CC SR 20220906 K - Homelessness Plan Contract Award
CITY COUNCIL MEETING DATE: 09/06/2022
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA TITLE:
Consideration and possible action to award a professional services agreement to Focus
Strategies to develop the City’s Homelessness Plan.
RECOMMENDED COUNCIL ACTION:
(1) Award a professional services agreement (PSA) to Focus Strategies to develop
the City’s Homelessness Plan in an amount not to exceed $30,000;
(2) Authorize the Mayor and City Clerk to execute the PSA, in a form acceptable to
the City Attorney;
(3) Accept an additional $10,000 grant from the SBCCOG; and
(4) Approve an additional appropriation of $30,000 for the PSA.
FISCAL IMPACT: $30,000 will be awarded to the City by the South Bay Cities Council
of Governments (SBCCOG) to develop the City’s Homelessness
Plan. $20,000 was appropriated during FY 2021-22 and carried over
into FY 2022-23; to meet consultant costs, the SBCCOG increased
the City’s award by $10,000. The full cost of the contract shall be
covered by the SBCCOG grant.
Amount Budgeted: N/A
Additional Appropriation: $10,000 (Revenue)
$30,000 (Expenditure)
Account Number(s): 101-300-0000-3999 ($10,000)
(General Fund – Misc. Revenues)
101-400-2999-5101 ($30,000) (General Fund – Non-department/Professional Services)
ORIGINATED BY: McKenzie Bright, Administrative Analyst
REVIEWED BY: Karina Bañales, Deputy City Manager
APPROVED BY: Ara Mihranian, AICP, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Professional Services Agreement with Focus Strategies (page A-1)
B. December 21, 2021, staff report
C. Request for Proposals to develop homelessness plan (page C-1)
D. City Letter to the SBCCOG requesting additional funds (page D-1)
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CITYOF RANCHO PALOS VERDES
BACKGROUND AND DISCUSSION:
On July 13, 2021, the Los Angeles County Board of Supervisors approved funding
recommendations for Measure H - eligible Homeless Initiative strategies (Innovation
Grants), allocating $1,905,000 to the South Bay Cities Council of Governments
(SBCCOG). In August 2021, the City applied for $20,000 to hire a consultant to develop
the City’s Homelessness Plan that is intended to prevent and combat homelessness in
the City by, among other things, connecting unhoused persons with County resources. In
October 2021, the City was notified that the SBCCOG Board of Directors approved the
City’s request.
On December 21, 2021, the City Council authorized a memorandum of understanding
(MOU) with the SBCCOG, accepting the $20,000 grant allocation and authorizing the City
to proceed with work (see Attachment B). The SBCCOG finalized a statement of work
with the County and executed the MOU.
On June 21, 2022, City Staff released a request for proposals (RFP) for a consulting firm
to develop a Homelessness Plan for the City (see Attachment C). On July 18, 2022, the
RFP closed without receiving any bids. SBCCOG Senior Project Manager Ronson Chu
assisted City Staff in connecting with Focus Strategies, the consulting firm preparing the
Gardena Homelessness Plan, also funded through an Innovation Grant. On July 28, Staff
met with Focus Strategies to discuss the City’s project. Focus Strategies expressed its
interest in the project but advised that it would not be able to complete the project for less
than $30,000.
SBCCOG Staff informed the City that the SBCCOG Steering Committee would consider
granting the City additional grant funds to complete the project. On August 1, the City
Manager sent a letter to the Steering Committee requesting the additional funds (see
Attachment D), and on August 8, the Steering Committee recommended that the Board
of Directors approve the request. SBCCOG staff also notified City Staff on August 9 that
the County approved the additional funding, and on August 25, the SBCCOG Board of
Directors approved the request.
Therefore, Staff proceeded to negotiate a PSA with Focus Strategies to develop the City’s
Homelessness Plan.
Focus Strategies will:
• Gather information from existing documents and data sources and advise the City
on forming a Homeless Task Force to steward the strategic planning process. This
will be completed by November 15, 2022.
• Host three community engagement meetings with key stakeholders (including
local organizations such as the Salvation Army), collect survey input from people
with lived experience, facilitate a virtual input meeting open to the public, and
attend a City Council study session regarding homelessness and the strategic
planning process. This will be completed by February 15, 2023.
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• Draft a strategic plan informed by the processes listed above and present the
strategic plan alongside City Staff at a Council meeting. This will be completed by
April 30, 2023.
In terms of deliverables, Focus Strategies will provide a baseline summary of information
gathered during the initial process, a finalized strategic plan which will include measurable
performance measures as well as goals and strategies and an action plan with
recommendations, a presentation on the finalized plan, and bi-weekly status updates
delivered verbally to City Staff during project meetings.
CONCLUSION:
Staff recommends awarding a PSA (Attachment A) to Focus Strategies to prepare the
City’s Homelessness Plan.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available for
the City Council’s consideration:
1. Do not award a PSA and direct Staff to re-solicit proposals.
2. Take other action, as deemed appropriate.
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01203.0001/298339.3 1
PROFESSIONAL SERVICES AGREEMENT
By and Between
CITY OF RANCHO PALOS VERDES
and
FOCUS STRATEGIES
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01203.0001/298339.3
AGREEMENT FOR PROFESSIONAL SERVICES
BETWEEN THE CITY OF RANCHO PALOS VERDES AND
FOCUS STRATEGIES
THIS AGREEMENT FOR PROFESSIONAL SERVICES (herein “Agreement”) is made
and entered into on September 6, 2022, by and between the CITY OF RANCHO PALOS
VERDES, a California municipal corporation (“City”) and FOCUS STRATEGIES, a
California corporation (“Consultant”). City and Consultant may be referred to, individually or
collectively, as “Party” or “Parties.”
RECITALS
A. City has sought, by issuance of a Request for Proposals or Invitation for Bids, the
performance of the services defined and described particularly in Article 1 of this Agreement.
B. Consultant was selected by the City to perform those services.
C. Pursuant to the City of Rancho Palos Verdes Municipal Code, City has authority to
enter into and execute this Agreement.
D. The Parties desire to formalize the selection of Consultant for performance of those
services defined and described particularly in Article 1 of this Agreement and desire that the terms
of that performance be as particularly defined and described herein.
OPERATIVE PROVISIONS
NOW, THEREFORE, in consideration of the mutual promises and covenants made by the
Parties and contained herein and other consideration, the value and adequacy of which are hereby
acknowledged, the parties agree as follows:
ARTICLE 1. SERVICES OF CONSULTANT
1.1 Scope of Services.
In compliance with all terms and conditions of this Agreement, the Consultant shall provide
those services specified in the “Scope of Services” attached hereto as Exhibit “A” and incorporated
herein by this reference, which may be referred to herein as the “services” or “work” hereunder.
As a material inducement to the City entering into this Agreement, Consultant represents and
warrants that it has the qualifications, experience, and facilities necessary to properly perform the
services required under this Agreement in a thorough, competent, and professional manner, and is
experienced in performing the work and services contemplated herein. Consultant shall at all times
faithfully, competently and to the best of its ability, experience and talent, perform all services
described herein. Consultant covenants that it shall follow the highest professional standards in
performing the work and services required hereunder and that all materials will be both of good
quality as well as fit for the purpose intended. For purposes of this Agreement, the phrase “highest
professional standards” shall mean those standards of practice recognized by one or more first-
class firms performing similar work under similar circumstances.
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1.2 Consultant’s Proposal.
The Scope of Service shall include the Consultant’s scope of work or bid which shall be
incorporated herein by this reference as though fully set forth herein. In the event of any
inconsistency between the terms of such proposal and this Agreement, the terms of this Agreement
shall govern.
1.3 Compliance with Law.
Consultant shall keep itself informed concerning, and shall render all services hereunder in
accordance with, all ordinances, resolutions, statutes, rules, and regulations of the City and any
Federal, State or local governmental entity having jurisdiction in effect at the time service is
rendered.
1.4 California Labor Law.
If the Scope of Services includes any “public work” or “maintenance work,” as those terms
are defined in California Labor Code section 1720 et seq. and California Code of Regulations,
Title 8, Section 16000 et seq., and if the total compensation is $1,000 or more, Consultant shall
pay prevailing wages for such work and comply with the requirements in California Labor Code
section 1770 et seq. and 1810 et seq., and all other applicable laws, including the following
requirements:
(a) Public Work. The Parties acknowledge that some or all of the work to be
performed under this Agreement is a “public work” as defined in Labor Code Section 1720 and
that this Agreement is therefore subject to the requirements of Division 2, Part 7, Chapter 1
(commencing with Section 1720) of the California Labor Code relating to public works contracts
and the rules and regulations established by the Department of Industrial Relations (“DIR”)
implementing such statutes. The work performed under this Agreement is subject to compliance
monitoring and enforcement by the DIR. Consultant shall post job site notices, as prescribed by
regulation.
(b) Prevailing Wages. Consultant shall pay prevailing wages to the extent
required by Labor Code Section 1771. Pursuant to Labor Code Section 1773.2, copies of the
prevailing rate of per diem wages are on file at City Hall and will be made available to any
interested party on request. By initiating any work under this Agreement, Consultant
acknowledges receipt of a copy of the Department of Industrial Relations (DIR) determination of
the prevailing rate of per diem wages, and Consultant shall post a copy of the same at each job site
where work is performed under this Agreement.
