Amendment #3 extend to June 30, 2022
INVOICE YEAR INVOICE DATE INVOICE AMOUNT
488 2021 05/20/2021 65,000.00$
516 2021 05/31/2021 36,806.67$
520 2021 06/29/2021 98,193.33$
520.1 2021 06/29/2021 7,060.18$
585 2022 08/31/2021 26,049.27$
604 2022 09/30/2021 63,506.44$
4334 2022 10/31/2021 1,785.64$
565 2022 07/31/2021 26,204.56$
625 2022 10/31/2021 26,134.46$
669 2022 12/31/2021 35,557.71$
700 2022 01/01/2022 31,646.11$
645 2022 11/30/2021 36,050.52$
715 2022 02/28/2022 25,287.14$
753 2022 03/31/2022 34,463.97$
Total invoices paid 513,746.00$
Contract (560,000.00)$
Balance (46,254.00)$
COST CATEGORY CODE DESCRIPTION
INVOICE # 488
ACTUALS MAY 2021
INVOICE # 516
ACTUALS MAY 2022
INVOICE # 520
ACTUALS JUNE 2021
INVOICE # 565
ACTUALS JULY 2021
INVOICE # 585 ACTUALS
AUGUST 2021
INVOICE # 604 ACTUALS
SEPTEMBER 2021
INVOICE # 625 ACTUAL
OCTOBER 2021
INVOICE # 645 ACTUAL
NOVEMBER 2021
INVOICE # 669 ACTUAL
DECEMBER 2021
INVOICE # 700 ACTUAL
JANUARY 2022
INVOICE # 715 ACTUAL
FEBRUARY 2022
INVOICE # 753 ACTUAL
MARCH 2022 TOTAL
C
o
l
u
m
DUE AND SUBSCRIPTIONS 6250 LICENSE FEES - - 196.00 196.00 -
SALARIES AND WAGES 6310 PR COST 4,065.50 9,396.25 9,262.25 9,061.00 8,520.50 9,023.63 11,355.00 4,875.00 4,875.00 4,875.00 75,309.13 -
COMPUTER SUPPLIES 6314 COMPUTER TECHNOLOGIES 33.06 72.50 105.56 -
PROGRAM EXPENSES/SERVICES 6383 COMPUTER SVC, EMBATTLE PROTECTIVE, SITE SERVICES 34,257.71 107,925.26 12,481.95 11,713.09 55,166.81 13,043.73 28,740.44 14,916.19 24,874.86 20,893.93 29,657.80 353,671.77 -
REPAIRS 6542 TRIP CHARGE 417.59 417.59 -
FLEX FUNDS 6550 RESIDENT EXPENSES - 1,000.00 3,501.00 151.00 4,125.93 2,111.99 6,688.89 - - - 17,578.81 -
PAYROLL TAXES 6711 PR COST 299.85 806.92 648.69 636.62 595.27 633.76 812.11 497.96 428.23 351.10 5,710.51 -
WORKER COMPENSATION 6722 TANGRAM WORKER COMP.INSURANCE 305.88 687.34 677.51 662.82 623.28 654.94 824.15 353.83 353.83 353.83 5,497.41 -
HEALTH INSURANCE 6723 KAISER HEALTH PLAN 497.27 4,096.92 2,523.14 3,456.15 3,456.15 3,456.15 3,456.15 3,456.15 1,315.56 1,315.56 27,029.20 -
DENTAL INSURANCE 6724 DENTAL INSURANCE 52.21 406.93 199.34 226.99 226.99 184.61 235.99 226.99 92.33 92.33 1,944.71 -
-
-
PROGRAM EXPENSES/SERVICES 6383 VENDOR ADJUSTMENTS (3,183.20) (59.03) (3,242.23) -
HCEB ADMIN FEE 10% ADMIN FEE 10% 5,453.25 5,453.25 5,453.25 5,453.25 5,453.25 5,453.25 5,453.25 5,453.26 5,453.26 5,453.26 5,453.26 59,985.79 -
ADVANCE TO HCEB 65,000.00 (8,125.00) (8,125.00) (8,125.00) (8,125.00) (8,125.00) (8,125.00) (8,125.00) (8,125.00) (8,125.00) (8,125.00) (8,125.00) (24,375.00) -
ADVANCE REMAINING TO HCEB (6,083.25) (6,083.25) -
-
-
-
-
-
Total 65,000.00 36,806.67 105,253.51 26,204.56 26,049.27 63,506.44 27,920.10 36,050.52 35,557.71 31,646.11 25,287.14 34,463.97 513,746.00
Rydin Safe Parking Program
Account Summary- Expenditures through March 31, 2022
A B C D
CATEGORY CONTRACT AMOUNT ACTUAL BILLED
REMAINING
BALANCE
B - C
Contract Total 560,000.00$
Personnel Budgeted Actual Reminaing Balance
HCEB Personnel 130,121.41$
HCEB Admin Fee 10% 51,860.79$
One-Time Capital Cost
Office Lease 9,958.11$
Office set-up equipment 4,064.14$
Supplies 6,072.35$
Fire Extinguishers 4,117.04$
Generator or Temp Power 3,363.95$
Site Services
Shower Services by SOS 20,117.50$
Sanitation Services by SOS 43,024.78$
Site Guardians by SOS 51,649.54$
Portable Toilets 28,599.79$
Site Security 107,359.09$
Flex Funds 17,578.81$
Meals 35,858.70$
Contract Balance 560,000.00$ 513,746.00$ 46,254.00$ City Expenditures related to Safe Parking Program
Code Enforcement 3,315.00$
Street Signage 4,416.62$
Abatement 3,075.14$
Richmond Fire Prevention
(Inspection and fire safety
training)
15,060.00$
Water 3,880.90$
Dumping Fees 20,000.00$
Office set-up equipment 514.87$
Generator or Temp Power 3,800.00$
54,062.53$
HEAP Grant Received $260,000
CITY OF RICHMOND
CONTRACT AMENDMENT
Department: Project Manager:
Project Manager E-mail:
Project Manager Phone No:
P.R. No: Vendor No: P.O./Contract No:
Description of Services:
Amendment No. ___ modifies the: (2nd or subsequent amendments attach Amendment History page)
Term, Payment Limit and Service Plan
Payment Limit and Service Plan
Term and Service Plan
Service Plan
The parties to this Contract Amendment do mutually agree and promise as follows:
1. Parties. The parties to this Contract Amendment are the City of Richmond, California, a municipal corporation (City), and the following named Contractor:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No: / Expiration Date:
A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:]
[ ] other [specify:]
2. Purpose. This Contract Amendment is being entered into to amend the Contract between City and Contractor which was approved by the City Council of the City of Richmond or executed by the City Manager on , which original term commenced on and terminates with an original contract payment limit of $ . Said contract shall hereinafter be referred to as the "Original Contract" and is incorporated herein by reference.
3. Original Contract Provisions. The parties hereto agree to continue to abide by those terms and conditions of the Original Contract, and any amendments thereto, which are unaffected by this Contract Amendment.
Contract Amendment/EJ/TE 09-26-07
4. Amendment Provisions. This Contract Amendment is subject to the Amendment Provisions attached hereto, which are incorporated herein by reference, and which control over any conflicting provisions of the Original Contract, or any amendment thereto.
5. City of Richmond Business License Active Status Maintained. Pursuant to Municipal Code Section 7.04.030, the Contractor must maintain its City of Richmond business license for this Contract Amendment to be deemed to be in effect.
6. Insurance Coverage Updated and Maintained. Pursuant to the Original Contract, the Contractor shall provide the City with updated insurance certificates, and the Contractor shall maintain insurance coverage, for this Contract Amendment to be deemed to be in effect.
7. Signatures. These signatures attest the parties’ agreement hereto:
CITY OF RICHMOND, CALIFORNIA
a municipal corporation
By _______________________
Title:
I hereby certify that the Original Contract
and this Amendment have been approved
by the City Council or executed by the City
Manager.
By _______________________
City Clerk
Approved as to form:
By_______________________
City Attorney
List of Attachments:
1. Amendment Provisions
2. Updated Insurance Certificates
CONTRACTOR:
______________________________
(*The Corporation Chairperson of the Board, President or Vice-President should sign on the line below.)
By____________________________
Title:________________________
(*The Corporation Chief Financial Officer, Secretary or Assistant Secretary should sign on the line below.)
By:___________________________
Title:________________________
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a
corporation or nonprofit organization, this
Contract (1) should be signed by the
Chairperson of the Board, President or
Vice-President
and the Chief Financial
Officer, Secretary or Assistant Secretary; (2)
should have both signatures conform to
designated representative groups pursuant
to Corporations Code Section 313.
Contract Amendment between the City of Richmond and
Amendment No. P.O./Contract No.
AMENDMENT PROVISIONS (TERM, PAYMENT LIMIT AND SERVICE PLAN)
1. Paragraph 2 (Term) of the Original Contract is hereby amended to extend the Contract term. Paragraph 2 of the Original Contract is amended to read as follows:
"2. Term. The effective date of this Contract is
____________________________________________________________ (Insert original contract commencement date)
and it terminates
___________________________________________________.
(Insert new contract termination date)
unless sooner terminated as provided herein."
2. Paragraph 3 (Payment Limit) of the Original Contract is hereby amended to increase the payment limit by $ . Paragraph 3 of the Original Contract is amended to read as follows:
"3. Payment Limit. City's total payments to Contractor under this Contract shall not exceed $ including expenses."
“The City of Richmond shall not pay for services that exceed the Contract Payment Limit without the prior written approval of the City Manager if the total Contract amount does not exceed $10,000 or without the prior approval of the City Council if the total Contract amount is over $10,000.”
3. The Service Plan (Exhibit A) of the Original Contract is hereby amended to include the following tasks and/or services:
Contract Amendment/EJ/TE 9-26-07
City of Richmond
Rydin Road: 21 RV households (25 Individuals)
Annual Salary % FTE on project Annual Cost TOTAL
Site Manager 58,500$ 100% 58,500$ 19,500$ Subtotal $ 58,500 $ 19,500 Fringe Benefits @ Rate rate: 33.00% 19,305$ 6,435$ SUBTOTAL $ 77,805 $ 25,935 270,000$ 90,000$
876$ 292$
2,100$ 700$
Flex Funds -$
8,796$ 2,932$
3,000$ 1,000$
284,772$ 94,924$
$ 362,577 $ 120,859 45,322$ 15,107$
$ 407,899 $ 135,966 per month $ 33,992
Mobile Office
PPE and other supplies
Office Expenses
PROFESSIONAL SERVICES BUDGET
DRAFT - Proposed Extension: to August 31, 2022
Housing Consortium of the East Bay HCEB
Richmond Safe Parking Program
I. DIRECT COSTS
A. PERSONNEL
Maintenance and Operations
Site Security- Downtown Streets Team
HCEB OPERATIONS TOTAL
Maintenance and Operations
SUBTOTAL
TOTAL DIRECT COSTS
Admin Costs
12.5 % of total contract costs
Contract Amendment between the City of Richmond and
Amendment No. P.O./Contract No.
AMENDMENT PROVISIONS (AMENDMENT HISTORY)
The first Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________
Service Plan
The second Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________
Service Plan
The third Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________
Service Plan
The fourth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________
Service Plan
The fifth Contract Amendment was approved by City Council of the City of Richmond or executed by the City Manager on for one or more of the following provisions (check those that apply):
Increased contract payment limit by $ ________________for a payment limit not to exceed $ _________________________.
Term Amendment (insert new termination date):________________________
Service Plan
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 1 of 3
Revised: September 2011
In all instances where CONTRACTOR or its representatives will be conducting business and/or providing services to the City of Richmond (City), or will be awarded City of Richmond (City) funds to provide programs or services, the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery.
CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001)
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)
3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.
4. Workers’ Compensation insurance as required by the State of California including Employer’s Liability (for CONTRACTOR’s with employees);
5. Original and Separate Waiver of Subrogation for Workers’ Compensation Insurance.
6. Fidelity Bond/Crime Coverage – in an amount stipulated by City depending upon scope of contract.
Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.
If CONTRACTOR is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” located at:
http://www.ci.richmond.ca.us/index.aspx?nid=61
.
General Liability
(primary and excess limits
combined)
$1,000,000 per occurrence for bodily injury, personal injury and property damage. If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate).
Policy shall also include coverage for liability arising out of the use and operation of any City-owned or City-furnished equipment used or operated by the CONTRACTOR, its personnel, agents or subcontractors.
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 2 of 3
Revised: September 2011
Automobile Liability (If auto is used.) $1,000,000 per occurrence for bodily injury and property damage.
Fidelity Bond/Crime Coverage
(Applies if receiving City
funds.)
In an amount stipulated by City depending upon the scope of Contract. (Usually based upon the amount of money the Contractor is handling that could be embezzled over a period of time.)
Required Policy Conditions
Additional Insured Endorsement
Applicable to General Liability Coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured including bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not
exclude products and completed operations
coverage. If it does, then CG 20 37 (10/01) is also required.
SAMPLE ENDORSEMENT can be found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers’ Compensation Insurance providing coverage during the life of this contract.
SAMPLE ENDORSEMENT can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
.
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the contractor shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.
Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 3 of 3
Revised: September 2011
Subcontractors
CONTRACTOR shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies.
The fact that
insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin .
The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR
must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
INSURER(S) AFFORDING COVERAGE
INSURER F :
INSURER E :
INSURER D :
INSURER C :
INSURER B :
INSURER A :
NAIC #
NAME:
CONTACT
(A/C, No):
FAX
E-MAIL
ADDRESS:
PRODUCER
(A/C, No, Ext):
PHONE
INSURED
REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed.
If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s).
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
OTHER:
(Per accident)
(Ea accident)
$
$
N / A
SUBR
WVD
ADDL
INSD
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $
$
$PROPERTY DAMAGE
BODILY INJURY (Per accident)
BODILY INJURY (Per person)
COMBINED SINGLE LIMIT
AUTOS ONLY
AUTOSAUTOS ONLY
NON-OWNED
SCHEDULEDOWNED
ANY AUTO
AUTOMOBILE LIABILITY
Y / N
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
OFFICER/MEMBER EXCLUDED?
(Mandatory in NH)
DESCRIPTION OF OPERATIONS below
If yes, describe under
ANY PROPRIETOR/PARTNER/EXECUTIVE
$
$
$
E.L. DISEASE - POLICY LIMIT
E.L. DISEASE - EA EMPLOYEE
E.L. EACH ACCIDENT
ER
OTH-
STATUTE
PER
LIMITS(MM/DD/YYYY)
POLICY EXP
(MM/DD/YYYY)
POLICY EFF
POLICY NUMBERTYPE OF INSURANCELTR
INSR
DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
EXCESS LIAB
UMBRELLA LIAB $EACH OCCURRENCE
$AGGREGATE
$
OCCUR
CLAIMS-MADE
DED RETENTION $
$PRODUCTS - COMP/OP AGG
$GENERAL AGGREGATE
$PERSONAL & ADV INJURY
$MED EXP (Any one person)
$EACH OCCURRENCE
DAMAGE TO RENTED
$PREMISES (Ea occurrence)
COMMERCIAL GENERAL LIABILITY
CLAIMS-MADE OCCUR
GEN'L AGGREGATE LIMIT APPLIES PER:
POLICY PRO-
JECT LOC
CERTIFICATE OF LIABILITY INSURANCE
DATE (MM/DD/YYYY)
CANCELLATION
AUTHORIZED REPRESENTATIVE
ACORD 25 (2016/03)
© 1988-2015 ACORD CORPORATION. All rights reserved.
CERTIFICATE HOLDER
The ACORD name and logo are registered marks of ACORD
HIRED
AUTOS ONLY
4/29/2022
Arthur J. Gallagher & Co.
Insurance Brokers of CA., Inc.
505 N Brand Blvd, Suite 600
Glendale CA 91203
Star Metry
818.539.8623
818.539.8723
[email protected]
License#: 0726293
Nonprofits' Insurance Alliance of CA
10023
Technology Insurance Company, Inc
42376
Housing Consortium of the East Bay
410 7th Street, Suite 203
Oakland, CA 94607
1179829920
A
X
1,000,000
X
500,000
20,000
1,000,000
3,000,000
X
Y
2022-10963
4/15/2022
4/15/2023
3,000,000
A
1,000,000
X
X
2022-10963
4/15/2022
4/15/2023
Comp & Collision
500/$500
A
X
X
3,000,000
2022-10963-UMB
4/15/2022
4/15/2023
3,000,000
B
X
Y
TWC4100330
4/1/2022
4/1/2023
1,000,000
1,000,000
1,000,000
A
Professional Liability
2022-10963
4/15/2022
4/15/2023
Per Claim
Aggregate
$1,000,000
$3,000,000
Nonprofits' Insurance Alliance of CA - A.M. Best #011845 Policy: Sexual Abuse Liability
Policy#: 2022-10963
Carrier: Nonprofits' Insurance Alliance of CA
Policy Term: 4/15/2022 To 4/15/2023
Per Claim: $1,000,000 / Aggregate: $1,000,000
See Attached...
City of Richmond
440 Civic Center Plaza
Richmond CA 94804
ACORD 101 (2008/01)
The ACORD name and logo are registered marks of ACORD
© 2008 ACORD CORPORATION. All rights reserved.
THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: FORM TITLE:
ADDITIONAL REMARKS
ADDITIONAL REMARKS SCHEDULE Page of
AGENCY CUSTOMER ID:
LOC #:
AGENCY
CARRIER NAIC CODE
POLICY NUMBER
NAMED INSURED
EFFECTIVE DATE:
1 1
Arthur J. Gallagher & Co.
Housing Consortium of the East Bay
410 7th Street, Suite 203
Oakland, CA 94607
25 CERTIFICATE OF LIABILITY INSURANCE
Policy: CRIME
Policy#: 2022-10963-PROP
Carrier: Nonprofits' Insurance Alliance of CA
Policy Term: 4/15/2022 To 4/15/2023
Employee Theft: Limit: $50,000 / Deductible: $500
Forgery or alteration: Limit: $50,000 / Deductible: $500 Named Insured: Housing Consortium of the East Bay; Inclusive Communities East Bay, LLC; Magnolia Terrace, LLC; Mentally Handicapped Childrens Organization, Inc., Luella Fuller Group Home; Tri-Valley BMR, LLC; Ashland NSP, LLC, Fairview Homes, LLC.
The City of Richmond, its officers, officials, employees, agents and volunteers are named additional insured with respect to the operations of the named insured.
Waiver of Subrogation on Worker compensation applies in favor of additional insured. The insurance provided in the Commercial General Liability policies are primary and any other insurance shall be excess only and not contributing. Written notice shall be provided at least ten (10) days in advance of cancellation for non-payment of premium and thirty (30) days in advance for any other cancellation or policy change. Endorsement to follow.
July 29, 2022
Community Development
DATE: July 29, 2022
TO: Mayor Butt and Members of the City Council
FROM:
Lina Velasco, Director of Community Development
LaShonda White, Interim Director of Library and
Community Services
SUBJECT:
R3f Strategic Planning and Governance Advisor Contract
FINANCIAL IMPACT: On June 21, 2021, the City Council allocated $1 million of American Rescue Plan Act (ARPA) funds towards
Housing Initiatives, including $700,000 to the Richmond Rapid Response Fund (R3F). Of the $700,000 to R3F,
$600,000 would be for direct disbursements for residents for rent assistance and a pilot basic income program.
