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HomeMy WebLinkAbout07/23/1996, 5 - RFP FOR COMMUNITY INFORMATION AND OUTREACH SERVICES council July 23, 1996 j ac En as Repout ,S CITY O F SAN LUIS O B 1 S P 0 FROM: John Moss, Utilities DirectoVdministrative r-- Prepared By: Sue Baasch, Analyst SUBJECT: RFP FOR COMMUNITY INFORMATION AND OUTREACH SERVICES CAO RECOMMENDATION Approve request for proposals (RFP) for Community Information and Outreach Services, and authorize contract award by the CAO, if the selected proposal is within the approved budget for this project($35,000). DISCUSSION The Utilities Department is requesting approval to seek professional assistance and oversight of a community informatim and outreach program for our water conservation, water reuse and solid waste programs. With the assistance of marketing/advertising professionals, staff plans to launch a comprehensive information program in the fan, designed to reach diverse audiences in our community and to encourage evaluation and feedback on our projects and programs. In the Request for Proposals, staff has stressed our desire to use creativity, innovation and current technology to share objective and factual information evenly with our community. Our 1996-97 budget is $35,000, including direct advertising costs. Programs Included in the Community Outreach ♦ Water Reuse The initial focus of the outreach program will be the Water Reuse project, as it is a Council priority goal to achieve additional sources ofwater supply. This project will provide the quality and quantity of information the community will seek as it participates in the water reuse project milestone decisions, and as it prepares for the use of recycled water for irrigation within the city limits. The project will be able to distribute for irrigation approximately 1,200 acre-feet of recycled water by the year 2000. This creates an additional 1,200 acre-feet of water to meet a portion of the City's General Plan build-out, as it will offset a portion of the potable water currently used for irrigation. ♦ Water Conservation Water conservation has been and will continue to be a significant ongoing component of the City's water management strategy. The goal of the information program would be to encourage the continued efficient and non-wasteful use of water to keep water use at or below the City's per capita water planning figure of 145 gallons per person per day. ♦ Reduction in Solid Waste to Meet AB 939 Goal The City is required to reduce the amount of waste going to the landfill by 50% by the year 2000. .S- Council Agenda Report-RFP for Community Information and Outreach Services Page 2 In addition to the programs in place(recycling and green waste), a comprehensive public information and education program is necessary to reach the mandated goal. Project Components and Workscope There are two broad work components: 1. To build community involvement and knowledge of our projects by identifying appropriate ways to reach specific target audiences. 2. To establish ongoing evaluation and reporting on our programs and outreach activities. Evaluation and Selection Process A pre-proposal conference to review the workscope and answer any questions that prospective bidders may have is scheduled for August 1; the proposal closing date is scheduled for August 15'. After a "desk top" review of the proposals based on the evaluation criteria set forth in the RFP, finalist will be invited for a follow-up presentation/mterview before a review committee composed of representatives from the water reuse public information core group committee. Based on the results of their written proposal, oral presentation, and reference checks, the review committee wil make its recommended selection to the CAO. It is anticipated that contract award will be made by October 1. Prospective Bidders In addition to publishing a formal notice requesting proposals, the RFP will be mailed to a limited number of firms specializing in this type of service who have indicated their interest in performing this work. A list of prospective bidders is attached. FISCAL EMPACT Y The budget for this project is $35,000. This amount includes $15,000 previously identified in the studies component of the Water Reuse capital project; $10,000 from 1995-96 water fund carryover funds; and $10,000 from the 1996-97 advertising line items in the Utilities Conservation Office operating budget. ATTACHMENT Bidders list ON FILE IN THE COUNCIL OFFICE Request for proposals