Agenda Item B.7
C CONSENT CALENDAR
Meeting Date: September 6, 2022
____________________________________________________________
TO: Mayor and Councilmembers
FROM: Kristine Schmidt, Assistant City Manager
CONTACT: Shannon Kirn, Management Analyst
SUBJECT: Goleta Community Center Strategic Plan Contract Award
RECOMMENDATION:
A. Authorize City Manager to execute Professional Services Agreement with Linnett Loving, LLC in the amount not -to-exceed $67,500, with a term ending June 30, 2023 for developing and implementing a Community Center Strategic Plan; and
B. Authorize the City Manager to approve an amendment at a future date for extra services with Linnett Loving, LLC in the amount not-to-exceed $20,000 for possible additional stakeholder input and support for implementation and follow-up.
BACKGROUND:
For the last several years, staff have been working with Council’s Ad Hoc Goleta Community Center Subcommittee (Committee), on consideration of management alternatives for the Community Center. As part of that, in 2020 the City contracted with Antenore and Associates (A&A) for a facilitated stakeholder and public outreach process to better understand the community’s desires for programming and uses at the Goleta Community Center (GCC) and discuss how the facility can best meet those needs.
Antenore and Associate’s report, which was presented to the City Council on August 31, 2021, identified eight key areas of needed focus from this public outreach. One of those eight key focus areas was the creation of a strategic plan for the Goleta Community Center. A&A recommended that the City form a small working group to develop a Strategic Plan for the Center , using the input from the stakeholder and public outreach process.
At this workshop, Council asked staff to return to Council on a future date with a plan and timeline to assume management of the facility on July 1, 2022, upon the expiration of the current lease with the non -profit Goleta Valley Community Center organization (GVCC) 1 Meeting Date: September 6, 2022
and to discuss a process to develop and adopt a Strategic Plan for the Goleta Community Center.
On February 24, 2022, staff returned to the City Council and presented a Management Plan for the Goleta Community Center. Council approved the Management Plan with an effective date of January 1, 2023, which would allow slightly more time for the management transition process, as requested by the GVCC organization . Staff also proposed to work with the Ad Hoc Committee , consisting of two members of the City Council, Mayor Perotte and Councilmember Kyriaco, to develop a Request for Proposals (RFP) for professional facilitation of the Strategic Planning Process, participate in the Strategic Planning Process, and advise staff on the implementation of the resulting Strategic Plan.
At this meeting Council approved a budget appropriation of $ 100,000 for professional services and other expenses related to conducting and implementing a Community Center Strategic Planning Process.
DISCUSSION:
The RFP Process
At the April 8, 2022 , Ad Hoc Committee meeting, staff received direction to release the RFP for a Community Center Strategic Plan. Staff released the RFP on April 25, 2022 and on May 31, 2022 the City received three proposals from the following:
Table 1: Proposals Received
Vendor Cost Proposal
Linnett Loving, LLC $82,200
Morant Mcleod $88,000
Regional Government Services (RGS) $14,480
None of the proposers were local firms, though the RFP was advertised locally. Staff conducted a comprehensive review of all three proposals and scored each proposal based on the responsiveness and overall quality of the proposal. Linnett Loving, LLC ranked the highest, but staff decided to interview all three consultants. Following the interviews, staff ranked the consultants based on their responses to questions. Staff also conducted reference checks for Linnett Loving and Morant Mcleod. Staff determined that Linnett Loving continued to be the most qualified and demonstrated the highest level of competence in understanding the community-based strategic plan process in addition to the specific needs of the Goleta Community Center.
At the July 25, 2022 Ad Hoc Committee meeting, staff discussed with the Committee the top proposal and recommendation to enter negotiations with Linnett Lo ving and the Committee agreed.
Staff is therefore recommending the City Council authorize the City Manager to execute a Professional Services Agreement with Linnett Loving, LLC in the amount not-to-exceed 2 Meeting Date: September 6, 2022
$67,500 for the development of a Goleta Community Center Strategic Plan with a term beginning September 6, 2022 and expiring June 30, 2023 (Attachment 1). The proposal from Linnett Loving is provided in Attachment 2.
The Strategic Planning Process
The Goleta Community Center Strategic Plan RFP was administered to proc ure professional services with a consultant to develop a Goleta Community Center Strategic Plan that includes recommendations for the future of the GCC and sets a path forward .
The Strategic Planning Process will involve establishing a vision for the Community Center, an appropriate mission statement, strategic long -term goals and specific objectives to be implemented over a 3- to 5- year horizon. The timeline for completion is anticipated to be from September 2022 to March 2023 . The process is expected to be conducted in six phases as shown in Figure 1.
