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HomeMy WebLinkAboutRDA 05 DAVID GRIFFITH 01-05-98DATE' JANUARY 5, 1998 inter-Oom RDA NO. 5 1-5-98 TO' FROM' SUBJECT: WILLIAM A. HUSTON, EXECUTIVE DIRECTOR REDEVELOPMENT AGENCY ST:~-F CONSULTANT SERVICES AGREEMENT WITH DAVID M. GRIFFITH & ASSOCIATES, LTD RECOMMENDATION 1) 2) Approve a supplemental 1997-98 Agency budget appropriation in the Town Center Redevelopment Project (590) in an amount of $43,000; Authorize the Assistant City Manager to execute a Consultant Services A~eement with David M. C_~iffith & Associates, LTD. FISCAL IMPACT Compensation would be a not-to-exceed fixed amount of $42,600 which is proposed for funding by the Town Center Redevelopment Project. BACKGROUND/DISCUSSION Based on City Council identified priority projects, a Request for Qualifications (RFQ) for preparation of a Tustin Library Needs Assessment Facility Plan was issued this last July. The RFQ was issued to twenty (20) leading firms as recommended by the County Public Library Department, other cities who have recently undertaken similar efforts, as well as the Library Administration and Management Association, a division of the American Library Association. In response to the RFQ, two responses were received from the firms of David M. Griffith & Associates, LTD and Providence Associates Inc. The Redevelopment Agency at their meeting on September 15th, appointed a Library Ad-hoc Planning Committee to review and recommend to the Agency the preferred library consultant. Additionally, the Ad-hoc Committee will work with the selected consultant to develop and understanding of various library constituents, their concerns and issues, identify specific library needs and priorities and will seek community consensus and recommend to the City Council a vision or Master Plan for future library services and facilities in Tustin. A list of Library Ad-hoc Planning Committee members is included as Attachment A. Based on the Committee's interviews with each consultant firm responding to the RFQ, the Committee's review of sample work products that each consultant team submitted to the Committee after the interviews, and reference checks conducted by Agency staff', the Committee's consensus was that the Agency should proceed with the firm of David M. Griffith for completion of the scope of work requested. LIBRARY AD-HOC PLANNING COMMITTEE R'et2resenting Tustin Citl; Council Councilman Thomas R. Saltarelli 2212 Palermo Tustin, CA 92780 Home (714) 731-2213 Work (714) 833-9200 FAX (714) 833-9486. Alternate: Councilwoman Tracy A. Worley 2032 Burnt Mill Tustin, CA 92780 Home (714) 731-8075 Staff: William Huston 300 Centennial Way Tustin, CA 92780 - Work (714) 573-3011 FAX (714) 838-1602 Christine Shingleton 300 Centennial Way Tustin, CA 92780 Work (714) 573-3107 FAX (714) 838-1602 Representing Tltstin Unified School District Jonathan Abelove 300 South C Street Tustin, CA 92780 Home (714) 573-0775 Alternate: Tamrnie Bullard 300 South C Street Tustin, CA 92780 (714) 832-5002 Staff: Mary Townsend, Director of Elementary Education (714) 730-7301 ext. 319 Orange Collllt)l Public L'ibrarE John Adams, County Librarian 1501 E. St. Andrews Place Santa Ana, CA 92705 (714) 566-3000 South Orange County Communitl~ College/Irvine Valley College NancY Reynolds Irvine Valley College Information Services 5500 Irvine Center Drive Irvine, CA 92620 (714) 451-5262 (714) 451-5797 CotnmunitF Members-at-Lar£e Dawn Bruner, M.D. 2192 Palermo Tustin, CA 92780 (714) 838-3878 Valerie McNamara 13151 Contessa Tustin, CA 92782 (714) 639-6700 FAX (714) 639-7212 CAS:kdkrda\libadhoc.doc ATTACHMENT B CONSULTANT SERVICES AGREEMENT This Agreement for Consultant Services (herein "Agreement"), is made and entered into by and between the TUSTIN COMMUNITY REDEVELOPMENT AGENCY, a public body,- corporate and politic, ("Agency"), and David M. Griffith & Associates LTD, ("Consultant"). WHEREAS, Consultant is qualified to prOvide the necessary services and has agreed to provide such services; and WHEREAS, Consultant has submitted to Agency a proposal, dated August 15~ 1997, a copy of wlfich is attached hereto as Exhibit "A", and is by this reference incorporated herein as though set forth in full hereat (the "Proposal"). NOW, THEREFORE, in consideration of the premises and mutual a~eements contained herein, Agency agrees to employ and does hereby employ Consultant and Consultant a~ees to provide consulting services as follows: 1. SERVICES OF CONSULTANT 1.1 Scope of Services. In compliance with all terms and conditions of this Agreement, Consultant shall provide those services specified in the "City of Tustin Request for Qualifications for Tustin Library Needs Assessment and Facility Plan" attached hereto, as Exhibit "B" and incorporated herein by this reference, (the "services" or the "work") and in the Consultant' s proposal, "Exhibit A." Consultant warrants that all services shall be performed in a competent, professional and satisfactory manner in accordance with all standards prevalent in the industry. In the event of any inconsistency between the terms contained in E 'xhibit "A" and the terms set forth in the main body of this Agreement, the terms set forth in the main body of this Agreement and Exhibits B, C D and E shall govern. 1.2'. Compliance with Law. 'All services rendered hereunder shall be provided in accordance with all laws, ordinances, resolutions, statutes, rules, and regulations of the City of Tustin and Tustin Community Redevelopment Agency and of any federal, state or local governmental agency of competent jurisdiction. 1.3 Licenses and Permits. Consultant shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services · required by this Agreement. 1.4 Familiarity with Work. By executing this Contract, Consultant warrants that Consultant (a) has thoroughly investigated and considered the work to be performed, (b) has investigated the site of the work and become fully acquainted with the conditions there existing, (c) has carefully considered how the work should be performed, and (d) fully understands the facilities, difficulties and restrictions attending performance' of the work under this A~eement. Should the Consultant discover any latent or unknown conditions materially differing from those inherent in the work or as represented by the Agency, Consultant shall immediately inform Agency of such fact and shall not proceed with any work except at Consultant's risk until x~.ritten instructions are received frOm the Contract Officer. 1.5 Care of Work. Consultant shall adopt and follow reasonable procedures and methods during the term of the Agreement to prevent loss or dmnaze to materials, papers or other components of the work, and shall be responsible for all such damage until acceptance of the work by Agency, except such loss or damages as may be caused by Agency's own negligence. 1.6 Additional Services. Consultant shall perform services in addition to those specified in the Proposal when directed to do so in x~q'iting by the Contract Officer, provided that Consultant shall not be required to perform any additional services without compensation. Any additional compensation not exceeding ten percent (10%) of the original Contract sum must be approved in writing by the Contract Officer. Any greater increase must be approved in writing by the Executive Director. 1.7 Special Requirements. Any additional' terms and conditions of this Agreement, are set forth in Exhibits "B", "C", "D" and "E" and are incorporated herein by tlfis reference. In the event of a conflict between the provisions of Exhibit "B", "C", "D" and "E" and any other provision or provisions of this Agreement including Exhibit A, the provisions of Exhibits "B", "C", "D" and "E" shall govern. 2. COMPENSATION 2.1 Compensation of Consultant. For the services rendered pursuant to this Agreement, the Consultant shall be compensated and reimbursed in an amount not to exceed $42,600. 2.2 Method of Payment. In any month in which Consultant wishes to receive payment, Consultant shall no later than the first working day of such month, submit to Agency in the form approved by Agency's Director of Finance, an invoice for services rendered prior to the date of the invoice. Agency shall pay Consultant for all expenSes stated thereon which are approved by Agency consistent with this Agreement, no later than the last working day of said month. 2.3 Changes. In the event any change or changes in the work is requested by Agency, the parties hereto shall execute an addendum to this A~eement, setting forth with particularity all terms of such addendum, including, but not limited to, any additional Consultant's fees. Addenda may be entered into: A. To provide for revisions or modifications to documents or other work product or work when documents or other work product or work is required by the enactment or revision of law subsequent to the preparation of any documents, other work product or work; B. To provide for additional services not included in this Agreement or not customarily furnished in accordance with generally accepted practice in ConsUltant's profession. · 2.4 Payment for Changes Changes approved pursuant to an Addendum shall be compensated at the personnel hourly rates~prescribed in Exhibit "A" hereto. 3. PERFORMANCE SCHEDULE Agreement. 3.1 Time of Essence. Time is of the essence in the performance of this 3.2 Schedule of Performance. All services rendered pursuant to this Agreement shall be performed within any time periods prescribed in any Schedule of Performance attached hereto marked Exhibit "E". The extension of any time period specified in the Exhibit "E" must be approved in writing by the Contract Officer. 3.3 Force Maieure. The time for performance of services to be rendered pursuant to this Agreement may be extended because of any delays due to unforeseeable causes beyond the control and xvithout the fault or negligence of the Consultant, including, but not restricted to, acts of God or of a public enemy, acts of the government, fires, earthquakes, floods, epidemic, quarantine restrictions, riots, strikes, freight embargoes, and unusually severe weather if the Consultant shall Mthin ten (10) days of the commencement of such condition notify the Contract Officer who shall thereupon ascertain the facts and the extent of any necessary delay, and extend the time for performing the services for the period of the enforced delay when and if in the Contract Officer's judgment such delay is justified, and the Contract Officer's determination shall be final and conclusive upon the parties to this Agreement. 3.4 Term. Unless earlier terminated in accordance with Section 7.7 of this Agreement, tlfis Agreement shall continue in full force and effect until satisfactory completion of the services but not exceeding one (1) year from the date hereof, unless extended by mutual written agreement of the parties~ 4. COORDINATION OF WORK 4.1 Representative of Consultant. The following Principal of the Consultant is hereby designated as being the principal and representative of Consultant authorized to act in its behalf with respect to the work specified herein and make all decisions in connection therewith: Beverly Simmons David M. Griffith & Associates, LTD 1633 Bayshore Highway, Suite 380 Burlingame, CA 94010 It is expressly understood that the experience, knowledge, 'caPability and reputation of the foregoing Principal is a substantial inducement for Agency to enter into this Agreement. Therefore, the foregoing Principal shall be responsible during the term of this Agreement for directing all activities of Consultant and devoting sufficient time to personally supervise the services hereunder. The foregoing Principal may not be changed by Consultant' without the express written approval of Agency. 