for Community Information and Outreach Services S'� ATrA(M(ENT BIDDERS LIST Public Outreach and Community Information Services-SPECIFICATION NO.97-10 Barnett, Cox& Associates Brown&Clarkson Advertising Catalyst Communication Arts 979 Osos Streeet 8437 Empresa Drive, Suite D 2241 Boulevard Del Campo San Luis Obispo, CA 93401 San Luis Obispo, CA 93401 San Luis Obispo, CA 93401 Coast and County Graphic Services Design, ETC. Fine Lines Marketing Group 3436 Sacramento Drive 738 Higuera Street P.O. Box 21 San Luis Obispo, CA 93401 San Luis Obispo, CA 93401 San Luis Obispo, CA 93406 Genesport Marketing SLO Gregory Gray Image Design Graphics 200 Suburban 406 Spanish Moss Lane 298 Pismo Street San Luis Obispo, CA 93401 Arroyo Grande, CA 93420 San Luis Obispo, CA 93401\ Innovate Advertising Karlen Design MBW Advertising Design 575 Price Street 1941 Monterey Street P.O. Box 4828 Pismo Beach, CA 93449 San Luis Obispo, CA 93401 San Luis Obispo, CA 93406 Oneal Marketing Group Pandora& Co Porter Design 645 Main Street 350 Mitchell Drive 434 Islay Street Morro Bay, CA 93442 Los Osos, CA 93402 San Luis Obispo, CA 93401 Pierre Rademaker Design Ricard Marketing Communications Rob's House of Marketing 738 I-Eguera Street 735 Santa Ysabel 3380 Sacramento Drive San Luis Obispo, CA 93401 Baywood Park, Ca 93402 San Luis Obispo, CA 93401 Rocglo Promotions S.J. Francis& Associates .Suggs Lombardi Advertising P.O. Box 170 1137 Vista Lago 520 Higuera Street Arroyo Grande, CA 93420 San Luis Obispo, CA 93401 San Luis Obispo, CA 93401 Tom Jones Advertising Wildfire Marketing Communications 3437 Empressa Drive 846 Higuera Street, Suite 5 San Luis Obispo, CA 93401 San Luis Obispo, CA 93401 EMRA Consulting Group AElissa Mass 9i- isos Street, Suite B-5 San Luis Obispo, CA 93401 s•3 MEETING �/ AGENDA DATE ITEM # 3 July 23, 1996 MEMORANDUM TO: Council Members VIA: John Dunn, City Administrative Officer 0 FROM: Arnold Jonas, Community Development Director SUBJECT: Planning Commission Minutes This morning Councilman Roalman inquired about the Planning Commission minutes for three items (Annexation and Prezoning-El Capitan, Goldenrod Subdivision, and City-Wide Text Amendment - Carwashes) on the City Council meeting agenda for this evening's meeting. Unfortunately those minutes are not available. In order to assist you with your review of those items, I am faxing the action update for the Planning Commission meeting of June 26th where the items were discussed. In addition I am including the handwritten notes taken by associate planner, Judith Lautner who attended the meeting. Some of the common abbreviations used in the notes are as follows: PR = Paul Ready DJ = David Jeffrey JF = John French CS = Charles Senn dCOUNCIL CDD DIR MW = Mary Whittlesey CAO ❑ FIN DIR PH = Public Hearing 2rACAO ❑ FIRE CHIEF PV = Pat Veesart M-ATTORNEY ❑ PW DIR AL = Al Cablay 0-<LERXMRIG ❑ POLICE CHF AM = Andrew Merriam ❑ MGMTTEAM ❑ REG DIR ❑ CEAD FILE ❑ UTIL DIR JK = Janet Kourakis , W ❑ PERS EISP = Edna Islay Specific Plan AJ/mk O1 tl E ® JUL ¢ 3 1996 CITY CLERK SANT LU.J OBISPO.CA Update SAN LUIS OBISPO PLANNING COMMISSION Regular Meeting Community Room, City/County Library 995 Palm Street June 26, 1996 Wednesday 7:00 p.m. CALL TO ORDERIPLEDGE OF ALLEGIANCE ROLL CALL: Comrs. David Jeffrey, Barry Karleskint, Janet Kourakis, Paul Ready, Charles Senn, Pat Veesart, Mary Whittlesey All Commissioners were present. MINUTES: May 8, 1996. Amend or approve. Minutes were approved as amended. ACCEPTANCE OF AGENDA: The Commission reversed the order of items 1 and 2. PUBLIC COMMENT: There was no public comment. PUBLIC HEARINGS: 1. City-wide C-N Zones: TA 64-96: Municipal Code Text Amendment to allow carwashes in C-N zone; Citywide C-N zones; Shell Oil Company, applicant. The Commission recommended approval (6-1, Jeffrey voting no) of the text amendment, with a requirement that a Planning Commission use permit would be required and that carwashes would be allowed in the C-N zone only in conjunction with service stations. The Commission also recommended to the Council that an amendment be made to the text to remove a limitation on carwashes in the C-T zone, restricting spacing of carwashes to 1,000 feet. Commr.. Jeffrey wanted to wiat for six months to monitor the use at the Madonna.Road station before amending the regulations. 2. 