Figure 1. GCC Strategic Plan Process
Throughout these six phases it is anticipated for the consultant to facilitate at least six sessions with the Ad Hoc Committee and the Strategic Plan Working Group (Working Group). The Working Group has been identified and invited to participate by the Ad Hoc Committee and is comp osed of eight key community stakeholders and leaders . As necessary, the Ad Hoc Committee and Working Group could elect to gather input from additional stakeholders such as: the GVCC Board of Directors, current GCC users and tenants, sports groups, recreation program providers, arts organizations, private organizations needing to use space, Old Town residents, and local non-profits.
1.1. Kick-off
1.Staff Kick-off
2.Ad Hoc
Committee
/Working Group
mtg #1
1.2. Engagement Workshops
1.Conduct on-
site facility tour
2.Ad
Hoc/Working
Group mtg #2
3.Ad
Hoc/Working
Group mtg #3
1.3. Strategic Plan Outline & 4. Comprehensive
Strategic Plan
1.Ad
Hoc/Working
Group mtg #4
2.Ad
Hoc/Working
Group mtg #5
1.5. Action Plan Template
1.Ad
Hoc/Working
Group mtg #6
1.6. Final
Presentation
1.Presentation to
City Council
3 Meeting Date: September 6, 2022
Consultant Qualifications
Linnett Loving submitted the most comprehensive proposal demonstrating key staff’s professional experience conducting community meetings and facilitating strategic plan processes. Linnett Loving’s work focuses on helping government s meet their goals to improve service delivery and address community needs with current resources. With a team of practitioners with over 15 years of experience working within local government, they under stand the challenges that local government s f ace and the strategies to overcome them. The Linnett Loving team has designed, facilitated, and executed several strategic planning, community engagement, and strategic communications projects for mid-size cities, states and at the federal level. Linnett Loving’s energetic approach to strategic plans as being more than just “shelf-ware” and rather actionable and achievable strategic plans structured around community priorities made them th e top candidate for the GCC Strategic Plan.
Cost Proposal
Linnett Loving’s cost proposal was in the middle of the three proposals at $82,200, which included optional add -on services. After review , staff worked with Linnett Loving and determined the core necessary services and calculated the new not-to-exceed (NTE) total of $67,500 which also includes travel budget as shown in Attachment 1 - Exhibit B.
Staff is also recommending that the City Manager be authorized to approve an amendment in the future for extra services and expenses in the amount up to $20,000 for possible additional stakeholder input and support for implementation and follow -up. The 2020 Antenore and Associates outreach process collected extensive public input about the community’s interest for the GCC. This included a survey with approximately 300 responses and 6 stakeholder focus groups. The results of the Antenore and Associates process were shared with the City Council at its August 31, 2021 meeting . This report provides an excellent basis of community in put that the Strategic Plan Working Group can draw from in developing the strategic plan. However, if the Working Group wishes to conduct additional outreach, or decides that it would like Consultant support in the implementation and follow-up of the strategic plan this contingency amount will allow f or such reasonable services without the need to return to Council to amend the contract.
GOLETA STRATEGIC PLAN:
The action recommended here are related to the following goals and objectives from the City of Goleta’s 2021-2023 Strategic Plan.
Strategic Goal: Support the continued vigor and vitality in Old Town. Objective:
Investigate future management options for the Goleta Valley Community Center and secure a long-term agreement for management of the facility and operations.
4 Meeting Date: September 6, 2022
FISCAL IMPACTS:
The proposed contract amount is for a total not-to-exceed amount of $ 67,500 with a termination date of June 30,2023. Staff is also proposing Council to a uthorize the City Manager to enter into an amendment for extra services for a total not-to-exceed amount of $20,000, for possible additional stakeholder input and support for implementation and follow-up.
The current FY 2022/23 budget has $100,000 available for this project in Professional Services (101 -60-6510-51200) and any unexpended funds can be used to begin the implementation of this plan.
ALTERNATIVES:
Council could choose not to proc eed with the staff and Ad Hoc Committee recommendation and provide staff with different direction or decide not to proceed with this project.
Reviewed By: Legal Review By: Approved By:
___________________ ___________________ _________________ Kristine Schmidt Megan Garibaldi Michelle Greene
Assistant City Manager City Attorney City Manager
ATTACHMENTS:
1. City of Goleta and Linnett Loving, LLC Professional Services Agreement
2. Linnett Loving, LCC Proposal
5 ATTACHMENT 1
City of Goleta and Linnett Loving, LLC Professional Services Agreement
6 City of Goleta
City Manager’s Office and Linnett Loving
Project Name: GCC Strategic Plan
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF GOLETA
AND
LINNETT LOVING, LLC
This AGREEMENT FOR SERVICES (herein referred to as “AGREEMENT”) is made and entered into this ________ day of ______ , 20____, by and between the CITY OF GOLETA, a municipal corporation (herein referred to as "CITY"), and LINNETT LOVING, LLC (herein referred to as "CONSULTANT").