The allocation also included $100,000 for this Strategic Plan and Governance Structure work.
The $125,000 contract shall be funded using $100,000 of American Rescue Plan Act (ARPA) funds allocated to the
Housing Division (13631063 400201 AR238) and
$25,000 from West Contra Costa Public Education Fund.
PREVIOUS COUNCIL
ACTION:
June 21, 2021
STATEMENT OF THE
ISSUE:
The City of Richmond and the West Contra Costa Public
Education Fund initiated a joint Request for Proposals
(RFP) seeking a consultant to design and execute a
strategic visioning and comprehensive and inclusive
planning process for the Richmond Rapid Response
(R3F) Fund. City staff is recommending a contract be
executed with Dalberg, the highest ranked team, for this work.
AGENDA
REPORT
July 29, 2022
RECOMMENDED ACTION:
APPROVE a contract with Dalberg, in an amount not to
exceed $125,000, for a term beginning July 26, 2022,
and ending June 30, 2023, to prepare a Strategic Plan
and Governance Structure for the Richmond Rapid
Response Fund (R3F); and AUTHORIZE the City
Manager to enter into a Memorandum of Agreement with
the West Contra Costa Public Education Fund to accept
their $25,000 contribution towards this work – Community Development (Lina Velasco 510-620-6741).
DISCUSSION:
The West Contra Costa Public Education (EdFund West) partnered with the City of Richmond, The RYSE Center, The Ed Fund, Richmond Promise, Building Blocks for Kids, and various other community stakeholders to launch the Richmond Rapid Response Fund (R3F). EdFund West is the fiscal sponsor for R3F. R3F was created as a community-centered and community-driven fund with the sole purpose of supporting Richmond residents impacted by the COVID-19 pandemic. R3F is a wraparound initiative that was designed to meet the immediate and ongoing needs of the community during the COVID-19 pandemic and beyond, and raised over $1 million in revenue to support the disbursement of cash disbursements for basic needs and rental assistance.
R3F is Richmond focused and was created because there were no existing funds ready to focus on and fundraise for COVID-specific needs and support, including an equitable recovery. Beyond this pandemic, the goal of R3F is to create healing centered, racially just policies, practices, and investments for long-term community transformation.
In light of R3F’s larger vision and City Council direction, the City of Richmond and the Ed Fund initiated a joint Request for Proposals (RFP) process to identify a vendor qualified to design and execute a strategic visioning and comprehensive and inclusive planning process for R3F. The selected consultant will support the development of a strategic plan and program design that outlines an optimal governance framework, including transition to an elected board which may include community members and community-based organizations. The selected consultant will develop the operational plan and timeline for this elected board transition and create the framework for the voting process.
On March 11, 2022, the City issued the RFP. It was posted on the City’s BidsOnline System, and 432 vendors were notified (Attachment 2). Of the firms notified, 24 firms downloaded the RFP. There were four (4) total respondents to the RFP. The RFP responses were reviewed by a panel consisting of staff from the Planning Division, Community Services Department, Richmond Promise, RYSE, and Ed Fund.
Proposals were rated on the basis of the firm’s general experience and qualifications completing similar work, qualifications and experience of key personnel working on the
July 29, 2022
project, approach and understanding to the requested scope of work, and costs.
Dalberg was selected as the highest ranked team and is being recommended for a contract.
The Dalberg team, including Richmond-based Empathy in Action, are being recommended to support strategic planning and the governance model design for R3F through three phases of work over a period of approximately 18 - 24 weeks. The contract term is expected to end on June 30, 2022. The proposed phases of the work are:
Phase 1: Initial Community-led Data Gathering - During this phase, prior to the formal project kickoff, Dalberg will seek to gather data specifically from community experts (i.e., those with lived experience of the areas R3F is considering prioritizing). Dalberg will also use this time to recruit several of these community experts to be engaged on an ongoing basis throughout the project to ensure that decisions are continuously informed by community-led perspectives.
Phase 2: Governance Structure and Strategic Planning - Dalberg’s approach will build a high-level view of both the governance model (Phase 2A) and overall strategy (Phase 2B) in parallel. Dalberg believe this is the optimal approach given the stakeholders that we will engage for perspectives on the governance model design will be the same stakeholders that can weigh in on the overall strategy. Additionally, the consultants foresee co-dependencies between the governance structure and the strategy, so conducting these workstreams in parallel will enable us to apply learnings across each. Throughout Phase 2A:
Governance Structure Design and Phase 2B: Strategic Planning, the consultants will continue to engage community experts at critical steps in the process to ensure that they are centering the project deliverables around placing collective- decision making processes and power in the hands of the most impacted communities/end-beneficiaries.
In Phase 3: Sustainability - Dalberg will focus on building out the implementation plan and timeline, providing a high-level roadmap of how to operationalize the governance model and strategy. After Phase 3 is complete, Dalberg Project Directors will remain engaged through the end of 2022 to provide advisory support as R3F rolls out its structures and processes during implementation.
DOCUMENTS ATTACHED:
Attachment 1 – Contract
Attachment 2 – Request for Proposals
Attachment 3 – BidsOnline Report
Attachment 4 – Rating Matrix
CITY OF RICHMOND
STANDARD CONTRACT
Department: Project Manager:
Project Manager E-mail:
Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
The parties to this STANDARD CONTRACT do mutually agree and promise as follows:
1. Parties. The parties to this Contract are the City of Richmond (herein referred to as the “City”) and the following named Contractor:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No: / Expiration Date:
A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:] , [ ] other [specify:]
2. Term. The effective date of this Contract is and it terminates unless terminated as provided herein.
3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $ . City shall not pay for services that exceed the Contract Payment Limit unless a contract amendment has been approved by the City Council or City Manager.
4. Contractor’s Obligations. Contractor shall provide those services and carry out that work described in the Service Plan (Exhibit A) which is attached hereto and is incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
5. City's Obligations. City shall make to the Contractor those payments described in the Payment Provisions (Exhibit B) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C) which are attached hereto and are incorporated herein by reference.
7. General Conditions. This Contract is subject to the General Conditions (Exhibit D) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein. (Note:
other than Public Works contracts, the City will agree to Special Conditions only in unusual circumstances.)
9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F) which are attached hereto and are incorporated herein by reference.
10. Signatures. These signatures attest the parties' Contract hereto:
CITY OF RICHMOND CONTRACTOR:
a municipal corporation
By:
(* The Corporation Chairperson of the Board,
President or Vice President should sign below)
Title: By:
I hereby certify that this Contract Title:
has been approved by City Council.
Date Signed:
B y :
City Clerk
(* The Corporation Chief Financial Officer,
Secretary or Assistant Secretary should sign below)
Approved as to form:
B y :
B y : T i t l e :
City Attorney
Date Signed:
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a corporation
or nonprofit organization, this Contract (1) must
be signed by (a) the Chairperson of the Board,
President or Vice-President
and (b) the
Secretary any Assistant Secretary, the Chief
Financial Officer or any Assistant Treasurer.
LIST OF ATTACHMENTS:
Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Standard Contract/EJ/TE 9-26-07
For the Contract between the City of
Richmond and
EXHIBIT A
SERVICE PLAN
Contractor shall, to the satisfaction of the , perform the following services and be compensated as outlined below:
17 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors • Common Future: Gathered critical insights from a nationwide network of local experts to develop visionary concept notes on multiple bold ideas
• San Francisco Human Rights Commission: Developed operating principles to guide their work surrounding racial justice, elevating community voices and needs and advancing and
defending human rights
• 100 Resilient Cities: Engaged closely with community
organizations, neighborhood leaders, and individual residents through human-centered design to develop strategy
Supporting successful
multi-sector
partnerships
• Futures without Violence: Consulted with multi-sector leaders, to co-create bold solutions as well as forge partnerships among leaders across the gender, racial, and economic justice ecosystems
• Urban Institute: Designed a ‘Mobility Alliance:’ a multi- stakeholder initiative to boost upward mobility in the United States
• UN Women: Co-facilitated strategic plan for new global multistakeholder initiative, Action Coalitions
• Dasra: designed a platform capable of uniting multiple stakeholders under a common vision of building the field for adolescent empowerment in India
• ATscale: Developed strategies for a multi-donor global partnership to mobilize resources and support effective delivery Poverty Reduction,
Community
Development,
Economic
Recovery/Stabilization
• New York City Economic Development Corporation:
Developed a strategic vision to more effectively prepare for and respond to future public health emergencies with a focus on addressing disparities in racial and health equity
• Rockefeller Foundation: Developed Covid-19 Response
Framework to accelerate global response and recovery
• GLIDE: Designed an organizational strategy that expanded services to build pathways to self-sufficiency for poor families • Living Cities: Developed a strategy to scale homeownership for people of color to narrow racial wealth gaps in America • The Federal Reserve Bank of Boston: Developed strategy to support small businesses owned by people of color, particularly Black and Latinx-owned businesses, in New England
III. PROPOSAL NARRATIVE & SCOPE
General Approach, Methodology, Timeline and Deliverables The Dalberg team (i.e. Dalberg and EinA) will support strategic planning and the governance model design for the City of Richmond and Richmond Rapid Response Fund (R3F) through 3 phases of work over a period of about 18 weeks. Before launching into the governance structure
18 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors of strategic planning, we believe it is critical to include a Phase 1: Initial Community-led Data Gathering. During this phase, prior to the formal project kickoff, we will seek to gather data specifically from community experts, i.e., those with lived experience of the areas R3F is considering prioritizing. We will also use this time to recruit several of these community experts to be engaged on an ongoing basis throughout the project to ensure that decisions are continuously informed by community-led perspectives.
In Phase 2, our approach will build a high-level view of both the governance model (Phase 2A) and overall strategy (Phase 2B) in parallel. We believe this is the optimal approach given the stakeholders that we will engage for perspectives on the governance model design will be the same stakeholders that can weigh in on the overall strategy. Additionally, we foresee co- dependencies between the governance structure and the strategy, so conducting these workstreams in parallel will enable us to apply learnings across each. Throughout Phase 2A:
Governance Structure Design and Phase 2B: Strategic Planning, we will continue to engage community experts at critical steps in the process to ensure that we are centering the project deliverables around placing collective-decision making processes and power in the hands of the most impacted communities/end-beneficiaries.
In Phase 3: Sustainability, we will focus on building out the implementation plan and timeline, providing a high-level roadmap of how to operationalize the governance model and strategy. After Phase 3 is complete, our Project Directors will remain engaged through the end of 2022 to provide advisory support as R3F rolls out its structures and processes during implementation.
We are proposing what we believe to be an approach that will adequately meet all of the needs of R3F, while aligning our ability to match resources with the estimated budget for this engagement.
That said, we include activities for "Optional scope expansion," should R3F desire to include these as part of the work. Lastly, we acknowledge that the 18-week timeline that we are proposing is an accelerated timeline to the June-December guidance provided in the RFP. We believe that conducting this project in five months, rather than seven months, is optimal to sustain momentum and avoid work lags that tend to occur over the November-to-December holiday season. In any case, as mentioned, our Project Director will continue to provide advisory support through the end of 2022, even after the full project team has rolled off after the 18 weeks. Our high-level approach and methodology is detailed in the illustration on the following page.
Per the email we received from Jessica Travenia on June 29, 2022, we understand that the city of Richmond and other R3F partners have identified “GI and Economic Security” as impact priorities for R3F and would like our team to “utilize planning for programmatic focus connection to priority areas” and focus on “Governance and Engagement” as well as “Ground-Truthing and Narrative Change” during our engagement. We acknowledge and accept these clarifications to the Scope of Work and will conduct our work accordingly.
Please note that all further references in this section to ‘Dalberg’ or ‘the Dalberg team’ should be taken to include Empathy in Action as well. EinA will play a leading role in carrying out Phase 1 (“Initial Community-Led Data Gathering”) and support Dalberg across Phases 2 and 3 of the engagement, including support for fundraising efforts for R3F in Phase 3 (“Sustainability”) drawing on EinA’s network of relationships with Bay Area-based funders (in addition to Dalberg’s complementary network). EinA will serve as our primary liaison with WCC Care Coalition and community expert panels across all three phases.
19 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors Figure 1: Project timeline
Phase 1: Initial community-led data gathering (Week 1 – 4) We will begin with a 4-week long community-led data gathering phase, focused on understanding a representative set of perspectives from Richmond’s BIPOC communities prior to designing the governance structure and strategy. We believe this initial data gathering step is critical to build the foundation for the governance structure and overall strategy for which the next phases will build off and ensure the design of these two components are rooted in addressing the day-to-day experiences of the community.
1. Hold a “pre-kickoff” with the client team: At the beginning of the engagement, we will conduct a pre-kickoff session and align on a meeting cadence, the objectives, and overall approach of the project. We will also determine with the R3F + WCC Care Coalition team how much community involvement we want throughout the process, and at what points (note that we have embedded community-led involvement throughout key activities in this proposal). We will also align on the themes of the questions and conversations we will have in this first phase of the project. For example, we will want to explore with open-ended questions to community experts their ideas of the priority areas, greatest challenges, and greatest needs in the Richmond community.
2. Identify and outreach to ‘community experts’: The basis of our community-led approach will be to form and utilize a panel of community experts that will co-create the governance model and overall strategy. We are defining “community expert” as someone who is deeply embedded within the community and has a clear understanding and lived experience of the challenges, needs, and aspirations of the communities – particularly underserved communities – in Richmond. In order to recruit community experts to form this panel, we will rely heavily on the R3F and WCC Care Coalition team to help identify these
20 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors individuals, or identify partner organizations (e.g., community-based organizations) who can in turn provide warm introductions. These individuals will be compensated for their time spent in interviews as well as advising and guiding the process on an ongoing basis.
We propose to include the elderly, those with varying citizenship/documentation status, and those whose primary (or only) language is Spanish among the population segments to engage and provide an opportunity for input into R3F’s strategy.We also propose to leverage best practices in trauma-informed, healing-centered and liberation-based community engagement in working with community members, drawing on Empathy in Action’s specialized expertise in these areas.
Figure 2: Demographic data to inform community expert panel
3. Conduct interviews with community experts and form community expert panel: Once the community experts have been identified, we will interview each expert. We will align on the initial interview questions during the pre-kickoff call – high level sample questions could include the following:
o What do you believe is the most effective, fair, and representative way for the community to be involved with and decide where the R3F money is granted and invested? o What are the most important areas that the fund should invest or grant money to? o What would success look like to you in 3 – 5 years? What should the community look like and be able to do in 3 – 5 years?
21 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors From these community expert interviews, we will invite some to serve on the community expert panel and discuss what the process will look like, how long it will take, and for what purpose. This community expert panel will be critical to ensuring that we have community- led perspectives embedded on an ongoing basis and in an efficient way at key stages in both the governance structure design and the strategic planning. As mentioned previously, panelists will be compensated for their time, and we will aim to have a panel that is representative of the communities that R3F intends to serve.
4. Request and review relevant R3F and WCC Care Coalition documents for governance and overall strategy: In parallel, we will request and review relevant R3F and WCC documents for in order to understand the current thinking and work to date that we may be able to build on or learn from. These may include impact measurement and reporting, financial/grantmaking data, marketing materials, pre-liminary visioning work, etc. During the “Pre-Kickoff” meeting noted on page 19, we would ask the City of Richmond, WCC and other partners (as appropriate) to make available to our team any pertinent research and data on community needs and aspirations collected between 2020 and 2022.
5. Synthesize findings and create workplan and stakeholder engagement plan: Once initial interviews with community experts and internal materials are reviewed, we will synthesize the initial findings to guide a governance model and strategy visioning exercise in the “Kickoff meeting.” Additionally, we will include creating and aligning on a stakeholder engagement plan and approach for WCC Care Coalition, R3F, and other key stakeholders and facilitation of strategic planning activities for both governance structure design and strategic planning workstreams. Once the stakeholder list and approach has been approved, we will begin outreach to additional stakeholders (i.e., those who we have not already engaged earlier in this phase). The stakeholder engagement plan may include the following (and see Figure 3 below):
o Who the stakeholder is
o Stakeholder type (e.g., donor, nonprofit, community member, academic/subject matter expert)
o Relevant themes to discuss (community governance, strategy generally, priorities 1-5, UBI)
o Subphase (e.g., initial research, follow-up feedback consultation) o Initial outreach owner (e.g., R3F, WCC Care Coalition, Dalberg) o Tier (e.g., 1-high priority, 2-medium priority)
o Language (e.g., Spanish, Mandarin, Cantonese)
Figure 3: Illustrative stakeholder tracker
22 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors
6. Hold kick-off meeting and capture initial thinking on governance model and overall strategy vision and priority areas: After we have synthesized the findings, we will conduct a kick-off session including workshopping to source the team’s perspectives on what the governance model, overall strategy, and strategy for the 5 priority areas and UBI proposal should accomplish. We will play back the initial findings from the community experts, will help us build upon their perspectives and identify areas to test and dig deeper. WCC Care Coalition and R3F should note that priority areas may shift based on what we have heard is most important to focus on from the community experts. In addition, we will gain a clearer understanding of the key functions that the governance model should serve (e.g., decision- making, management, evaluation, etc.), visioning more broadly around the City of Richmond that we want to see is as a result of R3F (e.g., in 3-5 years), and facilitate an early SWOT analysis. We will develop resources for the team to engage with prior to the kick-off call to help guide the visioning components of the call. The initial perspectives sourced from this conversation will then be pressure tested in conversations with external experts and the community expert panel in Phase 2.
Deliverables:
• Synthesis of community expert interviews
• Project workplan
• Stakeholder engagement plan
Optional scope expansion:
• Instead of relying on the client team to identify community experts, we can conduct a more rigorous approach including community surveys to get a broader representation of voices and a more enhanced diligence and recruitment process to vet community experts for the community expert panel
Phase 2A: Governance Structure Design (Week 5 – 14)
Phase 2A and Phase 2B will occur concurrently, since we will be engaging the same stakeholders throughout each phase, and to be considerate and efficient with the time together. In addition, we anticipate that there will be co-dependencies between the governance structure design and the strategic planning, as well as learnings that will mutually reinforce each of these deliverables.
Building off of Phase 1, we will have formed hypotheses directly gathered or informed by community experts, WCC Care Coalition and R3F team members around some of the governance design principles that we want to optimize around. To provide additional context, we anticipate the key questions that all stakeholders will need to help us answer will surround finding the balance between the different tradeoffs that face community-led decision-making models. For example, what is the right balance between being efficient vs. inclusive, flexible vs. rules based, generative and opportunistic vs. responsive to what the community has already agreed upon? What are the pros and cons of each side and what will it enable or disable the fund from doing? How can we ensure ongoing community engagement in the decision-making process? Critically thinking through these questions will help us test hypotheses with stakeholders and identify and refine the final governance model. To help frame these questions and hypotheses, we will keep
23 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors top-of-mind stakeholders, functions, and these key considerations as major elements to the governance model. As mentioned above, we will align on these elements in the Phase 1 kickoff, and a preliminary framework can be seen in Figure 3 below.