(c) Penalty for Failure to Pay Prevailing Wages. Consultant shall comply with
and be bound by the provisions of Labor Code Sections 1774 and 1775 concerning the payment
of prevailing rates of wages to workers and the penalties for failure to pay prevailing wages. The
Consultant shall, as a penalty to the City, forfeit two hundred dollars ($200) for each calendar day,
or portion thereof, for each worker paid less than the prevailing rates as determined by the DIR for
the work or craft in which the worker is employed for any public work done pursuant to this
Agreement by Consultant or by any subcontractor.
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(d) Payroll Records. Consultant shall comply with and be bound by the
provisions of Labor Code Section 1776, which requires Consultant and each subconsultant to: keep
accurate payroll records and verify such records in writing under penalty of perjury, as specified
in Section 1776; certify and make such payroll records available for inspection as provided by
Section 1776; and inform the City of the location of the records.
(e) Apprentices. Consultant shall comply with and be bound by the provisions
of Labor Code Sections 1777.5, 1777.6, and 1777.7 and California Code of Regulations Title 8,
Section 200 et seq. concerning the employment of apprentices on public works projects. Consultant
shall be responsible for compliance with these aforementioned Sections for all apprenticeable
occupations. Prior to commencing work under this Agreement, Consultant shall provide City with
a copy of the information submitted to any applicable apprenticeship program . Within sixty (60)
days after concluding work pursuant to this Agreement, Consultant and each of its subconsultants
shall submit to the City a verified statement of the journeyman and apprentice hours performed
under this Agreement.
(f) Eight-Hour Work Day. Consultant acknowledges that eight (8) hours labor
constitutes a legal day's work. Consultant shall comply with and be bound by Labor Code Section
1810.
(g) Penalties for Excess Hours. Consultant shall comply with and be bound by
the provisions of Labor Code Section 1813 concerning penalties for workers who work excess
hours. The Consultant shall, as a penalty to the City, forfeit twenty-five dollars ($25) for each
worker employed in the performance of this Agreement by the Consultant or by any subcontractor
for each calendar day during which such worker is required or permitted to work more than eight
(8) hours in any one calendar day and forty (40) hours in any one calendar week in violation of the
provisions of Division 2, Part 7, Chapter 1, Article 3 of the Labor Code. Pursuant to Labor Code
section 1815, work performed by employees of Consultant in excess of eight (8) hours per day,
and forty (40) hours during any one week shall be permitted upon public work upon compensation
for all hours worked in excess of 8 hours per day at not less than one and one-half (1½) times the
basic rate of pay.
(h) Workers’ Compensation. California Labor Code Sections 1860 and 3700
provide that every employer will be required to secure the payment of compensation to its
employees if it has employees. In accordance with the provisions of California Labor Code Section
1861, Consultant certifies as follows:
“I am aware of the provisions of Section 3700 of the Labor Code which require
every employer to be insured against liability for workers' compensation or to
undertake self-insurance in accordance with the provisions of that code, and I will
comply with such provisions before commencing the performance of the work of
this contract.”
Consultant’s Authorized Initials ________
(i) Consultant’s Responsibility for Subcontractors. For every subcontractor
who will perform work under this Agreement, Consultant shall be responsible for such
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subcontractor's compliance with Division 2, Part 7, Chapter 1 (commencing with Section 1720) of
the California Labor Code, and shall make such compliance a requirement in any contract with
any subcontractor for work under this Agreement. Consultant shall be required to take all actions
necessary to enforce such contractual provisions and ensure subcontractor's compliance, including
without limitation, conducting a review of the certified payroll records of the subcontractor on a
periodic basis or upon becoming aware of the failure of the subcontractor to pay his or her workers
the specified prevailing rate of wages. Consultant shall diligently take corrective action to halt or
rectify any such failure by any subcontractor.
1.5 Licenses, Permits, Fees and Assessments.
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. Consultant
shall have the sole obligation to pay for any fees, assessments and taxes, plus applicable penalties
and interest, which may be imposed by law and arise from or are necessary for the Consultant’s
performance of the services required by this Agreement, and shall indemnify, defend and hold
harmless City, its officers, employees or agents of City, against any such fees, assessments, taxes,
penalties or interest levied, assessed or imposed against City hereunder.
1.6 Familiarity with Work.
By executing this Agreement, Consultant warrants that Consultant (i) has thoroughly
investigated and considered the scope of services to be performed, (ii) has carefully considered
how the services should be performed, and (iii) fully understands the facilities, difficulties and
restrictions attending performance of the services under this Agreement. If the services involve
work upon any site, Consultant warrants that Consultant has or will investigate the site and is or
will be fully acquainted with the conditions there existing, prior to commencement of services
hereunder. Should the Consultant discover any latent or unknown conditions, which will materially
affect the performance of the services hereunder, Consultant shall immediately inform the City of
such fact and shall not proceed except at Consultant’s risk until written instructions are received
from the Contract Officer.
1.7 Care of Work.
The Consultant shall adopt reasonable methods during the life of the Agreement to furnish
continuous protection to the work, and the equipment, materials, papers, documents, plans, studies
and/or other components thereof to prevent losses or damages, and shall be responsible for all such
damages, to persons or property, until acceptance of the work by City, except such losses or
damages as may be caused by City’s own negligence.
1.8 Further Responsibilities of Parties.
Both parties agree to use reasonable care and diligence to perform their respective
obligations under this Agreement. Both parties agree to act in good faith to execute all instruments,
prepare all documents and take all actions as may be reasonably necessary to carry out the purposes
of this Agreement. Unless hereafter specified, neither party shall be responsible for the service of
the other.
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1.9 Additional Services.
City shall have the right at any time during the performance of the services, without
invalidating this Agreement, to order extra work beyond that specified in the Scope of Services or
make changes by altering, adding to or deducting from said work. No such extra work may be
undertaken unless a written order is first given by the Contract Officer to the Consultant,
incorporating therein any adjustment in (i) the Contract Sum for the actual costs of the extra work,
and/or (ii) the time to perform this Agreement, which said adjustments are subject to the written
approval of the Consultant. Any increase in compensation of up to ten percent (10%) of the
Contract Sum or $25,000, whichever is less; or, in the time to perform of up to one hundred eighty
(180) days, may be approved by the Contract Officer. Any greater increases, taken either separately
or cumulatively, must be approved by the City Council. It is expressly understood by Consultant
that the provisions of this Section shall not apply to services specifically set forth in the Scope of
Services. Consultant hereby acknowledges that it accepts the risk that the services to be provided
pursuant to the Scope of Services may be more costly or time consuming than Consultant
anticipates and that Consultant shall not be entitled to additional compensation therefor. City may
in its sole and absolute discretion have similar work done by other Consultants. No claims for an
increase in the Contract Sum or time for performance shall be valid unless the procedures
established in this Section are followed.
1.10 Special Requirements.
Additional terms and conditions of this Agreement, if any, which are made a part hereof
are set forth in the “Special Requirements” attached hereto as Exhibit “B” and incorporated herein
by this reference. In the event of a conflict between the provisions of Exhibit “B” and any other
provisions of this Agreement, the provisions of Exhibit “B” shall govern.
ARTICLE 2. COMPENSATION AND METHOD OF PAYMENT.
2.1 Contract Sum.
Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the
amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “C” and
incorporated herein by this reference. The total compensation, including reimbursement for actual
expenses, shall not exceed $30,000 (Thirty Thousand Dollars) (the “Contract Sum”), unless
additional compensation is approved pursuant to Section 1.9.
2.2 Method of Compensation.
The method of compensation may include: (i) a lump sum payment upon completion; (ii)
payment in accordance with specified tasks or the percentage of completion of the services, less
contract retention; (iii) payment for time and materials based upon the Consultant’s rates as
specified in the Schedule of Compensation, provided that (a) time estimates are provided for the
performance of sub tasks, (b) contract retention is maintained, and (c) the Contract Sum is not
exceeded; or (iv) such other methods as may be specified in the Schedule of Compensation.
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2.3 Reimbursable Expenses.
Compensation may include reimbursement for actual and necessary expenditures for
reproduction costs, telephone expenses, and travel expenses approved by the Contract Officer in
advance, or actual subcontractor expenses of an approved subcontractor pursuant to Section 4.5,
and only if specified in the Schedule of Compensation. The Contract Sum shall include the
attendance of Consultant at all project meetings reasonably deemed necessary by the City.
Coordination of the performance of the work with City is a critical component of the services. If
Consultant is required to attend additional meetings to facilitate such coordination, Consultant
shall not be entitled to any additional compensation for attending said meetings.
2.4 Invoices.
Each month Consultant shall furnish to City an original invoice for all work performed and
expenses incurred during the preceding month in a form approved by City’s Director of Finance.
By submitting an invoice for payment under this Agreement, Consultant is certifying compliance
with all provisions of the Agreement. The invoice shall contain all information specified in Exhibit
“C”, and shall detail charges for all necessary and actual expenses by the following categories:
labor (by sub-category), travel, materials, equipment, supplies, and sub-contractor contracts. Sub-
contractor charges shall also be detailed by such categories. Consultant shall not invoice City for
any duplicate services performed by more than one person.