SECTION A. RECITALS
1. T he CITY has a need for professional consulting services for the Goleta Community Center Strategic Plan Process; and
2. T he CITY does not have the personnel able and/or available to perform the services required under this AGREEMENT, and therefore, the CITY desires to contract for professional services to accomplish this work; and
3. T he CITY procured these services in compliance with Goleta Municipal Code Section 3.05.260.
4. T he City Council, on this 6
th day of September, 2022, approved this
AGREEMENT and authorized the City Manager to execute the AGREEMENT.
SECTION B. TERMS
1. RET
ENTION AS CONSULTANT
CITY hereby retains CONSULTANT , and CONSULTANT hereby accepts such engagement, to perform the services described in Section 2. CONSULTANT warrants it has the qualifications, experience, and facilities to properly and timely perform said services.
2. DES
CRIPTION OF SERVICES
The services to be performed by CONSULTANT are as follows:
Professional consulting services to facilitate and develop a strategic plan for the Goleta Community Center. Services shall generally include establishing a vision for the Community Center, an appropriate mission statement, strategic long-term goals and specific objectives to be implemented over a 3- to 5- year horizon as more DocuSign Envelope ID: 6A1A417C-CB75-43DF-B0E2-6673C74CD679 7 City of Goleta
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particularly set forth in the Scope of Work, attached as Exhibit “A,” and incorporated herein.
CONSULTANT shall deliver to CITY the deliverables defined in Exhibit “A.”
3. CO MPENSATION AND PAYMENT
(a) Maximum and Rate. T he total compensation payable to CONSULTANT by CITY for the services under this AGREEMENT SHALL NOT EXCEED the sum of $67,500 (herein "not to exceed amount"), and shall be earned as the work progresses on the following basis:
Hourly at the hourly rates and with reimbursement to CONSULTANT for those expenses set forth in CONSULTANT's Schedule of Fees marked Exhibit "B," attached and incorporated herein. The rates and expenses set forth in that exhibit shall be binding upon CONSULTANT until June 30, 2023, after which any change in said rates and expenses must be approved in writing by CITY's Project Manager as described in Section 5 ( CITY is to be given 60 days notice of any rate increase request), provided the not to exceed amount is the total compensation due CONSULTANT for all wo rk described under this AGREEMENT.
(b) P
ayment . CONSULTANT shall provide CITY with written
verification of the actual compensation earned, which written verification shall be in a form satisfactory to CITY's Project Manager , as described in Section 5.
Invoices shall be made no more frequently than on a monthly basis, and describe the work performed (including a list of hours worked by personnel classification).
All payments shall be made within 30 days after CITY’s approval of the invoice.
4. EXTRA SERVICES
CITY shall pay CONSULTANT for those CITY authorized extra services, not reasonably included within the services described in Section 2, as mutually agreed to writing in advance of the incurrence of extra services by CONSULTANT.
Unless CITY and CONSUL TANT have agreed in writing before the performance of extra services, no liability and no right to claim compensation for such extra services or expenses shall exist. The applicable hourly rates for extra services shall be at the hourly rates set forth in Exhibit B, if one is included as part of this agreement. Any compensation for extra services shall be part of the total compensation and shall not increase the not to exceed amount identified in Section
3. DocuSign Envelope ID: 6A1A417C-CB75-43DF-B0E2-6673C74CD679 8 City of Goleta
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5. CITY PROJECT MANAGER AND SERVICES BY CITY
The services to be performed by CONSULTANT shall be accomplished under the general direction of, and coordinate with, CITY's "Project Manager", as that staff person is designated by CITY from time to time, and who presently is Kristine Schmidt. Project Manager shall have the authority to act on behalf of the CITY in administering this AGREEMENT but shall not be authorized to extend the term of the AGREEMENT or increase the not to exceed amount.
6. T ERM, PROGRESS AND COMPLETION
The term of this AGREEMENT is from the date first written above to June 30, 2023, unless term of this AGREEMENT is extended, or the AGREEMENT is terminated as provided for herein.
CONSULTANT shall not commence work on the services to be performed until (i) CONSULTANT furnishes proof of insurance as required by Section 10 below, and (ii) CITY gives written authorization to proceed with the work provided by CITY's Project Manager.