4.2 Contract Officer. The contract Officer shall.be the AssiStant City Manager of City unless otherwise designated in writing by the Executive Director of Agency. It shall be the Consultant's responsibility to keep the Contract Officer fully informed of the progress of the performance of the sen,ices and Consultant shall refer any decisions which must be made by Agency to the Contract Officer. Unless otherwise specified herein, any approval of Agency required hereunder shall mean the approval of the Contract Officer. 4.3 Prohibition Against Subcontracting or Assignment. The experience, knowledge, capability and reputation of Consultant, its principals and employees were a substantial inducement for the Agency to enter into this Agreement. Therefore, Consultant shall not contract with any other entity to perform in whole or in part the services required hereunder without the express written approval of the Agency. In addition, neither this A~eement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of Agency. 4.4 Independent Consultant. Neither the Agency nor any of its employees shall have any control over the manner, mode or means by which Consultant, its agents or employees perform the services required herein, except as otherwise set forth herein. Consultant shall perform all services required herein as an independent consultant of Agency and shall remain at all times as to Agency a wholly independent consultant with only such obligations as are consistent with that role. Consultant shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of Agency. 5. INSURANCE, INDEMNIFICATION AND BONDS 5.1 Insurance. Consultant shall procure and maintain, at its cost, and submit concurrently with its execution of this Agreement, public liability and property damage insurance against all claims for injuries against persons or damages to property resulting from Consultant's performance under this A~eement. Consultant shall also carry workers' compensation insurance in accordance with California worker's compensation laws. Such .insurance shall be kept in effect during the term Of this Agreement and shall not be cancelable without thirty (30) days written notice to Agency of any proposed cancellation. The Agency's certificate evidencing the foregoing and designating Agency and the City of Tustin (City) as additional named insureds shall be delivered to and approved by the Agency and City prior to commencement of the services hereunder. The procuring of such insurance and the delivery of policies or certificates evidencing the same shall not be construed as a limitation of Consultant's obligation to indemnify the Agency, its consultants, officers, and employees. The amount of insurance required hereunder shall include comprehensive general liability, personal injury and. automobile liability with limits of at least One Million Dollars ($1,000,000) combined single limit per occurrence. Coverage shall be provided by' admitted insurers with an A.M. Best's Key Rating of at least AVII. 5.2 Indemnification. The Consultant shall defend, indemnify and hold harmless the Agency, City, its officers and employees, from and against any and all actions, suits,. proceedings, claims, demands, losses, costs, and expenses, including legal costs and attorneys' fees, for injury to or death of person or persons, for damage to property, including property owned by Agency, City, and for errors and omissions committed by Consultant, its officers, employees and agents, arising out of or related to Consultant's performance under this Agreement, except for such loss as may be caused by Agency or City's own negligence or that of its officers or employees. 6. RECORDS AND REPORTS 6.1 Reports. Consultant shall periodically prepare and submit to the Contract Officer such reports concerning the performance of the services required by this Agreement as the Contract Officer shall require. 6.2 Records. Consultant shall keep such books and records as shall be necessary to properly perform the services required by this Agreement and enable the Contract Officer to evaluate the performance of such services. The Contract Officer shall have full and free access to such books and records at all reasonable times, including the right to inspect, copy, audit and make records and transcripts from such records. 6.3 Ownership of Documents. All drawings, specifications, reports, records, documents and other materials prepared by Consultant in the performance of this Agreement shall be the property of Agency and shall be delivered to Agency upon request of the Contract Officer or upon the termination of this Agreement, and Consultant shall have no claim for further employment or additional compensation as a result of the exercise by Agency of its full rights or ownership of the documents and materials hereunder. Consultant may retain copies of such documents for its own use. Consultant Shall have an unrestricted fight to use the concepts embodied therein. 6.4 Release of Documents. All drawings, specifications, reports, records, documents and other materials prepared by Consultant in the performance of services under this Agreement shall not be released publicly without the prior written approval of the Contract Officer. 7. ENFORCEMENT OF AGREEMENT 7.1 California Law. This Agreement shall be construed and interpreted both as to validity and to performance of the parties in accordance with the laWs of the State of California. Legal actions concerning any dispute, claim or matter arising out of or in relation to this Agreement shall be instituted in the Superior Court of the County of Orange, State of California, or any other appropriate court in such county, and Consultant covenants and agrees to submit to the personal jurisdiction of such court in the event of such action. 7.2 Disputes. In the event of any dispute arising under this Agreement, the injured p .arty shall notify the injuring party in writing of its contentions by submitting a claim therefor. The injured party shall continue performing its obligations hereunder so long as the injuring party cures any default within ninety (90) days after service of the notice, or if the cure of' the default is commenced within thirty (30) days after service of said notice and is cured within a reasonabl6 time after commencement; provided that if the default is an immediate danger to the health, safety and general welfare, the City may take immediate action under Section 7.6 of this .Agreement. Compliance with the provisions of this Section shall be a condition precedent to any legal action, and such compliance shall not be a waiver of any party's fight to take legal action in the event that the dispute is not cured. ' 7.3 Waiver. No delay or omission in the exercise of any fight or remedy of a non-defaulting party on any default shall impair such fight or remedy or be construed as a waiver. No consent or approval of Agency shall be deemed to waive or render unnecessary Agency's consent to or approval of any subsequent act of Consultant. Any waiver by either party of any default must.be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 7.4 Rights and Remedies are Cumulative. Except with respect to fights and remedies expressly declared to be exclusive in this Agreement, the fights and remedies of the parties are cumulative and the exercise by either party of one or more of such fights or remedies shall not preclude the exercise by it, at the same or different times, of any other fights or remedies' for the same default or any other default by the other party. 7.5 Legal Action. In addition to any other fights or remedies, either party may take legal action, in law or in equity, to cure, correct or remedy any default, to recover damages for any default, to compel specific performance of this Agreement, to obtain injunctive relief, a declaratory judgment or any other remedy consistent with the purposes of this Agreement. 7.6 Termination Prior to Expiration of Tenn. The Agency reserves the right to terminate this Agreement at any time, with or without cause, upon thirty (30) days written notice to Consultant, except that where termination is due to the fault of the Consultant and constitutes an inunediate danger to health, safety and general welfare, the period of notice shall be such shorter time as may be appropriate. Upon receipt of the notice of termination, Consultant shall immediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Consultant shall be entitled to compensation for all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer thereafter. 7.7 Termination for Default of Consultant. If termination is due to the failure of the Consultant to fulfill .its obligations under this Agreement, Agency may take over the work and prosecute the same to completion by contract or otherwise, and the Consultant shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated, provided that the Agency shall use reasonable efforts to mitigate damages, and City may withhold any payments to the Consultant for the purpose of set-off or partial payment of the amounts owed to City. 7.8 Attorneys Fees. If either party commences an action against the other party arising out of or in connection with this Agreement or it subject matter, the prevailing party shall be entitled to recover reasonable attorneys' fees and cbsts of suit fi.om the losing party. 8. AGENCY AND CITY OFFICERS AND EMPLOYEES; NON-. DISCRIMINATION 8.1 Non-Liability of City Officers and Employees. No officer or employee of Agency or City shall be personally liable to the Consultant, or any successor-in-interest, in the event of any default or breach by the Agency or for any amount which may become due to the Consultant or its successor, or for breach of any obligation of the terms of this Agreement. 8.2 Covenant Against Discrimination. Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or. through them, that there shall be no discrimination or segregation in the performance of or in connection with this Agreement regarding any person or group of persons on account of race, color,' creed,, religion, sex, marital status, national origin, or ancestry. Consultant shall take affn-mative action to insure that applicants and employees are treated without regard to their race, color, creed, religion, sex, marital status, national origin, or ancestry. 9. MISCELLANEOUS PROVISIONS 9.1 Notice. Any notice, demand, request, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by pre-paid, first-class mail to the address set forth below. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated forty-eight (48) hours from the time of mailing if mailed as provided in this Section. 7.6 Termination Prior to Expiration of Term. The Agency reserves the right to terminate this Agreement at any time, with or without cause, upon tlfirty (30) days written notice to Consultant, except that where termination is due to the fault of the Consultant and constitutes an immediate danger to health, safety and general welfare, the period of notice shall be such shorter time as may be appropriate. Upon receipt of the notice of termination, Consultant shall inunediately cease all services hereunder except such as may be specifically approved by the Contract Officer. Consultant shall be entitled to compensation for all services rendered prior to receipt of the notice of termination and for any services authorized by the Contract Officer thereafter. 7.7 Termination for Default of Consultant. If termination is due to the failure of the Consultant to fulfill its obligations under this Agreement, Agency may take over the work and prosecute the same to completion by contract or otherwise, and the Consultant shall be liable to the extent that the total cost for completion of the services required hereunder exceeds the compensation herein stipulated, provided that the Agency shall use 'reasonable efforts to mitigate damages, and City may withhold any payments to the Consultant for the purpose of set-off or partial payment of the amounts owed to City. 7.8 Attorneys Fees. If either party commences an'action against the other party arising out of or in connection with this Agreement or it subject matter, the prevailing party shall be entitled to recover reasonable attorneys' fees and costs of suit from the losing party.. 