Figure 4: Key elements to governance model (for further brainstorming)
1. Conduct desk review and benchmarking to understand community-led governance models (in tandem with 2B1): In order to inform the governance model design, we will conduct a desk review on community-led governance model case studies, best practices, and pitfalls. This will include benchmarking against other entities that deploy community- led governance models. The research will have a key focus on how to adequately center and elevate the voices of the most underserved in the community.
2. Facilitate group interviews with community experts (from panel) and external experts (in tandem with 2B2): We will facilitate group interviews with the community expert panel and external experts to better understand the details of how a community-led governance model and process can work given what the community, R3F and WCC Care Coalition seek to accomplish. We might also conduct a limited number of separate one on one interviews with governance model experts to help us build initial governance model structures, understand benefits and challenges, and test key functions of the governance structure.
3. Generate initial findings report (in tandem with 2B3): After the preliminary stakeholder engagement has been conducted, we will generate an initial findings report and emerging recommendations. This will be a synthesis of what we are hearing from stakeholders and discovering in the desk research, with preliminary answers to our key questions related to the governance structure (and overall strategy – see 2B3 below).
4. Facilitate working session with R3F and WCC Care Coalition team (and others, as relevant) and solicit reflections and feedback (in tandem with 2B4): We will then engage in a working session with the R3F and WCC Care Coalition team as well as other participants to solicit reflections and feedback around 2 – 3 different options for governance models (pending the initial findings) optimizing for different objectives.
24 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors
5. Incorporate feedback on initial findings to draft a preliminary governance model including the model, framework, and bylaws: After the workshop has been conducted, we will incorporate feedback on initial findings and aspects to the work-in-progress governance model, and create a preliminary iteration of the final governance model. This may include how the governance body will be elected, how the community will be engaged, the decision-making process, evaluation criteria, and bylaws.
6. Evaluate and substantiate governance model structure with community expert panel:
We will present the governance model to the community expert panel during a workshop to substantiate insights, answer open questions and test key remaining hypotheses which we will further incorporate into the model. Through this process, we aim to get buy-in from the community expert panel on the final governance model once their final feedback has been incorporated.
7. Finalize governance structure: After engaging the community expert panel, we will then work closely with the R3F and WCC Care Coalition team to consider and incorporate this feedback into a final governance structure. In doing so, we will also identify any implications for implementation.
Deliverable:
• Initial findings report and emerging recommendations (~15 pages in PPT) • Governance model, bylaws, and implications
Phase 2B: Strategic Planning (Week 5 – 14)
As mentioned above, Phase 2A and Phase 2B will occur concurrently, since we will be engaging the same stakeholders throughout each phase, and to be considerate and efficient with the time together. In addition, we anticipate that there will be co-dependencies between the governance structure design and the strategic planning, as well as learnings that will mutually reinforce each of these deliverables.
Building off of Phase 1, we will have sharpened our understanding of priority areas per the insights from community experts. This may mean that priority areas may shift as a result, and we will have a firmer idea of what needs to be explored further, either in desk research of follow-on conversations. For each priority area, we will aim to align these to the overarching vision, using a theory of change framework that considers outcomes, outputs, and activities within each priority area.
1. Conduct desk review and benchmarking to understand priority areas (in tandem with 2A1): In order to inform the strategy, we will conduct a desk review of the priority areas – which may include Food & Essential Supplies, Education & Learning, Health & Healing, Housing & Homelessness, Economic Recovery & Security, Universal Basic Income – to understand trends, challenges, best practices, key lessons learned, and how to potentially tailor these to the R3F context. Our research will be aligned to an assessment of feasibility and impact within each of the priority areas. The feasibility assessment will detail the main barriers to achieving certain goals and identify their root causes which will inform the strategy development. The impact assessment will include analysis based on core criteria.
25 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors These core criteria will be determined with the R3F and WCC Care Coalition working group and may include: Breadth - How many people in Richmond would be positively impacted?; Depth - How well would the need be addressed and drive real change?; Sustainability - To what extent would the priority impact long-term, lasting change?
2. Facilitate group interviews with community experts (from panel) and external experts (in tandem with 2A2): In the same group interviews with the community expert panel and external experts in activity 2A2 above, we will also discuss relevant priority areas, teasing out both aspirations and real barriers. These conversations will also help to inform the desk research being conducted, particular to provide additional and community-led perspective on feasibility and impact or priority areas. We will also seek to understand the community-led perspective on desired outcomes and activities to achieve priority area goals.
3. Generate initial findings report (in tandem with 2A3): After the preliminary stakeholder engagement has been conducted, we will generate an initial findings report and emerging recommendations. This will be a synthesis of what we are hearing from stakeholders and discovering in the desk research, with preliminary answers to our key questions related to strategy, vision, and priority areas. This report will be comprehensive so as to include the initial findings related to the governance structure as well in Phase 2A above.
4. Facilitate working session with R3F and WCC Care Coalition team (and others, as relevant) and solicit reflections and feedback (in tandem with 2A4): We will then engage in a working session with the R3F and WCC Care Coalition team as well as other participants to solicit reflections and feedback around the initial findings. [Note that this will likely be in the same workshop as that in 2A4 related to the governance structure.] Related to the strategy, the workshopping will anchor to the Theory of Change framing (vision, priority areas and objectives. outcomes, outputs activities). In this way, the workshopping will build on the “Day 1” vision for the strategy that we developed during the Kickoff phase. Our approach to this part of the workshop will be to start with sharing stakeholder feedback and desk research to date to identify key areas to incorporate into the strategy. This workshop will result in a refined overarching vision for R3F, programmatic objectives for each priority area as well as the corresponding outcomes and activities. Illustrative examples of high-level agenda questions and topics we will want to re-visit in this workshop include:
o What is it that we want to do and why? [Objectives and rationale] o Who will do this, and who will be impacted? [Owners and stakeholders] o Where are we coming from? [Recap of Phase 2A findings] o Where do we want to go? [Discussion of vision and implications] o How do we evaluate this? [Discussion on measuring success]
5. Incorporate feedback on initial findings to draft a preliminary Theory of Change: After the workshop has been conducted, and in parallel to drafting the governance structure, we will incorporate feedback on initial findings and aspects to the work-in-progress Theory of Change. This will take the shape of a concise visual that articulates the vision, priorities, outcomes, and how to achieve these. This will be the stimulus for the next activity, which will be to evaluate and substantiate the Theory of Change with the community expert panel.
26 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors
6. Evaluate and substantiate Theory of Change with community expert panel: We will present the Theory of Change to the community expert panel during a workshop to substantiate insights, answer open questions and test key remaining hypotheses which we will further incorporate. In addition, we will test with the community expert panel their perceptions on the role of R3F in implementing activities – as a leader, follower, or joiner.
Through this process, we aim to get buy-in from the community expert panel on the final Theory of Change once their final feedback has been incorporated. Please note that we may choose to conduct this in a two-part workshop – the other part being substantiation of the governance structure – with the community expert panel, pending the availability and logistics of gathering the panel.
7. Finalize Theory of Change: After engaging the community expert panel, we will then work closely with the R3F and WCC Care Coalition team to consider and incorporate this feedback into a final Theory of Change, which will be the basis of the strategy. In addition to the Theory of Change, the strategic plan will also include context setting and guidance and implications for implementation, to be further built out in the next phase of the project (Implementation Planning).
Deliverable:
• Initial findings report and emerging recommendations (~15 pages in PPT) • Theory of Change (strategy) and implications
Optional scope expansion:
• R3F and WCC Care Coalition may also seek to increase number of priority areas to explore beyond the 5 priority areas and UBI, especially if in early conversations and/or research we identify an additional area(s) worth exploring. We will work closely with R3F and WCC Care Coalition to determine whether this potential expansion of scope might be worth the time and investment, and if relevant, provide a recommendation.
Phase 3: Implementation planning
After the governance structure and strategy have been finalized, we will develop an implementation roadmap that the team can follow to operationalize the recommendations and path forward. While we will work most closely with the R3F and WCC Care Coalition team during this time – especially as implementation owners and cognizant of internal capacities and capabilities – there will continue to be engagement during this phase with the community expert panel. Additionally, though the project team will roll off at the end of this phase, the Project Director will continue to stay on as an advisor to the R3F and WCC Care Coalition team in an ad hoc capacity as the team rolls out implementation.
• Develop implementation plan to support team in organizing itself and setting up structures to execute on strategy: Drawing on the implications identified in Phase 2, we will work closely with the R3F and WCC Care Coalition team to provide structure to the ongoing work. This will be codified in an implementation plan, with timelines and milestones, roles and responsibilities, associated resource requirements, and dependencies. In addition, the implementation plan will also build an evaluation plan to provide guidance on conducting a baseline assessment to which future progress can be
27 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors benchmarked. Lastly, we will develop high-level fundraising implications and recommendations that will include fundraising needs and goals, a long-list of high- potential donors that would likely be interested in contributing to the fund, and how to frame the opportunity.
• Substantiate implementation plan with community experts: Once the implementation plan is drafted, we will solicit reflections and feedback from the community expert team, especially components of implementation as they relate to community-led roles, accountability, and ownership. We may choose to do this via an open solicitation period, one-on-one interviews, or via a focus group workshop, depending on the targeted elements of the implementation plan for which we need greater community-led perspective.
• Finalize implementation plan with R3F and WCC Care Coalition team: After engaging the community expert panel, we will then work closely with the R3F and WCC Care Coalition team to consider and incorporate this feedback into a final implementation plan. • Ongoing implementation support: After the implementation plan has been delivered, we will provide ongoing support to help the team operationalize their work. As the full team rolls off the project, the Project Director will continue to engage with the R3F and WCC Care Coalition team to provide ongoing implementation advisory. From our experience, it is useful to receive strategic guidance on questions, challenges, unexpected events, etc. in real time in addition to following an implementation roadmap. The Project Director will have deep experience in strategy and governance implementation and will be available ~4 hours per week for 8 weeks as a thought partner and advisor as R3F begins to operationalize the work.
Deliverables:
• Implementation plan and timeline with tiered process (identifying steps to complete in phases based on dependencies or level of priority. I.e. do X step first because Y and Z step are dependent on this) (~15 slides)
IV. PROJECT BUDGET AND SCHEDULE
At Dalberg’s standard rates for nonprofit organizations, the scope of work described above would cost $260,600, not including the cost of Empathy in Action’s involvement or the cost to reimburse community experts or fund community celebrations. However, due our interest in this subject matter, our commitment to putting communities first, and our desire to invest in equitable community development here in the Bay Area, we have approved a discount of well over 50% in order to offer our services to you within the maximum budget of $125,000. This price quote includes all travel and incidental expenses as well as reimbursement for community experts.
Program
Component
Team Structure Duration Cost (USD)
Phase 1
• 2x Project Directors (part-time,
invested days)
• Senior Project Manager
4 weeks 83,550
28 Strategic Planning and Governance Advisor for the City of Richmond and Richmond Rapid Response Fund (R3F) | Proposal from Dalberg Advisors • Community Engagement Specialist
(EinA
• Associate Consultant
• Analyst
Phase 2
• 2x Project Directors (part-time,
invested days)
• Senior Project Manager
• Associate Consultant
• Analyst
12 weeks 140,650
Phase 3
• 2x Project Directors (part-time,
invested days)
• Senior Project Manager
• Associate Consultant
4 weeks 39,300
Ongoing
implementation
support
Ongoing team to develop and roll out program,
manage all relationships, and cultivate the
program across all three cohorts:
• One Project Director (part-time, 4
hours per week)
8 weeks 13,600
Compensation for
community experts,
community events, and
miscellaneous costs for
EinA
• $8,500 set aside for community events
and reimbursement of experts
• $4,000 in travel and miscellaneous
costs for EinA
N/A 12,500
TOTAL before discount 289,600
Discount ~57%
TOTAL $125,000
In order to avoid the late-summer vacation period, we propose to formally launch this engagement the day after Labor Day, i.e. September 6th 2022 – and substantially complete it by December 22nd, with implementation support (e.g. facilitating fundraising, developing detailed action plans), continuing after the year-end holidays.
For the Contract between the City of
Richmond and
EXHIBIT B
PAYMENT PROVISIONS
{PLEASE NOTE THAT THE CITY OF RICHMOND SHALL NOT PAY FOR SERVICES
THAT EXCEED THE CONTRACT PA YMENT LIMIT UNLESS A CONTRACT
AMENDMENT HAS BEEN APPROVED BY THE CITY COUNCIL OR THE CITY MANAGER}
1. Provided Contractor is not in default under this Contract, Contractor shall be compensated as provided below.
2. Any and all payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photo copying, meals and travel etc). Invoices, shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.
3. Contractor shall submit timely invoices to the following address:
Attention: City of Richmond, Finance Department - Accounts Payable Project Manager: Department:
PO Box 4046
Richmond, CA 94804-0046
4. All invoices that are submitted by Contra ctor shall be subject to the approval of the City’s Project Manager, before payments shall be authorized.
5. The City will pay invoice(s) within 45 days a fter completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
6. A Richmond business license shall be obtained before any payment under this Contract shall be authorized and the business license must be kept current during the term of this Contract for payments to continue to be authorized.
7. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract shall be executed by the City. The insurance coverage must be kept current during the term of this Contract for payments to continue to be authorized.
For the Contract between the City of
Richmond and
EXHIBIT C
AUTHORIZED REPRESENTATIVES AND NOTICES
1. Notices
. All notices, demands, statements, or communications provided for by this Contract shall be in writing and may be delivered by deposit in the United States mail, postage prepaid. Notices to the City shall be addressed to the Department Head and (as delineated below in section 1.1) to the project manager responsible for the administration of or the supervision of the scope of work under this Contract. Notices to the Contractor shall be addressed to the party designated by Contractor (as delineated below in section 1.2). Notice shall be deemed delivered (a) upon personal delivery; (b) as of the fifth business day after mailing by United States certified mail, postage prepaid, addressed to the proper party; or (c) as of 12:00 p.m. on the second business day immediately after the day it is deposited with and accepted by Federal Express, or a similar overnight courier service, addressed to the proper party and marked for next business day morning delivery. For the purposes of this Contract, a "business day" means any day Monday through Friday that is not a holiday recognized by the federal government or the State of California.
1. 1 CITY hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
City of Richmond
Richmond, CA 94804-0046
1. 2 CONTRACTOR hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
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EXHIBIT D
GENERAL CONDITIONS
1. Independent Contractor . Contractor acknowledges, represents and warrants that Contractor is not a regular or temporary employee, joint venturer or partner of the City, but rather an independent Contractor. This Contract shall not be construed to create an agency, servant, employee, partnership, or joint venture relationship. As an independent Contractor, Contractor shall have no authority to bind City to any obligation or to act as City's agent except as expressly provided herein. Due to the independent Contractor relationship created by this Contract, City shall not withhold state or federal income taxes, the reporting of which shall be Contractor's sole responsibility.
2. Brokers . Contractor acknowledges, represents and warrants that Contractor has not hired, retained or agreed to pay any entity or person any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Contract.
3. City Property . The rights to applicable plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials prepared for or obtained pursuant to this Contract, which, upon request, are to be delivered to City within a reasonable time, shall be deemed assigned to City. If applicable, Contractor shall prepare check prints upon request. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 15 below, indemnify, defend and hold harmless City from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.
4. Patents, Trademarks, C opyrights and Rights in Data
. Contractor shall not
publish or transfer any materials, discoveries, developments, concepts, designs, ideas, know how, improvements, inventions and/or original works of authorship resulting from activities supported by this Contract without the express prior written consent of the City Manager. If anything resulting from activities supported by this Contract is patentable, trademarkable, copyrightable or otherwise legally protectable, City reserves the exclusive right to seek such intellectual property rights. Notwithstanding the foregoing, Contractor may, after receiving City's prior written consent, seek patent, trademark, copyright or other intellectual property rights on anything resulting from activities supported by this Contract. However, City reserves, and Contractor irrevocably grants, a nonexclusive, fully paid-up, royalty-free, assumable, perpetual, worldwide license, with the right to transfer, sublicense, practice and exploit said license and the right to make, have made, copy, modify, make derivative works of, use, sell,
General Conditions/EJ/TE 01-19-11 2 of 13
import, and otherwise distribute under all applicable intellectual properties without restriction of any kind said license.
Contractor further agrees to assist City, at City's expense, in every proper way to secure the City’s rights in any patents, trademarks, copyrights or other intellectual property rights relating thereto, including the disclosure to City of all pertinent information and data with respect thereto. Contractor shall also assist City in the execution of all applications, specifications, oaths, assignments, recordations, and all other instruments which City shall deem necessary in order to apply for, obtain, maintain and transfer such rights, or if not transferable, to waive such rights. Contractor shall further assist City in the execution of all applications, specifications, oaths, assignments, recordations and all other instruments which City shall deem necessary in order to assign and convey to City, and any assigns and nominees the sole and exclusive right, title and interest in and to any patents, trademarks, copyrights or other intellectual property rights relating thereto. Contractor further agrees that its obligation to execute or cause to be executed, when it is in Contractor's power to do so, any such instruments or papers shall continue during and at all times after the end of Contractor's services and until the expiration of the last such intellectual property right. Contractor hereby irrevocably designates and appoints City, and its duly authorized officers, agents and servants, as its agent and attorney-in-fact, to act for and in its behalf and stead to execute and file any such applications and to do all other lawfully permitted acts to further the application for, prosecution, issuance, maintenance or transfer of letters of patents, copyright and other registrations. This power of attorney is coupled with an interest and shall not be affected by Contractor's subsequent incapacity.
5. Inspection
. Contractor's performance, place of business and records pertaining to this Contract are subject to monitoring, inspection, review and audit by authorized representatives of the CITY, the State of California, and the United States Government.
If the project or services set forth in Exhibit A shall be performed on City or other public property, City shall have the right to inspect such work without notice. If such project or services shall not be performed on City or other public property, City shall have the right to inspect such work upon reasonable notice.
6. Services
. The project or services set forth in Exhibit A shall be performed to the full satisfaction and approval of City. In the event that the project or services set forth in Exhibit A are also itemized by price, City, in its sole discretion, may, upon notice to Contractor, delete certain items or services set forth in Exhibit A, in which case there shall be a corresponding reduction in the amount of compensation paid to Contractor.
General Conditions/EJ/TE 01-19-11 3 of 13
Contractor shall, at its own cost and expense, furnish all facilities and equipment necessary for Contractor to complete the project or perform the services required herein, unless otherwise provided in Exhibit A.
7. Records
. Contractor shall keep and make available for inspection and copying by authorized representatives of the City, the State of California, and the United States Government, the Contractor's regular business records and such additional records pertaining to this Contract as may be required by the City.
Contractor shall retain all documents pertaining to this Contract for a period of five (5) years after this C ontract's termination (or for any further period that is required by law) and until all Fede ral or State audits are complete and exceptions resolved for this contract's funding period. Upon request, CONTRACTOR shall make thes e records available to authorized representatives of the CITY, the State of California, and the United States Government.