7. O WNERSHIP OF DOCUMENTS
All drawings, designs, data, photographs, reports and other documentation (other than CONSULTANT 's drafts, notes and internal memorandum), including duplication of same prepared by CONSULTANT in the performance of these services, are the property of CITY. CITY shall be entitled to immediate possession of the same upon completion of the work under this AGREEMENT, or at any earlier or later time when requested by CITY. CITY agrees to hold CONSULTANT harmless from all damages, claims, expenses, and losses arising out of any reuse of the plans and specifications for purposes other than those described in this AGREEMENT, unless written authorization of CONSULTANT is first obtained.
8. PER
SONAL SERVICES/NO ASSIGNMENT/SUBCONTRACTOR
This AGREEMENT is for professional services which are personal to CITY.
Samantha Linnett and Evan Loving are deemed to be specially experienced and are a key member of CONSULTANT's firm and shall be directly involved in the performance of this work. These key people shall communicate with, and periodically report to, CITY on the progress of the work. Should any such individual be removed from assisting in this contracted work for any reason, CITY may terminate this AGREEMENT. This AGREEMENT may not be assigned or subcontracted without the City Manager’s prior written consent.
9. HO
LD HARMLESS AND INDEMNITY
(a) Hold Harmless for CONSULTANT's Damages. CONSULTANT holds CITY, its elected officials, officers, agents, and employees, harmless from DocuSign Envelope ID: 6A1A417C-CB75-43DF-B0E2-6673C74CD679 9 City of Goleta
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all of CONSULTANT's claims, demands, lawsuits, judgments, damages, losses, injuries or liability to CONSULTANT, to CONSULTANT's employees, to CONSULTANT’s contra ctors or subcontractors, or to the owners of CONSULTANT's firm, which damages, losses, injuries or liability occur during the work required under this AGREEMENT, or occur while CONSULTANT is on CITY property, or which are connected, directly or indirectly, with CONSULTANT's performance of any activity or work required under this AGREEMENT. (b) Defense and Indemnity of Third Party Claims/Liability.
CONSULTANT shall investigate, defend, and indemnify CITY, its elected officials, officers, agents, and employees, from any claims, lawsuits, demands, judgments, and all liability including, but not limited to, monetary or property damage, lost profit, personal injury, wrongful death, general liability, automobile, infringement of copyright/patent/trademark, or professional errors and omissions arising out of, directly or indirectly, an error, negligence, or omission of CONSULTANT or any of CONSULTANT’s officers, agents, employees, representatives, subconsultants, or subcontractors, or the willful misconduct of CONSULTANT or any of CONSULTANT’s officers, agents, employees, representatives, subconsultants, or subcontractors, in performing the services described in, or normally associated with, this type of contracted work. The duty to defend shall include any suits or actions concerning any activity, product or work required under this AGREEMENT, and also include the payment of all court costs, attorney fees, expert witness costs, investigation costs, claims adjusting costs and any other costs required for and related thereto.
(c) No Waiver. CITY does not waive, nor shall be deemed to have waived, any indemnity, defense or hold harmless rights under this section because of the acceptance by CITY, or the deposit with CITY, of any insurance certificates or policies described in Section 10.
10. INSURANCE
CONSULTANT shall, at CONSULTANT 's sole cost and expense, provide insurance as described herein. All insurance is to be placed with insurers authorized to do business in the State of California with an A.M. Best and Company rating of A- or better, Class VII or better, or as otherwise approved by CITY.
Insurance shall include the following (or broader) coverage:
a) Insurance Services Office Commercial Liability coverage “occurrence” form CG 00 01 or its exact equivalent with an edition date prior to 2004 and with minimum limits of $1,000,000 per occurrence and $2,000,000 general aggregate.
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b) Insurance Services Office form number CA 00 01 or equivalent covering Automobile Liability, including hired and non- owned automobile liability with a minimum limit of $1,000,000 per accident. If the Service Provider owns no vehicles, this requirement may be satisfied by a non- owned and hired auto endorsement to Service Provider’s commercial general liability policy.
c) Workers’ Compensation insurance complying with California worker’s compensation laws, including statutory limits for workers’ compensation and an Employer’s Liability limit of $1,000,000 per accident or disease.
d) Professional liability insurance that covers the services to be performed in connection with this agreement, in the minimum amount of $1,000,000 per claim.