City shall independently review each invoice submitted by the Consultant to determine
whether the work performed and expenses incurred are in compliance with the provisions of this
Agreement. Except as to any charges for work performed or expenses incurred by Consultant
which are disputed by City, or as provided in Section 7.3, City will use its best efforts to cause
Consultant to be paid within forty-five (45) days of receipt of Consultant’s correct and undisputed
invoice; however, Consultant acknowledges and agrees that due to City warrant run procedures,
the City cannot guarantee that payment will occur within this time period. In the event any charges
or expenses are disputed by City, the original invoice shall be returned by City to Consultant for
correction and resubmission. Review and payment by City for any invoice provided by the
Consultant shall not constitute a waiver of any rights or remedies provided herein or any applicable
law.
2.5 Waiver.
Payment to Consultant for work performed pursuant to this Agreement shall not be deemed
to waive any defects in work performed by Consultant.
ARTICLE 3. PERFORMANCE SCHEDULE
3.1 Time of Essence.
Time is of the essence in the performance of this Agreement.
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3.2 Schedule of Performance.
Consultant shall commence the services pursuant to this Agreement upon receipt of a
written notice to proceed and shall perform all services within the time period(s) established in the
“Schedule of Performance” attached hereto as Exhibit “D” and incorporated herein by this
reference. When requested by the Consultant, extensions to the time period(s) specified in the
Schedule of Performance may be approved in writing by the Contract Officer but not exceeding
one hundred eighty (180) days cumulatively.
3.3 Force Majeure.
The time period(s) specified in the Schedule of Performance for performance of the
services rendered pursuant to this Agreement shall be extended because of any delays due to
unforeseeable causes beyond the control and without the fault or negligence of the Consultant,
including, but not restricted to, acts of God or of the public enemy, unusually severe weather, fires,
earthquakes, floods, epidemics, quarantine restrictions, riots, strikes, freight embargoes, wars,
litigation, and/or acts of any governmental agency, including the City, if the Consultant shall
within ten (10) days of the commencement of such delay notify the Contract Officer in writing of
the causes of the delay. The Contract Officer shall ascertain the facts and the extent of delay, and
extend the time for performing the services for the period of the enforced delay when and if in the
judgment of the Contract Officer such delay is justified. The Contract Officer’s determination shall
be final and conclusive upon the parties to this Agreement. In no event shall Consultant be entitled
to recover damages against the City for any delay in the performance of this Agreement, however
caused, Consultant’s sole remedy being extension of the Agreement pursuant to this Section.
3.4 Term.
Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement
shall continue in full force and effect until completion of the services but not exceeding one year
from the date hereof, except as otherwise provided in the Schedule of Performance (Exhibit “D”).
ARTICLE 4. COORDINATION OF WORK
4.1 Representatives and Personnel of Consultant.
The following principals of Consultant (“Principals”) are hereby designated as being the
principals and representatives of Consultant authorized to act in its behalf with respect to the work
specified herein and make all decisions in connection therewith:
Megan H. Kurteff-Schatz President
(Name) (Title)
Megan H. Kurteff-Schatz Secretary
(Name) (Title)
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It is expressly understood that the experience, knowledge, capability and reputation of the
foregoing principals were a substantial inducement for City to enter into this Agreement.
Therefore, the foregoing principals 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. All personnel of Consultant, and any authorized agents, shall at all times be
under the exclusive direction and control of the Principals. For purposes of this Agreement, the
foregoing Principals may not be replaced nor may their responsibilities be substantially reduced
by Consultant without the express written approval of City. Additionally, Consultant shall utilize
only competent personnel to perform services pursuant to this Agreement. Consultant shall make
every reasonable effort to maintain the stability and continuity of Consultant’s staff and
subcontractors, if any, assigned to perform the services required under this Agreement. Consultant
shall notify City of any changes in Consultant’s staff and subcontractors, if any, assigned to
perform the services required under this Agreement, prior to and during any such performance.
4.2 Status of Consultant.
Consultant shall have no authority to bind City in any manner, or to incur any obligation,
debt or liability of any kind on behalf of or against City, whether by contract or otherwise, unless
such authority is expressly conferred under this Agreement or is otherwise expressly conferred in
writing by City. Consultant shall not at any time or in any manner represent that Consultant or any
of Consultant’s officers, employees, or agents are in any manner officials, officers, employees or
agents of City. Neither Consultant, nor any of Consultant’s officers, employees or agents, shall
obtain any rights to retirement, health care or any other benefits which may otherwise accrue to
City’s employees. Consultant expressly waives any claim Consultant may have to any such rights.
4.3 Contract Officer.
The Contract Officer shall be such person as may be designated by the City Manager. It
shall be the Consultant’s responsibility to assure that the Contract Officer is kept informed of the
progress of the performance of the services and the Consultant shall refer any decisions which
must be made by City to the Contract Officer. Unless otherwise specified herein, any approval of
City required hereunder shall mean the approval of the Contract Officer. The Contract Officer shall
have authority, if specified in writing by the City Manager, to sign all documents on behalf of the
City required hereunder to carry out the terms of this Agreement.
4.4 Independent Consultant.
Neither the City 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. City shall have no voice in the selection, discharge, supervision or
control of Consultant’s employees, servants, representatives or agents, or in fixing their number,
compensation or hours of service. Consultant shall perform all services required herein as an
independent contractor of City and shall remain at all times as to City a wholly independent
contractor 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 City. City shall not in any way or for any purpose become or be deemed to be a partner of
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Consultant in its business or otherwise or a joint venturer or a member of any joint enterprise with
Consultant.
4.5 Prohibition Against Subcontracting or Assignment.
The experience, knowledge, capability and reputation of Consultant, its principals and
employees were a substantial inducement for the City 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 City. In addition, neither this
Agreement nor any interest herein may be transferred, assigned, conveyed, hypothecated or
encumbered voluntarily or by operation of law, whether for the benefit of creditors or otherwise,
without the prior written approval of City. Transfers restricted hereunder shall include the transfer
to any person or group of persons acting in concert of more than twenty five percent (25%) of the
present ownership and/or control of Consultant, taking all transfers into account on a cumulative
basis. In the event of any such unapproved transfer, including any bankruptcy proceeding, this
Agreement shall be void. No approved transfer shall release the Consultant or any surety of
Consultant of any liability hereunder without the express consent of City.
ARTICLE 5. INSURANCE AND INDEMNIFICATION
5.1 Insurance Coverages.
Without limiting Consultant’s indemnification of City, and prior to commencement of any
services under this Agreement, Consultant shall obtain, provide and maintain at its own expense
during the term of this Agreement, policies of insurance of the type and amounts described below
and in a form satisfactory to City.
(a) General liability insurance. Consultant shall maintain commercial general
liability insurance with coverage at least as broad as Insurance Services Office form CG 00 01, in
an amount not less than $1,000,000 per occurrence, $2,000,000 general aggregate, for bodily
injury, personal injury, and property damage. The policy must include contractual liability that has
not been amended. Any endorsement restricting standard ISO “insured contract” language will not
be accepted.
(b) Automobile liability insurance. Consultant shall maintain automobile
insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and
property damage for all activities of the Consultant arising out of or in connection with Services
to be performed under this Agreement, including coverage for any owned, hired, non-owned or
rented vehicles, in an amount not less than $1,000,000 combined single limit for each accident.
(c) Professional liability (errors & omissions) insurance. Consultant shall
maintain professional liability insurance that covers the Services to be performed in connection
with this Agreement, in the minimum amount of $1,000,000 per claim and in the aggregate. Any
policy inception date, continuity date, or retroactive date must be before the effective date of this
Agreement and Consultant agrees to maintain continuous coverage through a period no less than
three (3) years after completion of the services required by this Agreement.
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(d) Workers’ compensation insurance. Consultant shall maintain Workers’
Compensation Insurance (Statutory Limits) and Employer’s Liability Insurance (with limits of at
least $1,000,000).
(e) Subcontractors. Consultant shall include all subcontractors as insureds
under its policies or shall furnish separate certificates and certified endorsements for each
subcontractor. All coverages for subcontractors shall include all of the requirements stated herein.
(f) Additional Insurance. Policies of such other insurance, as may be required
in the Special Requirements in Exhibit “B”.
5.2 General Insurance Requirements.
(a) Proof of insurance. Consultant shall provide certificates of insurance to City
as evidence of the insurance coverage required herein, along with a waiver of subrogation
endorsement for workers’ compensation. Insurance certificates and endorsements must be
approved by City’s Risk Manager prior to commencement of performance. Current certification
of insurance shall be kept on file with City at all times during the term of this Agreement. City
reserves the right to require complete, certified copies of all required insurance policies, at any
time.
(b) Duration of coverage. Consultant shall procure and maintain for the
duration of this Agreement insurance against claims for injuries to persons or damages to property,
which may arise from or in connection with the performance of the Services hereunder by
Consultant, its agents, representatives, employees or subconsultants.