Contractor shall keep full and detailed accounts, maintain records, and exercise such controls as may be necessary for proper financial management under this Contract. The Contractor’s accounting and control systems shall be satisfactory to City. Contractor's accounting systems shall conform to generally accepted accounting principles and all records shall provide a breakdown of total costs charged under this Contract, including properly executed payrolls, time records, utility bills, invoices and vouchers. The City shall be afforded prompt access to Contractor's records, books, and Contractor shall preserve such project records for a period of at least five (5 years after the termination of this Contract , or for such longer period as may be required by law.
Contractor shall permit City and its authorized representatives and accountants to inspect, examine and copy Contractor's books, records, accounts, correspondence, instructions, drawings, receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to the project or services set forth in Exhibit A, and any and all data relevant to this Contract at any reasonable time for the purpose of auditing and verifying statements, invoices, or bills submitted by Contractor pursuant to this Contract and shall provide such assistance as may be reasonably required in the course of such inspection. Contractor shall also allow City access to the record keeping and accounting personnel of Contractor.
City further reserves the right to examine and re-examine said books, records, accounts, and data during the five (5 year period following the termination of this Contract; and Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatever for five (5 years after the termination of this Contract.
General Conditions/EJ/TE 01-19-11 4 of 13
Pursuant to California Government Code § 10527, the parties to this Contract shall be subject to the examination and audit of representatives of the Auditor General of the State of California for a period of three (3) years after final payment under this Contract. The examination and audit shall be confined to those matters connected with the performance of this Contract including, but not limited to, the cost of administering this Contract.
8. Changes and Extra Work . All changes and/or extra work under this Contract shall be performed and paid for in accordance with the following:
Only the City Council or the City Manager may authorize extra and/or changed work. Contractor expressly recognizes that other City personnel are without authorization to either order extra and/or changed work or waive contract requirements. Failure of Contractor to secure the authorization for such extra and/or changed work shall constitute a waiver of any and all right to adjustment in contract price due to such unauthorized work and Contractor thereafter shall be entitled to no compensation whatsoever for performance of such extra and/or changed work.
If Contractor is of the opinion that any work which Contractor has been directed to perform is beyond the scope of this Contract and constitutes extra work, Contractor shall promptly notify City of the fact. The City shall make a determination as to whether or not such work is, in fact, beyond the scope of this Contract and constitutes extra work. In the event that City determines that such work does constitute extra work, City shall provide extra compensation to Contractor on a fair and equitable basis. A change order or Contract Amendment providing for such compensation for extra work shall be negotiated between City and Contractor and executed by Contractor and the appropriate City official.
In the event City determines that such work does not constitute extra work, Contractor shall not be paid extra compensation above that provided herein and if such determination is made by City staff, said determination may be appealed to the City Council; provided, however, a written appeal must be submitted to the City Manager within five (5) days after the staff's determination is sent to Contractor. Said written appeal shall include a description of each and every ground upon which Contractor challenges the staff's determination.
9. Additional Assistance
. If this Contract requires Contractor to prepare
plans and specifications, Contractor shall provide assistance as necessary to resolve any questions regarding such plans and specifications that may arise during the period of advertising for bids, and Contractor shall issue
General Conditions/EJ/TE 01-19-11 5 of 13
any necessary addenda to the plans and specifications as requested. In the event Contractor is of the opinion that City's requests for addenda and assistance is outside the scope of normal services, the parties shall proceed in accordance with the changes and extra work provisions of Section 8 of these General Conditions.
10. Professional Ability. Contractor acknowledges, represents and warrants that Contractor and its employees are skilled and able to competently provide the services hereunder, and possess all professional licenses, certifications, and approvals necessary to engage in their occupations.
City has relied upon the professional ability and training of Contractor as a material inducement to enter into this Contract. Contractor shall perform in accordance with generally accepted professional practices and standards of Contractor's profession. In the event that City, in its sole discretion, desires the removal of any person employed or retained by Contractor to perform services hereunder, such person shall be removed immediately upon receiving notice from City.
11. Business License
. Contractor shall obtain a Richmond Business License
before performing any services required under this Contract. The failure to so obtain such license shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.
12. Termination Without Default. Notwithstanding any provision herein to the contrary, City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder, immediately upon written notice to Contractor. Contractor may terminate this Contract at any time in its sole and absolute discretion and without cause upon 30 days' written notice to City. In the event of termination by either party, Contractor shall be compensated for: (1) all authorized work satisfactorily performed prior to the effective date of termination; (2) necessary materials or services of others ordered by Contractor for this Contract, prior to receipt of notice of termination, irrespective of whether such materials or services of others have actually been delivered, provided that Contractor is not able to cancel such orders. Compensation for Contractor in such event shall be determined by City in accordance with the percentage of the project or services completed by Contractor; and all of Contractor's finished or unfinished work product through the time of the City's last payment shall be transferred and assigned to City. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
General Conditions/EJ/TE 01-19-11 6 of 13
13. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Section 12 of these General Conditions; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
14. Conflict of Interest. Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.
15. Indemnification.
(a) If this Contract is a contract for design professional services subject to California Civil Code Section 2782.8(a) and Contractor is a design professional, as defined in California Civil Code Section 2782.8(b)(2), Contractor shall hold harmless, defend and indemnify the City, its officers, agents, employees, and volunteers from and against any and all claims, damages, losses, and expenses including attorneys’ fees arising out of, or pertaining to, or relating to the negligence, recklessness, or willful misconduct of the Contractor, except where caused by the active negligence, sole negligence, or willful misconduct of the City. To the fullest extent permitted by law, Contractor shall immediately defend and indemnify the City and its officers, agents, employees, and volunteers from and against any and all liabilities, regardless of nature or type, that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor, or its employees, agents, or subcontractors.
Liabilities subject to the duties to defend and indemnify include, without limitation, any and all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys’ fees; court costs; and costs of alternative dispute resolution. Contractor’s obligation to
General Conditions/EJ/TE 01-19-11 7 of 13
indemnify applies unless it is finally adjudicated that the liability was caused by the sole active negligence or sole willful misconduct of an indemnified party.
(b) If this Contract is not a contract for design professional services subject to California Civil Code Section 2782.8(a) or Contractor is not a design professional as defined in California Civil Code Section 2782.8(b)(2), Contractor shall indemnify, defend, and hold harmless the City, its officers, agents, employees and volunteers from any and all claims, suits, or actions of every name, kind and description, brought forth on account of injuries to or death of any person or damage to property arising from or connected with the willful misconduct, negligent acts, errors or omissions, ultra-hazardous activities, activities giving rise to strict liability, or defects in design by Contractor or any person directly or indirectly employed by, or acting as, the agent for Contractor in the performance of this Contract, including the concurrent or successive passive negligence of the City, its officers, agents, employees or volunteers.
(c) It is understood that the duty of Contractor to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Contractor shall be obligated to defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its officers, agents, employees, and volunteers, immediately upon tender to Contractor of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Contractor are responsible for the claim does not relieve Contractor from its separate and distinct obligation to defend under this Section 15. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent counsel if Contractor asserts that liability is caused in whole, or in part, by the negligence or willful misconduct of an indemnified party. (d) The review, acceptance or approval of the Contractor’s work or work product by any indemnified party shall not affect, relieve or reduce the Contractor’s indemnification or defense obligations. This Section 15 survives completion of the services or the termination of this Contract.
The provisions of this Section 15 are not limited by, and do not affect, the provisions of this Contract relating to insurance.
(e) Acceptance of insurance certificates and endorsements required under this Contract does not relieve Contractor from liability under this Section
15. This Section 15 shall apply whether or not such insurance policies are determined to be applicable to any such damages or claims for damages.
16. Safety
. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor shall perform all work hereunder in full compliance with applicable local, state and federal safety requirements including but not limited to Occupational Safety and Health Administration requirements, and shall assume sole and complete
General Conditions/EJ/TE 01-19-11 8 of 13
responsibility for the safety of Contractor's employees and any subContractor's employees. If a death, serious personal injury or substantial property damage occurs in connection with the performance of this Contract, Contractor shall immediately notify the City by telephone.
17. Insurance. Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.
18. Non-Liability of Officials and Employees of the City. No official or employee of the City shall be personally liable for any default or liability under this Contract.
19. Compliance with Laws. Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Contract, including without limitation environmental laws, employment discrimination laws and prevailing wage laws. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50, 2.52, 2.56, and 2.60, if applicable.
Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Also as prescribed in § 2.60.070, Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance.
Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or subcontractor under a contract or subcontract with the City for public work or for goods or for services to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential subcontractor.
Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at
http://www.ci.richmond.ca.us/workplacepolicies
. Contractor agrees to
abide by the terms and conditions of said policies.
20. Limitations upon Subcontracting and Assignment. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated
General Conditions/EJ/TE 01-19-11 9 of 13
under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.
Contractor acknowledges that the services which Contractor shall provide under this Contract are unique, personal services which, except as otherwise provided herein, Contractor shall not assign or sublet to any other party without the prior written approval of City, which approval may be withheld in City's sole and absolute discretion. In the event that City, in writing, approves any assignment or subletting of this Contract or the retention of subcontractors by Contractor, Contractor shall provide to City upon request copies of each and every subcontract contract prior to the execution thereof by Contractor and subcontractor. Any assignment by Contractor of any or all of its rights under this Contract without first obtaining City's prior written consent shall be a default under this Contract.
The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or joint-venture or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
21. Integration
. This Contract constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any previous oral or written agreement; provided, however, that correspondence or documents exchanged between Contractor and City may be used to assist in the interpretation of the Exhibits to this Contract.
22. Modifications and Amendments. This Contract may be modified or amended only by a change order or Contract Amendment executed by both parties and approved as to form by the City Attorney.
23. Conflicting Provisions. In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Conditions as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.
24. Non-exclusivity. Notwithstanding any provision herein to the contrary, the services provided by Contractor hereunder shall be non-exclusive, and
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City reserves the right to employ other Contractors in connection with the project.
25. Exhibits. All Exhibits hereto are made a part hereof and incorporated herein by reference; provided, however, that any language in Exhibit A which does not pertain to the project description, proposal, scope of services, or method of compensation (as applicable) , or any corresponding responsibilities of City, shall be deemed extraneous to, and not a part of, this Contract.
26. Force Majeure. Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.
27. Time of the Essence. Time is of the essence of this Contract. Contractor and City agree that any time period set forth in Exhibit A represents their best estimates with respect to completion dates and both Contractor and City acknowledge that departures from the schedule may occur.
Therefore, both Contractor and City will use reasonable efforts to notify one another of changes to the schedule. Contractor shall not be responsible for performance delays caused by others, or delays beyond Contractor's control, and such delays shall extend the times for performance of Contractor's work.
28. Confidentiality. Contractor agrees to comply with, and to require its employees, agents and partners to comply with, all applicable State or Federal statutes or regulations respecting confidentially, including but not limited to, the identity of persons served under this Contract, their records, or services provided them, and assures that:
All applications and records concerning any individual made or kept by Contractor or any public officer or agency in connection with the administration of or relating to services provided under this Contract will be confidential, and will not be open to examination for any purposes not directly connected with the administration of such service.
No person will publish or disclose or permit or cause to be published or disclosed, any list of persons receiving services, except as may be required in the administration of such service.
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29. Third Parties. Nothing herein shall be interpreted as creating any rights or benefits in any third parties. For purposes hereof, transferees or assignees as permitted under this Contract shall not be considered "third parties."
30. Governing Law. This Contract shall be construed in accordance with the law of the State of California without regard to principles of conflicts of law.
This Contract is made in Contra Costa County, California, and any action relating to this Contract shall be instituted and prosecuted in the courts of Contra Costa County, California.
31. Nonrenewal. Contractor understands and agrees that there is no representation, implication, or understanding that the services provided by Contractor under this Contract will be purchased or renewed by the City under a new contract following expiration or termination of this Contract, and waives all rights or claims to notice or hearing respecting any failure by City to continue the purchase of all or any failure to continue purchase of all or any such services from Contractor.
32. Claims. Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.
33. Interpretation. This Contract shall be interpreted as if drafted by both parties.
34. Warranty. In the event that any product shall be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.
35. Severability. In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view
General Conditions/EJ/TE 01-19-11 12 of 13
toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.
36. Authority. City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that he or she is duly authorized to enter into and execute this Contract on behalf of Contractor, and shall be personally liable to City if he or she is not duly authorized to enter into and execute this Contract on behalf of Contractor.
37. Waiver. The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach.
Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payments therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.
38. Possessory Interest. If this Contract results in the Contractor having possession of, claim to or right to the possession of land or improvements, but does not vest ownership of the land or improvements in the same person, or if this Contract results in the placement of taxable improvements on tax exempt land (Revenue and Taxation Code 107), such interest or improvements may represent a possessory interest subject to property tax, and Contractor may be subject to the payment of property taxes levied on such interest.
39. Performance and Final Acceptance.
Contractor represents that it is experienced, qualified, registered, licensed, equipped, organized and financed to perform the services under this Contract.
Contractor shall perform the services under this Contract with that degree of skill and judgment normally exercised by professional firms performing services of a similar nature in the State of California, and shall be responsible for the professional quality, technical accuracy and coordination of the services it performs under this Contract. In addition to the other rights and remedies which City may have, Contractor shall, at its own expense, correct any services which fail to meet the above standard.
General Conditions/EJ/TE 01-19-11 13 of 13
City shall provide Contractor an opportunity to cure errors and omission which may be disclosed during the review of submittals, with no increase in the authorized Contract Payment Limit. Should Contractor fail to make necessary corrections in a timely manner, such corrections shall be made by the City and the cost thereof shall be charged to Contractor.
If warranted, City shall determine, and Contractor may request such determination, that Contractor has satisfactorily completed performance of this Contract. Upon such determination, City shall issue to Contractor a written Notice of Final Acceptance, after which Contractor shall not incur further costs under this Contract. Contractor shall respond to such Notice of Final Acceptance by executing and submitting to City a Release and Certificate of Final Payment.
40. Survival
. The rights and obligations of the parties which by their nature survive termination or completion of the services covered by this Contract shall remain in full force and effect after termination or completion.
For the Contract between the City of
Richmond and
EXHIBIT E
SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable):
For the Contract between the City of
Richmond and
EXHIBIT F
INSURANCE PROVISIONS
During the entire term of this Contract and any extension or modification thereof, the CONTRACTOR shall keep in effect insurance policies meeting the insurance requirements specified in the insurance provisions which are attached hereto and incorporated herein by this reference.
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:
Professional Services
Type 2 – Page 1 of 3
Revised: September 2011
In all instances where CONTRACTOR or its representatives will provide professional services (architects, engineers, construction management, counselors, medical professionals, hospitals, clinics, attorneys, consultants, accountants, etc.) to the City of Richmond (City), the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, employees or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery.
CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability coverage, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001), and including coverage for bodily and personal injury, property damage, and products and completed operations (if applicable).
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto).
3. Original and Separate Additional Insured Endorsement for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.
4. Workers’ Compensation Insurance as required by the State of California including Employer’s Liability coverage.
5. Original and Separate Waiver of Subrogation for Workers’ Compensation insurance.
6. Professional Liability or Errors & Omissions Liability Insurance appropriate to the CONTRACTOR’s profession (if required.)
Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.
If CONTRACTOR is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
General Liability
(primary and excess limits
combined)
$2,000,000 per occurrence for bodily injury, personal injury and property damage. If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate limit).
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:
Professional Services
Type 2 – Page 2 of 3
Revised: September 2011
Automobile Liability $1,000,000 per occurrence for bodily injury and property damage.
PROJECT COST R EQUIRED LIMIT
$0 - $1 million $1 million p/o
$1 million - $5 million $2 million p/o
Over $5 million $5 million p/o
Professional Liability or Errors &
Omissions Liability –
Required for all professionals
including architects, engineers,
consultants, construction
management, counselors, medical
professionals, hospitals, clinics,
attorneys and accountants, & other
consultants as may be required by
the City.
Required Policy Conditions
Additional Insured Endorsement
Applicable to General Liability coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured including bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. If the Contractor is supplying their product or providing a service then the endorsement must not
exclude products and completed operations
coverage. If it does, then CG 20 37 (10/01) is also required.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
.
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers’ Compensation Insurance during the life of this contract.
SAMPLE Endorsements can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61.
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the CONTRACTOR shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverage’s and cover those insured in the underlying policies.
___ Exhibit F
___ Section 8
City of Richmond - Insurance Requirements - Type 2:
Professional Services
Type 2 – Page 3 of 3
Revised: September 2011
Claims-Made Policies
If any insurance policy is written on a claims-made form: 1) the retroactive date must be shown, and must be before the date of the contract or the beginning of contract work. 2) Insurance must be maintained and evidence of insurance must be provided for at least five (5) years after completion of the contract of work. 3) If coverage is canceled or non-renewed, and not replaced with another claims-made policy form with a retroactive date prior to the contract effective date, the Contractor must purchase an extended period coverage for a minimum of five (5) years after completion of contract work.
Subcontractors
CONTRACTOR
shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies.
The fact that
insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin .
The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manger. However, CONTRACTOR must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
CITY OF RICHMOND,
COMMUNITY DEVELOPMENT DEPARTMENT
REQUEST FOR PROPOSALS (RFP)
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR
THE CITY OF RICHMOND AND RICHMOND RAPID
RESPONSE FUND (R3F)
Today’s Date: March 11, 2022
Closing Date and Time: April 11, 2022, by 3:00 PM PST
Electronic Submittal: BidsOnLine
Contact Person: Soco Montore, Planning Division
[email protected]
City of Richmond March 11, 2022 Request for Proposals (RFP) – Strategic Planning and Governance Advisor Page 1
INTRODUCTION TO R3F:
About the Richmond Rapid Response Fund
The Richmond Rapid Response Fund (R3F) was established by the West Contra Costa COVID Community Care Coalition (WCC Care Coalition) during the first month of the region-wide COVID-19 shelter in place order issued in March 2020. Managed by the community and government leaders from the City of Richmond, The RYSE Center, West Contra Costa Public Education Fund (EdFund West), Richmond Promise, Building Blocks for Kids, and the Richmond Rent Program, R3F continues to provide financial support to Richmond residents during the ongoing COVID-19 pandemic and towards community stabilization. Since the R3F began, $1.4 million has been raised for the Richmond community and over 766 families were served with direct cash grants and 68 families assisted with rent relief. Currently, R3F has entered the third phase of work and seeks a consultant to support it in strategic planning and governance advising to continue to serve Richmond residents in their community vision for stabilization.
The R3F is a new pooled fund with the focus of meeting the critical needs and opportunities facing communities most impacted by the pandemic. R3F seeks to drive investments to Black, Indigenous, and People of Color (BIPOC)-led and rooted nonprofit organizations, movements, and coalitions, creating a pathway for greater Richmond inclusive recovery and community stabilization.
The R3F seeks to build on what it has learned from immediate pandemic response funding and ongoing advice from community leaders and groups who are leading community change approaches. With that in mind, R3F seeks to support community-led approaches changing the racist and discriminatory systems that perpetuate inequities.