Liability insurance policies required to be provided by CONSULTANT hereunder shall contain or be endorsed to contain the following provisions:
a) Except for professional liability insurance, CITY, its employees, officials, agents and member agencies shall be covered as additional insureds. Coverage shall apply to any and all liability arising out of the work performed or related to the contract. Additional insured status under the general liability requirement shall be provided on Insurance Services Office Form CG 20 10, with an edition date prior to 200 4, or its equivalent. Additional insured status for completed operations shall be provided either in the additional insured form or through another endorsement such as CG 20 37, or its equivalent.
b) General and automobile liability insurance shall apply separately to each insured against whom a claim is made or suit is brought, except with respect to the limits of the insurer’s liability. Coverage will not be limited to CITY’s vicarious liability.
c) Professional liability insurance policies inception date, continuity date, or retroactive date must be before the effective date of this agreement.
CONSULTANT agrees to maintain continuous coverage through a period no less than three years after completion of the services required by this agreement.
d) Except for professional liability insurance, liability coverage shall be primary and non-contributing with any insurance maintained by CITY.
e) Evidence of coverage (including the workers’ compensation and employer’s liability policies) shall provide that coverage shall not be suspended, voided, canceled or reduced in coverage or in limits except DocuSign Envelope ID: 6A1A417C-CB75-43DF-B0E2-6673C74CD679 11 City of Goleta
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after 30 days’ prior written notice has been given to CITY. Such provision shall not include any limitation of liability of the insurer for failure to provide such notice.
f) No liability insurance coverage provided to comply with this AGREEMENT shall prohibit CONSULTANT , or CONSULTANT’s
employees, or agents, from waiving the right of recovery prior to a loss.
CONSULTANT waives its right of recovery against CITY.
g) CONSULTANT agrees to deposit with CITY within fifteen days of Notice to Proceed of the Contract certificates of insurance and required endorsements.
h) There shall be no recourse against CITY for payment of premiums or other amounts with respect to the insurance required to be provided by CONSULTANT hereunder. Any failure, actual or alleged, on the part of CITY to monitor compliance with these requirements will not be deemed as a waiver of any rights on the part of CITY. CITY has no additional obligations by virtue of requiring the insurance set forth herein. In the event any policy of insurance required under this AGREEMENT does not comply with these requirements or is canceled and not replaced, CITY has the right but not the duty to obtain the insurance it deems necessary and any premium paid by CITY will be promptly reimbursed by CONSULTANT or CITY will withhold amounts sufficient to pay premium from CONSULTANT payments.
i) CONSULTANT agrees to provide immediate notice to CITY of any claim or loss against CONSULTANT arising out of the work performed under this AGREEMENT . CITY assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve CITY.
11. RELATIONSHIP OF CONSULTANT TO CITY
The relationship of the CONSULTANT to CITY shall be that of an independent contractor and that in no event shall CONSULTANT be considered an officer, agent, servant or employee of CITY. CONSULTANT shall be solely responsible for any workers compensation insurance, withholding taxes, unemployment insurance, and any other employer obligations associated with the described work.
12. CORRECTIONS
In addition to the above indemnification obligations, CONSULTANT shall correct, at its expense, all errors in the work that may be disclosed during CITY's DocuSign Envelope ID: 6A1A417C-CB75-43DF-B0E2-6673C74CD679 12 City of Goleta
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review of CONSULTANT's report or plans. Should CONSULTANT fail to make such correction in a reasonably timely manner, such correction shall be made by CITY, and the cost thereof shall be charged to CONSULTANT or withheld from any funds due to CONSULTANT hereunder.
13. TERMINATION BY CITY
CITY, by notifying CONSULTANT in writing, may upon 10 calendar days notice, terminate without cause any portion or all of the services agreed to be performed under this AGREEMENT. If termination is for cause, no notice period need be given. In the event of termination, CONSULTANT shall have the right and obligation to immediately assemble work in progress for the purpose of closing out the job. All compensation for actual work performed and charges outstanding at the time of termination shall be payable by CITY to CONSULTANT within 30 days following submission of a final statement by CONSULTANT unless termination is for cause. In such event, CONSULTANT shall be compensated only to the extent required by law.
14. ACCEPTANCE OF FINAL PAYMENT CONSTITUTES RELEASE
The acceptance by CONSULTANT of the final payment made under this AGREEMENT shall operate as and be a release of CITY from all claims and liabilities for compensation to CONSULTANT for anything done, furnished, or relating to CONSULTANT'S work or services. Acceptance of payment shall be any negotiation of CITY's check or the failure to make a written extra compensation claim within 10 calendar days of the receipt of that check. However, approval or payment by CITY shall not constitute, nor be deemed, a release of the responsibility and liability of CONSULTANT, its employees, subcontractors, agents and CONSULTANTs for the accuracy and competency of the information provided and/or work performed; nor shall such approval or payment be deemed to be an assumption of such responsibility or liability by CITY for any defect or error in the work prepared by CONSULTANT , its employees, subcontractors, agents and consultants.