(c) Primary/noncontributing. Coverage provided by Consultant shall be
primary and any insurance or self-insurance procured or maintained by City shall not be required
to contribute with it. The limits of insurance required herein may be satisfied by a combination of
primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be
endorsed to contain a provision that such coverage shall also apply on a primary and non-
contributory basis for the benefit of City before the City’s own insurance or self-insurance shall
be called upon to protect it as a named insured.
(d) City’s rights of enforcement. In the event any policy of insurance required
under this Agreement does not comply with these specifications or is canceled and not replaced,
City has the right but not the duty to obtain the insurance it deems necessary and any premium
paid by City will be promptly reimbursed by Consultant or City will withhold amounts sufficient
to pay premium from Consultant payments. In the alternative, City may cancel this Agreement.
(e) Acceptable insurers. All insurance policies shall be issued by an insurance
company currently authorized by the Insurance Commissioner to transact business of insurance or
that is on the List of Approved Surplus Line Insurers in the State of California, with an assigned
policyholders’ Rating of A- (or higher) and Financial Size Category Class VI (or larger) in
accordance with the latest edition of Best’s Key Rating Guide, unless otherwise approved by the
City’s Risk Manager.
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(f) Waiver of subrogation. All insurance coverage maintained or procured
pursuant to this agreement shall be endorsed to waive subrogation against City, its elected or
appointed officers, agents, officials, employees and volunteers or shall specifically allow
Consultant or others providing insurance evidence in compliance with these specifications to
waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery
against City, and shall require similar written express waivers and insurance clauses from each of
its subconsultants.
(g) Enforcement of contract provisions (non-estoppel). Consultant
acknowledges and agrees that any actual or alleged failure on the part of the City to inform
Consultant of non-compliance with any requirement imposes no additional obligations on the City
nor does it waive any rights hereunder.
(h) Requirements not limiting. Requirements of specific coverage features or
limits contained in this section are not intended as a limitation on coverage, limits or ot her
requirements, or a waiver of any coverage normally provided by any insurance. Specific reference
to a given coverage feature is for purposes of clarification only as it pertains to a given issue and
is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or
a waiver of any type. If the Consultant maintains higher limits than the minimums shown above,
the City requires and shall be entitled to coverage for the higher limits maintained by the
Consultant. Any available insurance proceeds in excess of the specified minimum limits of
insurance and coverage shall be available to the City.
(i) Notice of cancellation. Consultant agrees to oblige its insurance agent or
broker and insurers to provide to City with a thirty (30) day notice of cancellation (except for
nonpayment for which a ten (10) day notice is required) or nonrenewal of coverage for each
required coverage.
(j) Additional insured status. General liability policies shall provide or be
endorsed to provide that City and its officers, officials, employees, and agents, and volunteers shall
be additional insureds under such policies. This provision shall also apply to any excess/umbrella
liability policies.
(k) Prohibition of undisclosed coverage limitations. None of the coverages
required herein will be in compliance with these requirements if they include any limiting
endorsement of any kind that has not been first submitted to City and approved of in writing.
(l) Separation of insureds. A severability of interests provision must apply for
all additional insureds ensuring that Consultant’s insurance shall apply separately to each insured
against whom claim is made or suit is brought, except with respect to the insurer’s limits of
liability. The policy(ies) shall not contain any cross-liability exclusions.
(m) Pass through clause. Consultant agrees to ensure that its subconsultants,
subcontractors, and any other party involved with the project who is brought onto or involved in
the project by Consultant, provide the same minimum insurance coverage and endorsements
required of Consultant. Consultant agrees to monitor and review all such coverage and assumes
all responsibility for ensuring that such coverage is provided in conformity with the requirements
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of this section. Consultant agrees that upon request, all agreements with consultants,
subcontractors, and others engaged in the project will be submitted to City for review.
(n) Agency’s right to revise specifications. The City reserves the right at any
time during the term of the contract to change the amounts and types of insurance required by
giving the Consultant ninety (90) days advance written notice of such change. If such change
results in substantial additional cost to the Consultant, the City and Consultant may renegotiate
Consultant’s compensation.
(o) Self-insured retentions. Any self-insured retentions must be declared to and
approved by City. City reserves the right to require that self-insured retentions be eliminated,
lowered, or replaced by a deductible. Self-insurance will not be considered to comply with these
specifications unless approved by City.
(p) Timely notice of claims. Consultant shall give City prompt and timely
notice of claims made or suits instituted that arise out of or result from Consultant’s performance
under this Agreement, and that involve or may involve coverage under any of the required liability
policies.
(q) Additional insurance. Consultant shall also procure and maintain, at its own
cost and expense, any additional kinds of insurance, which in its own judgment may be necessary
for its proper protection and prosecution of the work.
5.3 Indemnification.
To the full extent permitted by law, Consultant agrees to indemnify, defend and hold
harmless the City, its officers, employees and agents (“Indemnified Parties”) against, and will hold
and save them and each of them harmless from, any and all actions, either judicial, administrative,
arbitration or regulatory claims, damages to persons or property, losses, costs, penalties,
obligations, errors, omissions or liabilities whether actual or threatened (herein “claims or
liabilities”) that may be asserted or claimed by any person, firm or entity arising out of or in
connection with the negligent performance of the work, operations or activities provided herein of
Consultant, its officers, employees, agents, subcontractors, or invitees, or any individual or entity
for which Consultant is legally liable (“indemnitors”), or arising from Consultant’s or indemnitors’
reckless or willful misconduct, or arising from Consultant’s or indemnitors’ negligent performance
of or failure to perform any term, provision, covenant or condition of this Agreement, and in
connection therewith:
(a) Consultant will defend any action or actions filed in connection with any
of said claims or liabilities and will pay all costs and expenses, including legal costs and
attorneys’ fees incurred in connection therewith;
(b) Consultant will promptly pay any judgment rendered against the City, its
officers, agents or employees for any such claims or liabilities arising out of or in connection with
the negligent performance of or failure to perform such work, operations or activities of Consultant
hereunder; and Consultant agrees to save and hold the City, its officers, agents, and employees
harmless therefrom;
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(c) In the event the City, its officers, agents or employees is made a party to
any action or proceeding filed or prosecuted against Consultant for such damages or other claims
arising out of or in connection with the negligent performance of or failure to perform the work,
operation or activities of Consultant hereunder, Consultant agrees to pay to the City, its officers,
agents or employees, any and all costs and expenses incurred by the City, its officers, agents or
employees in such action or proceeding, including but not limited to, legal costs and attorneys’
fees.
Consultant shall incorporate similar indemnity agreements with its subcontractors and if it
fails to do so Consultant shall be fully responsible to indemnify City hereunder therefore, and
failure of City to monitor compliance with these provisions shall not be a waiver hereof. This
indemnification includes claims or liabilities arising from any negligent or wrongful act, error or
omission, or reckless or willful misconduct of Consultant in the performance of professional
services hereunder. The provisions of this Section do not apply to claims or liabilities occurring as
a result of City’s sole negligence or willful acts or omissions, but, to the fullest extent permitted
by law, shall apply to claims and liabilities resulting in part from City’s negligence, except that
design professionals’ indemnity hereunder shall be limited to claims and liabilities arising out of
the negligence, recklessness or willful misconduct of the design professional. The indemnity
obligation shall be binding on successors and assigns of Consultant and shall survive termination
of this Agreement.
ARTICLE 6. RECORDS, REPORTS, AND RELEASE OF INFORMATION
6.1 Records.
Consultant shall keep, and require subcontractors to keep, such ledgers, books of accounts,
invoices, vouchers, canceled checks, reports, studies or other documents relating to the
disbursements charged to City and services performed hereunder (the “books and records”), as
shall be necessary to perform the services required by this Agreement and enable the Contract
Officer to evaluate the performance of such services. Any and all such documents shall be
maintained in accordance with generally accepted accounting principles and shall be complete and
detailed. The Contract Officer shall have full and free access to such books and records at all times
during normal business hours of City, including the right to inspect, copy, audit and make records
and transcripts from such records. Such records shall be maintained for a period of three (3) years
following completion of the services hereunder, and the City shall have access to such records in
the event any audit is required. In the event of dissolution of Consultant’s business, custody of the
books and records may be given to City, and access shall be provided by Consultant’s successor
in interest. Notwithstanding the above, the Consultant shall fully cooperate with the City in
providing access to the books and records if a public records request is made and disclosure is
required by law including but not limited to the California Public Records Act.
6.2 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. Consultant hereby acknowledges that the City is greatly concerned about the cost of
work and services to be performed pursuant to this Agreement. For this reason, Consultant agrees
that if Consultant becomes aware of any facts, circumstances, techniques, or events that may or
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will materially increase or decrease the cost of the work or services contemplated herein or, if
Consultant is providing design services, the cost of the project being designed, Consultant shall
promptly notify the Contract Officer of said fact, circumstance, technique or event and the
estimated increased or decreased cost related thereto and, if Consultant is providing design
services, the estimated increased or decreased cost estimate for the project being designed.