204 Madonna Road: U 65-96: Planning Commission Use Permit to allow a carwash in a C-T zone; C-T zone; Shell Oil Company, applicant. The Commission approved (6-1, Jeffrey voting no) the use permit, with restrictions on hours of operation and a requirement that the use permit be reviewed by the Commission if reasonable complaints are received. Commissioner Jeffrey expressed concern that this type carwash would contribute to air pollution because vehicles can remain running within the carwash building. For this reason he felt the use is a "drive-through" facility and therefore not allowed by the Zoning Regulations. The remaining Commissioners disagreed with this interpretation. Commr. Veesart pointed out that the significant water savings associated with this type carwash more than offsets other environmental effects, including pollution from idling. 3. 4380 Broad Street: TR 127-95 and ER 127-95: Review of subdivision (TR 2211) of 44 residential lots and review of the environmental initial study of the impacts of the subdivision; John French and R.W. Hertel, Inc., applicants. The Commission reviewed the environmental initial study and recommended approval (7-0) of the subdivision with modifications to some of the staff-recommended conditions. Discussion focused on the protection of turtles in the vicinity of the lower creek, the ownership of the detention basin-community garden, and the disposition of an open space lot. 4. 850 EI Capitan: R 46-96 and ER 46-96: Review of prezoning county land to C-S and R-2-PD also review of environmental impact determination; Kelly Gearhart, applicant. The Commission reviewed the environmental initial study and recommended approval of the prezoning and annexation (6-Q Kourakis voting no) to the City Council, with conditions. Conditions included restrictions on the commercial development through use of a special considerations combining zone which, includes a requirement that when it is sold or under a long-term. lease (over 35 years) it must be converted to a conforming use. Commissioners liked the residential portion of the project but were uncomfortable with annexing the commerical development, a drive-through convenience store, now under construction with County permits. Commissioners noted that the commercial use does not conform to City regulations and its annexation may set a precedent for future annexation requests in the airport area. 5. City-wide: TA 85-96 and ER 85-96: Transferable Development Credits: Consideration of an ordinance establishing procedures to implement a transfer of development credits program in the City of San Luis Obispo. (20 Minutes) Due to the late hour, with no discussion the Commission continued the item to July 10, expressing a desire to have it early on the agenda. 6. City-wide: GP and ER 54-96: Review of General Plan Amendment Text to amend the Land Use Element to allow replacement of nonconforming hillside houses in limited situations and review of environmental determination for Land Use Element text change; City of San Luis Obispo, applicant. (40 Minutes) The Commission reviewed the environmental initial study and recommended approval of the text change (7 to 0 vote). The owner of the affected site did not object to the amendment, but indicated he did not understand all the ramifications. Staff offered to discuss the matter with him further before the item is heard by the City Council. Commissioners Senn and Ready were concerned that City policies might prevent a replacement house of the same size and in the same location, while staff and other Commissioners noted that replacement of any nonconforming structure is subject to the City's current requirements. Differences and similarities between hillside and creekside sites were noted. COMMENT AND DISCUSSION: 7. Staff A. Agenda Forecast Staff provided the agenda forcast for the 7/10 meeting. 8. Commission The Commission requested that if the agenda for the 7/10 meeting is light, that some or all of the items from the agenda for the Planning Commissions'retreat be discussed. The legal update was mentioned specifically. ADJOURN to the regular meeting of July 10, 1996 at 7:00 p.m. in the Community Room of the City/County Library, 995 Palm Street. The meeting adjourned at 11:45 p.m. &41T C(v-3e� c - (4rl 6 co C�alde�rcd �/C `" Tj",) C- N . -Tt2 lzt, J Le .���C,�.(.�t/�.iL_.c� pry•,--� (J1�(,�l.:Q.�VS���' 0 ?�'�f�i.� /u c� �.Q.C�/� l/LJ't G�S� /� � Vr S✓L�� .S'��,���d-?iti J 6 J -4 ; _ _ /j 111 M a 010 I� f�kf Cd- w s4yAc, i^c.ccsc h:� l�f QrCc � ��f�>- `!•j� — (,u eco u..