15. AUDIT OF RECORDS
At any time during normal business hours and as often as it may deem necessary, CONSULTANT shall make available to a representative of CITY for examination of all its records with respect to all matters covered by this AGREEMENT and will permit CITY to audit, examine and/or reproduce such records. CONSULTANT will retain such financial records, time sheets, work progress reports, invoices, bills and project records for at least two years after termination or final payment under this AGREEMENT.
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16. WAIVER; REMEDIES CUMULATIVE
Failure by a party to insist upon the strict performance of any of the provisions of this AGREEMENT by the other party, irrespective of the length of time for which such failure continues, shall not constitute a waiver of such party's right to demand strict compliance by such other party in the future. No waiver by a party of a default or breach of the other party shall be ef fective or binding upon such party unless made in writing by such party, and no such waiver shall be implied from any omissions by a party to take any action with respect to such default or breach. No express written waiver of a specified default or breach shall affect any other default or breach, or cover any other period of time, other than any default or breach and/or period of time specified. All of the remedies permitted or available to a party under this AGREEMENT , or at law or in equity, shall be cumulative and alternative, and invocation of any such right or remedy shall not constitute a waiver or election of remedies with respect to any other permitted or available right of remedy.
17. CONFLICT OF INTEREST
CONSULTANT is unaware of any CITY employee or official that has a financial interest in CONSULTANT 'S business. During the term of this AGREEMENT and/or as a result of being awarded this AGREEMENT , CONSULTANT shall not offer, encourage or accept any financial interest in CONSULTANT'S business by any CITY employee or official.
18. CONSTRUCTION OF LANGUAGE OF AGREEMENT
The provisions of this AGREEMENT shall be construed as a whole according to its common meaning of purpose of providing a public benefit and not strictly for or against any party. It shall be construed consistent with the provisions hereof, in order to achieve the objectives and purposes of the parties. Wherever required by the context, the singular shall include the plural and vice versa, and the masculine gender shall include the feminine or neutral genders or vice versa.
19. MITIGATION OF DAMAGES
In all situations arising out of this AGREEMENT, the parties shall attempt to avoid and minimize the damages resulting from the conduct of the other party.
20. GOVERNING LAW
This AGREEMENT, and the rights and obligations of the parties, shall be governed and interpreted in accordance with the laws of the State of California.
Should litigation occur, venue shall be in Superior Court of Santa Barbara County.
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21. NONDISCRIMINATION
CONSULTANT shall not discriminate on the basis of race, color, gender, gender identity/expression, pregnancy, sexual orientation, disability, marital status, or any other characteristic protected under applicable federal or state law.
22. TAXPAYER IDENTIFICATION NUMBER
CONSULTANT shall provide CITY with a complete Request for Taxpayer Identification Number and Certification, Form W-9 (Rev. October 2018), as issued by the Internal Revenue Service.
23. NON-APPROPRIATION OF FUNDS
Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of CITY funds. In the event CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this AGREEMENT shall cover only those costs incurred up to the conclusion of the current fiscal year.
24. MODIFICATION OF AGREEMENT
The tasks described in this AGREEMENT and all other terms of this AGREEMENT may be modified only upon mutual written consent of CIT Y and CONSULTANT.
25. USE OF THE TERM “CITY”
Reference to “ CITY” in this AGREEMENT includes City Manager or any authorized representative acting on behalf of CITY.
26. PERMITS AND LICENSES
CONSULTANT, at its sole expense, shall obtain and maintain during the term of this AGREEMENT, all appropriate permits, licenses, and certificates that may be required in connection with the performance of services under this AGREEMENT.
27. CAPTIONS
The captions or headings in this AGREEMENT are for convenience only and in no other way define, limit or describe the scope or intent of any provision or section of the AGREEMENT.
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28. AUTHORIZATION
Each party has expressly authorized the execution of this AGREEMENT on its behalf and bind said party and its respective administrators, officers, directors, shareholders, divisions, subsidiaries, agents, employees, successors, assigns, principals, partners, joint venturers, insurance carriers and any others who may claim through it to this AGREEMENT.
29. ENTIRE AGREEMENT BETWEEN PARTIES
Except for CONSULTANT'S proposals and submitted representations for obtaining this AGREEMENT, this AGREEMENT supersedes any other agreements, either oral or in writing, between the parties hereto with respect to the rendering of services, and contains all of the covenants and agreements between the parties with respect to said services.
30. PARTIAL INVALIDITY
If any provision in this AGREEMENT is held by a court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions will nevertheless continue in full force without being impaired or invalidated in any way.