6.3 Ownership of Documents.
All drawings, specifications, maps, designs, photographs, studies, surveys, data, notes,
computer files, reports, records, documents and other materials (the “documents and materials”)
prepared by Consultant, its employees, subcontractors and agents in the performance of this
Agreement shall be the property of City and shall be delivered to City 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 City of its full rights of
ownership use, reuse, or assignment of the documents and materials hereunder. Any use, reuse or
assignment of such completed documents for other projects and/or use of uncompleted documents
without specific written authorization by the Consultant will be at the City’s sole risk and without
liability to Consultant, and Consultant’s guarantee and warranties shall not extend to such use,
reuse or assignment. Consultant may retain copies of such documents for its own use. Consultant
shall have the right to use the concepts embodied therein. All subcontractors shall provide for
assignment to City of any documents or materials prepared by them, and in the event Consultant
fails to secure such assignment, Consultant shall indemnify City for all damages resulting
therefrom. Moreover, Consultant with respect to any documents and materials that may qualify as
“works made for hire” as defined in 17 U.S.C. § 101, such documents and materials are hereby
deemed “works made for hire” for the City.
6.4 Confidentiality and Release of Information.
(a) All information gained or work product produced by Consultant in
performance of this Agreement shall be considered confidential, unless such information is in the
public domain or already known to Consultant. Consultant shall not release or disclose any such
information or work product to persons or entities other than City without prior written
authorization from the Contract Officer.
(b) Consultant, its officers, employees, agents or subcontractors, shall not,
without prior written authorization from the Contract Officer or unless requested by the City
Attorney, voluntarily provide documents, declarations, letters of support, testimony at depositions,
response to interrogatories or other information concerning the work performed under this
Agreement. Response to a subpoena or court order shall not be considered “voluntary” provided
Consultant gives City notice of such court order or subpoena.
(c) If Consultant, or any officer, employee, agent or subcontractor of
Consultant, provides any information or work product in violation of this Agreement, then City
shall have the right to reimbursement and indemnity from Consultant for any damages, costs and
fees, including attorney’s fees, caused by or incurred as a result of Consultant’s conduct.
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(d) Consultant shall promptly notify City should Consultant, its officers,
employees, agents or subcontractors be served with any summons, complaint, subpoena, notice of
deposition, request for documents, interrogatories, request for admissions or other discovery
request, court order or subpoena from any party regarding this Agreement and the work performed
there under. City retains the right, but has no obligation, to represent Consultant or be present at
any deposition, hearing or similar proceeding. Consultant agrees to cooperate fully with City and
to provide City with the opportunity to review any response to discovery requests provided by
Consultant. However, this right to review any such response does not imply or mean the right by
City to control, direct, or rewrite said response.
ARTICLE 7. ENFORCEMENT OF AGREEMENT AND TERMINATION
7.1 California Law.
This Agreement shall be interpreted, construed and governed 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 Los Angeles, 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. In the event of litigation in a U.S. District
Court, venue shall lie exclusively in the Central District of California, in the County of Los
Angeles, State of California.
7.2 Disputes; Default.
In the event that Consultant is in default under the terms of this Agreement, the City shall
not have any obligation or duty to continue compensating Consultant for any work performed after
the date of default. Instead, the City may give notice to Consultant of the default and the reasons
for the default. The notice shall include the timeframe in which Consultant may cure the default.
This timeframe is presumptively thirty (30) days, but may be extended, though not reduced, if
circumstances warrant. During the period of time that Consultant is in default, the City shall hold
all invoices and shall, when the default is cured, proceed with payment on the invoices. In the
alternative, the City may, in its sole discretion, elect to pay some or all of the outstanding invoices
during the period of default. If Consultant does not cure the default, the City may take necessary
steps to terminate this Agreement under this Article. Any failure on the part of the City to give
notice of the Consultant’s default shall not be deemed to result in a waiver of the City’s legal rights
or any rights arising out of any provision of this Agreement.
7.3 Retention of Funds.
Consultant hereby authorizes City to deduct from any amount payable to Consultant
(whether or not arising out of this Agreement) (i) any amounts the payment of which may be in
dispute hereunder or which are necessary to compensate City for any losses, costs, liabilities, or
damages suffered by City, and (ii) all amounts for which City may be liable to third parties, by
reason of Consultant’s acts or omissions in performing or failing to perform Consultant’s
obligation under this Agreement. In the event that any claim is made by a third party, the amount
or validity of which is disputed by Consultant, or any indebtedness shall exist which shall appear
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to be the basis for a claim of lien, City may withhold from any payment due, without liability for
interest because of such withholding, an amount sufficient to cover such claim. The failure of City
to exercise such right to deduct or to withhold shall not, however, affect the obligations of the
Consultant to insure, indemnify, and protect City as elsewhere provided herein.
7.4 Waiver.
Waiver by any party to this Agreement of any term, condition, or covenant of this
Agreement shall not constitute a waiver of any other term, condition, or covenant. Waiver by any
party of any breach of the provisions of this Agreement shall not constitute a waiver of any other
provision or a waiver of any subsequent breach or violation of any provision of this Agreement.
Acceptance by City of any work or services by Consultant shall not constitute a waiver of any of
the provisions of this Agreement. No delay or omission in the exercise of any right or remedy by
a non-defaulting party on any default shall impair such right or remedy or be construed as a waiver.
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.
7.5 Rights and Remedies are Cumulative.
Except with respect to rights and remedies expressly declared to be exclusive in this
Agreement, the rights and remedies of the parties are cumulative and the exercise by either party
of one or more of such rights or remedies shall not preclude the exercise by it, at the same or
different times, of any other rights or remedies for the same default or any other default by the
other party.
7.6 Legal Action.
In addition to any other rights 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 declaratory or injunctive relief, or to obtain any
other remedy consistent with the purposes of this Agreement. Notwithstanding any contrary
provision herein, Consultant shall file a statutory claim pursuant to Government Code Sections
905 et seq. and 910 et seq., in order to pursue a legal action under this Agreement.
7.7 Termination Prior to Expiration of Term.
This Section shall govern any termination of this Contract except as specifically provided
in the following Section for termination for cause. The City reserves the right to terminate this
Contract 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, the period of notice may be
such shorter time as may be determined by the Contract Officer. In addition, the Consultant
reserves the right to terminate this Contract at any time, with or without cause, upon sixty (60)
days’ written notice to City, except that where termination is due to the fault of the City, the period
of notice may be such shorter time as the Consultant may determine. Upon receipt of any notice
of termination, Consultant shall immediately cease all services hereunder except such as may be
specifically approved by the Contract Officer. Except where the Consultant has initiated
termination, the Consultant shall be entitled to compensation for all services rendered prior to the
effective date of the notice of termination and for any services authorized by the Contract Officer
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thereafter in accordance with the Schedule of Compensation or such as may be approved by the
Contract Officer, except as provided in Section 7.3. In the event the Consultant has initiated
termination, the Consultant shall be entitled to compensation only for the reasonable value of the
work product actually produced hereunder. In the event of termination without cause pursuant to
this Section, the terminating party need not provide the non-terminating party with the opportunity
to cure pursuant to Section 7.2.
7.8 Termination for Default of Consultant.
If termination is due to the failure of the Consultant to fulfill its obligations under this
Agreement, City may, after compliance with the provisions of Section 7.2, 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 h ereunder exceeds the
compensation herein stipulated (provided that the City shall use reasonable efforts to mitigate such
damages), and City may withhold any payments to the Consultant for the purpose of set-off or
partial payment of the amounts owed the City as previously stated.
7.9 Attorneys’ Fees.
If either party to this Agreement is required to initiate or defend or made a party to any
action or proceeding in any way connected with this Agreement, the prevailing party in such action
or proceeding, in addition to any other relief which may be granted, whether legal or equitable,
shall be entitled to reasonable attorney’s fees. Attorney’s fees shall include attorney’s fees on any
appeal, and in addition a party entitled to attorney’s fees shall be entitled to all other reasonable
costs for investigating such action, taking depositions and discovery and all other necessary costs
the court allows which are incurred in such litigation. All such fees shall be deemed to have accrued
on commencement of such action and shall be enforceable whether or not such action is prosecuted
to judgment.
ARTICLE 8. CITY OFFICERS AND EMPLOYEES: NON-DISCRIMINATION
8.1 Non-liability of City Officers and Employees.
No officer or employee of the City shall be personally liable to the Consultant, or any
successor in interest, in the event of any default or breach by the City or for any amount which
may become due to the Consultant or to its successor, or for breach of any obligation of the terms
of this Agreement.
/ / /
8.2 Conflict of Interest.
Consultant covenants that neither it, nor any officer or principal of its firm, has or shall
acquire any interest, directly or indirectly, which would conflict in any manner with the interests
of City or which would in any way hinder Consultant’s performance of services under this
Agreement. Consultant further covenants that in the performance of this Agreement, no person
having any such interest shall be employed by it as an officer, employee, agent or subcontractor
without the express written consent of the Contract Officer. Consultant agrees to at all times avoid
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conflicts of interest or the appearance of any conflicts of interest with the interests of City in the
performance of this Agreement.
No officer or employee of the City shall have any financial interest, direct or indirect, in
this Agreement nor shall any such officer or employee participate in any decision relating to the
Agreement which affects her/his financial interest or the financial interest of any corporation,
partnership or association in which (s)he is, directly or indirectly, interested, in violation of any
State statute or regulation. The Consultant warrants that it has not paid or given and will not pay
or give any third party any money or other consideration for obtaining this Agreement.