8. AGENCY AND CITY OFFICERS AND EMPLOYEES; NON-. DISCRIMINATION 8.1 Non-Liability of City Officers and Employees. No officer or employee of Agency or City shall be personally liable to the Consultant, or any successor-in-interest, in the event of any default or breach by the Agency or for any amount which may become due to the Consultant or its successor, or for breach of any obligation of the terms of this Agreement. 8.2 Covenant Against Discrimination. Consultant covenants that, by and for itself, its heirs, executors, assigns, and all persons claiming under or through them, that there shall be no discrimination or segregation in the performance of or in connection with this Agreement regarding any person or group of persons on account of race, color, . creed,, religion, sex, marital status, national origin, or ancestry. Consultant shall take affrrmative action to insure that applicants and employees are treated without regard to their race, color, creed, religion, sex, marital status, national origin, or ancestry. 9. MISCELLANEOUS PROVISIONS 9.1 Notice. Any notice, demand, request, consent, approval, or communication. either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by pre-paid, first-class mail to the address set forth below. Either party may change its address by notifying the other party of the change of address in writing. Notice shall be deemed communicated forty-eight (48) hours from the time of mailing if mailed as provided in this Section. To City: TUSTIN COMMUNITY REDEVELOPMENT AGENCY 300 Centennial Way Tustin, CA 92780 Attention: Assistant City Manager (Contract Officer) To Consultant: Beverly Sinunons David M. Griffith & Associates, LTD 1633 Bayshore Highway, Suite 380 Burlingame, CA 94010 9.2 .Integrated A~reement. This Agreement contains all of the agreements of the parties and cannot be amended or modified except by written agreement. 9.3 Amendment. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing. 9.4 Severabili _ty. In the event that any one or more of the phrases, sentences, clauses, paragraphs, or sections contained in this Agreement shall be declared invalid or unenforceable by valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining phrases, sentences, clauses, paragraphs, or sections of this Agreement, which shall be interpreted to carry out the intent of the parties hereunder. 9.5 .Corporate Authori _ty. The persons executing this Agreement'on behalf of the parties hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and that by so executing this Agreement the parties hereto are formally bound to the provisions of this Agreement.' IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below. Dated: "City" TUSTIN COMMUNITY REDEVELOPMENT AGENCY By: Christine A. Shingleton Assistant City Manager APPROVED AS TO FORM: Lois Jeffrey City Attorney "Consultant" By: John W. Heiss. Director David M. Griffith & Associates. LTD EXHIBIT "A" PROPOSAL and SCOPE OF SERVICES Attached hereto are: 1) Consultant's Proposal EXHIBIT "B" CITY OF TUSTIN REQUEST FOR QUALIFICATION FOR TUSTIN LIBRARY NEEDS ASSESSMENT AND FACILITY PLAN EXHIBIT "C" SPECIAL REQUIREMENTS . '3. , . Ge o . . 10. The Consultant shall comply with all applicable federal, state and local laws applicable to its activities. The Consultant shall not release to the public or press any information regarding the purpose/scope of services to be accomplished or data specific to the project required Under the Agreement without prior authorization of the contraCt officer. All such information is considered confidential. All inquiries made of Consultant shall be immediately referred to the Contract Officer. Consultant shall present to the Agency certificates of insurance and endorsement forms verifying that the Consultant has the insurance as required by this Agreement. Said form shall be reviewed and approved by the office of the City Attorney. A certificate of insurance form is attached. If the Contract Officer determines that a product deliverable is unacceptable, the Consultant shall submit a revised product at Consultant's expense. Consultant shall utilize those professional staff members to perform services as identified in Consultant's proposal. No substitution shall be made' without the advance written approval of the Contract Officer. No increase in compensation or reimbursable salary rates will be allowed when personnel or firm substitutions are authorized by the Contract Officer. The Consultant shall review and replace project personnel who do not perform assigned duties in a manner satisfactory to Contract Officer when requested by Contract Officer. Monthly progress, reports shall be submitted by Consultant with billing requests. At minimum these reports shall specify the period reported, tasks completed, tasks underway, percent of project completed and strategies to solve any timing delays. Consultant shall be required to meet with the Contract Officer and Executive Director as determined necessary or desirable to discuss elements of the Scope of Work and projeCt's progress. Field Investigation necessary. The Consultant shall obtain all necessary field data and make site investigations and studies necessary to properly accomplish the work required under this Agreement. Agency anticipates and Consultant understands that the scope of work will not be a static process which merely requires a report to be produced. The Consultant will need to be involved in assisting Agency staff in reaching consensus between the community's vision and that of the nine-member Ad-hoc Library Planning Committee. 11. The following is additional elaboration of the evaluation of the current library facilities that is required to be conducted in Task 5 (Exhibit A). The library's current use of technology shall be assessed (includes hardware and software) as xvell as the opportunities of current, new and emerging information tectmologies. b. The task shall also examine the existing buildings systems (HVAC, etc.), and American Disability Act considerations. 12. The Consultant shall organize and accompany members of the Ad-hoc Library Planning Committee on visits to other library projects deemed noteworfl~y and of a character to stimulate discussion. The Consultant will prepare the list of'projects to visit, review the list with Agency staff and the Conunittee, make needed arrangements, and schedule and accompany the Committee on the visits. EXHIBIT "D" SCHEDULE OF COMPENSATION Compensation 1. As compensation for the Consultant's services under this Agreement, the Agency shall pay the Consultant a not-to-exceed fixed amount of $42,600. Expense Reimbursement . The Consultant's not-to-exceed compensation for services under tiffs Agreement may include reimbursement for expenses. The Agency shall reimburse Consultant for direct expenses such as and including postage, telephone charges and Consultant travel in an amount not to exceed $3,560 subject to the following restrictions: ' a. Expenses for air travel shall be for standard, economy class only; b. Itemized payment statements shall set forth in detail all actual reimbursement expenses during the preceding month. Compensation for Additional Services o In the event the Agency requires services in addition to those described in Exhibit A and B, said services must first be approved in writing by the Contract Officer. The Consultant shall be compensated at the Consultant's standard hourly rates for professional services, plus reimbursement Of expenses or a fixed amount agreed to in writing by the Agency and Consultant. Method of Payment ° As a condition precedent to any payment to Consultant under this Agreement, Consultant shall submit monthly to the Agency a statement of account which clearly sets forth by dates the designated items of work, as well as reimbursable expenses, for which the billing is submitted. The payment request shall identify each task required by the Agreement, percent of completion, an~ount of actual reimbursable expenses and requested amount to be billed against each task. Timin~ of Payment . The Agency shall review Consultant's monthly statements and pay Consultant for sen, ices rendered and costs incurred hereunder, at the rates and in the amounts provided hereunder, on a monthly basis in accordance with the approved monthly statements. EXHIBIT "E" SCHEDULE OF PERFORMANCE .Consultant shall attempt to complete the Scope of ServiCes m~der this Agreement witlfin six (6) months of receipt of a Notice to Proceed. IN WITNESS WHEREOF, the parties have executed this Agreement as of the dates stated below. Dated: "City" TUSTIN COMMUNITY REDEVELOPMENT AGENCY By: Christine A. Shingleton Assistant City Manager APPROVED AS TO FORM: Lois Jeffi-ey City Attorney "Consultant" By: John W. Heiss, Director David M. CnSffith & Associates, LTD EXHIBIT "A" PROPOSAL and SCOPE OF SERVICES Attached hereto are: 1) Consultant's Proposal Statement of Qualifications to Prepare a Library Needs Assessment and Facility Plan CITY OF TUSTI~ Statement of Qualifications ~ Prepare a Library Needs Assessment and Facility Plan CITY OF TUSTIN David 1VL GrOWth & AssOCiates BurHngame, CslWornia Aug-ust 15, 1997 DMG 'DAVID M. GRIF~ ASSOCIATES, LTD. Professional Serv,,.,es for the Public Sector 1633 Bayshore Highway, Suite 380 Burlingame, California 94010 415-259-1200 FAX415-259-0546 Christine A. Shingleton Assistant City Manager City of Tustin 300 Centennial Way Tustin, CA 92780 August 15, 1997 Dear l%{s. Shingleton: David M. Griffith & Associates is pleased to present our proposal and statement of qualifications 'to prepare a library needs assessment and facility plan for the City of Tustin; The proposal which follows is organized in three sections: (1) Background and expe. rience, of our firm and project team; (2) Our approach to the project; and (3) Project cost. The proposal opens with an overview of the firm and our proposed project team. 1. .BACKGROIJND AND E~ZP~.~CE OF DAVID l~. GRIFFITH & ASSOCIATES AND THE, PROPOSe;f) PR~ECT TEAM. David M, Griffith & Associates, Ltd. was established nearly 20 years ago, and in the intervening years, has grown to be the largest consulting firm in the United States which specializes in serving public sector clients. We maintain a national network of 35 offices, including our Library Consulting Practice in Burlingame, California. Our client base includes more than 2,000 city, county, smd state government clients from ever3' region of the United States. The .firm is incorp.orated in the State of Illinois. Initially established to provide' financial consulting services to clients, the Firm's capabilities have been expanded to include executive recruitment and management and operations analysis, and most recently, library services. At the current time, we are the only major national consulting firm which provides specialized management consulting services to public libraries across the United' States. The table which follows on the next Page shows recent, illustratiYe assignments and clients which demonstrate our experience in providing library management and operations analysis services to libraries. Our Library Practice started in California, but is now expanding'to provide services throughout the United States. Statement of C2uaZilqcations to Prepare "~ Needs Assessment and Faci :Plan for the City of Ttzstin Client Name Belvedere Tiburon Library Agency State Library of California Contra Costa County, CA City of Escondido, CA City of Hartford, CN City of Lagmna Hills, CA Marin County, CA City of Mission Viejo, CA City of Moreno'Valley, CA Multnomah County, OR City of Oakland, CA County of Orange, CA City of Palm Desert, CA City of Palo Alto, CA Peninsula Library System, CA City of Pleasanton, CA City of Richmond, CA Salt Lake City, UT City of San Jose, CA County of Shasta and Redding, CA County of San Mateo, CA City of South Pasadena, CA Stanislaus County, CA City of Temecula, CA City of Ventura, CA Nature of Our Work Start-up of Independent Library Restructuring California Public Libraries Project County-Wide Library