31. NOTICES
Any notice required to be given hereunder shall be deemed to have been given by depositing said notice in the United States mail, postage prepaid, and addressed as follows:
TO CITY: Attention: Michelle Greene, City Manager
City of Goleta
130 Cremona Drive, Suite B
Goleta, CA 93117
TO CONSULTANT: Linnet Loving, LLC
111 King William Woods Court
Midlothian, VA 23113
32. COUNTERPARTS AND ELECTRONIC/FACSIMILE SIGNATURES
This Agreement may be executed in several counterparts, which may be facsimile or electronic copies. Each counterpart is fully effective as an original, and together constitutes one and the same instrument.
In concurrence and witness whereof , this AGREEMENT has been executed by the parties effective on the date and year first above written.
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CITY OF GOLETA CONSULTANT
_____________________________ _____________________________ Michelle Greene, City Manager Samantha Linnett, Partner
ATTEST
_____________________________ __
___________________________
Deborah Lopez, City Clerk Evan Loving, Partner
APPROVED AS TO FORM:
MEGAN GARIBALDI, CITY ATTORNEY
_____________________________
Winnie Cai, Assistant City Attorney
DocuSign Envelope ID: 6A1A417C-CB75-43DF-B0E2-6673C74CD679 17 City of Goleta
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Exhibit A
Scope of Work
A. Goals and Outcomes
1. Develop a Goleta Community Center Strategic Plan that includes recommendations for the future of the GCC and sets a path forward, as outline in the Request for Proposals dated April 25, 2022.
2. The Strategic Planning Process will involve establishing a vision for the Community Center, an appropriate mission statement, strategic long- term goals and specific objectives to be implemented over a 3- to 5- year horizon.
B. Time for Completion
1. The time for completion is anticipated to be from September 2022 to March 2023, except as otherwise agreed to between the parties.
C. Tasks
1. G
eneral Administration
a. Consultant will:
i. Communicate on at least a weekly basis with the Project Team
ii. Develop meeting agendas
iii. Provide meeting minutes and summaries and key findings from workshops
iv. Facilitate Ad Hoc Committee and Working Group meetings v. Hold stakeholder meetings as needed
vi. Draft, edit and present all interim reports
vii. Manage quality control of work product
viii. Draft, edit and present final Strategic Plan document to Ad Hoc Committee and City Council
b. Project Manager/Staff will:
i. Answer questions
ii. Provide guidance to consultant
iii. Attend meetings
iv. Schedule meetings, book rooms and send out agendas
v. Approve documents and provide minimal editorial review vi. Manage consultant contract and pay invoices
D. Project Phases
1. P
hase 1: Kick -off
a. Staff Kickoff
i. Meet virtually with Project Manager/staff to identify project milestones, timeline, clarify specific roles and responsibilities and identify and provide any additional information Consultant needs to proceed. This will include an update on the status of the construction at the GCC.
DocuSign Envelope ID: 6A1A417C-CB75-43DF-B0E2-6673C74CD679 18 City of Goleta
City Manager’s Office and Linnett Loving
ii. Deliverables:
1. Finalized Project Timeline and Process
2. Schedule of weekly check-ins
b. Ad Hoc Committee and Working Group Meeting # 1(Approx. 1-2 hrs.) i. Meeting #1 will be a virtual meeting to review the findings of the Public Outreach Report, project scope, timeline and consider the input of these groups on the process and
timeline.
1. Determine if additional community/stakeholder
engagement is needed.
2. P
hase 2: Engagement Workshops
a. Conduct on-site facility tour and become familiar with existing facility, features, amenities and equipment.
b. Ad Hoc/Working Group Meeting #2 (Approx. half -day) will be an in- person workshop to actively engage with the Ad Hoc Committee and Working Group members and draw out in- depth feedback. These activities will include, but are not limited to:
i. Visioning exercises of an ideal future state
ii. SWOT analysis
iii. Mission and values statement framing
iv. Ideation and brainstorming for community center priorities, services and programming
v. Rapid prototyping for programming options, including story lining and feasibility impact model activities
c. Ad Hoc/Working Group Meeting #3 (Approx. half -day) will be an in- person continuation of the discussion from the second meeting including a review of the outcomes from that meeting.