8.3 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 against or segregation of,
any person or group of persons on account of race, color, creed, religion, sex, gender, sexual
orientation, marital status, national origin, ancestry or other protected class in the performance of
this Agreement. Consultant shall take affirmative action to insure that applicants are employed and
that employees are treated during employment without regard to their race, color, creed, religion,
sex, gender, sexual orientation, marital status, national origin, ancestry or other protected class.
8.4 Unauthorized Aliens.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal
Immigration and Nationality Act, 8 U.S.C. § 1101 et seq., as amended, and in connection
therewith, shall not employ unauthorized aliens as defined therein. Should Consultant so employ
such unauthorized aliens for the performance of work and/or services covered by this Agreement,
and should any liability or sanctions be imposed against City for such use of unauthorized aliens,
Consultant hereby agrees to and shall reimburse City for the cost of all such liabilities or sanctions
imposed, together with any and all costs, including attorneys’ fees, incurred by City.
ARTICLE 9. MISCELLANEOUS PROVISIONS
9.1 Notices.
Any notice, demand, request, document, 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 prepaid, first-class mail, in the case of the City, to the City Manager
and to the attention of the Contract Officer (with her/his name and City title), City of Rancho Palos
Verdes, 30940 Hawthorne Blvd., Rancho Palos Verdes, California 90275 and in the case of the
Consultant, to the person(s) at the address designated on the execution page of this Agreement.
Either party may change its address by notifying the other party of the change of address in writing.
Notice shall be deemed communicated at the time personally delivered or in seventy -two (72)
hours from the time of mailing if mailed as provided in this Section.
9.2 Interpretation.
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The terms of this Agreement shall be construed in accordance with the meaning of the
language used and shall not be construed for or against either party by reason of the authorship of
this Agreement or any other rule of construction which might otherwise apply.
9.3 Counterparts.
This Agreement may be executed in counterparts, each of which shall be deemed to be an
original, and such counterparts shall constitute one and the same instrument.
9.4 Integration; Amendment.
This Agreement including the attachments hereto is the entire, complete and exclusive
expression of the understanding of the parties. It is understood that there are no oral agreements
between the parties hereto affecting this Agreement and this Agreement supersedes and cancels
any and all previous negotiations, arrangements, agreements and understandings, if any, between
the parties, and none shall be used to interpret this Agreement. No amendment to or modification
of this Agreement shall be valid unless made in writing and approved by the Consultant and by
the City Council. The parties agree that this requirement for written modifications cannot be
waived and that any attempted waiver shall be void.
9.5 Severability.
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 a 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 are
hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder
unless the invalid provision is so material that its invalidity deprives either party of the basic benefit
of their bargain or renders this Agreement meaningless.
9.6 Warranty & Representation of Non-Collusion.
No official, officer, or employee of City has any financial interest, direct or indirect, in this
Agreement, nor shall any official, officer, or employee of City participate in any decision relating
to this Agreement which may affect his/her financial interest or the financial interest of any
corporation, partnership, or association in which (s)he is directly or indirectly interested, or in
violation of any corporation, partnership, or association in which (s)he is directly or indirectly
interested, or in violation of any State or municipal statute or regulation. The determination of
“financial interest” shall be consistent with State law and shall not include interests found to be
“remote” or “noninterests” pursuant to Government Code Sections 1091 or 1091.5. Consultant
warrants and represents that it has not paid or given, and will not pay or give, to any third party
including, but not limited to, any City official, officer, or employee, any money, consideration, or
other thing of value as a result or consequence of obtaining or being awarded any agreement.
Consultant further warrants and represents that (s)he/it has not engaged in any act(s), omission(s),
or other conduct or collusion that would result in the payment of any money, consideration, or
other thing of value to any third party including, but not limited to, any City official, officer, or
employee, as a result of consequence of obtaining or being awarded any agreement. Consultant is
aware of and understands that any such act(s), omission(s) or other conduct resulting in such
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payment of money, consideration, or other thing of value will render this Agreement void and of
no force or effect.
Consultant’s Authorized Initials _______
9.7 Corporate Authority.
The persons executing this Agreement on behalf of the parties hereto warrant that (i) such
party is duly organized and existing, (ii) they are duly authorized to execute and deliver this
Agreement on behalf of said party, (iii) by so executing this Agreement, such party is formally
bound to the provisions of this Agreement, and (iv) that entering into this Agreement does not
violate any provision of any other Agreement to which said party is bound. This Agreement shall
be binding upon the heirs, executors, administrators, successors and assigns of the parties.
[SIGNATURES ON FOLLOWING PAGE]
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IN WITNESS WHEREOF, the parties hereto have executed this Agreement on
the date and year first-above written.
CITY:
CITY OF RANCHO PALOS VERDES, a
municipal corporation
David L. Bradley, Mayor
ATTEST:
Teresa Takaoka, City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
William W. Wynder, City Attorney
CONSULTANT:
By:
Name: Megan H. Kurteff-Schatz
Title: President
By:
Name: Megan H. Kurteff-Schatz
Title: Secretary
Address: 340 S. Lemon Avenue #1815,
Walnut, CA 91789
Two corporate officer signatures required when Consultant is a corporation, with one signature required from
each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any
Assistant Secretary, Chief Financial Officer or any Assist ant Treasurer. CONSULTANT’S SIGNATURES
SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS
MAY BE REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR
REGULATIONS APPLICABLE TO CONSULTANT’S BUSINESS ENTITY.
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01203.0001/298339.3
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2022 before me, ________________, personally appeared ________________, proved to me on
the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed
the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
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01203.0001/298339.3
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2022 before me, ________________, personally appeared ________________, proved to me on
the basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by
his/her/their signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted,
executed the instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is
true and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed
the document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
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01203.0001/298339.3 A-1
EXHIBIT “A”
SCOPE OF SERVICES
I. Consultant will perform the following Services:
a. Initial Information Gathering: Consultant shall facilitate a kickoff meeting with
the Contract Officer and such others as the Contract Officer shall deem appropriate,
to gather information from existing documents and data sources, and advising the
Contract Officer on forming a Homelessness Task Force to steward the strategic
planning process.
b. Community Engagement and Input for Strategy Development: Consultant shall
host three (3) virtual meetings with key stakeholders in Rancho Palos Verdes and
Los Angeles County, and shall collect input via a survey of people with lived
experience who have a current or past experience of homelessness or housing
insecurity, and shall further facilitate a virtual input meeting open to the public, and
shall further attend one (1) City Council study session focused on homelessness
and the strategic planning process.
c. Plan Drafting, Refinement, and Adoption: Consultant shall draft strategic plan
informed by input gathered from the community and stakeholders and existing
documents. Consultant shall present the strategic plan for addressing the issues of
community homelessness and shall present the same for review and comment to
the Contract Officer. Consultant shall further make a presentation of the strategic
plan approved by the Contract Officer at one (1) City Council meeting.
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01203.0001/298339.3 A-2
II. As part of the Services, Consultant will prepare and deliver the following tangible work
products to the City:
a. Consultant shall prepare a baseline summary, completed at the end of the Initial
Information Gathering phase, including the following: data on the extent of
homelessness within the city’s jurisdiction, a summary of the current homelessness
response process and a summary of resources accessible to unhoused individuals,
initial observations about the strengths and challenges of the City’s approach to
homelessness and coordination with the broader County system, and policies at the
local level that impact people experiencing homelessness.
b. Consultant shall present to the Contract Officer the final strategic plan, approved
by the Contract Officer and presented to the City Council at the end of the
engagement, including measurable performance measures and benchmarks, goals
and strategies that align with the broader Los Angeles County homelessness
strategies, and an action plan with recommendations regarding changes to policies
and procedures as well as potential resources to be sought.
III. In addition to the requirements of Section 6.2, during performance of the Services,
Consultant will keep the Contract Officer apprised of the status of performance by
delivering the following status reports:
a. Bi-weekly status updates, communicated verbally to the client team during regular
project meetings.
IV. All work product is subject to review and acceptance by City’s Contract Officer.
Consultant shall produce work on time and of the highest quality. The Budget and Scope
of Work include two rounds of revisions for the deliverables in II.a and II.b, above. If
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01203.0001/298339.3 A-3
City’s Contract Officer requests additional revisions, including but not limited to
responding to additional information or feedback provided to the City by its leadership or
stakeholders, the Budget and Scope of Work will be amended.
V. Consultant will utilize the following personnel to accomplish the Services:
a. The majority of the work associated with this scope of services will be led by Tara
Carruth, Senior Consultant, and Tracy Bennett, Director of Analytics and
Evaluation. Additional project support will be provided by Diego De La Peza,
Analytics Consultant. Administrative support will be provided Nina Prudhomme,
Administrative Manager and Shae Rowe, Administrative Analyst. Other Focus
Strategies team members will be engaged as needed and in alignment with the
project needs and the skills and expertise of individual staff members.
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EXHIBIT “B”
SPECIAL REQUIREMENTS
(Superseding Contract Boilerplate)
All new text is marked in bold italics and deleted text is marked in strikethrough.