R3F’s Priority Areas:
1. Food & Essential Supplies
2. Education & Learning
3. Health & Healing
4. Housing & Homelessness
5. Economic Recovery & Security
R3F’s primary initiatives:
1. Development of direct income pilot and sustainability study for Richmond residents
2. Establishment of rental retention program for the City of Richmond
3. Convening and supporting collective impact projects through the WCC Care Coalition in the aforementioned 5 priority areas
Purpose of Request:
The City of Richmond and the West Contra Costa Public Education Fund are initiating a joint Request for Proposal (RFP) process to identify a consultant qualified to design and execute a
City of Richmond March 11, 2022 Request for Proposals (RFP) – Strategic Planning and Governance Advisor Page 2
strategic visioning and comprehensive and inclusive planning process for the Richmond Rapid Response Fund. We are seeking a consultant who can help us center community input to strengthen our strategies and align our plan in the 5 priority areas, and to inform our programs for the next 5 years. As a part of the strategic plan and program design, the consultant will outline an optimal governance framework including transition to an elected board which includes community members and community-based organizations. The consultant will develop the operational plan and timeline for this elected board transition and will create the framework for the voting process.
The overarching goal of this RFP process is to ensure a transparent process that includes feedback from a diverse set of community stakeholders, as is consistent with the R3F’s commitment to financial stewardship and community leadership.
Planning Needs
This RFP solicits proposals from consultants with experience designing, supporting, and implementing community-led governance structures and collaborative strategic plans. The ideal consultant will utilize their prior experience to facilitate a collaborative development process that will culminate with a 3–5-year strategic plan covering a minimum of 2023-2026.
The R3F seeks a process that will help to clarify role(s) as a resource for community residents.
This includes roles as a convener, grantmaker, advocate, and technical assistant to service providers, power building organizations and more in the WCC Care Coalition and City of Richmond.
Strategic Plan Goals:
The goals of the strategic planning process are:
1. Develop a vision action plan that captures the programmatic and advocacy aspirations and needs of local community residents.
2. Detail an implementation strategy of short-term, intermediate, and long-term objectives.
3. Design a process that is community-driven, supported and informed by design experts, local government, and other key stakeholders.
4. The adoption of governance structure and bylaws for engaging community oversight and grantmaking
Objectives:
● Develop framework and strategies for opportunities for community stewardship and accountability. This includes decision making process opportunities in the most impacted people
● Determine proper entity for the R3F
● Build a strong, resilient, and equitable recovery by making investments in priority areas that support long-term growth and opportunities.
City of Richmond March 11, 2022 Request for Proposals (RFP) – Strategic Planning and Governance Advisor Page 3
Guiding Questions:
How do we support organizations to be at the table in the future given time is valuable, without it being transactional?
What is the purpose of the Core group and how do we bring people to that space? Do they make decisions, reflect, and provide advice or implement programs?
What is the proper mix of programmatic initiatives, advocacy, and system engagement to shift the culture from unjust systems to resident led power?
Scope of Work & Deliverables
The primary deliverable should be a clear, accessible, strategic plan that is a roadmap that includes a timeline, and implementation steps, and evaluation methodology. There will be benchmark deliverables throughout the project as outlined below.
We expect the proposal to include the following:
• Research and recommendation of governance structures for community-led grantmaking
• Design and execution of a strategic visioning and comprehensive planning process which is equity driven and captures the community’s voice • Development of an actionable three to five-year strategic plan, including program recommendations and projected budget for implementation • Recommendations regarding the plan’s implementation and support structure assessing the landscape, building partnerships, and engaging community and systems decision makers.
Strategic Plan Phases
Phase 1: Governance Structure Design
Innovation in Community stewardship
Put collective decision- making processes in hands of most impacted folks
Phase 2: Strategic Planning
Programs integrating Community Engagement
Program feasibility & impact study and Universal Basic Income (UBI) Proposal and other programs as aligned
Phase 3: Sustainability
Implementation Plan and Timeline, Tiered process and Fundraising
Deliverables:
● Engagement with Stakeholders
City of Richmond March 11, 2022 Request for Proposals (RFP) – Strategic Planning and Governance Advisor Page 4
○ Overall engagement plan for WCC Care Coalition, R3F, break out groups/ think tanks and facilitation of well-planned and strategic planning activities; facilitation in Spanish should be included in scope.
● Community Led Governance Recommendations
○ Summary of governance structure and/or bylaws and implementation ○ Plan for engaging stakeholders in governance design
● Program recommendations and implementation plan
○ Summary of priority area program goals
● Long term Sustainability Plan
○ Summary of overall outcomes with notes
Specific areas that the R3E desires to be included in the scope for the creation of a 3–5-year strategic plan:
R3F Core Members WCC Care Coalition
Our governance structure, priority area
activities within the socio-political-economic
climate in Richmond, foundations, and
collective impact work.
Our community and economic development
strategies and opportunities for collective
impact and systems transformation within the
current socio-political-economic climate in
the City of Richmond.
SWOT Analysis SWOT Analysis
Alignment of key programming activities,
including staffing and budgeting for those
activities, with our mission and vision
What will we lead, follow and join to make
deep collective impact to stabilize residents in
the City of Richmond?
Alignment of key programming activities,
including staffing and budgeting for those
activities, with our mission and vision
What will we lead, follow and join to make
deep collective impact to stabilize residents in
the City of Richmond?
Collaborative capacity and development goals
in the context of current collaborative
lifecycle stage.
Organizational capacity and development
goals in the context of current organizational
lifecycle stage.
Fund Sustainability, Governance & Growth Collaborative Sustainability, Impact and Activities
Mission or Vision
City of Richmond March 11, 2022 Request for Proposals (RFP) – Strategic Planning and Governance Advisor Page 5
R3F Principles & Practices:
Meeting the immediate needs and priorities of our community is paramount. Naming and transforming the systemic inequities that have created the conditions culminating in this pandemic are tantamount. Towards this, the R3F commits to the following principles and practices.
● We center relationships, healing, and justice.
● We center the priorities and lived expertise of residents and families most vulnerable to systems harm and dehumanization.
● We disrupt white supremacy and anti-Blackness in our systems, policies, practices, investments, and relationships.
● We disburse, coordinate, and advocate for resources through equitable, humanizing, and transparent processes.
● We cultivate power as we procure resources.
● We partner with other response efforts and funds to grow the ecosystem of community assets and power.
● We engage in healthy struggle so that we stay attuned, accountable, innovative, and creative.
● We give ourselves and each other grace and space. We learn and adapt through ongoing inquiry and reflection.
● We celebrate and appreciate.
Guided by our community, priorities, principles & practices, the R3F is moving towards a framework from crisis to recovery with the goal of community stabilization. The R3F seeks to inform and create transparent plan for which activities we may lead, join, or follow.
Key stakeholder (shortlist):
The City of Richmond, Richmond Rapid Response Fund, and their partners The RYSE Center, West Contra Costa Public Education Fund (EdFund West), Richmond Promise, Building Blocks for Kids and the Richmond Rent Program and other partners are key stakeholders in the WCC Care Coalition.
The Consultant will work with:
1. R3F Core Partners and Staff
2. WCC Care Coalition
3. Community Members
West Contra Costa Care Coalition:
→ Collaborative Lead (Kanwarpal Dhaliwal)
→ Collaborative Key Funders (up to 6 funders)
City of Richmond March 11, 2022 Request for Proposals (RFP) – Strategic Planning and Governance Advisor Page 6
Richmond Rapid Response Fund:
→ R3F Staff (Executive Director & Program Officer)
→ R3F Core Partners (5 - 9 people)
→ Rent Relief Working Group
→ Priority Area Partners
→ Key Funders (top 5-6)
→ Richmond residents
Additional scope/proposal considerations:
Written Recommendations and Implementation Plan:
➔ Program Feasibility & Impact Study
➔ Priority Area SWOT/Gap Analysis, Policy Recommendations ➔ Governance Recommendations
➔ Timeline for implementation
Technical Assistance Resources
→ Governance Models:
a. Community Engagement and Leadership
b. Bylaws and Implementation
c. Virtual engagement protocols
d. Transparency and Equity Grantmaking Best Practices
Eligibility:
WHO MAY RESPOND - The City of Richmond and the West Contra Costa Public Education Fund require a consultant with demonstrated experience in developing successful consensus-based and community-driven strategic plans, strong facilitation skills, and extensive work with non-profit strategic planning. We seek an experienced strategic planning consultant to design and facilitate a participatory planning process that will create an equity-centered strategic plan and governance design for the R3F. We desire for community engagement to take place in person with residents and community groups.
Consultant Qualifications:
The R3F is seeking Governance Advisor/Strategic Planning Facilitation Consultant who will help design the planning process and will then facilitate the planning process (June 1, 2022 - TBD). The R3F desires this portion of the work to be completed by end of 2022. The response for this RFP should identify the pros and cons of this. The consultant will be working with Core group, WCC Care Coalition, staff and key stakeholders who are deeply invested in manifesting the organization’s vision to coalesce diverse perspectives and input toward an aligned plan and direction.
City of Richmond March 11, 2022 Request for Proposals (RFP) – Strategic Planning and Governance Advisor Page 7
Consultant Qualifications Desired
1. Demonstrated experience with facilitating a strategic planning process with collaboratives, collectives and/or coalitions, foundations, or endowments
2. Demonstrated and active analysis and application of racial justice praxes in areas of community engagement, systems change, and strategic planning.
3. Familiarity/ Expertise or experience working to support organizations be successful in transformative collaboration in the Priority Areas*
4. Demonstrated experience in co-facilitating Strategic Planning processes
5. Demonstrated experience with community development and/or economic development issues and community stabilization or recovery efforts.
6. Able to utilize virtual technology and innovative engagement for group interviews, retreats, and breakout sessions
7. Effective communication and facilitation skills.
8. Shared values with Priority Areas and commitment to equity
Additional and important qualifications of a consultant would be a working analysis and application of racial equity, anti-racist, racial justice frameworks, systems change, community development, community fund governance and community-led grantmaking. As these are part of our commitments and growing aspirations as an organization, the R3F seeks a consultant who can assist on aligning our work with these values. The consultant must have a minimum of 5 years of experience or more organizing and leading strategic planning work in the nonprofit sector, experience with philanthropy preferred.
Proposal Process and Timeline:
Process
PRE-PROPOSAL MEETING
To provide general information and guidance to all potential respondents, the R3F will hold a virtual Pre-Proposal Meeting. All potential respondents are strongly encouraged to attend the pre-proposal meeting. The meeting information and the video of the meeting will be provided to all prospective bidders via BidsOnLine
. Pre-Proposal Meeting date will be Monday, March
21, 2022, at 1:00 p.m. – 2:00 p.m.
OPPORTUNITY TO SUBMIT QUESTIONS VIA BIDSONLINE
Submission of questions regarding this RFP must be submitted via the electronic BidsOnLine
system on the Q&A tab by Friday, March 25, 2022 at 5:00 p.m. If the City finds it necessary to issue an addendum, prospective bidders will receive e-mail notification of addendum. Otherwise, answers to questions received will be provided on the Q&A tab by Thursday, March 31, 2022 by 5:00 pm.
City of Richmond March 11, 2022 Request for Proposals (RFP) – Strategic Planning and Governance Advisor Page 8
Timeline:
Request for Proposals (RFP) Released 3/11/2022
Pre-Proposal Meeting
Virtual/Video Conferencing
3/21/2022 1:00 pm - 2:00 pm
Questions Due by Q&A Tab -BidsOnLine 3/25/2022 by 5:00 pm Frequently Asked Questions Published -
BidsOnLine
3/31/2022
Online Proposals Due 4/11/2022 by 3:00 pm to BidsOnline
An online receipt will be produced in the
form of an email upon submission.
Proposals submitted after the deadline will
not be considered for review.
Interviews (if held) 4/29/2022 (1:00 pm – 4:00 pm)
City Council Contract Approval 5/2022
Projected Contract Period June 1, 2022 - December 31, 2022
Proposal Contents and Selection Criteria
Based upon the submitted written responses to this RFP, City’s selection team will review and rank the proposals according to the following criteria and minimum required materials:
Proposals shall include the following:
1.) Firm/Team Introduction and Background (10 points)
2.) Demonstrated Expertise (30 points)
A. Credentials and qualifications of consultant, including three professional references.
B. Selection of one or more subject area(s) for which you are qualified:
a. Community-Led Governance Structure Implementation//Design b. Collective Impact Strategic Planning
c. Results-Based Accountability
d. Community-Based Planning and Evaluation
e. Supporting successful multi-sector partnerships
f. Poverty Reduction, Community Development, Economic Recovery/Stabilization C. A summary of prior engagements that include multiple audiences and co-facilitators, if any.
City of Richmond March 11, 2022 Request for Proposals (RFP) – Strategic Planning and Governance Advisor Page 9
D. Resumes of key Consultant staff to work on project
3.) Proposal Narrative & Scope (40 points)
A. A description of the applicant’s general approach to strategic planning process, including general methodology, perspective, and/or guiding philosophy.
B. A list of project deliverables, including estimated timelines for each deliverable and overall project completion including the following:
a. Strategic Planning Dates/Activities
b. Strategic Planning Summary & Recommendations Due
4.) Project Budget (20 points)
A detailed project budget that includes the cost of the consultant’s time and any other expected expenses to bring the project to successful completion. We anticipate an overall budget not to exceed $100,000 including all indirect costs. If tasks requested cannot be completed within the overall budget, respondents shall provide a list of optional tasks with associated costs.
A maximum of four (4) Consultants will be interviewed. Staff anticipates interviews will be held via Zoom on April 29, 2022 beginning at 1:00 p.m. The City reserves the right to not hold interviews.
Final proposals must be submitted by 3:00 pm on April 11, 2022.
Proposal submission process is entirely online and must be completed and submitted through BidsOnLine to be considered.
CITY OF RICHMOND GENERAL GUIDELINES
1. City Disclaimer: The City reserves the right to reject any or all the Proposals, to waive any informality in any Proposal, and to select the Proposals that best meet the City needs. The City also reserves the right to reduce or revise elements of the scope of services, or to amend or modify the contractual requirements, or to negotiate with any qualified consultant.
No representation is made that any contract will be awarded pursuant to this RFP. In no way shall a contract be viewed as exclusive. The City reserves the right to retain additional consultants as necessary. All costs incurred in the preparation of the qualification, in the submissions of additional information and/or in any other aspect of qualification prior to the award of a written contract will be borne by the proposed firm. All qualifications submitted to the City in response to this RFP will become the property of the City of Richmond and will not be returned. The “technical” portion of the Proposal will be considered public information.
2. Comments/Questions on the City Standard Service Provider Agreement: The City’s standard service provider agreement, which the Consultant Team will be required to sign, is attached for your consideration (see Exhibit A).
City of Richmond March 11, 2022 Request for Proposals (RFP) – Strategic Planning and Governance Advisor Page 10
The proposer shall state whether it takes exception(s) to this RFP, including but not limited to the City of Richmond’s Standard Services Agreement (Exhibit A). If the proposer does take exception(s) to any portion of the RFP or contract, the specific portion to which exception(s) is taken must be identified by section number and explained. Requests for changes, additions or requesting deletion of specific words and/or by providing new requested contract language shall be provided. Requests for complete replacement of the City of Richmond’s Standard Services Agreement for another contract will not be considered. Failure to make exceptions to the RFP or Standard Services Agreement within the proposal will be deemed a waiver of any objection. Exceptions will be considered during the proposal evaluation process and are not guaranteed to be approved.
3. Insurance Requirements: The City requires consultants doing business with it to obtain insurance, as shown in RFP (see Exhibit B). The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the project.
4. Business Licenses: The successful Contractor and all subcontractors used in the work will be required to hold or obtain a City of Richmond business license for which the fee will not be waived.
5. Sanctuary City Contracting Ordinance (SCCO): The Richmond Sanctuary City Contracting Ordinance No. 12-18 N.S. (Exhibit C) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Bidders/Proposers must submit the attached Sanctuary City Compliance Statement with their Bid or Proposal/Qualifications (Exhibit D).
6. Limited Liability Companies Disclosure Statement (LLCS): Resolution No. 86-21, approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC) (Exhibit E). Bidders/Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Bid or Proposal (Exhibit F).
Exhibits
Exhibit A: City’s Standard Service Provider Agreement
Exhibit B: Insurance Requirements
Exhibit C: Richmond Sanctuary City Contracting Ordinance No. 12-18 N.S.
Exhibit D: Sanctuary City Compliance Statement
Exhibit E: Limited Liability Corporations (LLC), Resolution No. 86-21 Exhibit F: Disclosure Statement of Limited Liability Companies Form
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
City of Richmond
STRATEGIC PLANNING AND GOVERNANCE ADVISOR FOR THE CITY OF RICHMOND AND RICHMOND RAPID RESPONSE FUND (R3F) (CD - RFP-03112022), bidding on 04/11/2022 3:00 PM (PDT)
Printed 04/22/2022
PlanetBids, Inc.
Vendor Proposal Interviews Total Rank
Dalberg (SF, NY, Washington) 456 344 800 1
Empathy in Action (Richmond) 428 278 706 3
Public Works, LLC (Philadelphia) 413 289 702 4
Social Contract, LLC (Delaware) 425 336 761 2
DECISION MATRIX PROPOSALS AND INTERVIEWS
Request for Proposal - Strategic Planning and Governance Advisor April 29, 2022
July 29, 2022
Community Development
DATE: July 29, 2022
TO: Mayor Butt and Members of the City Council
FROM:
Lina Velasco, Director of Community Development
Jesus Morales, Housing Manager
Subject:
Contract for Castro Encampment Resolution Project
Manager
FINANCIAL IMPACT: There is no impact to the General Fund related to this contract. The contract will be funded by an Encampment Resolution Funding grant from the California Interagency Council on Homelessness.
PREVIOUS COUNCIL
ACTION:
April 5, 2022
STATEMENT OF THE
ISSUE:
On April 5, 2022, the City Council accepted and
appropriated a $4.8 Million Encampment Resolution
Funding grant from the Interagency Council on
Homelessness to assist the City in providing services to support people living at the Castro Encampment onto
paths to safe and stable housing and result in sustainable restoration of this Bay Trail segment. City staff issued a Request for Qualifications for a Project Manager and is recommending a contract with Way2Love Inc., in the
amount of $235,000, for a term ending June 30, 2024.
RECOMMENDED ACTION:
APPROVE a contract with Way2Love, Inc., in an amount
not to exceed $235,000, for a term beginning July 26,
2022, and ending June 30, 2024, to provide project
management services for the Castro Encampment
Resolution Project to be funded by the City’s Encampment Resolution Funding grant – Community Development (Lina
Velasco 620-6841/Jesus Morales 620-6649).
AGENDA
REPORT
July 29, 2022
DISCUSSION:
In December 2021, the City applied for Encampment Resolution Funding (ERF) seeking resources from the State of California to fund a local demonstration project, which would provide services to address the immediate crisis of experiencing unsheltered homelessness in encampments; support people living in encampments onto paths to safe and stable housing; and result in sustainable restoration of public spaces to their intended uses while safeguarding the needs of unhoused people seeking shelter.
Applications were required to focus on one encampment site. City staff selected the Castro Encampment for this funding application.