Services Governance, Operations, and Financing Study City-wide 20-Year Services Plan, including. Library Services. Library Staff Scheduling Study Library Feasibility Study County Library Business Plan Development Start-up of City Library Library Financial Feasibility Study Evaluation of Automation Services for the Library Conversion of Library Budget to Performance Management System (Sunnyvale Model) County-Wide Library Services Governance, Operations, and Financing Study Start-up of City Library Citywide Management Audit Including Library Television Campaig'n to InCrease Library Visibility in San Francisco Bay Area Library FeasibiLity Study Management Audit of Parks and Library Departments Management Audit of the Library Library Master Plan · Evaluation of alternatives for providing municipal library services to Redding. Governance and Financing Study for the County Library and Member Cities. Library Strate~c Technol%my Plan Library Facilities Needs Assessment Study Library Service Alternatives Community Library Needs Assessment and Service Plan The Library Practice is organ/zed around senior staff within DMG, and also draws on an extensive network of exper/enced consultants and practitioners to supply expertise in such highly technical areas as library technology.. In this Way, DMG can offer the broadest array of library- oriented consulting services of any firm in business today. David M. Griffith & Associates Pcge 2 Libra Statement of Qualifications to Prepare a .reeds Assessment and FaciZiQ' 'n for the City of T~stin .o . · . .... DMG believes that the personnel assigned to the project are the single most significant factor in producing a quality product. Our library consulting practice features: · Senior staff in all project roles. A project team which has extensive experience in conducting management and operations studies of virtually every local government service area including library services. Managing and operating individual city library multi-jurisdictional library service systems. and Current' experience including operations, service delivery. in analyzing library services governance, financing, and We would employ the same philosophy to staff our project team to work with Tustin. The team would consist of the following three members of our professional staff: Beverley S~mmons is a. senior hbrary service professional with extensive operating and consulting experienc~ gained from over 20 years experience in the library service area. Ms. SimmOns leads DMG's library ser~dce practice and would serve as project manager and lead analyst on the Tustin assignment. Her experience includes serving as Project Director for the California Library Restructuring Project; Director of Libraries for the City of Sunnyvale as well as two cities in Massachusetts, and as a library serv'ices consultant for the states of Massachusetts and North Carolina. As a library services consultant, she has been a key member of the DMG project teams for the Orange County and Contra Costa County Library studies. She has also conducted library feasibility studies for Pleasanton, Belvedere, Temecula, and San Buenaventura (Ventura). · Jacquelyn Harbert is a senior member of DMG's professional staff and has 18 years experience in consulting to and working with public sector agencies. Ms. PIarbert has played a major role in our analysis of library services for Contra Costa County including developing plans and costs for alternative library service configurations, t-Ier other library experience includes a recent management audit of the Salt Lake City Public Library, and working with David .VI. Griffith & Associates Page 3 Li Statement CQUalifications to Prepare a y Needs Assessment and Fac~. Plan for the City of Tustin Ms. Simmons in the development of a library ser¥ices needs assessment and facilities plan for San Buenaventura. She would work with Ms. Simmons on all phases of the Tustin project'and provides special expertise in the analysis of library operating and facilities' costs. John W. Heiss would also serve as an analyst on the project. Over the course of his consulting career, Mr. Heiss has managed and completed over 500 management audits and evaluations of local government services. Mr. Heiss has conducted a library feasibility study for La=o-una Hills in which he evaluated library service alternatives. He was the project manager and lead analyst for DMG's library services studies for Contra Costa County, Orange County, and San Mateo County. He has conducted several management audits of libraries including the San Mateo Public Library, and the Salt Lake City Public Library. Other recent experience includes conducting library feasibility stud/es for Pleasanton and Temecula. Prior to joining DMG, Mr. Heiss was one of the founding' partners of Hughes, Heiss & Associates. The attachment at the end of this letter provides more detailed resumes of each project team member. ReferenCes for recent projects completed by the Proposed team are listed below: City of San Buenaventura - Library Needs Assessment and Facility Plan Comparable Scope project to the Tustin study. Included conducting a number of community focus groups to determine community attitudes toward library needs and service issues; development of library services goals and objectives consistent with community need; and development of a number of alternative operating and facility plans. ,Analysis of demographic and community growth trends, economic development directions, and cultural' activities were part of this study. Reference' Donna Landeros City Manager (805) 654 - 7800, Ext. City of Pleasanton - Library Feasibility Study Recently completed project to develop and 'evaluate library service delivery alternatives for. Pleasanton. Included defirfition of library service objectives and service levels; identification of service delivery alternatives; development of operating and capital cost plans for each David M. Griffith & Associates Page 4 Libra, Statement of ~lifications to Prepare a Needs Assessment and Facility..an for the City of Tustin alternative; and evaluation of the service impact of each alternative. Two community meetings were held to solicit resident input on library service needs. Extensive evaluation of collections, services, and library facilities were part of ttxis study. Reference: Steven Bocian Assistant City Manager (~10) ~B~ -'8008 City of San Jose - Development of a Lib .rary B([aster Plan Project involved working with a Task Force comprised of City Council members, community leaders, and neighborhood representatives to develop a master plan for the San Jose Public Library. Included defining needs, identifying community service expectations, and working ~,Sth the Task Force to refine strategic initiatives to meet identified needs and service expectations. Reference: Jane Light Library Director (408) 2774822 Orange Counfy Library- Library Systern~ and Services Study System-wide analysis of all aspects of library services for Orange County and the member jurisdictions of the County Library System. Included the evaluation of service levels and costs; projection of service costs to provide alternative service levels;, and feasibility analysis of alternative approaches for organizing and delivering library services. This included elimination of the County system and establishment of individual ciW libraries; re~onal service groupings; and alternative governance and administrative configurations for a County-wide system. Each alternative included development of service, staffing, and operating plans including requirements for provision of technical and support services. Reference: John Adams County Librarian (714) 566-3040 In addition to the above, Mr. William I-Iuston, Tustin City Manager, was a member of the steering committee for our Orange County Library governance and financing study and can speak to the. 'quality of our work on that project. Page 5 David M. Griffith & Associates ., Lib,. Statement of Qualifications to Prepare Needs Assessment and Facil? '~lan for the City of Tustin OUR APPROACH TO THE PROJE~. This section of our proposal outlines our understanding of Tustin's study objectives and describes our approach to the project to achieve these study Objectives. (1.) Our Understanding of Study Objectives. The City of Tustin Wishes to develop a comprehensive approach to public library service. As a member City of the Orange County Library System, the City has recently agreed to the restructuring of the County Library and the consequent responsibilities of the member Cities. It is intended that the County would continue to provide library services to any future facility developed for the City of Tustin. The recent agreement has a provision for supplying additional hours and services which can be negotiated between the City and County Library. This study will give the City of Tustin the framework from which to further develop the partnership with the County Library. Specifically the City is loo -king for: a needs assessment for library services and facilities in Tustin; evaluation of current services and facilities being provided; development of recommendations and associated costs for implementing' desired services and facilities. Key to this comprehensive study is the involvement of the community in planning and evaluating library services. The Ad Hoc Library Planning Committee is an important representative body which will work closely with the consultants throughout the study. In addition to work with the Planning Committee, extensive public involvement is needed to develop a vision for the future of library services, and the process desi~o'ned for this study must be inclusive and thorough. Following is our approach to the project and the specific work tasks needed to accomplish the objectives listed above with the community involvement so necessary to this project. · (2.) Our Approach to the Project. Based on our recent experience addressing library service delivery issues, we would strongly agree with Tustin's direction that the project include close work with the Ad Hoc Library Planning Committee over the course of the project, and that the Committee David M. Griffith & Associates Page · -~ Statement of '~Ii~cations to Prepare a Libra.;.~ Weeds Assessment and Facility..an for the City of Tustin include representation from the parties which ~vould be affected by the outcomes of the project. Iri addition, we have found that holding a series of community meetings/focus groups will help the consultant define service levels based on community identified needs. Issues associated with the definition of specific library service objectives include the following: There are no established mad accepted set of standards ~ library services. While thirty years ago, the American Library Association proposed basic standards involving such measures as library facility space per capita, library materials per capita, and the like, these service level "standards" were discontinued in the 1980% in recognition that service demands differ by community reflecting differences in socio - economic characteristics. Instead, service standards need to be developed in the context of commullity e-xt>ecf, atioIls and based on comparative analysis of ser~4ce level ranges in communities with comparable socio - economic characteristics. We have found that this can best be accomplished by: Incorporating an approach ~o eliciting community attitudes toward library service issues into the analysis. Beginning ~-ith in~e~views with elected officials, key community members, this process will establish the major areas for exploration. A survey mailed as a part of regular City communication could provide information from non-users of library services. Finally, following the interviews and survey ~dth focus groups and a community workshop on library services and issues should provide a fully developed picture of community library needs and expectations. Benchmarking library service levels in communities comparable to Tustin to pro~dde a comparative context x~.