� GUY�t i�-c�( �'� J Pte- - 9--Ad Pazd - add - VLA ct� Q�?cfl rvu,�'• a. >"Ka-J IVA' W-C'k plyLA a0,, rl . .. i 35 0 ozf J , ra da.."'a6ci LAJCP f) — � •a . W - O� C`Lf Act "3 Pets crA.t '4" - Mt. Lq ,t-y1 "W S Jv- 4z U-Z . PV L yr�jc G6n�Jrx e fl�'l c,$ �� , U-. yes cies t V1, e , C-� t D.1 - 2 ham C �J� `f'l�-a�- a fig.-tc� .�i��_ z�1► . . au� yr CS - � act > - CrA C s _ ,y� 10 Y Al A tW CITY COUNCIL READING FILE COPY Notice Requesting Proposals for II IIII I II I I City of.San Luis Obispo Utilities Department COMMUNITY INFORMATION AND OUTREACH SERVICES The City of San Luis Obispo is requesting sealed proposals for COMMUNITY INFORMATION AND OUTREACH SERVICES pursuant to Specification No. 97-10. All proposals must be received by the Finance Department, 955 Morro Street, San Luis Obispo, CA, 93401, by 3:00 p.m., August 15, 1996. Proposals received after said time will not be considered. To guard against premature opening, each proposal shall be submitted to the Finance Department in a sealed envelope plainly marked with the proposal title, specification number, bidder name, and time and date of the proposal opening. Proposals shall be submitted using the forms provided in the specification package. Specification packages and additional information may be obtained by contacting Sue Baasch at (805) 781-7206. MEETING AGENDA DATE 7023 9 ITEM Specification No. 97=10 TABLE. OF CONTENTS A. Description of Work 3 B. General Terms and Conditions 6 Proposal Requirements Contract Award and:Execution Contract Performance C. Special Terms and Conditions 9 Proposal Content Proposal Evaluation and Selection Proposal Review and Award Schedule D. Agreement 1.P E. Insurance Requirements 13 F. Proposal Submittal Forms Proposal Submittal Summary 14 References 15 .. .�". .'a':. . - ,:LSC: —.. __ .�,�- DESCRIPTION OF WORK The City of San Luis Obispo Utilities Department is seeking proposals from consultants who can provide professional guidance and oversight of our community information and outreach project for our water conservation,water reuse and solid waste programs. Our hope is to develop an ongoing program that offers information in meaningful forms to all segments of our community,and invites feedback on both our projects and our information strategies. While we hope to be innovative and technologically current, we are seeking real value--maximum benefit from the least costly approach. Our total information budget for 1996-97,including budget for paid advertising,is$35,000. We have identified two broad work components. We are seeking professional guidance in developing the most appropriate specific tasks under these broad goals. I. Build community involvement and knowledge of our projects by identifying appropriate ways to reach specific target audiences. The outreach program should include both paid and free information conduits,with a preference for those which cost least and reach the greatest number of people. Included within this category would be such activities as community meetings,presentations,use of media,development of written materials,establishing a web presence. Proposals should address the methods and techniques to be used to reach the various audiences. 2. Establish ongoing evaluation and reporting on our programs and our outreach activities. This would include community surveys and questionnaires. Outreach strategies should include a year-round comprehensive approach which promotes the Water Reuse Project and services offered by the Utilities Conservation Offices. A description of each of these programs and various services is provided below,under the title of"Utilities Programs and Services". The consultant should plan to meet with staff for about two hours every month for nine months to discuss project strategies and to share specific feedback Written monthly reports will be forwarded to staff prior to these meetings and will summarize the previous month's activities and project anticipated future activities. EACH PROPOSAL PACKAGE MUST INCLUDE THE FOLLOWING IN THE PROPOSED WORKSCOPE: ■ Summary of the outreach program; ■ Statement of the objectives of,and general approach(philosophy)toward the outreach program; ■ Statement of the specific strategy for achieving the above objectives; ■ A budget(Proposal Summary Form)and a fee schedule for services, ■ Resume of professional experience and samples of previous work; ■ Identification of key responsible personnel. While our resources are limited,our expectations are lugh. We anticipate proposals that rely on using existing staff resources as much as possible. We would also support the use of Cal Poly interns for focused activities. A