On February 24, 2022, the City was provided a notice of intent to award the ERF. The City Council accepted and appropriated the grant funds on April 5, 2022.
Summary of Richmond’s Castro Encampment Resolution Project The Castro Encampment Resolution Project (CERP) will include resources to hire an ERF Project Manager who will lead management of the project and oversee the Castro Site Care Team (SCT), which will include a Site Manager, Housing Navigator, a project- specific CORE team (comprised of an outreach specialist and social worker), and other service providers working directly with encampment residents to triage and ensure services are timely, responsive, coordinated, trauma-informed, and achieving goals and objectives.
The CERP encompasses an 18-month plan to deliver an array of supportive services to 100+ individuals currently living at the Castro vehicle encampment near Castro and Hensley Streets. The project aims to move all encampment residents into stable housing by June 2023. CERP’s goals and objectives will be met in stages that include:
1) improving living conditions at the site, 2) assessing the behavioral and health needs of residents, 3) reducing barriers to stable housing and support, and 4) providing job- related training. Grounded in Housing First principles, CERP is anticipated to be an innovative model whose successes—and challenges—will be continuously evaluated, so that the approach can be refined and replicated throughout the State. A third-party evaluator will be brought in to support the assessment and evaluation of the CERP.
The CERP Project Manager will serve as the day-to-day project manager, under the direction of the City’s Housing Manager. The CERP Project Manager will lead the coordination of the Site Care Team, lead in the preparation of Request for Qualifications/Proposals (RFQ/Ps) to solicit bids from service providers, engage with surrounding area residents and businesses, engage encampment residents in program development and execution, complete required grant reporting, oversee the sunset of the encampment by rehousing residents, and restoration of the site to its original use.
The City issued a Request for Qualifications (RFQ) on June 3, 2022, via the City BidsOnline system, seeking a CERP Project Manager. The City notified 349 vendors and there were 17 prospective bidders. Responses to the RFQ were due on June 30,
July 29, 2022
2022, and two responses were received. Submittals were reviewed by City Community Development staff and a representative from Contra Costa County Health, Housing, & Homeless Services. Effort was made to include, as part of the review, a resident with lived experience, but they cancelled their participation the day before the interviews.
Two interviews were held with each respondent, conducted on July 11 and 12, 2022.
Based on the respondents’ submittals to the RFQ and the interviews held, Way2Love, Inc., was the highest ranked respondent. Therefore, Housing staff is recommending that the Council award the contract for the CERP Project Manager to Way2Love, Inc., for up to $235,000, for a term ending on June 30, 2024.
CONCLUSION:
The ERF Project Manager is needed to ensure timely management of services and implementation of the Castro Encampment Resolution project.
DOCUMENTS ATTACHED:
Attachment 1 – Contract
Attachment 2 – Request for Qualifications
Attachment 3 – BidsOnline Report
CITY OF RICHMOND
STANDARD CONTRACT
Department: Project Manager:
Project Manager E-mail:
Project Manager Phone No:
PR No: Vendor No: P.O./Contract No:
Description of Services:
The parties to this STANDARD CONTRACT do mutually agree and promise as follows:
1. Parties. The parties to this Contract are the City of Richmond (herein referred to as the “City”) and the following named Contractor:
Company Name:
Street Address:
City, State, Zip Code:
Contact Person:
Telephone: Email:
Business License No: / Expiration Date:
A California [ ] corporation, [ ] limited liability corporation [ ] general partnership, [ ] limited partnership, [ ] individual, [ ] non-profit corporation, [ ] individual dba as [specify:] , [ ] other [specify:]
2. Term. The effective date of this Contract is and it terminates unless terminated as provided herein.
3. Payment Limit. City’s total payments to Contractor under this Contract shall not exceed $ . City shall not pay for services that exceed the Contract Payment Limit unless a contract amendment has been approved by the City Council or City Manager.
4. Contractor’s Obligations. Contractor shall provide those services and carry out that work described in the Service Plan (Exhibit A) which is attached hereto and is incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
5. City's Obligations. City shall make to the Contractor those payments described in the Payment Provisions (Exhibit B) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
6. Authorized Representatives and Notices. This Contract is subject to the Authorized Representatives and Notices Provisions (Exhibit C) which are attached hereto and are incorporated herein by reference.
7. General Conditions. This Contract is subject to the General Conditions (Exhibit D) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein.
8. Special Conditions. This Contract is subject to the Special Conditions (Exhibit E) (if any) which are attached hereto and are incorporated herein by reference, subject to all the terms and conditions contained or incorporated herein. (Note:
other than Public Works contracts, the City will agree to Special Conditions only in unusual circumstances.)
9. Insurance Provisions. This Contract is subject to the Insurance Provisions (Exhibit F) which are attached hereto and are incorporated herein by reference.
10. Signatures. These signatures attest the parties' Contract hereto:
CITY OF RICHMOND CONTRACTOR:
a municipal corporation
By:
(* The Corporation Chairperson of the Board,
President or Vice President should sign below)
Title: By:
I hereby certify that this Contract Title:
has been approved by City Council.
Date Signed:
B y :
City Clerk
(* The Corporation Chief Financial Officer,
Secretary or Assistant Secretary should sign below)
Approved as to form:
B y :
B y : T i t l e :
City Attorney
Date Signed:
(NOTE: Pursuant to California Corporations
Code Section 313, if Contractor is a corporation
or nonprofit organization, this Contract (1) must
be signed by (a) the Chairperson of the Board,
President or Vice-President
and (b) the
Secretary any Assistant Secretary, the Chief
Financial Officer or any Assistant Treasurer.
LIST OF ATTACHMENTS:
Service Plan Exhibit A
Payment Provisions Exhibit B
Authorized Representatives and Notices Exhibit C
General Conditions Exhibit D
Special Conditions Exhibit E
Insurance Provisions Exhibit F
Standard Contract/EJ/TE 9-26-07
For the Contract between the City of
Richmond and
EXHIBIT A
SERVICE PLAN
Contractor shall, to the satisfaction of the , perform the following services and be compensated as outlined below:
PERFORMANCE SCHEDULE
The Castro Encampment Resolution Project Manager will provide the following services within the specified time frames to accomplish the goals and objectives of the Castro Encampment Resolution Project. The City reserves the right to adjust the goals and time frames of the Project Manager as the Project’s performance is regularly evaluated.
Goal Time
Meet with City Housing Manager and provide project goals and objectives updates.
Initially weekly from
effective date of Contract.
May be adjusted later
Aug 1 - ongoing
Implementing the Encampment Resolution Project, including developing systems, policies, and procedures
Within 30-45 days from
effective date of Contract,
August 30-Sep 15
Complete resident assessments to determine needs and priorities. Within 45-60 days from effective date of Contract,
Sep 15 – Sep 30
Coordinating the Castro Site Care Team, including managing roles, responsibilities, and reporting.
Upon execution of
Contracts with service
providers
September 13-September
30 Convening a Castro Residents’ Advisory Group, to meet weekly and provide site residents with an opportunity to learn about the project, contribute to its development, and voice concerns.
Within 30-45 days from
effective date of Contract,
August 30-Sep 15
Engaging neighboring residents and businesses through active outreach.
Within 30-45 days from
effective date of Contract,
August 30-Sep 15
and ongoing
Establishing a community advisory group that seeks public input on the grant progress, solicits feedback, and encourages information sharing.
Within 30-45 days from
effective date of Contract,
August 30-Sep 15
Place 10-20 residents through Housing Assistance.
Within 60-90 days from
effective date of Contract,
Sep 30 – Oct 31
Place 5-15 residents through Housing Assistance on a monthly basis.
Months 4 through 11
Nov 2022 – June 2023
Providing updates and reports to Richmond City Council.
Quarterly from effective
date of Contract
Oct ‘22-Jan ’23- April ’23-
June ‘23
For the Contract between the City of
Richmond and
EXHIBIT B
PAYMENT PROVISIONS
{PLEASE NOTE THAT THE CITY OF RICHMOND SHALL NOT PAY FOR SERVICES
THAT EXCEED THE CONTRACT PA YMENT LIMIT UNLESS A CONTRACT
AMENDMENT HAS BEEN APPROVED BY THE CITY COUNCIL OR THE CITY MANAGER}
1. Provided Contractor is not in default under this Contract, Contractor shall be compensated as provided below.
2. Any and all payments made pursuant to this Contract shall be subject to the Contract Payment Limit. The Payment Limit includes expenses (phones, photo copying, meals and travel etc). Invoices, shall be adequately detailed, based on accurate records, and be in a form reasonably satisfactory to the City. Contractor may be required to provide back-up material upon request.
3. Contractor shall submit timely invoices to the following address:
Attention: City of Richmond, Finance Department - Accounts Payable Project Manager: Department:
PO Box 4046
Richmond, CA 94804-0046
4. All invoices that are submitted by Contra ctor shall be subject to the approval of the City’s Project Manager, before payments shall be authorized.
5. The City will pay invoice(s) within 45 days a fter completion of services to the City’s satisfaction. The City shall not pay late fees or interest.
6. A Richmond business license shall be obtained before any payment under this Contract shall be authorized and the business license must be kept current during the term of this Contract for payments to continue to be authorized.
7. All insurance coverage required by this Contract shall be provided by the Contractor before this Contract shall be executed by the City. The insurance coverage must be kept current during the term of this Contract for payments to continue to be authorized.
For the Contract between the City of
Richmond and
EXHIBIT C
AUTHORIZED REPRESENTATIVES AND NOTICES
1. Notices
. All notices, demands, statements, or communications provided for by this Contract shall be in writing and may be delivered by deposit in the United States mail, postage prepaid. Notices to the City shall be addressed to the Department Head and (as delineated below in section 1.1) to the project manager responsible for the administration of or the supervision of the scope of work under this Contract. Notices to the Contractor shall be addressed to the party designated by Contractor (as delineated below in section 1.2). Notice shall be deemed delivered (a) upon personal delivery; (b) as of the fifth business day after mailing by United States certified mail, postage prepaid, addressed to the proper party; or (c) as of 12:00 p.m. on the second business day immediately after the day it is deposited with and accepted by Federal Express, or a similar overnight courier service, addressed to the proper party and marked for next business day morning delivery. For the purposes of this Contract, a "business day" means any day Monday through Friday that is not a holiday recognized by the federal government or the State of California.
1. 1 CITY hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
City of Richmond
Richmond, CA 94804-0046
1. 2 CONTRACTOR hereby designates as its Authorized Representative the Project Manager whose name and address are as follows:
General Conditions/EJ/TE 01-19-11 1 of 13
EXHIBIT D
GENERAL CONDITIONS
1. Independent Contractor . Contractor acknowledges, represents and warrants that Contractor is not a regular or temporary employee, joint venturer or partner of the City, but rather an independent Contractor. This Contract shall not be construed to create an agency, servant, employee, partnership, or joint venture relationship. As an independent Contractor, Contractor shall have no authority to bind City to any obligation or to act as City's agent except as expressly provided herein. Due to the independent Contractor relationship created by this Contract, City shall not withhold state or federal income taxes, the reporting of which shall be Contractor's sole responsibility.
2. Brokers . Contractor acknowledges, represents and warrants that Contractor has not hired, retained or agreed to pay any entity or person any fee, commission, percentage, gift, or any other consideration, contingent upon or resulting from the award or making of this Contract.
3. City Property . The rights to applicable plans, drawings, reports, calculations, data, specifications, videos, graphics or other materials prepared for or obtained pursuant to this Contract, which, upon request, are to be delivered to City within a reasonable time, shall be deemed assigned to City. If applicable, Contractor shall prepare check prints upon request. Notwithstanding the foregoing, Contractor shall not be obligated to provide to City proprietary software or data which Contractor has developed or had developed for Contractor's own use; provided, however, that Contractor shall, pursuant to Section 15 below, indemnify, defend and hold harmless City from and against any discovery or Public Records Act request seeking the disclosure of such proprietary software or data.
4. Patents, Trademarks, C opyrights and Rights in Data
. Contractor shall not
publish or transfer any materials, discoveries, developments, concepts, designs, ideas, know how, improvements, inventions and/or original works of authorship resulting from activities supported by this Contract without the express prior written consent of the City Manager. If anything resulting from activities supported by this Contract is patentable, trademarkable, copyrightable or otherwise legally protectable, City reserves the exclusive right to seek such intellectual property rights. Notwithstanding the foregoing, Contractor may, after receiving City's prior written consent, seek patent, trademark, copyright or other intellectual property rights on anything resulting from activities supported by this Contract. However, City reserves, and Contractor irrevocably grants, a nonexclusive, fully paid-up, royalty-free, assumable, perpetual, worldwide license, with the right to transfer, sublicense, practice and exploit said license and the right to make, have made, copy, modify, make derivative works of, use, sell,
General Conditions/EJ/TE 01-19-11 2 of 13
import, and otherwise distribute under all applicable intellectual properties without restriction of any kind said license.
Contractor further agrees to assist City, at City's expense, in every proper way to secure the City’s rights in any patents, trademarks, copyrights or other intellectual property rights relating thereto, including the disclosure to City of all pertinent information and data with respect thereto. Contractor shall also assist City in the execution of all applications, specifications, oaths, assignments, recordations, and all other instruments which City shall deem necessary in order to apply for, obtain, maintain and transfer such rights, or if not transferable, to waive such rights. Contractor shall further assist City in the execution of all applications, specifications, oaths, assignments, recordations and all other instruments which City shall deem necessary in order to assign and convey to City, and any assigns and nominees the sole and exclusive right, title and interest in and to any patents, trademarks, copyrights or other intellectual property rights relating thereto. Contractor further agrees that its obligation to execute or cause to be executed, when it is in Contractor's power to do so, any such instruments or papers shall continue during and at all times after the end of Contractor's services and until the expiration of the last such intellectual property right. Contractor hereby irrevocably designates and appoints City, and its duly authorized officers, agents and servants, as its agent and attorney-in-fact, to act for and in its behalf and stead to execute and file any such applications and to do all other lawfully permitted acts to further the application for, prosecution, issuance, maintenance or transfer of letters of patents, copyright and other registrations. This power of attorney is coupled with an interest and shall not be affected by Contractor's subsequent incapacity.
5. Inspection
. Contractor's performance, place of business and records pertaining to this Contract are subject to monitoring, inspection, review and audit by authorized representatives of the CITY, the State of California, and the United States Government.
If the project or services set forth in Exhibit A shall be performed on City or other public property, City shall have the right to inspect such work without notice. If such project or services shall not be performed on City or other public property, City shall have the right to inspect such work upon reasonable notice.
6. Services
. The project or services set forth in Exhibit A shall be performed to the full satisfaction and approval of City. In the event that the project or services set forth in Exhibit A are also itemized by price, City, in its sole discretion, may, upon notice to Contractor, delete certain items or services set forth in Exhibit A, in which case there shall be a corresponding reduction in the amount of compensation paid to Contractor.
General Conditions/EJ/TE 01-19-11 3 of 13
Contractor shall, at its own cost and expense, furnish all facilities and equipment necessary for Contractor to complete the project or perform the services required herein, unless otherwise provided in Exhibit A.
7. Records
. Contractor shall keep and make available for inspection and copying by authorized representatives of the City, the State of California, and the United States Government, the Contractor's regular business records and such additional records pertaining to this Contract as may be required by the City.
Contractor shall retain all documents pertaining to this Contract for a period of five (5) years after this C ontract's termination (or for any further period that is required by law) and until all Fede ral or State audits are complete and exceptions resolved for this contract's funding period. Upon request, CONTRACTOR shall make thes e records available to authorized representatives of the CITY, the State of California, and the United States Government.
Contractor shall keep full and detailed accounts, maintain records, and exercise such controls as may be necessary for proper financial management under this Contract. The Contractor’s accounting and control systems shall be satisfactory to City. Contractor's accounting systems shall conform to generally accepted accounting principles and all records shall provide a breakdown of total costs charged under this Contract, including properly executed payrolls, time records, utility bills, invoices and vouchers. The City shall be afforded prompt access to Contractor's records, books, and Contractor shall preserve such project records for a period of at least five (5 years after the termination of this Contract , or for such longer period as may be required by law.
Contractor shall permit City and its authorized representatives and accountants to inspect, examine and copy Contractor's books, records, accounts, correspondence, instructions, drawings, receipts, subcontracts, purchase orders, vouchers, memoranda and other data relating to the project or services set forth in Exhibit A, and any and all data relevant to this Contract at any reasonable time for the purpose of auditing and verifying statements, invoices, or bills submitted by Contractor pursuant to this Contract and shall provide such assistance as may be reasonably required in the course of such inspection. Contractor shall also allow City access to the record keeping and accounting personnel of Contractor.
City further reserves the right to examine and re-examine said books, records, accounts, and data during the five (5 year period following the termination of this Contract; and Contractor shall in no event dispose of, destroy, alter, or mutilate said books, records, accounts, and data in any manner whatever for five (5 years after the termination of this Contract.
General Conditions/EJ/TE 01-19-11 4 of 13
Pursuant to California Government Code § 10527, the parties to this Contract shall be subject to the examination and audit of representatives of the Auditor General of the State of California for a period of three (3) years after final payment under this Contract. The examination and audit shall be confined to those matters connected with the performance of this Contract including, but not limited to, the cost of administering this Contract.
8. Changes and Extra Work . All changes and/or extra work under this Contract shall be performed and paid for in accordance with the following:
Only the City Council or the City Manager may authorize extra and/or changed work. Contractor expressly recognizes that other City personnel are without authorization to either order extra and/or changed work or waive contract requirements. Failure of Contractor to secure the authorization for such extra and/or changed work shall constitute a waiver of any and all right to adjustment in contract price due to such unauthorized work and Contractor thereafter shall be entitled to no compensation whatsoever for performance of such extra and/or changed work.
If Contractor is of the opinion that any work which Contractor has been directed to perform is beyond the scope of this Contract and constitutes extra work, Contractor shall promptly notify City of the fact. The City shall make a determination as to whether or not such work is, in fact, beyond the scope of this Contract and constitutes extra work. In the event that City determines that such work does constitute extra work, City shall provide extra compensation to Contractor on a fair and equitable basis. A change order or Contract Amendment providing for such compensation for extra work shall be negotiated between City and Contractor and executed by Contractor and the appropriate City official.
In the event City determines that such work does not constitute extra work, Contractor shall not be paid extra compensation above that provided herein and if such determination is made by City staff, said determination may be appealed to the City Council; provided, however, a written appeal must be submitted to the City Manager within five (5) days after the staff's determination is sent to Contractor. Said written appeal shall include a description of each and every ground upon which Contractor challenges the staff's determination.
9. Additional Assistance
. If this Contract requires Contractor to prepare
plans and specifications, Contractor shall provide assistance as necessary to resolve any questions regarding such plans and specifications that may arise during the period of advertising for bids, and Contractor shall issue
General Conditions/EJ/TE 01-19-11 5 of 13
any necessary addenda to the plans and specifications as requested. In the event Contractor is of the opinion that City's requests for addenda and assistance is outside the scope of normal services, the parties shall proceed in accordance with the changes and extra work provisions of Section 8 of these General Conditions.
10. Professional Ability. Contractor acknowledges, represents and warrants that Contractor and its employees are skilled and able to competently provide the services hereunder, and possess all professional licenses, certifications, and approvals necessary to engage in their occupations.