-ithin which target service levels for Tustin can be identified. Working with the 'Ad Hoc Library Planning Committee, comprised of City management, interested residents, and council members to work with the consultant during the project to review the progress reports and provide guidance in the discussion of alternative facility and service 'David M. GriT~th & Associates Page Lii · Statement -; Qualifications to Prepare a Needs Assessment and Faci. Plan for the City o£ Tustin levels and other related choices associated with library service approaches. Worldng xvith the project steering committee so that the client is involved in each stage of the analysis by: Preparing a series of detailed progress reports, keyed to each critical juncture of the study, which present our findings, conclusions, and recommendations as they are developed. Reviewing these reports with the project steering 'committee, at each critical stage of the project, so that study results can be reviewed and evaluated by the client as they are developed. This is useful in ensuring that: The client fully understands the analysis and resulting findings, conclusions, and re'commendations as they are developed. The client can quality control our work so that there are no unfulfilled study expectations at the end of the project. David M. Griffith & Associates Pcge 8 Libra~. Statement of, _ 7eeds Assessment and Facility. '~lifications to _Prepare for the City of Tu~.~in (3.) Our. Task T,i~ and Workpla~. The following task outline describes hoxv we would approach the project, incorporating the principles described above. Task 1-- Meet with City Staff to clarify expectations, project scope, and to identify issues of concern related to the facility and to the delivery of library services. Task 2-- Interview City Council, City Administrative Staff, and key community members to identify issues to be further explored in the survey, Focus Groups and a Town Hall Meeting. Task 3-- Analyze community demographic trends, growth trends, and neighborhood characteristics that relate to the delivery of library services. Task 4-- · Analyze and evaluate the level and variety of library services currently provided. Task 5-- Evaluate` the adequacy of the current library facility. Task 6-- Conduct Focus Groups throughout 'the community to identify the perceived role of the Library and develop consensus on a community' vision for future library services and facility. Task 7-- Conduct a Community Meeting community consensus on a vision services and facility. to further develop for future library Task S-- Develop Alternatives for improving library services in Tustin. Task 9-- Prepare a Community Library Services Needs Assessment and Facility Plan. The paragraphs which follow provide descriptions of each of the proposed work tasks. more detailed David M. Griffith & Associates Pc~ge 9 Statement oV Qualifications to Prepare a ~ 2Veeds Assessment and Facil ,Vlan for the City of Tustin Task 1-- Meet with City Staff to Clarify Ex3>ectations, Project Scope, and to Identify Issues of Concern Related to the Facility and to the Delivery of Library Services. This task would involve initial meetings between the consultant and the City Manager and key staff to discuss and clarify any issues related to the scope and conduct of the project. We will review the proposed workplan, project schedule, formation of a project steering committee, and plans for preparing and submitting periodic progress reports. Task 2-- Interview City Council, City Admini~ative Staff, and Key_. Community Members to Identify Issues to be Further Explored in the survey, Focus Groups and a Town Hall Meeting. . Through interviews with the City Council, the City Manager, the City's Project Manager, the Ad Hoc Library Planning Committee, the consultants will gather information which will become the basis for the issues to be explored in the survey, Focus Groups and Town Hall Meeting.. The Orange County Librarian will also be interviewed, and other County Library staff, as appropriate. The following key areas will be explored in the interviews: . General 'perspectives and attitudes regarding community library service needs, current service levels, strengths and weaknesses of current ..services, and issues of concern. Future issues or trends which could impact the size, nature or composition community or other -long-term issues. include' significantly of the Tustin This would Projected growth with impact on assessed valuation and library related revenues. Interest in more closely coordinating library services with other City services including recreation, cul.tural, and human service programs. ' After the interviews, the consultant team will assist City staff in designing a questionnaire which can be distributed through regular City channels or the mail, which will elicit opinions and perspectives about library service in the community. This survey is important because it will reach the non-users of library services, and · David M. Griffith & Associates Page 10 . Librai Statement of ~':~lifications to Prepare a ~eeds Assessment and Facility' z for the City of Tustin may help determine what services non-users would ~vant in a public library. The consultant team will also assist with the analysis of the returned surveys, and presentation of the results to the Ad Hoc Planning Committee as appropriate. The results of the interviews would be documented in the form of a Pro~ess Report which will be reviewed with the Ad Hoc Library Planning Committee. Task 3 -- Ana!vze Community Demographic Trends, Grow~th _Trends, and Neighborhood Characteristics which Relate the Deliver~ of Library Ser~Sces. The purpose of this task will be to collect, summarize, and analyze financial, demographic and library statistical data in order to form the basis for an evaluation of current levels of service. Information wilI be collected from the County Library, the City, and published census data. The information gathered in this task xvill become the basis upon which the rest of the study rests, as it represents the current status of library services and the projections for population changes in the future. The results of this task will be documented in the form of a Progress Report which will be reviewed with the Ad Hoc Library Planning Committee Task 4--Analyze and Evaluate the Level and Variety of Library Services Currently Providec[ The purpose of this task wSll be to document the specific library services, service levels, service delivery approaches, operating costs and current revenues associated with library services currently provided to the City of Tustin by the Orange County Library. This task will include the following work steps: Document the nature, scope, znd frequency of library services provided to residents of the City of Tustin. This will include: - Service hours by day of week] Services provided (e.g., circulation, reference, etc.). ProKrams provided (e.g., children's reading, youth homework help, adult literacy, etc.). - . Special collections. David M. Griffith & Associates Page 11 y Needs Assessment and FaciL ~,.zalifications to Prepare a for the City of Tustin 7---" -. System wide progn-ams (fOr example, Adult literacy). Centralized, system-wide services such as telephone reference services. Document the operating cost of service, number of staff and facility resources currently used'to deliver direct library services, by work assig~nment or service area. Document current library service levels and utilization of library services by Tustin residents. We will employ these data to.develop key indicators of the magnitude of current service and workload levels in the Tustin Library. Data and information gathered during this task are likely to include: - Number of registered borrowers. - Gate or turnstile counts. Number of participants in programs by category and type of prog-ram. - Annual circulation. - Titles/Volumes/Periodicals held. Number of titles/volumes/periodicals annually. added Scope/type/number of other collection items held and added annually (e.g., CDc, audio/video tapes, etc.) - Annual number' of reference inquiries. Annual number of electronic transactions. Annual number of inter-library requests received and filled. Key workload and seiMce indicators which calculated are likely to include the following: - Circulation per capita and per open hour will be - Reference inquiries per capita and per open hour. - Reference inquiries per FTE staff. David M. Griffith & Associates Page 12 Statement of ~l£fications to Prepare a Libra~. _~reeds Assessment and Facil£ty~'. un for the City of Tustin - Population served per FTE staff. - Average number of program participants per category. The result of this analysis and evaluation will be documented in a Pro~ess .Report which will be reviewed with the Ad Hoc Library Planning Committee. ..o Task 5 -- Evaluate the Adequacy of the Current Library Facility. This task will focus on the existing facility from which library service is delivered. The consultant will review and evaluate the existing facility with a thorough study of the condition, functionality, space, location and siting ~vithin the community. In addition, the following elements will be explored in some depth: · Capacity for technolog-y upgrades, including ~viring and/or wireless transmissior~; ~ · Safety and accessibilitY; · Comfort of patrons; Working convenience and efficient organization of tasks of staff and volunteers; Program and service delivery needs, such as small gToup study areas, small and large meeting room space, etc. · Potential to accommodate growth in collection. · A_ny deferred maintenance needs. The result of this analysis and evaluation will be a Progress Report which will be reviewed by the Ad Hoc Library Planning Committee. David M. Griffith & Associates ' Page 13 Lib ~.qtcttement of Quclifications to _Prepare ct 'Needs Assessment and Facil Plan for the City of Tustin Task6--Conduct Focus Groups Throuffhout the Community ~ Identify the Perceived Role of the l,ibrarv and De,~elop Consensus on a Community Vision for Future !Jibrarv Services and Facilities. This task will involve the conduct of up to four focus groups to identify the community's sense of the library's role as it is currently in the community. In addition, this process will result in a report on the community's perceptions of library and information needs, issues, desired services, facilities and programs for the library of the future. Focus groups will be constituted with the assistance of City staff, but could include separate groups of: · Business and commercial representatives. · Education professionals. · Seniors. Youth (best results are with high school or young adult age groups. · Parents. Staff assistance will be needed to help identify the most appropriate groupings for the focus groups, and to identify and invite participants to the-groups. Logistical assistance would also be needed. The results of the focus groups will form the basis for the vision of library services in Tustin. Focus group results will be documented in a detailed Progress Report and reviewed with the Ad Hoc Library Planning Committee. Task 7-- Conduct a Comrnu.