pre-proposal conference will be held on August I , 1996,in the City's conference room at 955 Morro Street,San Luis Obispo. UTILITIES PROGRAMS AND SERVICES Water Reuse The initial focus of the departmental outreach program will be the Water Reuse Project. We hope to offer the quality and quantity of information the community seeks as it participates in project milestone decisions and as it prepares for the use of recycled water for irrigation within the city limits. The Project proposes to distribute for irrigation approximately 1,200 acre-feet of recycled water each year. The water will mainly be used for irrigation of large areas such as parks,school playgrounds,street landscaping,etc. Within new developments,recycled water may be used for residential landscaping. The environmental review for the project is in progress and should be completed by the end of 1996. Following completion of the environmental review, it will take 3 approximately a year to design the project and another year to complete the construction of the project. The following schedule shows the completion of various tasks. M.tleatone ealrstrc Environmental Review October 1996 February 1997 Begin Design February 1997 June 1997 Complete Design January 1998 May 1998 Begin Construction Phase I Aril 1998 September 1998 Complete Construction Phase I Aril 1999 October 1999 Begin Construction Phase II August 1999 Aril 2000 Com tete Construction Phase II June 2000 December 2000 It is important that the information program address certain key points during each project phase: • Beginning now and continuing after the construction Quality of recycled water and recycled water as a resource. • During design and construction phases Where and how recycled water will benefit the community. Water Conservation Public information and education regarding water conservation is an ongoing departmental objective. We wish to integrate the successes of this program into our new outreach activities. The water conservation program is a significant component of the City's water management strategy. Promoting water efficiency within the community is essential to sustain the long term economic vitality of our community as well as a means to enhance our local environment. Historically, the program has relied on a combination of community outreach strategies to inform the public of the importance of water conservation. These strategies include workshops,participating in public events,paid advertising promoting programs such as the Retrofit Rebate Program,and public service announcements regarding important water issues facing the City. Future community outreach strategies should include a year around comprehensive approach which promotes the water conservation programs and services offered by the Utilities Conservation Office. The program goal is to enforce the continued efficient and non-wasteful use of water through the following activities: • Retrofit Rebate Program ■ Indoor water audits ■ Irrigation system evaluation and scheduling ■ Informational brochures regarding appropriate landscaping and landscape maintenance Typically,the landscape and irrigation programs are seasonal and revolve around spring and summer while other programs such as the rebate program are promoted throughout the year. Because of the nature of the message being conveyed,the target audience will be diverse and include people of all ages. 4 Solid Waste Management and Recyling State law AB 939 requires that the City reduce its amount of waste going to the landfill by 50% by the year 2000. A comprehensive public information and education campaign is necessary in order for the City to reach the mandated goal. The program must include the following: ■ Information regarding the current recycling services offered by the City and the recycling contractor for residential and commercial customers. ■ Information on how to reduce what customers dispose of(source reduction). ■ The importance of source reduction and recycling to meet the state requirements and the benefit to the environment. 5 B. GENERAL TERMS AND CONDITIONS PROPOSAL REQUIREMENTS 1. Requirement to Meet AD Provisions. Each individual or firm submitting a proposal(bidder)shall meet all of the terms, and conditions of the Invitation for Bids(IFB)or Request for Proposals(RFP)specifications package. By virtue of its proposal submittal,the bidder acknowledges agreement with and acceptance of all provisions of the RFP specifications. 