City has relied upon the professional ability and training of Contractor as a material inducement to enter into this Contract. Contractor shall perform in accordance with generally accepted professional practices and standards of Contractor's profession. In the event that City, in its sole discretion, desires the removal of any person employed or retained by Contractor to perform services hereunder, such person shall be removed immediately upon receiving notice from City.
11. Business License
. Contractor shall obtain a Richmond Business License
before performing any services required under this Contract. The failure to so obtain such license shall be a material breach of this Contract and grounds for immediate termination by City; provided, however, that City may waive the business license requirement in writing under unusual or extraordinary circumstances without necessitating any modification of this Contract to reflect such waiver.
12. Termination Without Default. Notwithstanding any provision herein to the contrary, City may, in its sole and absolute discretion and without cause, terminate this Contract at any time prior to completion by Contractor of the project or services hereunder, immediately upon written notice to Contractor. Contractor may terminate this Contract at any time in its sole and absolute discretion and without cause upon 30 days' written notice to City. In the event of termination by either party, Contractor shall be compensated for: (1) all authorized work satisfactorily performed prior to the effective date of termination; (2) necessary materials or services of others ordered by Contractor for this Contract, prior to receipt of notice of termination, irrespective of whether such materials or services of others have actually been delivered, provided that Contractor is not able to cancel such orders. Compensation for Contractor in such event shall be determined by City in accordance with the percentage of the project or services completed by Contractor; and all of Contractor's finished or unfinished work product through the time of the City's last payment shall be transferred and assigned to City. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
General Conditions/EJ/TE 01-19-11 6 of 13
13. Termination in the Event of Default. Should Contractor fail to perform any of its obligations hereunder, within the time and in the manner provided or otherwise violate any of the terms of this Contract, City may immediately terminate this Contract by giving written notice of such termination, stating the reasons for such termination. Contractor shall be compensated as provided in Section 12 of these General Conditions; provided, however, there shall be deducted from such amount the amount of damage, including attorney's fees, expert witness fees and costs, if any, sustained by City by virtue of Contractor's breach of this Contract. Additionally, in the event of such termination, the City may proceed with the work in any reasonable manner it chooses.
14. Conflict of Interest. Contractor acknowledges, represents and warrants that Contractor shall avoid all conflicts of interest (as defined under any federal, state or local statute, rule or regulation, or at common law) with respect to this Contract. Contractor further acknowledges, represents and warrants that no City official or employee has any economic interest, as defined in Title 2, California Code of Regulations §§ 18703.1 through 18703.5, with Contractor that would invalidate this Contract. Contractor acknowledges that in the event that Contractor shall be found by any judicial or administrative body to have any conflict of interest (as defined above) with respect to this Contract, all consideration received under this Contract shall be forfeited and returned to City forthwith. This provision shall survive the termination of this Contract for one (1) year.
15. Indemnification.
(a) If this Contract is a contract for design professional services subject to California Civil Code Section 2782.8(a) and Contractor is a design professional, as defined in California Civil Code Section 2782.8(b)(2), Contractor shall hold harmless, defend and indemnify the City, its officers, agents, employees, and volunteers from and against any and all claims, damages, losses, and expenses including attorneys’ fees arising out of, or pertaining to, or relating to the negligence, recklessness, or willful misconduct of the Contractor, except where caused by the active negligence, sole negligence, or willful misconduct of the City. To the fullest extent permitted by law, Contractor shall immediately defend and indemnify the City and its officers, agents, employees, and volunteers from and against any and all liabilities, regardless of nature or type, that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor, or its employees, agents, or subcontractors.
Liabilities subject to the duties to defend and indemnify include, without limitation, any and all claims, losses, damages, penalties, fines, and judgments; associated investigation and administrative expenses; defense costs, including but not limited to reasonable attorneys’ fees; court costs; and costs of alternative dispute resolution. Contractor’s obligation to
General Conditions/EJ/TE 01-19-11 7 of 13
indemnify applies unless it is finally adjudicated that the liability was caused by the sole active negligence or sole willful misconduct of an indemnified party.
(b) If this Contract is not a contract for design professional services subject to California Civil Code Section 2782.8(a) or Contractor is not a design professional as defined in California Civil Code Section 2782.8(b)(2), Contractor shall indemnify, defend, and hold harmless the City, its officers, agents, employees and volunteers from any and all claims, suits, or actions of every name, kind and description, brought forth on account of injuries to or death of any person or damage to property arising from or connected with the willful misconduct, negligent acts, errors or omissions, ultra-hazardous activities, activities giving rise to strict liability, or defects in design by Contractor or any person directly or indirectly employed by, or acting as, the agent for Contractor in the performance of this Contract, including the concurrent or successive passive negligence of the City, its officers, agents, employees or volunteers.
(c) It is understood that the duty of Contractor to indemnify and hold harmless includes the duty to defend as set forth in Section 2778 of the California Civil Code. Contractor shall be obligated to defend, in all legal, equitable, administrative, or special proceedings, with counsel approved by the City, the City and its officers, agents, employees, and volunteers, immediately upon tender to Contractor of the claim in any form or at any stage of an action or proceeding, whether or not liability is established. An allegation or determination that persons other than Contractor are responsible for the claim does not relieve Contractor from its separate and distinct obligation to defend under this Section 15. The obligation to defend extends through final judgment, including exhaustion of any appeals. The defense obligation includes an obligation to provide independent counsel if Contractor asserts that liability is caused in whole, or in part, by the negligence or willful misconduct of an indemnified party. (d) The review, acceptance or approval of the Contractor’s work or work product by any indemnified party shall not affect, relieve or reduce the Contractor’s indemnification or defense obligations. This Section 15 survives completion of the services or the termination of this Contract.
The provisions of this Section 15 are not limited by, and do not affect, the provisions of this Contract relating to insurance.
(e) Acceptance of insurance certificates and endorsements required under this Contract does not relieve Contractor from liability under this Section
15. This Section 15 shall apply whether or not such insurance policies are determined to be applicable to any such damages or claims for damages.
16. Safety
. Contractor acknowledges that the City is committed to the highest standards of workplace safety. Contractor shall perform all work hereunder in full compliance with applicable local, state and federal safety requirements including but not limited to Occupational Safety and Health Administration requirements, and shall assume sole and complete
General Conditions/EJ/TE 01-19-11 8 of 13
responsibility for the safety of Contractor's employees and any subContractor's employees. If a death, serious personal injury or substantial property damage occurs in connection with the performance of this Contract, Contractor shall immediately notify the City by telephone.
17. Insurance. Insurance requirements are set forth in Exhibit F to this Contract. Contractor shall abide by the insurance requirements set forth in said Exhibit F.
18. Non-Liability of Officials and Employees of the City. No official or employee of the City shall be personally liable for any default or liability under this Contract.
19. Compliance with Laws. Contractor shall comply with all federal, state and local laws, statutes, ordinances, rules and regulations, and the orders and decrees of any courts or administrative bodies or tribunals, with respect to this Contract, including without limitation environmental laws, employment discrimination laws and prevailing wage laws. Compliance under this provision includes compliance with all provisions of the Richmond Municipal Code ("Municipal Code"), including Chapters 2.50, 2.52, 2.56, and 2.60, if applicable.
Contractor acknowledges that under § 2.60.070 of the Municipal Code ("Living Wage Ordinance"), Contractor shall promptly provide to City documents and information verifying its compliance with the Living Wage Ordinance. Also as prescribed in § 2.60.070, Contractor shall notify each of its affected employees with regards to the wages that are required to be paid pursuant to the Living Wage Ordinance.
Contractor shall comply with § 2.28.030 of the Municipal Code, obligating every Contractor or subcontractor under a contract or subcontract with the City for public work or for goods or for services to refrain from discriminatory employment or subcontracting practices on the basis of race, color, sex, sexual orientation, religious creed, national origin or ancestry of any employee, any applicant for employment or any potential subcontractor.
Contractor acknowledges that the City’s Drug Free Workplace Policy, Violence in the Workplace Policy and the Policy Against Workplace Harassment, are available on the City’s website at
http://www.ci.richmond.ca.us/workplacepolicies
. Contractor agrees to
abide by the terms and conditions of said policies.
20. Limitations upon Subcontracting and Assignment. This Contract binds the heirs, successors, assigns and representatives of Contractor. The Contractor shall not enter into subcontracts for any work contemplated
General Conditions/EJ/TE 01-19-11 9 of 13
under this Contract and shall not assign this Contract, nor any portion hereof or monies due or to become due, without the prior written consent of the City Council or its designee.
Contractor acknowledges that the services which Contractor shall provide under this Contract are unique, personal services which, except as otherwise provided herein, Contractor shall not assign or sublet to any other party without the prior written approval of City, which approval may be withheld in City's sole and absolute discretion. In the event that City, in writing, approves any assignment or subletting of this Contract or the retention of subcontractors by Contractor, Contractor shall provide to City upon request copies of each and every subcontract contract prior to the execution thereof by Contractor and subcontractor. Any assignment by Contractor of any or all of its rights under this Contract without first obtaining City's prior written consent shall be a default under this Contract.
The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Contractor (if applicable), or of the interest of any general partner or joint venturer or syndicate member if Contractor is a partnership or joint-venture or syndicate, which shall result in a change of control of Contractor, shall be deemed an assignment. For this purpose, control shall mean fifty percent or more of the voting power or twenty-five percent or more of the assets of the corporation, partnership or joint-venture.
21. Integration
. This Contract constitutes the entire agreement between the parties concerning the subject matter hereof and supersedes any previous oral or written agreement; provided, however, that correspondence or documents exchanged between Contractor and City may be used to assist in the interpretation of the Exhibits to this Contract.
22. Modifications and Amendments. This Contract may be modified or amended only by a change order or Contract Amendment executed by both parties and approved as to form by the City Attorney.
23. Conflicting Provisions. In the event of a conflict between these General Conditions and those of any Exhibit or attachment hereto, these General Conditions shall prevail; provided, however, that any Special Conditions as set forth in Exhibit E shall prevail over these General Conditions. In the event of a conflict between the terms and conditions of any two or more Exhibits or attachments hereto, those prepared by City shall prevail over those prepared by the Contractor, and the terms and conditions preferred by the City shall prevail over those preferred by the Contractor.
24. Non-exclusivity. Notwithstanding any provision herein to the contrary, the services provided by Contractor hereunder shall be non-exclusive, and
General Conditions/EJ/TE 01-19-11 10 of 13
City reserves the right to employ other Contractors in connection with the project.
25. Exhibits. All Exhibits hereto are made a part hereof and incorporated herein by reference; provided, however, that any language in Exhibit A which does not pertain to the project description, proposal, scope of services, or method of compensation (as applicable) , or any corresponding responsibilities of City, shall be deemed extraneous to, and not a part of, this Contract.
26. Force Majeure. Neither party hereto shall be considered in default in the performance of its obligations hereunder to the extent that the performance of such an obligation is prevented or delayed by reason of acts of God, strikes, boycotts, lock-outs, inability to procure materials not related to the price thereof, failure of power, restrictive governmental laws and regulations enacted after the date of this Contract, riots, civil unrest, acts of terrorism, insurrection, war, declaration of a state or national emergency or other reasons of a like nature not within the reasonable control of such party.
27. Time of the Essence. Time is of the essence of this Contract. Contractor and City agree that any time period set forth in Exhibit A represents their best estimates with respect to completion dates and both Contractor and City acknowledge that departures from the schedule may occur.
Therefore, both Contractor and City will use reasonable efforts to notify one another of changes to the schedule. Contractor shall not be responsible for performance delays caused by others, or delays beyond Contractor's control, and such delays shall extend the times for performance of Contractor's work.
28. Confidentiality. Contractor agrees to comply with, and to require its employees, agents and partners to comply with, all applicable State or Federal statutes or regulations respecting confidentially, including but not limited to, the identity of persons served under this Contract, their records, or services provided them, and assures that:
All applications and records concerning any individual made or kept by Contractor or any public officer or agency in connection with the administration of or relating to services provided under this Contract will be confidential, and will not be open to examination for any purposes not directly connected with the administration of such service.
No person will publish or disclose or permit or cause to be published or disclosed, any list of persons receiving services, except as may be required in the administration of such service.
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29. Third Parties. Nothing herein shall be interpreted as creating any rights or benefits in any third parties. For purposes hereof, transferees or assignees as permitted under this Contract shall not be considered "third parties."
30. Governing Law. This Contract shall be construed in accordance with the law of the State of California without regard to principles of conflicts of law.
This Contract is made in Contra Costa County, California, and any action relating to this Contract shall be instituted and prosecuted in the courts of Contra Costa County, California.
31. Nonrenewal. Contractor understands and agrees that there is no representation, implication, or understanding that the services provided by Contractor under this Contract will be purchased or renewed by the City under a new contract following expiration or termination of this Contract, and waives all rights or claims to notice or hearing respecting any failure by City to continue the purchase of all or any failure to continue purchase of all or any such services from Contractor.
32. Claims. Any claim by Contractor against City hereunder shall be subject to Government Code §§ 800 et seq. The claims presentation provisions of said Act are hereby modified such that the presentation of all claims hereunder to the City shall be waived if not made within six months after accrual of the cause of action.
33. Interpretation. This Contract shall be interpreted as if drafted by both parties.
34. Warranty. In the event that any product shall be provided to the City as part of this Contract, Contractor warrants as follows: Contractor possesses good title to the product and the right to transfer the product to City; the product shall be delivered to the City free from any security interest or other lien; the product meets any specifications contained herein; the product shall be free from material defects in materials and workmanship under normal use for a period of one (1) year from the date of delivery; and the product shall be fit for its intended purpose(s). Notwithstanding the foregoing, consumable and maintenance items (such as light bulbs and batteries) shall be warranted for a period of one hundred and eighty (180) days from the date of delivery. All repairs during the warranty period shall be promptly performed by Contractor, at Contractor's expense, including shipping.
35. Severability. In the event that any of the provisions or portions or applications thereof of this Contract are held to be unenforceable or invalid by any court of competent jurisdiction, City and Contractor shall negotiate an equitable adjustment in the provisions of the Contract with a view
General Conditions/EJ/TE 01-19-11 12 of 13
toward effecting the purpose of this Contract, and the validity and enforceability of the remaining provisions or portions or applications thereof, shall not be affected thereby.
36. Authority. City warrants and represents that the signatory hereto (the Mayor of the City of Richmond or the City Manager) is duly authorized to enter into and execute this Contract on behalf of City. The party signing on behalf of Contractor warrants and represents that he or she is duly authorized to enter into and execute this Contract on behalf of Contractor, and shall be personally liable to City if he or she is not duly authorized to enter into and execute this Contract on behalf of Contractor.
37. Waiver. The waiver by City of any breach of any term or provision of this Contract shall not be construed as a waiver of any subsequent breach.
Inspections or approvals, or statements by any officer, agent or employee of the City relating to the Contractor’s performance, or payments therefore, or any combination of these acts, shall not relieve the Contractor’s obligation to fulfill this Contract as prescribed; nor shall the City be thereby stopped from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract.
38. Possessory Interest. If this Contract results in the Contractor having possession of, claim to or right to the possession of land or improvements, but does not vest ownership of the land or improvements in the same person, or if this Contract results in the placement of taxable improvements on tax exempt land (Revenue and Taxation Code 107), such interest or improvements may represent a possessory interest subject to property tax, and Contractor may be subject to the payment of property taxes levied on such interest.
39. Performance and Final Acceptance.
Contractor represents that it is experienced, qualified, registered, licensed, equipped, organized and financed to perform the services under this Contract.
Contractor shall perform the services under this Contract with that degree of skill and judgment normally exercised by professional firms performing services of a similar nature in the State of California, and shall be responsible for the professional quality, technical accuracy and coordination of the services it performs under this Contract. In addition to the other rights and remedies which City may have, Contractor shall, at its own expense, correct any services which fail to meet the above standard.
General Conditions/EJ/TE 01-19-11 13 of 13
City shall provide Contractor an opportunity to cure errors and omission which may be disclosed during the review of submittals, with no increase in the authorized Contract Payment Limit. Should Contractor fail to make necessary corrections in a timely manner, such corrections shall be made by the City and the cost thereof shall be charged to Contractor.
If warranted, City shall determine, and Contractor may request such determination, that Contractor has satisfactorily completed performance of this Contract. Upon such determination, City shall issue to Contractor a written Notice of Final Acceptance, after which Contractor shall not incur further costs under this Contract. Contractor shall respond to such Notice of Final Acceptance by executing and submitting to City a Release and Certificate of Final Payment.
40. Survival
. The rights and obligations of the parties which by their nature survive termination or completion of the services covered by this Contract shall remain in full force and effect after termination or completion.
For the Contract between the City of
Richmond and
EXHIBIT E
SPECIAL CONDITIONS
The General Conditions are hereby amended to include the following modifications and/or provisions (if applicable):
For the Contract between the City of
Richmond and
EXHIBIT F
INSURANCE PROVISIONS
During the entire term of this Contract and any extension or modification thereof, the CONTRACTOR shall keep in effect insurance policies meeting the insurance requirements specified in the insurance provisions which are attached hereto and incorporated herein by this reference.
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 1 of 3
Revised: September 2011
In all instances where CONTRACTOR or its representatives will be conducting business and/or providing services to the City of Richmond (City), or will be awarded City of Richmond (City) funds to provide programs or services, the City requires the following MINIMUM insurance requirements and limits.
CONTRACTOR shall procure and maintain for the duration of the contract, agreement, or other order for work, services or supplies, insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the CONTRACTOR, its agents, representatives, or subcontractors. Maintenance of proper insurance coverage is a material element of the contract. Failure to maintain or renew coverage or to provide evidence of renewal may be treated by the City as a material breach of contract.
CONTRACTOR agrees that in the event of loss due to any of the perils for which it has agreed to provide Commercial General Liability insurance, CONTRACTOR shall look solely to its insurance for recovery.
CONTRACTOR hereby grants to CITY, on behalf of any insurer providing Commercial General Liability insurance to either CONTRACTOR or CITY with respect to the services of CONSULTANT herein, a waiver of any right to subrogation which any such insurer of said CONTRACTOR may acquire against the CITY by virtue of the payment of any loss under such insurance.
Original, signed certificates and original, separate policy endorsements, naming the City as an additional insured for general liability, as well as a waiver of subrogation for Workers’ Compensation insurance, shall be received and approved by the City before any work may begin. However, failure to do so shall not operate as a waiver of these insurance requirements.
City reserves the right to modify or require additional coverages for specific risk exposures depending on scope of CONTRACTORS work.
Minimum coverage is detailed below. The policy limits of coverage shall be made available to the full limits of the policy. The minimum limits stated herein shall not serve to reduce the policy limits of coverage of CONTRACTOR.
Minimum Scope of Insurance – the following forms shall be provided and coverage shall be at least as broad as the following:
1. Insurance Services Office Commercial General Liability coverage (ISO Occurrence Form CG 0001)
2. Insurance Services Office Automobile Liability coverage (ISO Form CA 0001, Code 1, Any Auto)
3. Original and Separate Additional Insured Endorsements for General Liability (ISO Form CG 20 10 11/85 or its equivalent) with primary and non-contributory language.