Section 2.3, Reimbursable Expenses is hereby amended to read as follows:
“Coordination of the performance of the work with City is a critical component
of the services. The Contract Sum shall include the attendance of Consultant at
all project meetings as stated in the Scope of Work (Exhibit A). In the event that
the City wishes the Consultant to lead or participate in additional meetings or
processes, this contract will be modified or amended to reflect the additional
Scope of Work activities.” Compensation may include reimbursement for actual
and necessary expenditures for reproduction costs, telephone expenses, and travel
expenses approved by the Contract Officer in advance, or actual subcontractor
expenses of an approved subcontractor pursuant to Section 4.5, and only if specified
in the Schedule of Compensation. The Contract Sum shall include the attendance
of Consultant at all project meetings reasonably deemed necessary by the City.
Coordination of the performance of the work with City is a critical component of
the services. If Consultant is required to attend additional meetings to facilitate such
coordination, Consultant shall not be entitled to any additional compensation for
attending said meetings.”
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EXHIBIT “C”
SCHEDULE OF COMPENSATION
I. Consultant shall perform the following tasks at the following rates:
All tasks associated with this scope of services will be billed based on standard hourly rates
for that position.
II. The City will compensate Consultant for the Services performed upon submission of
a valid invoice. Each invoice is to include:
a. Line items for all personnel describing the work performed, the number of hours,
and the hourly rate.
b. Line items for all materials and equipment properly charged to the Services.
c. Line items for all other approved reimbursable expenses claimed, with supporting
documentation.
d. Line items for all approved subcontractor labor, supplies, equipment, materials
and travel properly charged to the Services.
III. The total compensation for the Services shall not exceed the Contract Sum as
provided in Section 2.1 of this Agreement.
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EXHIBIT “D”
SCHEDULE OF PERFORMANCE
I. Consultant shall perform all services timely in accordance with the following
schedule:
Days to Perform Deadline Date
A. Task A (Initial Information Gathering) 60 11/15/2022
B. Task B (Community Engagement) 90 2/15/2023
C. Task C (Plan Drafting, Refinement, Adoption) 75 4/30/2023
II. Consultant shall deliver the following tangible work products to the City by the
following dates:
A. Baseline Summary: Delivered by 11/15/2022
B. Finalized Strategic Plan: Delivered by 4/30/2023
C. Presentation to City Council: Delivered by 4/30/2023
III. The Contract Officer may approve extensions for performance of the services in
accordance with Section 3.2
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Page 1 of 10
City of Rancho Palos Verdes
RFP – Homelessness Plan
June 21, 2022
City of Rancho Palos Verdes
Request for Proposals
City Plan to Prevent and
Combat Homelessness
Administration Department
Attention: McKenzie Bright, Administrative Analyst
30940 Hawthorne Blvd, Rancho Palos Verdes, CA 90275
Phone: 310-544-5305 | Email: mbright@rpvca.gov
RFP Release Date: June 21, 2022
Request for Clarification Deadline: July 1, 2022
RFP Submitted Deadline: July 18, 2022
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City of Rancho Palos Verdes
RFP – Homelessness Plan
June 21, 2022
Creation of a City Plan to Prevent and Combat Homelessness
(Homelessness Plan)
The City of Rancho Palos Verdes is requesting proposals from qualified
consulting firms to develop and complete a Homelessness Plan for the
City.
All correspondence and questions regarding this RFP should be submitted via
email to:
McKenzie Bright, Administrative Analyst
Email: mbright@rpvca.gov
To be considered for this project, please submit an electronic copy of the
proposal to the above email address by 4:30PM, on July 18, 2022.
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City of Rancho Palos Verdes
RFP – Homelessness Plan
June 21, 2022
TABLE OF CONTENTS
I. Introduction Page 4
II. Project Objective Page 4
III. Project Background and Purpose Page 5
IV. Scope of Services Page 5
V. Preliminary Project Schedule Page 6
VI. Necessary Qualifications and Submittal Requirements Page 6
VII. Submission of Proposal Page 9
VIII. Evaluation and Selection Process Page 9
IX. Attachments
Attachment A – Sample Professional Services Agreement
Attachment B – Staff Report Regarding Innovation Grant
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City of Rancho Palos Verdes
RFP – Homelessness Plan
June 21, 2022
I. INTRODUCTION
The City of Rancho Palos Verdes (City) is a scenic, upscale, residential coastal
community, with a population of approximately 42,000 located on the Palos Verdes
Peninsula of southwestern Los Angeles County (County).
The City is a contract city, meaning that some services are provided by contract with
agencies (both public and private) and some services are delivere d by the City’s own
employees. The City contracts for both law enforcement and fire protection services with
the County.
Rancho Palos Verdes is a General Law City and has operated under the Council -
Manager form of government since its incorporation in 1973. Policy-making and
legislative authority are vested in the governing City Council, which consists of five
Council Members, including the Mayor and Mayor Pro-Tem. The City is fiscally sound and
functions on an annual budget cycle.
At the 2020 County Homeless Point-in-Time Count, the City was recorded as having zero
unhoused persons, down from a recent peak of 3.8 in 2018. The City’s unhoused
population tends to be transitory, with a few individuals residing in City limits for days or
weeks at a time before moving on to other cities. This pattern applies to a few individuals
on a regular basis, as well as to other individuals who do not reside in the City for such
prolonged or reoccurring periods of time. The City does not provide any direct
homelessness services, relying entirely on the Los Angeles County Continuum of Care
framework for outreach and shelter services.
On July 13, 2021, the Los Angeles County Board of Supervisors approved funding
recommendations for Measure H-eligible Homeless Initiative strategies, to be allocated
through councils of governments. Through the South Bay Cities Council of Governments
(SBCCOG), the City was awarded funds to develop the City’s Plan to Prevent and Combat
Homelessness (Homelessness Plan) (Attachment B).
The purpose of this document is to provide proposers with the information needed to
submit a proposal for review by the City and, if selected, enter into a Professional Services
Agreement (PSA) with the City. Enclosed is a blank Professional Services Agreement
form for proposers’ review (Attachment A).
II. PROJECT OBJECTIVE
To hire a consultant to develop a Plan to Prevent and Combat Homelessness
(Homelessness Plan) for the City of Rancho Palos Verdes, including engaging with
community stakeholders and members of the public, to help the City assess homeless
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City of Rancho Palos Verdes
RFP – Homelessness Plan
June 21, 2022
populations, their dynamic needs, and opportunities to support these individuals and
better connect them to County resources.
III. PROJECT BACKGROUND AND PURPOSE
Homelessness Plans are valuable tools to help broaden the collective impact of policies
funded through Measure H. The City has not yet created a Homelessness Plan. While
the City’s service capacity is limited, the City is interested in assessing its part in assisting
to connect unhoused individuals to County services. The Plan will be a strategic plan to
address homelessness in the City of Rancho Palos Verdes by identifying goals and
strategies the City can implement to reduce and help prevent homelessness. These
strategies would be the baseline for developing future projects.
IV. SCOPE OF SERVICES
The scope of work to be performed by the consultant for the development of the City
Homelessness Plan is as follows:
• Work with staff to coordinate stakeholder meetings and addres s key issues to be
included in the plan.
• Assist City staff with developing strategies and performance measures that may
be realistically achieved and are readily measurable.
• Facilitate meetings with stakeholders, the general public and elected officials.
• Attend and give a presentation at a City Council meeting.
• Draft the Plan to Prevent and Combat Homelessness and produce the final plan.
The consultant shall complete other tasks deemed necessary for the accomplishment of
a complete and comprehensive outcome as described in the project objective. The
consultant shall expand on the above-noted tasks, where appropriate, and provide
suggestions which might lead to efficiencies and enhance the results or usefulness of the
work.
DELIVERABLES
As part of the services rendered, the consultant will prepare and deliver the following
tangible work products to the City including but not limited to:
1. Meeting agendas and minutes between consultant and City staff.
2. Public engagements/stakeholder program materials for events, workshops, and
meetings, and support report on outcomes.
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City of Rancho Palos Verdes
RFP – Homelessness Plan
June 21, 2022
3. Administrative draft and public draft for distribution during the review and
commenting phase in digital format (Microsoft Word and PDF).
4. Modifiable digital files (Microsoft Word and PDF) of final documents.
City staff may request working versions of documents be submitted for ongoing routine
review. City staff will review all deliverables, including preparatory or record materials for
service deliverables, and provide comments. The consultant is required to revise draft
deliverables to address City staffs’ comments.
V. PRELIMINARY PROJECT SCHEDULE
A. RFP Schedule:
Request for proposal available June 21, 2022
Request for clarification due July 1, 2022
Proposals due July 18, 2022
Firm interviews (if necessary) July 25, 2022
Anticipated Notice to Award August 2, 2022
B. Anticipated Project Schedule
Review Scope of Work with City staff August 18, 2022
Present Draft report to City staff October 3, 2022
Present Final report to City Council November 1, 2022
Please note that this schedule is preliminary and does not include all milestones
necessary for completion of the project. It is included to provide the consultant with a
sense of the expected timeline for the Scope of Service and emphasize the City’s
expectation that the Scope of Services will be completed as quickly as possible. The ideal
consultant candidate will have available resources and personnel, either in -house or
under subcontract, to ensure the completion of the Scope of Services at the earliest
possible time.