2. Proposal Submittal. Each proposal must be submitted an the form provided in the specifications and accompanied by any other required submittals or supplemental materials. Proposal documents shall be enclosed in an envelope which shall be sealed and addressed to the Department of Finance,City of San Luis Obispo,990 Palm Street,San Luis Obispo,CA,93401. In order to guard against premature opening,the proposal should be clearly labeled with the proposal title,specification number,name of bidder,and date and time of proposal opening. No FAX submittals will be accepted. 3. Proposal Quotes and Unit Price Extensions. The extensions of unit prices for the quantities indicated and the lump sum prices quoted by the bidder must be entered in figures in the spaces provided on the Proposal Submittal Form. Any lump sum bid shall be stated in figures. The Proposal Submittal Form must be totally completed. If the unit price and the total amount stated by any bidder for any item are not in agreement, the unit price alone will be considered as representing the bidder's intention and the proposal total will be corrected to conform to the specified unit price. 4. Proposal Withdrawal and Opening. A bidder may withdraw its proposal,without prejudice prior to the time specified for the proposal opening,by submitting a written request to the Director of Finance for its withdrawal,in which event the proposal will be returned to the bidder unopened. No proposal received after the time specified or at any place other than that stated in the"Notice Requesting Proposals"will be considered. All proposals will be opened and declared publicly. Bidders or their representatives are invited to be present at the opening of the proposals. 5. Submittal of One Proposal Only. No individual or business entity of any kind shall be allowed to make or file,or to be interested in more than one proposal,except an alternative proposal when specifically requested;however,an individual or business entity which has submitted a sub-proposal to a bidder submitting a proposal,or who has quoted prices on materials to such bidder,is not thereby disqualified from submitting a sub-proposal or from quoting prices to other bidders submitting proposals. 6. Cooperative Purchasing. During the term of the contract,the successful bidder will extend all terms and conditions to any other local governmental agencies upon their request. These agencies will issue their own purchase orders, will directly receive goods or services at their place of business,and will be directly billed by the successful bidder. 7. Common icatious. All timely requests for information submitted in writing will receive a written response from the City. Telephone communications with City staff are not encouraged,but will be permitted. However,any such oral communication shall not be binding on the City. CONTRACT AWARD AND EXECUTION 8. Proposal Retention and Award. The City reserves the right to retain all proposals for a period of 60 days for examination and comparison The City also reserves the right to waive non-substantial irregularities in any proposal, to reject any or all proposals,to reject or delete one part of a proposal and accept the other,except to the extent that proposals are qualified by specific limitations. See the "special terms and conditions" in Section C of the specifications for proposal evaluation and contract award criteria. 6 9. Competency and Responsibility of Bidder. The City reserves full discretion to determine the competence and responsibility,professionally and/or financially,of bidders. Bidders will provide,in a timely manner,any and all information which the City deems necessary to make such a decision. 10. Contract Requirement. The bidder to whom award is made(Contractor)shall execute a written contract with the City within ten (10)calendar days after notice of the award has been sent by mail to it at the address given in its proposal. The contract shall be made in the form adopted by the City and incorporated in these specifications. 11. Insurance Requirements. The Contractor shall provide proof of insurance in the form,coverages,and amounts specified in Section E of these specifications within 10 (ten) calendar days after notice of contract award as a precondition to contract execution. 