledges debarment by another jurisdiction is
grounds for City to terminate this Agreement.
23.JURISDICTION AND VENUE
Any action at law or in equity brought by either of the parties for the purpose of enforcing a right
or rights provided for by this Agreement will be tried in a court of competent jurisdiction in the
County of San Diego, State of California, and the parties waive all provisions of law providing for
a change of venue in these proceedings to any other county.
24.SUCCESSORS AND ASSIGNS
It is mutually understood and agreed that this Agreement will be binding upon City and Contractor
and their respective successors. Neither this Agreement nor any part of it nor any monies due or
to become due under it may be assigned by Contractor without the prior consent of City, which
shall not be unreasonably withheld.
26. 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
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By:
COTT CHADWICK
City Manager
ATTEST:
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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.
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 lee at power, right and actual authority
to bind Contractor to the terms and conditions of this Agr t.
CONTRACTOR CIT OF C RLSBAD, a municipal
corpo oft e State of California
By:
ittAkui ettv5t.1-6t.
AUDREY ZAGAZETA
President
By: iQ1 iluvrisok.
IVY MORRISON
Secretary
-Pbt( FAVIOLA MEDINA
City Clerk Services Manager
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 Group B
Chairman, Secretary,
President, or Assistant Secretary,
Vice-President 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: '.V//41-f, Aefrf-ItI/U3'
Assistant City Attorney
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EXHIBIT "A"
SCOPE OF SERVICES
Under the direction of city staff, on a time and materials basis, consultant will perform the
following services in support of a citizens committee that will develop a new framework for
managing growth in Carlsbad in a way that protects quality of life and the city's financial health.
Committee formation, facilitation and management
•Develop and implement committee onboarding process to ensure members are
informed, engaged and prepared to contribute meaningful input. Process will include, but
not limited to: creating a master committee roster and short biographies of committee
members to help committee members foster rapport.
•Work with project team to develop a committee schedule with meeting topics and dates,
including deadlines for agenda posting to comply with Brown Act.
•Work with the committee to develop principles of participation outlining the discussion
and consensus building process, and other operational guidelines needed for a
successful committee process.
•Prepare draft agendas and other meeting materials, get feedback from project team, and
produce final documents for up to 10 advisory committee meetings.
•Prepare minutes for each of the 10 advisory committee meetings in sufficient detail to
document the committee's work and decisions.
•Prepare and assist with up to two PowerPoint presentations for up to 10 advisory
committee meetings.
•Participate in 1 project team planning meeting, 1 meeting with committee chair and 1
debrief meeting with project team for each of the 10 committee meetings. Planning and
debrief meetings may be virtual. Committee meetings will take place in the City of
Carlsbad.
•Facilitate up to 10 advisory committee meetings, utilizing tools and techniques that foster
collaborative discussion and decision making.
•Respond to requests for information from committee members, coordinating responses
with city subject matter experts.
•Arrange up to three guest speakers, if requested by the committee.
Project informational materials
•Assist in the development of informational materials needed to help inform committee
members about relevant topics.
•This task includes researching and drafting informational materials, managing review by
city staff and technical consultants, and producing final copy. Does not include graphic
design or layout of materials. Task includes no more than four topics with no more than
1,000 words of copy each.
Framework (work product of committee)
•Produce a summary based on committee feedback of key themes, values and priorities
that it recommends be considered in the new growth management framework. Includes
production of one draft for review by city staff, an updated draft reflecting staffs input
and a final draft reflecting the committee's input.
•Review and provide feedback on any accompanying documents that may be produced
by the city to support the committee's proposed framework.
Project management and coordination
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•Review project background materials and meet with city subject matter experts to gain
an understanding of issues relevant to the project that will influence committee
facilitation and meeting topics
•Develop agendas, attend, and distribute meeting summaries and action items for up to
20 project team coordination meetings. Meetings are anticipated to be about an hour
each and virtual.
•Work with project team to prepare up to 3 City Council meeting staff reports or memos
and up to two presentations providing updates to the City Council. Present at up to 3
City Council meetings and/or be available for questions.
•Provide ongoing project management and coordination support to city staff by being
available to respond to email requests and participate in one on one and small group
discussions via phone/virtual meetings.
Contingency
A total of $10,000 will be set aside within the budget for as needed support for unanticipated
committee requests and needs, additional meetings that may be required and other
unanticipated work. Contingency will only be utilized with prior written authorization from city
staff.
Assumptions
The City of Carlsbad will handle the following tasks, which are not included in the Contractor's
scope of work:
•Reserving and paying costs, if any, for meeting rooms, AV equipment and other logistics
associated with committee meetings.
•Updating the city's website.
•Promoting awareness of committee meetings to the public.
•Official public noticing to comply with the Brown Act.
•Graphic design and printing of materials.
Other Considerations
•Written work products must follow the City of Carlsbad writing style guidelines and be
free from Contractor logos or other branding elements.
•Contractor is responsible for alerting the city's project manager in advance in writing of
any out of scope requests before commencing work.
•Contractor will provide invoices to the city in a format specified by the Communication &
Engagement director.
•Contractor must get approval in advance in writing from the Communication &
Engagement director prior to disclosing information about this contract or Contractor
activities on behalf of the city, including using this project for marketing purposes, case
studies, professional association presentations and any other purpose.
•Any creative/design products must conform of the City of Carlsbad brand guidelines.
All work products must be provided in the following file formats:
•Microsoft Word or Google Docs (for documents)
•Microsoft Excel or Google Sheets (for spreadsheets)
•Microsoft PowerPoint or Google Slides for presentations
Total not to exceed $210,000.
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