~tv Meeting tO Further Develop Community Consensus on a Vision for Future L~brarv Services and Facilities in Tustin. The Community Meeting or Town Hall Meeting will be an' opportunity to solicit community input and validate the results of the Focus Groups completed in. the previous task. The involvement of the Community in an open meeting brings the element of citizen participation into t~s process and makes the study connected to the community in a positive way. It will be important to schedule the Community Meeting at an appropriate time, with adequate notice and advertisement. If it is possible, the local cable television could also broadcast such a meeting, with participants providing input via David M. Griffith & Associates Page 14 Statement of' lifications to Prepare a Librao ~¥eeds Assessment and Facility · ,an for the City of Tustin e-mail or fax or telephone. City staff assistance will also be needed in organizing the logistics and publicizing this event. The Town Hall results will be documented as a Progress Report and reviewed with the Ad Hoc Library' Planning Committee.' Task 8-- Develop and Eval, mte Alternatives for Improving Library. Services in Tustin.. This task is the s)mthesis of all previous tasks. At this time, a substantial body of information will have been generated. Among the key items are: Community g-rowth and change projections. Financial and other considerations affecting the City. · Analysis of current library service. · Current facility condition. · Community evaluation of current services. Community vision for future library services. Based on the factors noted above, we w-ill develop a detailed list of objectives for the delivery' of library cctv-ices in Tustin in future years. These objectives will include the following: Operating and Service Objectives including specific service adjustments compared to current operation including ser~-ice hours; facility characteristics; program scope; and collection scope and content, and other objectives, as appropriate Basic Facility Requirements Necessary to Support Target Services Includ]n~ Space required by use/function related to support public and other library support services. Other community uses to be provided by a library facility and space requirements agsociated with those uses.. Other space needs associated With target library services including customer parking. ".'.' David M. Griffith & Associates Page 15 Lib7~ Statement r - Qualifications to Prepare a 'Needs Assessment and FaciA ~lan for the City of Tustin Qualitative preferences for a library facility including architectural style/statement and relationship with overall community image and statement. Preferred adjacencies between and among a library facility and other community facilities and services. Space and Site Requirements Necessary to Meet Facilities Objectives inclucl{n~ - Total facility space requirements by use/function. Total site requirements including library facility footprint; parking; and set-back and other site requirements. - Basic locational criteria for sites. Then, develop and evaluate at least three alternatives for satisfy-lng the service and facility objectives defined above. Alternatives will consider such factors as the following: Opportunities for partnerships community educationali cultural organizations. with .a variety of or business/private Possible renovation, reuse, or construction of new facilities. Innovative ways Of increasing revenues and. using subcontracting to optimize facility use. Impact of rapidly chan~ng technology on library service delivery and facilities over the next 5 to 10 years. Each alternative will be developed and evaluated as follows: · Capital costs including: New construction, remodeling and/or expansion costs including: .. Architectural and engineering costs. .. Site acquisition and site preparation/ improvement. .. Facility construction. - Furnishings and equipment additions. D~vid M. Griffith & Associates Page Librc Statement of ~',alifications to Prepare ',¢eeds Assessment and Facilit3 ~n for the City of Tustin .-. Other one-time costs including automated and ~ommunications installation; and the like. relocation; equipment · Annual Operating Costs including: - Staffing' levels and costs. Collection enhancement and replacement. - . Other operating expenses and service costs. potential Revenues to ~t Capital and Operating Cost Projections including: Current and projected base revenues available to support annual operations based on current property tax re'venues generated from Tustin and allocated to support library services by the Orange CoUnty Public Library system. Availability of any Orange County Library system resources to support capital improvements. Potential to employ redevelopment financing to support all or portions of projected site and/or facility constructiOn costs. Potential .for'grant revenues to support facility improvements. Other sources for financing capital and operating costs, as appropriate. Based on the above, identify net resource 'needs which would need to be addressed by Tustin to provide target library facilities and services. Once each of the alternatives have been developed, they will be evaluated by comparing them to the facility and service objectives defined at the beginning of th_is task. Results of this task will be documented in the form of a detailed progress report which will be presented to the Ad Hoc Library Planning Committee. Based on the results of that review,. alternatives wilI be refined as necessary. David M. Griffith & Associates Page 17 Statement 'f~uaZifications to Prepcre cz £iL. ~,' Areeds Assessment c~nd Fczci~ £k~n for the City of ~ustin Based on our previous experience, we xvould recommend that the alternatives be presented to the community in a second Town Meeting which would be employed to: · Present alternatives to the community. Elicit community comment and debate on the advantages and disadvantages of each alternative. · Maintain momentum and support for improvement in the community. library Once the Town Hall meeting is completed, we will evaluate results and revie~v them with the Ad Hoc Library Planning Committee. In conjunction xvith the Committee, we will review and rank the alternatives developed and refined in this task in priority order. Task9-Prepare and Present the Community I,ibrarv. Sen. ices Assessment and Facilities Plan Final Repo2. The results of each of the previous eight work tasks will be compiled Lnto a comprehensive project final report which will provide: A detailed evaluation of hbrary service needs in Tustin. · Proposed library service and facility objectives. · Detailed alternatives for achieving those objectives. Through evaluation of the advantages and disadvantages of each alternative and our recommendation of the approach which best meets Tustin's needs. 'Projected operating and capital costs for each of the alternatives. Proposed approaches for financing the recommended plan. The final report and plan will be submitted to the Ad Hoc Library planning Committee for review while in draf~ form. We will present the final report to the City Council at the conclusion of the project. David .VI. Griffith & Associates Page 18 Librai. Statement of .eeds Assessment and Facility tifications to Prepare a the City of Tustin (4.) Schedule The chart, which follows this page shows our projected schedule for completing the tasks described in this section. AS can be seen from revie, w of the information presented in the chart, we anticipate the project ~vill require 16 weeks to complete. David M. Grif-fith & Associates Page 19 Statement of ,reeds Assessment and Facility :lifications to Prepare a for the City of Tustin 3. PR.f~JECT COST. The table which follows Shows our estimate of the professional staff time and exponse required to complete the project as described in Section 2 of this proposal. Task ' Person Hours by Project Team Member ~~ Simmons Harbert Heiss 1 - Project Initiation 8 - 2 - Identify Issues and Objectives 16 8 4 3 - Document and Analyze Trends - 16 ,. 4 - Profile and Evaluate Current Serx-ices '16 16 5 - Evaluate the Fa¢iliw 8 - 4 6 - 7 - Solicit Community Attitudes 32 24 - S - Structure and Evaluate .Alternatives 56 56 16 9 - Prepare and Present Library Plan 40 16 8 Total Professional Time 17 6 13 6 3 2 _ Rate Per Hour $125 $ 90 $150 Time Cost Per Staff Member $ 22,000 $12,240 $ 4,800 Professional Staff Time C°st Total $ 39,040 .Air Travel ~[~ .$ 2,200 Subsistence .. ~ ~ 800 Car Rental ~ ~. 560 Ex-pense Total ~ ~ $ 3,560 Project Total ~~ $ 42,600 We would be pleased to enter into a fixed price contract for $ 42.,600 to conduct the project as described in this proposal. We appreciate the opportunity to submit our 'proposal, and hope we can further present our team, qualifications, and approach as your selection process proceeds. If you have any questions or require additional information, please contact me at (415) 259 - 1200. Sincerely Yours, Senior _~[anager ". David M. Gri.~fith & Associates Page 21 ATTACH~q'ENT Project Team Resumes BEVERLEY SIMMONS Ms. Simmons is a senior library service professional with extensive operating and consulting experience gained from over 20 )'ears of experience in the library service area. Ms. Simmons is a senior manager with DMG, and has worked on both our recent library systems analyses for Contra Costa and Orange counties. On both projects, she had responsibility for developing alternative service delivery models including defining service levels, developing pro-forma operating budgets and developing the community attitude surveys. She has recently worked with the City of Mission Viejo to develop an operating plan for the new City Library, and with the City of Pleasanton on a City Library Feasibility Study. She has also recently completed a community library needs analysis and plan for the City of Ventura which involved conduct of a number of focus ~oups and town hall meetings to solicit community attitudes toward library service needs; detailed evaluation of library facilities; and projection of capital and operating cost needs to ach/eve target ser~dce level objectives. Ms. Simmons served as Project Director of the recent California Public Library Restructuring Project. This 25-member Task Force was commissioned by the League of California Cities, the California Library Association, the California Stat~ Association of Counties, and the California Association of Library Trustees and Commissioners. The Task Force addressed the Underl~-ing issues of library' governance and finance, and provided a blueprint for fundamental change in California library 'services. Ms. Simmons served for n/ne years as Director of Libraries for the City of Sunnyvale. During th_is period, in addition to directing all aspects of library services, she expanded library services to the Silicon Valley business community by establishing a partnerskip between the City and the Federal Patent and Trademark Office to bring the latest patent information and technology to Silicon Valley. While in Sunnyvale, she also served as the City's Director of InfOrmation Management Services and in this capacity, directed information systems staff and services, and developed a City-wide network_lng plan. Ms. Simmons has also served as City Librarian of Fall River and of Methuen, Massachusetts, and as a library services consultant for the states of Massachusetts and North Carolina. Attachment Page David M. Gri/~/-fith & Associates .. She 'is active in state and national library professional organizations, and is a regular speaker on library services for the CaliFornia League of Cities and library associations. Ms. Simmons has Bachelor of Arts, and a Masters in Library Science from the University of North Carolina at Chapel Hill. David M. Griffith & Associates Attachment Page 2 JACQUELYN HARBERT Ms. Harber ~ Senior l¥[anager in our Burlingame, CA office. Her 18 years of public sector experience encompasses a wide range of consulting and administrative positions. Specific experience includes: Serving as a Project Analyst for the City of San Buenaventura Community Library Needs Assessment and Plan. Her responsibilities included the statistical and demo~aphic analysis, conducting focus groups and developing models for library organization. Playing a major role in our analysis of library services for Contra Costa County and 18 member cities. Her responsibilities included profiling current service levels' conducting focus group work shops with a number of member city councils to identify library service issues, and develop, cost out,' and evaluate a variety of organizational and operational library service delivery aJternatives Serving as lead analyst on our management audit of the Salt Lake City. Public Library. Her responsibilities included managing and evaluating the results of a comprehensive survey of