3. P
hase 3: Strategic Plan Outline
a. Ad Hoc/Working Group Meeting #4 (Approx. 1-2 hrs.) will be a virtual meeting to review and collect feedback on the draft strategic plan outline document.
i. Deliverable:
1. Finalized Strategic Plan Outline
4. P hase 4: Comprehensive Strategic Plan
a. Ad Hoc/Working Group Meeting #5 (Approx. 2 hrs.) will be a virtual meeting to review and collect feedback on the comprehensive strategic plan document.
i. Deliverable:
1. Finalized Strategic Plan Draft
5. P
hase 5: Action Plan Template
a. Ad Hoc/Working Group Meeting #6 (Approx. 2 hrs.) will be a virtual meeting to review and collect feedback on the Annual Action Plan Template.
DocuSign Envelope ID: 6A1A417C-CB75-43DF-B0E2-6673C74CD679 19 City of Goleta
City Manager’s Office and Linnett Loving
i. Deliverable:
1. Finalized Annual Action Plan Template
6. P hase 6: Presentation to City Council
a. Develop all materials needed for the City Council meeting b. Attend and assist in presenting Draft Strategic Plan to City Council for discussion and adoption. Consultant’s participation in this meeting(s) can be virtual. (Approx. 1-2 hrs.)
c. Incorporate direction from the City Council into final plan document.
E. Extra Services
The following extra services may be authorized by the Project Manager, as provided in Section 4 of this agreement, subject to the hourly rates in Exhibit B.
1. Additional Stakeholder Input: As determined by the Project Manger gather additional input from stakeholders such as, but not limited to the GVCC Board of Directors, current GCC users and tenants, sports groups, recreation program providers, arts organizations, private organizations needing to use space, Old Town residents, youth organizations and local non-profits.
2. Implementation and Follow-up: Conduct follow-up sessions with staff to gauge the progress of implementation at 3 and 6- months points after plan delivery. These follow -up sessions will follow the format of a performance management meeting, reviewing key performance indicators against implementation progress. During the sessions Consultant will gauge current progress, identify any challenges the team may be facing, and brainstorm solutions and develop implementati on plans to overcome those challenges.
DocuSign Envelope ID: 6A1A417C-CB75-43DF-B0E2-6673C74CD679 20 City of Goleta
City Manager’s Office and Linnett Loving
Exhibit B
Pricing Schedule
I. List of positions and fully loaded hourly rates used in pricing of sections II and III below.
The list of positions and hourly rates will be used for service requests throughout contract term:
Job Role/Title Hourly
Rate Job Description
Partner, Designer $ 150.00 Designs & facilitates community engagement activities.
Partner, Strategist $ 150.00 Develops and manages project strategy & deliverables.
II. Lump sum pricing for project
Job Role/Title Hourly
Rate # Hours Subtotal Comments
Initial Kickoff *Costing estimates by
project element
Partner, Designer $ 150.00 10 $ 1,500.00 Partner, Strategist $ 150.00 10 $ 1,500.00
Engagement
Workshops
Partner, Designer $ 150.00 60 $ 9,000.00 Partner, Strategist $ 150.00 50 $ 7,500.00
Strategic Plan Outline
Partner, Designer $ 150.00 24 $ 3,600.00 Partner, Strategist $ 150.00 24 $ 3,600.00
Comprehensive
Strategic Plan
Partner, Designer $ 150.00 30 $ 4,500.00 Partner, Strategist $ 150.00 40 $ 6,000.00
Action Plan Template
Partner, Designer $ 150.00 40 $ 6,000.00 Partner, Strategist $ 150.00 40 $ 6,000.00
Presentation to City
Council
DocuSign Envelope ID: 6A1A417C-CB75-43DF-B0E2-6673C74CD679 21 City of Goleta
City Manager’s Office and Linnett Loving
Partner, Designer $ 150.00 20 $ 3,000.00 Partner, Strategist $ 150.00 20 $ 3,000.00 Total NTE Base Services $ 55,200.00
*Itemized actual
expenses will be
submitted on invoices,
not to exceed total.
III. Other Expenses Estimated
Item Title Cost Quantity Subtotal Comments
Airfare $ 800.00 2 $ 1,600.00
Accommodations $ 600.00 6 $ 3,600.00 Ground Transportation $ 700.00 1 $ 700.00 Subtotal Travel per Trip $ 5,900.00
Total Travel for 2 Trips 2 $ 11,800.00
Workshop supplies $ 500.00 1 $ 500.00 Total Estimated Expenses $ 12,300.00
TOTAL NTE BASE CONTRACT $ 67,500.00
IV. Optional Extra Services
Partner, Designer $ 150.00 TBD TBD
Partner, Strategist $ 150.00 TBD TBD
Travel & Expenses At Cost TBD
DocuSign Envelope ID: 6A1A417C-CB75-43DF-B0E2-6673C74CD679 22 ATTACHMENT 2
Linnett Loving, LLC Proposal
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