VI. NECESSARY QUALIFICATIONS AND SUBMITTAL REQUIREMENTS
1. Only one proposal per firm will be considered.
2. The submittal should be typed and as brief as possible while adequately
describing the qualifications of the firm and any subconsultants. The final
submittal shall be sent as a PDF via email to McKenzie Bright, Administrative
Analyst at mbright@rpvca.gov.
3. The proposing firm shall submit the following information with the package,
including the same information for subcontractors, in the following format:
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City of Rancho Palos Verdes
RFP – Homelessness Plan
June 21, 2022
a. Cover Letter: Provide the name, address, and phone number of the firm;
the present staff (size, classification, credentials); the primary contact’s
name, phone number, and email address; any qualifying statements or
comments regarding the proposal; and identification of any sub -consultants
and their responsibilities. Identify the firm’s type of organization (individual,
partnership, corporation), including names and contact information for all
officers, and proof that the organization is currently in good standing. The
signed letter should also include a paragraph stating that the firm is unaware
of any conflict of interest in performing the proposed work. (No more than
two pages)
b. Approach to Scope of Services: Re-state the Scope of Services with any
additions, expansions, clarifications, or modifications that the firm proposes
in order to provide the services and produce the deliverables contained in
this RFP. Describe how completing the Scope of Services will be
approached and any cost-saving or value-adding strategies or innovations
the firm will bring to the project. (Pages as needed)
c. Organization and Staffing: Identify the person who will be the Project
Manager and primary contact person responsible for the overall delivery of
the project. Provide an organizational chart of the project team that clearly
delineates communication and reporting relationships among the project
staff and among the sub-consultants involved in the project. Identify key
personnel to perform work in the various tasks and include major areas of
subcontracted work. Indicate the expected contributions of each staff
member in time as a percentage of the total effort. Indicate that the Project
Manager and key staff will remain assigned to this project through
completion of the Scope of Services. (No more than two pages).
d. Staff Qualifications and Experience: Describe qualifications of the assigned
staff and sub-contractors including relevant technical experience. Staff
assigned to complete the Scope of Services must ha ve previous experience
in providing the necessary services as described under the Scope of
Services. Description of consultant’s experience should include:
• Prior Experience: Demonstrate that the firm has significant
experience providing services similar to those described under the
Scope of Services. (No more than two pages)
• Staff Qualifications: Provide resume for the Project Manager and any
other key staff members to be assigned to contribute to the Scope of
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City of Rancho Palos Verdes
RFP – Homelessness Plan
June 21, 2022
Services, with an emphasis on similar services which they provided
to other agencies. (No more than ten pages)
• Reference Projects: Include at least three projects with similar scope
of services performed by the project team (excluding subconsultants)
within the past three years and indicate the specific responsibilities
of each team member on the reference project. Provide contact
information for each client. (No more than ten pages)
e. Project Schedule: Provide a detailed schedule for completion of the tasks
and sub-tasks required to accomplish the scope of work. Note all
deliverables and interim milestones on the schedule. (No more than one 11”
x 17” page)
f. Project Cost: Provide cost estimate associated with fulfilling the requested
services which should include:
• Cost estimate breakdown by task and key personnel.
• Cost estimate must also include an estimate of reimbursable
expenses that should be as specific as possible to minimize variable
costs to the greatest degree.
g. Quality Control Plan: Describe the quality control procedures and
associated staff responsibilities which will ensure that the deliverables will
meet the City’s needs. (No more than one page)
h. Acceptance of Conditions: State the offering firm’s acceptance of all
conditions listed in the RFP document and Sample Professional Servi ces
Agreement (PSA) (Attachment A). Any exceptions or suggested changes to
the RFP or PSA, including the suggested change, the reasons therefore
and the impact it may have on cost or other considerations on the firm’s
behalf must be stated in the proposal. Unless specifically noted by the firm,
the City will rely on the proposal being in compliance with all aspects of the
RFP and in agreement with all provisions of the PSA. (No more than one
page)
VII. SUBMISSION OF PROPOSAL
A. Requests for Clarification: Requests for clarification of the information
contained herein shall be submitted in writing prior to 4:30 pm on July 1, 2022.
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City of Rancho Palos Verdes
RFP – Homelessness Plan
June 21, 2022
Responses to any clarification question will be provided to each firm from which
proposals have been requested.
B. Confirmation Email: Upon submission of proposal to the City, the proposing
firm shall request an email confirmation that the proposal was received and
retain the email as a record. If an email confirmation is not received, the
proposing firm shall correspond with the City until a confirmation is received.
VIII. EVALUATIONS AND SELECTION PROCESS
1. Proposals will be evaluated based on the following criteria:
a. Approach to Scope of Services (25%)
• Understanding of the Scope of Services as demonstrated by the
thoroughness of the proposal, introduction of cost-saving or value-
adding strategies or innovations (including those applying to overall
project schedule), and an overall approach most likely to result in
the desired outcome for the City.
b. Proposal Schedule (25%)
• Ability to complete the work in the shortest schedule possible
(excluding time for review and community meetings).
c. Staff Qualifications and Experience (25%)
• Relevance of experience of the proposing firm (to provide support
resources to the project team).
• Relevance to experience and strength of qualifications of the Project
Manager.
• Relevance of experience and strength of qualifications of the key
personnel performing the work.
• Relevance of referenced projects and client review of performance
during those projects.
d. Organization and Staffing (15%)
• Availability of key staff to perform the services throughout the
duration of the project.
• Assignment of appropriate staff in the right numbers to perform the
Scope of Services.
• Appropriate communication and reporting relationship to meet the
City’s needs.
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City of Rancho Palos Verdes
RFP – Homelessness Plan
June 21, 2022
e. Quality control (10%)
• Adequate immediate supervision and review of staff performing the
work as well as appropriate independent peer review of the work by
qualified technical staff not otherwise involved in the project.
2. Selection Process
An evaluation panel will review all proposals submitted and select the top
proposals. These top firms may then be invited to make a (virtual) presentation
to the evaluation panel, at no costs to the City. The panel will select the
proposal, if any, which best fulfills the City’s requirements. The City reserves
the right to negotiate special requirements and proposed service levels using
the selected proposal as a basis. If the City is unable to negotiate an agreeable
fee for services with top firm, the City will negotiate with the next firm chosen
among the top firms.
3. Award Notification
The City will notify all proposers in writing of the outcome of the selection
process and intent to award. This RFP does not commit the City to award an
agreement, nor pay any costs incurred in the preparation and submission of
the proposal in anticipation of an agreement. The City reserves the right to
reject any or all proposals, or any part thereof, to waive any formalities or
informalities, and to award the agreement to the proposer deemed to be in the
best interest of the City and the Department.
4. Award of Agreement
The selected firm shall be required to enter into a written agreement (see
sample PSA in Attachment A) with the City, in a form approved by the City
Attorney, to perform the Scope of Services. This RFP and the proposal, or any
part thereof, may be incorporated into and made a part of the final agreement;
however, the City reserves the right to further negotiate the terms and
conditions of the agreement with the selected consultant. The agreement will,
in any event, include a maximum “fixed cost” to the City.
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D-1
August 1, 2022
Steering Committee
C ITYOF
South Bay Cities Council of Governments
2355 Crenshaw Blvd., #125
Torrance , CA 90501
RANCHO PALOS VERDES
OFF ICE OF THE CITY MANAGER
Via Email
SUBJECT: City of Rancho Palos Verdes Innovation Grant Project Progress and
Additional Funding Request
Dear Chair Cruikshank and Members of the Steering Committee :
The City of Rancho Palos Verdes was awarded $20,000 of the SBCCOG's Innovation Funds to
develop the City's Homelessness Plan. After notification of the executed statement of work with
the County , the City released a request for proposals (RFP) for a consultant to help develop the
plan . On July 18, the RFP closed without receiving any bids .
SBCCOG Senior Project Manager Ronson Chu assisted City Staff in connecting with Focus
Strategies, the consulting firm preparing the Gardena Homelessness Plan, also funded through
an Innovation Grant. Mr. Chu and City Staff met with Focus Strategies to discuss the City's project
on July 28. Focus Strategies expressed their interest in the opportunity but informed us that they
would not be able to complete the project for less than $30,000.
Homelessness Plans are valuable tools to help broaden the collective impact of policies seeking
to address homelessness. While the City's service capacity is limited, the City is interested in
assessing its part in assisting to connect unhoused individuals to services through the Los
Angeles County Continuum of Care . The plan will help address homelessness in the City of
Rancho Palos Verdes by identifying goals and strategies the City can implement to reduce and
help prevent homelessness .
The strategies assessed in the Homelessness Plan will be a valuable resource for the City and
our neighboring jurisdictions and local partners . We respectfully request that an additional
$10,000 be allocated to the City's Innovation Fund project, bringing the City's grant award total to
$30 ,000, on par with the Gardena grant, to allow us to proceed with the project.
City Manager, City of Rancho Palos Verdes
30940 HAWTH ORNE BLVD./ RANCHO PALOS VERDES , CA 90275 5391 / (3 10) 544-5207 / FAX (3 10) 544-5291 / WWWRPVCA.GOV
@ PRIN TED ON RE CYC LED PA 1°Ei~