community attitudes toward library services; analyzing the efficiency of library management and supervisory organization; and evaluation of staff utilization in all library public service and support functions. .o Task leader for the City of San Jose study group which reviewed and developed recommendations to streamline The budget development information and reporting' requirements. Managed a self-insured workers' compensatiOn program for Alameda County (CA - Pop. 1.3 million), reduced the bac'kIog of litigated cases, and significantly improved interdepartmental cooperation through training of. over 800 departmental management ~ersonnel in workers' compensation issues. David M. Gri/~th & Associates Attachment Page'3 .Analyzed and developed an approach to consolidating three distinct county operations into existing departments for A]ameda County, CA (Pop. 1,275,000). Assisted the City/County efficiency and management operations. of Denver in improving of building maintenance Reviewed operational effectiveness of City of HuntingtOn Beach, CA (Pop. 180,000) workers' compensation program. Assisted the City of Los Angeles, CA in benchmarking all of its general fund operations. Ms Harbert has a BA in Psychology (Cum Laude) from the University of Southern California, and Mas~er's degrees in Educational Counseling and in Public Administration from USC. David M. Griffith & Associates Attachment Page 4 JOHN W. HEISS Mr. Heiss is the National Director for Operations Improvement for David M. Griffith & Associates and has been a consultant to local government for' more than 25 years. He was previously one of the founding partners of Hughes, Heiss & Associates and earlier in his consulting career, was a Project Manager .with the international management consulting firm of Booz, Allen & Hamilton. Over the course of his consulting career Mr. Heiss has completed over 500 consulting projects including a number of library service analYses. Relevant project experience includes the following: Evaluation of Library Services. He developed a facilities master plan for the County of San Mateo library system; and evaluated the cost and revenue impact of withdrawing from the Riverside County Library system for Moreno Valley.. Mr. Heiss also evaluated library service levels for Escondido and identified service level adjustments (and associated costs) to bring the City to a higher level of library service (compared to service levels in similar jurisdictions elsewhere in California). He conducted the preliminary feasibility study of Laguna -Hills establishing its own library compared to remaining part of the Orange County Public Library. Management Audits and Feasibility Studies. Mr. Heiss recently completed a major management audit of the Salt Lake City Public Library which included an analysis of community attitudes toward library services. He also completed a. management audit of libraries for the cities of San Mateo and Palo Alto. He was project manager and lead analyst on library feasibility studies for Temecula and Pleasanton. Both projects developed detailed capital and Dro-forma operating plans for municipal libraries; evaluated organizational and governance alternatives; and projected revenues available to support the operations of a municipal library. David Jif. Griffith & Associates Attachment Page 5 Governance and Regional Library Service Studies. .Mr. Heiss was project manager for the library services study for Contra Costa County, California, and the IS cities which are member of the system. The project included detailed evaluation of current operations and service levels; development and evaluation of a number of alternative service delivery and governance models; and conduct of a county-wide attitude survey to determine citizens' attitudes toward the quality and availability of library services. Earlier, !%{r. Heiss was project manager and lead analyst on our analysis of library services for Orange County, California. This project evaluated current service levels; projected costs and revenues for a number of different service delivery models; and recommended an alternative approach to library system governance. I-Ie recently completed a governance and financing Study for the San Marco County Public Library and its member cities which focused' on the development and evaluation of alternatives for governing the system and for allocating revenues to support local branch library services and operations. Mr. Heiss has an AB from Dartmouth College and an MBA from the W-barton School of the University of Pennsylvania. David M. Griffith & Associates Attachment Page EXHIBIT "B" CITY OF TUSTiN REQUEST FOR QUALIFICATION FOR TUSTIN LIBRARY NEEDS ASSESSMENT AND FACILITY PLAN City of Tustin Request for Qualifications FOl' Tustin Library Needs Assessment and Facility Plan Tustin Community Redevelopment Agency 300 Centennial Way Tustin, CA 92780 · (714) 573-3107 TUSTIN LIBi:L~.RY NEEDS ASSESSMENT .4~ND FACILITY PL.4cN Introduction The City of Tustin-is requesting Statement of Qualifications from firms interested in providing services for preparation of a'needs assessment for library sen'ices and facilities in Tustin, and evaluation of current Services and facilities being provided, and development of. recommendations and associated costs for implementing desired services and facilities. II. Back~round A. City of Tustin - The City of Tustin is located in 'central Orange County and encompasses an area of 11.02 square miles. The City is bounded on the south' by the cities of In, hue and Santa Aha, on the north by the unincorporated portions, of the County of Orange and the City. of Orange, and on the east by unincorporated County territory and ~he City of Irvhue. Within the context of the large Southern California region,-Tustin is located approximately two miles north of Orange County's John Wayne Airport and is transected by. two major regional freeways:' the 1-5 (Sap. ta Aha) Freeway,' divides the City into north and south; and the SR-55 (Costa Mesa) Freeway, divides westerly portions of the City. There are thirteen elementary schools, four middle schools and two kigh schools'in the Tustin' Unified" SchOol District, as well as several private and parochial schools. A proposed' community college campus for South Orange County Community College (formally Saddleback Community College) in collaboration with other commun/ty college'districts, and institutions of higher learning in the County is scheduled at the closing Marine Corp~ Air Station, Tustin located in the southeastern portion 'of the CID'. There is one branch library in Tustin operated by the Orange County Public Library.' The Agency provides services at a total of 27 branches in 22 incorporated.cities and unincorporated areas of the County includ'.mg 3 re~onal.'and 24 branch libraries. The central library administrative office is Ioc~ited. in Santa .ina. -As a'result of 1993 property tax shift enacted by the State, the Orange County Public Library lost some 34 percent of iTM operating funds resulting in significant re.ductions in pro,am budgets and acquisitions. The Tustin branch of the Orange Comnty Public Library is located at 345 E. Main Street. This 15,000 square foot facility was constructed by the County on land that is leased from the City of TUStin. " Terms of the lease are through July, 2024 at which point the building becomes ~e properly of the City of Tustin. Recently, the Tustin City Council mnanimo~ly agreed that an examination of the adequacy of the current facility was a high' priori5' and authorized staff to initiate an RFQ for sen,ices. It is currently intended that the County would continue, to provide libra-y services to any future facility. However, it is anticipated that the City would need to negotiate with the County of Orange' Public Library modifications to the current lease to reflect the City's investment in any improvements and to ensure that any additional program services desked for the facility can be accommodated. A_ny construction Mil be dependent on available and yet-to-be detem~ined financing. .Scope of Work The City's philosophy is that citizen participation is ex~emely impo~aant. The consultant is to conduct a 'participatory process wot'king with an Ad hoc Librao, Planning Committee to develop an understanding of the various constituents, thek concerns, and issUes, identify 'specific City library needs and priorities, and seek consensus on a "vision" or Master Plan for futuze library services and facility. The Ad hoc Library ?lanning Committee as well as' City elected officials, City Manager' and staff, County library staff, community, leaders, !ibrary users, business and education leaders, library non-users, various library support'group representatives (e.g., volunteers, etc.), potential library operations, partners, and ai diverse cross section of residents should be solicited using questionnaires, community meetings, interviews, focus ~oups or other methods through the planning process. The consultant shall also analyze potential resources v, Sthin and outside, the community and develop a plan for addressing the community's vision fol' library services and facilities. The Scope of Work should include regular.~ sessions with the Ad hoc Library Planning Committee, including visits to existing library projects. The Consultant's efforts in conducting in planning process should include, but not' be limited to the following: A. Define the desk~d role and level of library services within the Tustin community. Identify key issues and priorities for library service delivery. . . Conduct community research, identi~,ing the pei'ceived role(s) of the library in the community, issues, concerns and needs, and desired services, facilities and pro,ams. Analyze COmmunity demographic trends and neighborhood/community characteristics that relate to the delivery of library services. . Identify local political and fmanciaI issfies that impact the delivery of library services. Bo Ce ,~nalyze and evaluate the level and 'kinds of library services currently being provided. These should include, but not be limited lo, number of books and periodicals (adult and juvenile), hours of operation, full-time or part-time staff, book and periodical replacement and new acquisitions, outside support, youth and adult programs, and use of new technologies. lo Determine what deficiencies and/or differences exist between current library services and facilities and those identified as needed and desired by the community. . Conduct a benchmark survey of library sen,ices provided by comparable size commun/ties within the County and the state. . Discuss performance measures that could be designed and implemented to track the effectiveness of library sen,ice delivery. Include both management-based and community-based measurement techniques. . Document and analyze the financial resources (i.e., revenues' and expenditures) necessary to support the current and desired levels of library services. .amalyze any library facility needs relative to library roles, needs and priorities · identified in the community process. . Review and evaluate the existing library facility in Tustin, including but not limited to, present condition, siting, squar6 footage and functionality. Attention should be paid in the evaluation to the building's suitability' for · sen,ices provided, capacity for technological upgrades, including w/ring or wireless transmission; safety;, comfort of patrons and wor'king i Conditions for staff and volunteers. Identify with concurrence of Library Planning Cornmi2ee at least 3 pro~amm~ng alternatives for the existing Tustin branch facility that would respond to functional requirements and needs' of'the commurdty for library ser~dce. As part of this analysis, recommend space allocation functions and relationsb_ips that should be considered in any library facility by providing a ~rritten description of facility plan alternatives which can be taken forward realistically toward implementation .based on statistical and planning information regarding the library, its future community role, population sen, ed and input from City Staff, County and public library . staff and the commun/ty. . .amalyze the potential and associated costs for any appropriate or feasible renovation, reuse, joint use of new/4xisting facilities, and/or development of new facilities. o Do Identify and evaluate alternative methods of providln~ libra.