4. Workers’ Compensation insurance as required by the State of California including Employer’s Liability (for CONTRACTOR’s with employees);
5. Original and Separate Waiver of Subrogation for Workers’ Compensation Insurance.
6. Fidelity Bond/Crime Coverage – in an amount stipulated by City depending upon scope of contract.
Required Coverage Minimum Limits
Workers’ Compensation and
Employers’ Liability
Statutory limits as required by the State of California including $1 million Employers’ Liability per accident, per employee for bodily injury or disease.
If CONTRACTOR is self-insured, provide a certificate of Permission to Self- Insure, signed by the California Department of Industrial Relations and Self- Insurance. If contractor is a sole proprietor (has no employees) than contractor must sign “Contractor Release of Liability” located at:
http://www.ci.richmond.ca.us/index.aspx?nid=61
.
General Liability
(primary and excess limits
combined)
$1,000,000 per occurrence for bodily injury, personal injury and property damage. If the policy includes a general aggregate, either the general aggregate shall apply separately to this project, service or location or the minimum required aggregate limit shall be twice the per occurrence limit ($4 million aggregate).
Policy shall also include coverage for liability arising out of the use and operation of any City-owned or City-furnished equipment used or operated by the CONTRACTOR, its personnel, agents or subcontractors.
Policy shall be endorsed to name the City of Richmond as an additional insured per the conditions detailed below.
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 2 of 3
Revised: September 2011
Automobile Liability (If auto is used.) $1,000,000 per occurrence for bodily injury and property damage.
Fidelity Bond/Crime Coverage
(Applies if receiving City
funds.)
In an amount stipulated by City depending upon the scope of Contract. (Usually based upon the amount of money the Contractor is handling that could be embezzled over a period of time.)
Required Policy Conditions
Additional Insured Endorsement
Applicable to General Liability Coverage.
The City of Richmond, its officers, officials, employees, agents and volunteers are to be named as additional insureds for all liability arising out of the operations by or on behalf of the named insured including bodily injury, deaths and property damage or destruction arising in any respect directly or indirectly in the performance of this contract.
ISO form CG 20 10 (11/85) or its equivalent is required. The endorsement must not
exclude products and completed operations
coverage. If it does, then CG 20 37 (10/01) is also required.
SAMPLE ENDORSEMENT can be found at:
http://www.ci.richmond.ca.us/index.aspx?nid=61.
Waiver of Subrogation
Endorsement Form
Contractor’s insurer will provide a Waiver of Subrogation in favor of the City for Workers’ Compensation Insurance providing coverage during the life of this contract.
SAMPLE ENDORSEMENT can be found at
http://www.ci.richmond.ca.us/index.aspx?nid=61
.
Primary and Noncontributory The contractor’s insurance coverage must be primary coverage as it pertains to the City, its officers, officials, employees, agents and volunteers. Any insurance or self insurance maintained by the City is wholly separate from the insurance of the contractor and in no way relieves the contractor from its responsibility to provide insurance.
A. M. Best Rating A:VII or Better. If the A.M. Best Rating falls below the required rating, CONTRACTOR must replace coverage immediately and provide notice to City.
Deductibles and Self-Insured
Retentions
Any deductible or self-insured retention must be declared to and approved by the City. At the option of the City either the insurer shall reduce or eliminate such deductibles or self-insured retention as respects the City or the contractor shall procure a financial guarantee in an amount equal to the deductible or self-insured retention guaranteeing payment of losses and related investigations, claims administration and defense expenses.
Contractor is responsible for satisfaction of the deductible and/or self-insured retention for each loss.
Umbrella/Excess Liability Policies
If an Umbrella or Excess Liability Policy is used to meet the liability limits, coverage shall be as broad as specified for underlying coverages and cover those insured in the underlying policies.
___ Exhibit F
___ Section 8
City of Richmond Insurance Requirements – Type 5:
Vendors, Suppliers, Small Grant Recipients & Nonprofit
Organizations
Type 5 - Page 3 of 3
Revised: September 2011
Subcontractors
CONTRACTOR shall include all subcontractors as insured under its policies or shall furnish to the City for review and approval, separate certificates and endorsements for each subcontractor. All coverage for subcontractors shall be subject to all of the requirements stated herein.
CONTRACTOR agrees to defend and indemnify the City of Richmond for any damage resulting to it from failure of either CONTRACTOR or any subcontractor to take out or maintain the required insurance policies.
The fact that
insurance is obtained by CONTRACTOR, and/or CONTRACTOR’s subcontractors, will not be deemed to release or diminish the liability of CONTRACTOR, including, without limitation, liability under the indemnity provisions of this contract. Damages recoverable by CITY from CONTRACTOR or any third party will not be limited by the amount of the required insurance coverage.
Verification of Coverage
All original certificates and endorsements shall be received and approved by the City before work may begin .
The City of Richmond reserves the right to require complete, certified copies of all required insurance policies including endorsements affecting the coverage at any time.
Original insurance certificates and required policy endorsements shall be mailed or delivered to the Designated Project Manager for the City of Richmond.
Insurance certificates and endorsements may be faxed to the Designated Project Manager. However, Contractor must mail the original certificates and endorsements to Designated Project Manager once faxed.
Continuous Coverage
CONTRACTOR shall maintain the required insurance for the life of the contract. Should the CONTRACTOR cease to have insurance as required during this time, all work by the CONTRACTOR pursuant to this agreement shall cease until insurance acceptable to the City is provided. In the event that CONTRACTOR fails to comply with the City’s insurance requirements, the City may take such action as it deems necessary to protect the City’s interests. Such action may include but is not limited to termination of the contract, withholding of payments, or other actions as the City deems appropriate.
If services or the scope of work extend beyond the expiration dates of the required insurance policies initially approved by the City, CONTRACTOR
must provide updated certificates and endorsements indicating that the required coverage, terms and conditions are still in place. Renewal certificates and updated endorsements shall be mailed to the Designated Project Manager.
Cancellation
CONTRACTOR shall ensure that coverage shall not be cancelled, reduced or otherwise materially changed except after thirty (30) days’ prior written notice has been given to the City.
Reporting Requirements
Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees or volunteers.
Consistent with Public Policy
The insuring provisions, insofar as they may be judged to be against public policy shall be void and unenforceable only to the minimum extent necessary so that the remaining terms and provisions herein may be consistent with public policy and thus enforceable.
1 City of Richmond
Community Development Department
Housing Division
Request for Qualifications
Encampment Resolution
Project Manager
Date: June 3, 2022 Closing Date and Time: June 30, 2022, by 4:00 PM PST Electronic Submittal: BidsOnLine
Contact Person: Lina Velasco, Director of Comm. Dev.
2 The Housing Division of the Community Development Department of the City of Richmond announces a Request for Qualifications (RFQ) seeking qualified applicants for a fee-based contract to serve as the Project Manager for the Castro Encampment Resolution Project and accomplish the tasks outlined in this solicitation.
OVERVIEW
The City of Richmond is located in western Contra Costa County along the shore of the San Francisco Bay. It is the county’s second largest city (population 116,448), but has the highest number of known unsheltered people of any city in the county—more than 1,000 in 2021. The Castro Encampment Resolution Project (CERP) will be overseen by the Housing Division of the Community Development Department, which strives to develop quality neighborhoods citywide by partnering with neighborhood residents and community groups to develop new affordable housing, assist homeless and disabled individuals in obtaining housing, and expand economic and employment opportunities for low- and moderate-income residents.
CERP encompasses a two-year plan to deliver an array of supportive services to 100+ individuals currently living in a sprawling 2.66-acre vehicle encampment near Castro Street. The project aims to move all encampment residents into stable housing by June 2023. CERP’s goals and objectives will be met in stages that include: improving living conditions at the site, assessing the behavioral and health needs of residents, providing job-related training and support, and reducing barriers to stable housing. Grounded in Housing First principles and one of just 10 projects statewide that received Encampment Resolution Funding in 2022 from the California Homeless Coordinating and Financing Council, CERP is an innovative model whose successes— and challenges—will be continuously evaluated, so that the approach can be refined and replicated throughout the State.
STATEMENT OF PURPOSE
This RFQ is seeking (1) one CERP Project Manager (PM) who will lead a Castro Site Care Team (SCT) comprised of a Site Manager, CORE Social Worker, CORE Outreach Specialist, Housing Navigator, and the other providers working directly with encampment residents to triage and ensure services are timely, responsive, coordinated, trauma-informed, and achieving the project’s goals and objectives to resolve the encampment through a Housing First model. The PM will also be the key liaison between CERP and city officials, reporting on progress, supervising subcontractors, and ensuring CERP is meeting evaluation metrics. Reporting to Richmond’s Housing Manager, the CERP PM will provide overall project management, help with policy development, and supervise subcontractors. The CERP PM will assist in the preparation of RFQ/Ps to solicit bids from service providers to assist individuals currently living at the Castro encampment in charting durable paths toward long-term housing and stability; address community concerns; manage and sunset the encampment by rehousing residents; and restore the site to its original trail use.
3 SCOPE OF SERVICES
The successful CERP PM will be highly skilled and empathetic, experienced with managing not only projects and people but also in working with diverse communities and the unhoused. The CERP PM is a new role and the person who fills the position will use Richmond’s Encampment Resolution Funding project description as a roadmap, while solving unforeseen problems and proposing programs shifts in response to on-the-ground realities—always prioritizing low- barrier, person-centered Housing First approaches. The CERP PM will lead a Site Care Team, supervise and manage subcontractors, convene a Residents’ Advisory Group, engage neighborhood stakeholders, and prepare reports and updates.
A clear and careful communicator, the successful PM will be responsible for both informing city officials, Castro site residents, community members, and government officials—and for soliciting feedback from them—while also building community onsite by fostering a team approach among Castro encampment residents and service providers. Detail oriented and experienced in collecting and reporting data, the CERP PM will play a significant role in the success of CERP and demonstrate excellent judgment, appropriate flexibility, and proven accountability.
The selected candidate will be responsible for principal activities that include, but are not limited to:
● Implementing the Encampment Resolution Program, including developing systems, policies, and procedures
● Coordinating the Castro Site Care Team, including managing roles, responsibilities, and reporting
● Convening a Castro Residents’ Advisory Group, to meet weekly and provide site residents with an opportunity to learn about the project, contribute to its development, and voice concerns
● Engaging neighboring residents and business owners through active outreach ● Establishing a community advisory group that seeks public input on the grant progress, solicits feedback, and encourages information sharing
● Developing RFPs for service providers and contractors ● Creating program metrics to evaluate ongoing service delivery ● Implementing reporting systems to meet requirements for oversight, evaluation, and sharing data
● Working with outside evaluators by providing data needed to measure project success and identify replicable systems
● Providing updates and reports to Richmond City Council ● Identifying meaningful milestones and implementing appropriate timeline for project completion
● Attending meetings as needed to provide project updates to the community ● Sharing information about CERP with the public, including content for Richmond’s web site
4 Minimum Qualifications:
AA / AS degree in Human Services, Psychology, Counseling, or related field; OR High School degree or equivalent AND four years of full-time direct experience working in a professional capacity with people experiencing homelessness and facing behavioral health challenges or other medical complexities.
Preferred Qualifications:
● Education: Bachelor’s degree from an accredited college or university with a major in health services, counseling, psychology, social welfare, or a closely related field. ● Previous experience or training in street outreach and/or case management. ● Prior experience with documentation and billing procedures. ● Experience working in Contra Costa County and knowledge of social service providers in the area.
● Background in adolescent and/or adult mental health services and/or homeless services. ● Applicants who are bilingual in Spanish are encouraged to apply.
Essential Skills and Duties:
● Ability to gather and analyze data, prepare reports, and propose solutions to resolve systems issues.
● Prepare accurate and concise reports.
● Exercise good judgment and discretion in handling confidential matters. ● Deal tactfully, diplomatically and objectively with residents, service providers, government and elected officials, and members of the general public. ● Strong verbal and written communication skills.
● Ability to work thoughtfully and effectively with staff and clientele who are diverse in culture, language, sexual identity, gender, and other aspects. ● Ability to be supportive and provide guidance in a non-judgmental manner; possess effective crisis de-escalation skills.
● Ability to answer after-hour crisis calls.
● Dedication to creating new housing for people who experience homelessness. ● Experience managing complex projects that required attention to detail, time management skills, and an ability to stay focused and organized.
● Capacity to manage multiple projects simultaneously.
● Experience supporting unhoused individuals.
● Commitment to Cultural Competency and Equity.
● Ability to work independently.
● Excellent problem-solving skills, including flexibility when finding solutions resolving conflict.
● Commitment to involving people with lived experience in all aspects of the project. ● Experience working effectively with low-income, diverse, multi-ethnic populations. ● Excellent interpersonal and business skills, both written and verbal. ● Strong computer skills, including facility with major software tools for word processing, spreadsheets, and project scheduling.
5 LICENSE, INSURANCE, AND CONTRACTING REQUIREMENTS
1. Candidates must possess a valid Class C California Driver’s License.
2. The Selected Respondent will be required to sign the City’s standard service provider agreement, attached for your consideration (see Exhibit A). If the candidate has any questions/concerns related to the standard form contract, they must be submitted in writing with the applicant’s response to this RFQ. Requested changes must be provided in redline. The City does not guarantee that requested changes will be granted.
3. The City requires consultants doing business with it to obtain insurance, as shown in RFQ (see Exhibit B). The required insurance certificates must comply with all requirements of the standards as shown and must be provided within fifteen (15) days of issuance of the Notice of Intent to Award and prior to the commencement of any work on the project.
4. Business Licenses: The successful Contractor and all subcontractors used in the work will be required to hold or obtain a City of Richmond business license for which the fee will not be waived.
5. Sanctuary City Contracting Ordinance (SCCO): The Richmond Sanctuary City Contracting Ordinance No. 12-18 N.S. (Exhibit C) prohibits the City from granting and or retaining contracts with any person or entity that provides Data Broker or Extreme Vetting services to the U.S. Immigration and Customs Enforcement Division of the United States Department of Homeland Security (“ICE”). Bidders/Proposers must submit the attached Sanctuary City Compliance Statement with their Bid or Proposal/Qualifications (Exhibit D).
6. Limited Liability Companies Disclosure Statement (LLCS): Resolution No. 86-21, approved by City Council on July 6, 2021, requires disclosure of the identities of beneficial & responsible owners of Limited Liability Corporations (LLC) (Exhibit E). Bidders/Proposers must submit the attached Disclosure Statement of Limited Liability Companies Form with their Bid or Proposal (Exhibit F).
FUNDING
The Housing Division of the Community Development Department will award one contract not to exceed $235,000 (inclusive of all expenses) to the successful respondent for the anticipated period of August 1, 2022 - June 2024. The funding source is CA Encampment Resolution Funding.
This is a fee-for-service contract paid per hour and is inclusive of all expenses, including mileage. The contracted hourly rate is negotiable. The contract estimates approximately 37.5 hours per work week for the term of the contract.
6 RESPONSE TO THE RFQ
1) COVER LETTER
A cover letter describing interest in the position and relevant experience and abilities, including availability to start work.
2) RESUME
Current resume that includes work experience and qualifications (including licenses) relevant to the tasks, skills, and qualifications described in this RFQ. Resume must include respondent’s email, mailing address, and phone number.
3) PROFESSIONAL REFERENCES
Include three professional references., including Name, Address, phone number, emails, and how they know the respondent.
4) SUPPLEMENTAL QUESTIONNAIRE
1. Describe your familiarity with cultural competence and your experience working within a race equity framework?
2. What is your experience working with unhoused populations and communities impacted by trauma?
3. What opportunities do you see for strengthening Richmond’s local response to its unhoused residents and network of service providers? Can you name any existing or potential partner organizations you might engage with for CERP?
4. What is your working knowledge of Contra Costa County’s Coordinated Entry System and Continuum of Care? How do you see the roles of Richmond and the county within that network?
5. How would you characterize the benefits and drawbacks of short-term motel vouchering, interim housing placement, and permanent supportive housing? Recognizing that resources are constrained, how would you approach the development of participant selection criteria for each option?
6. How would you approach the task of monitoring the pulse of unhoused resident needs?
7. An important goal of CERP is to identify best practices that could be replicated elsewhere in Richmond and the State. How would you approach achieving this goal?
7 8. Please share with us the most creative and innovative program you have encountered related to homelessness services. What were the results and how might you draw on those lessons to ensure the success of CERP?
ELECTRONIC SUBMITTAL
The Qualifications submission process is entirely online and must be completed and submitted through BidsOnLine to be considered. Interested parties must submit a letter of interest, resume, references, and supplemental questionnaire responses, as attachments via BidsOnLine.
Attachments must be in MS Word or PDF formats.
Responses must be received no later than 4:00 p.m. on Thursday, June 30, 2022.
OPPORTUNITY TO SUBMIT QUESTIONS VIA BIDSONLINE
Submission of questions regarding this RFQ must be submitted via the electronic BidsOnLine system on the Q&A tab by Monday, June 13, 2022, at 5:00 p.m. If the City finds it necessary to issue an addendum, prospective bidders will receive email notification of addendum.
Otherwise, answers to questions received will be provided on the Q&A tab by Wednesday, June 15, 2022, by 5:00 pm.
REVIEW AND SELECTION CRITERIA
The submissions will be evaluated by a Review Panel consisting of City and Contra Costa County H3 staff to identify the most qualified respondent. If more than one Respondent is deemed to be highly qualified, the Department may require oral interviews and/or supplemental information from those Respondents before making a final selection. Contract negotiations will begin upon identification of the most qualified Respondent.
City will not discriminate against any interested firm or individual on the grounds of race, creed, color, sex, age, disability or national origin in the contract award. City reserves the right to reject any and/or all proposals at its discretion.
CITY DISCLAIMER
The City reserves the right to reject any or all the Qualifications, to waive any informality in any RFQ Response, and to select the Response that best meet the City needs. The City also reserves the right to reduce or revise elements of the scope of services, or to amend or modify the contractual requirements, or to negotiate with any qualified respondent.
No representation is made that any contract will be awarded pursuant to this RFQ. In no way shall a contract be viewed as exclusive. The City reserves the right to retain additional consultants as necessary. All costs incurred in the preparation of the qualification, in the
8 submissions of additional information and/or in any other aspect of qualification prior to the award of a written contract will be borne by the respondent. All qualifications submitted to the City in response to this RFQ will become the property of the City of Richmond and will not be returned. The “technical” portion of the RFQ will be considered public information.
ATTACHMENTS
Exhibit A: Standard Contract
Exhibit B: Insurance Requirements
Exhibit C: Richmond Sanctuary City Contracting Ordinance No. 12-18 N.S.
Exhibit D: Sanctuary City Compliance Statement
Exhibit E: Limited Liability Corporations (LLC), Resolution No. 86-21 Exhibit F: Disclosure Statement of Limited Liability Companies Form
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.
City of Richmond
Encampment Resolution Project Manager (CD-CERP-RFQ- 06302022), bidding on 06/30/2022 4:00 PM (PDT)
Printed 06/30/2022
PlanetBids, Inc.