~y services and facilities. o A.nalyze. options to partner Mth other cities, commuri.ity college, school district, private businesses, cultural organizations/activities both locally and regionally in providing programs, facilities and funding. Potential partnerships should include contact during the study Mth identified cities, agencies, btisinesses and institutions. Provide exampies of successful models. . Provide axamples of irmovation in library service delivery that address commurfity library needs and wants. . Discuss innovative ways of increasing library revenues for operations and facility construction. . Analyze options for subcontracting out sen'ices to the private Sector or qualified agencies (e.g., book acquisition, cataloging, and other seiwices). .. o Provide a 5-10 year projection of technological developments and the impact on library facilities, budget and sen;ices. 'Develop a fin~I community library services needs assessment and facility plan to include, 'but not be limited to: A definition of the role or roles of the branch library in Tustin and a summary of key issues, needs and priorities for commun/ty library ser¥ices and facilities. . o . . A summary, of current library services, and recommendations for modification or enhancement to ach/eve desked levels and 'kinds of . library service. An outline of the incremental costs for desired library services, as well as realistic sources of funding/revenues. An analysis of current library facilities, and a summary of options and costs for possible renovation, reuse, joint ,use or new construction. Recommended specific options, strategies, and realistic time frames where feasible for addressing community library service and fa~ilifies priorities, based on analysis of community resources and service alternatives. The program and facility plan sh6uld be specific in terms of capacities and dkections so that any schematic desig-a process that wsuld follow subsequently would have the specific program defined and would be able to meet the librao,'s functional requirements. All judgments regarding space and fimctional needs of the library should be through the years 2015-2020. The scope does not involve an attempt to determine design from an arckitectural point of view. Recommendations should focus directly on the functional aspects of the proposed facility(s) and 'recommend general conditions regarding the environment of 'any building(s) that is desired. The facility plan and its space requirements should reflect the net assignable square feet required for effective delivery of service for the Tustin library ,and for the effective delivery of library services. " . Recommendations for perfOrmance measures to track future library effectiveness .'in the community. The consultant shall coordinate whenever feasible with the County of Orange in the context of information' revealed in the Gox;emance Study of the Orange County Public Library, analyze and synthesize relevant findings into the Needs Assessment arid Facility Plan. The consultant firm selected shall be reSPonsible for contracting with all and any necessary sub-consultants requir.ed to complete the project which may include but not be limited to': a licensed architect, interior d~signer/space planner,.. community communication consultant, library consultant. ' Instructions to Proposers, Authority to withdraw RFQ and/o~ not award a contract. This reques.t for Statement of Qualifications' does not commit the City; to award contract, to any costs incurred in the preparation of the qualifications statement, or procure a con. tract for ser¥ices or supplies. The City reserYes the right to accept or reject any or ali statements received as result of this 'request, to negotiate with any qualified source or to cancel in part or in whole fi'tis request if it is in the best interest of the City to do so. Should the City decide to proceed, the City reserYes the fight to negotiate with any qualified source. B. Proposal Format and Content. Responses to this solicitation will be in the form of ~[ Statement of Qualifications. EXHIBIT "C" SPECIAL REQUIREM~S . . . . . . . 10. The Consultant shall comply with all applicable federal, state and local laws applicable to its activities. The COnsultant shall not release to the public or press any information regarding the purpose/scope of services to be accomplished or data specific to the project required under the Agreement without prior authorization of the contract officer. All such information is considered confidential. All inquiries made of Consultant shall be immediately referred to the Contract Officer. Consultant shall present to the Agency certificates of insurance and endorsement forms verifying that the Consultant has the insurance as required by this Agreement. Said form shall be reviewed and approved by the office of the City Attorney. A certificate of insurance form is attached. If the Contract Officer determines that a product deliverable is unacceptable, the Consultant shall submit a revised product at Consultant's expense. Consultant shall utilize those professional staff' members to perform services as identified in Consultant's proposal. No substitution shall be made without the advance written approval of the Contract Officer. No increase in compensation or reimbursable salary rates will be allowed when personnel or firm substitutions are authorized by the Contract Officer. The Consultant shall review and replace project personnel who do not perform assigned duties in a manner satisfactory to Contract Officer when requested by Contract Officer. Monthly progress reports shall be submitted by Consultant with billing requests. At minimum these reports shall specify the period reported, tasks completed, tasks underway, percent of project completed and strategies to solve any timing delays. Consultant shall be required to meet Mth the Contract Officer and ExeCUtive Director as determined necessary or desirable to discuss elements of the Scope of Work and project's progress. Field Investigation necessary. The Consultant shall obtain all necessary field data and make site investigations and studies necessary to properly accomplish the work required under this Agreement. Agency anticipates and Consultant understands that the scope of work will not be a static process which merely requires a report to be produced. The Consultant will need to be involved in assisting Agency staff.in reaching consensus between the community's vision and that of the .nine- member Ad-hoc Library Planning Committee. 11. The following is additional elaboration of the evaluation of the current library facilities that is required to be conducted in Task 5 (Exhibit A). a. The library's current use of technology shall be assessed (includes hardware and so~vare) as well as the opportunities of current, new and emerging information technologies. b. The task shall alSo. examine the existing buildings systems '(HVAC, etc.), and American Disability Act considerations. 12. The Consultant shall organize and accompany members of the Ad-hoc Library Planning Committee on visits to other library projects deemed noteworthy and of' a character to stimulate discussion. The Consultant will prepare the list of projects to visit, review the list with Agency staff and the Committee, make needed arrangements, and schedule and accompany the Committee on the visits. TO: CITY OF TUSTIN REDEVELOPMENT AGENCY CERTIFIC4TE OF INSURANCE AND DESIGNATION OF NAMEr' ADDITIONAL INSURED , ODIFICA TIONS OR ADDITIONS MA Y ~£ MAD, THIS FORM CITY OF TUSTIN REDEVELOPMENT AGENCY PROJECT: P.O. Bo~ 3539 Tustin, CA 926~1-3539 NAME AND ADDRESS OF INSURED CONTRACTOR: NAME AND ADDRESS OF INSURANCE AGENCY: COMPANIES AFFORDING COVERAGE (MUST HAVE BEST'S RATING OF AT LEAST A, Vll) Company Letter A: Company Letter B: Company Letter C: Company Lefler D: Company Letter E: Company Letter F: This cerlifies that the policies of insurance listed below have been issued lo the Insured name above, are in force at this time, lhal the City of Tustin and City of Tustin Redevelopment Agency are named as an additional insureds thereon as respects claims arising in connection with the Project named above and that such insurance shall be primary with respect lo any other insurance in force procured by the City or the RDA. Type of Insurance GENERAL LIABILITY [ ] Commercial General Liability [ ] Occurrence Basis [ ] Owner's & Contractors' Protective [ ] Broad Form Prop. Damage [ ] Explosion, Collapse, Underground Hazards AUTOMOBILE LIABILITY [ ] Any Auto [ ] All Owned Aulos [ ] Scheduled Autos [ ] Hired Autos [ ] Non-Owned Autos [ ] Garage Liability EXCESS LIABILITY [ ] Umbrella Form [ ] Other than Umbrella Form WORKERS' COMPENSATION AND EMPLOYER'S LIABILITY OTHER Policy Number Policy Effective Date Policy Expiration Dale All Limits In Thousands General Aggregate Prods-Comp/Ops Agg. Pers. & Advg. Injury Each Occurrence Fire Damage (Any One Fire) Medical Expense (Any One Person) CSL Bodily Injury (Per Person) Bodily Injury (Per Occurrence) Property EACH OCCURRENCE $ AGGREGATE $ STATUTORY $ Each Accident Disease-Policy Limit Disease-Each Employee Description of Operations/Locations/Vehicles/Special Items: I~ is cedified that a waiver of subrogation is hereby issued to the City of Tustin and City of Tustin Redevelopment Agency as pertains to the terms of all Workers Compensation insurance The issuing company will give thirty (30) days written notice to the City and the RDA prior to modification or cancellation. DATE ISSUED: Authorized Representative of lhe above-named insurance company(ies) EXH~IT "D" SCHEDULE OF COMPENSATION Compensation 1. As compensation for the Consultant's services under this Agreement, the Agency shall pay the Consultant a not-to-exceed fixed amount of $42,600. Expense Reimbursement . The Consultant's not-to-exceed compensation for services under this Agreement may include reimbursement for expenses. The Agency shall reimburse Consultant for direct expenses such as and including postage, telephone charges and Consultant travel in an amount not to exceed $3,560 subject to the following restrictions: a. Expenses for air travel shall be for standard, economy class only; b. Itemized payment statements shall set forth in detail ail actual reimbursement expenses during the preceding month. Compensation for Additional Services o In the event the Agen~ requires services in addition to those described in Exhibit A and B, said services must first be approved in writing by the Contract 'Officer. The Consultant shall be compensated at the Consultant's standard hourly rates for professional services, plus reimbursement of expenses or a fixed amount agreed to in writing by the Agency and Consultant. Method of Payment . As a condition precedent to any payment to Consultant under this Agreement, Consultant shall submit monthly to the Agency a statement of account which clearly sets forth by dates the designated items of work, as well as reimbursable expenses, for which the billing is submitted. The payment request shall identify each task required by the Agreement, percent of completion, amount of actual reimbursable expenses and requested amount to be billed against each task. Timine of Payment o The Agency shall review ConSultant's monthly statements and pay Consultant for services rendered and costs incurred hereunder, at the rates and in the amounts provided hereunder, on a monthly basis in accordance with the approved monthly statements. EXHIBIT "E" SCHEDULE OF PERFORMANCE Consultant shall attempt to complete the Scope of Services under this Agreement within six (6) months of receipt of a Notice to Proceed.