12. Business Tax. The Contactor must have a valid City of San Luis Obispo business tax certificate prior to execution of the contract. Additional information regarding the City's business tax program may be obtained by calling (805)781-7134. CONTRACT PERFORMANCE 13. Ability to Perform. The Contractor warrants that it possesses,or has arranged through subcontracts,all capital and other equipment,labor,materials,and licenses necessary to carry out and complete the work hereunder in compliance with any and all federal,state,county,city,and special district laws,ordinances,and regulations. 14. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances,regulations and adopted codes during its performance of the work. 15. Payment of Taxes. The contract prices shall include full compensation for all taxes which the Contractor is required to pay. 16. Permits and Licenses. The Contractor shall procure all permits and licenses,pay all charges and fees,and give all notices necessary. 17. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 18. Public and Employee Safety. Whenever the Contractor's operations create a condition hazardous to the public or City employees,it shall,at its expense and without cost to the City,furnish,erect and maintain such fences,temporary railings, barricades, fights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 19. Preservation of City Property. The Contractor shall provide and install suitable safeguards,approved by the City, to protect City property from injury or damage. If City property is injured or damaged as a result of the Contractor's operations,it shall be replaced or restored at the Contractor's expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 20. Immigration Act of 1986. The Contractor warrants on behalf of itself and all subcontractors engaged for the performance of this work that only persons authorized to work in the United States pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 21. Contractor Non-Discrimination. In the performance of this work,the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ,to engage in discrimination in employment of persons because of age,race,color,sex,national origin or ancestry,sexual orientation,or religion of such persons. 22. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default,act,or omission of the City,or by strikes,fire,earthquake,or any other Act of God,or by the inability to obtain materials,equipment,or labor due to federal government restrictions arising out of defense 7 or war programs,then the time of completion may,at the City's sole option,be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract,the City may,at the time of acceptance of the work,waive liquidated damages which may have accrued for failure to complete on time,due to any of the above,after hearing evidence as to the reasons for such delay,and making a finding as to the causes of same. 23. Payment Terms. The City's payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials,supplies,equipment,or services provided by the Contractor(Net 30). 24. Inspection. The Contractor shall fiunish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. All work done and all materials f amshed,if any,shall be subject to the City's inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. 25. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 26. Interests of Contractor. The Contractor covenants that it presently has no interest,and shall not acquire any interest direct or indirect or otherwise,which would conflict in any manner or degree with the performance of the work hereunder.The Contractor father covenants that,in the performance of this work,no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that,in the performance of the work hereunder,the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 27. Hold Harmless and Indemnification. The Contractor agrees to defend,indemnify,protect and hold the City and its agents,officers and employees harmless from and against any and all claims asserted or liability established for damages or injuries to any person or property,including injury to the Contractor's employees,agents or officers which arise from or are connected with or are caused or claimed to be caused by the acts or omissions of the Contractor,and its agents,officers or employees,in performing the work or services herein,and all expenses of investigating and defending against same; provided, however, that the Contractor's duty to indemnify and hold harmless shall not include any claims or liability arising from the established sole negligence or willful misconduct of the City,its agents, officers or employees. 28. Contract Assignment. The Contractor shall not assign,transfer,convey or otherwise dispose of the contract,or its right,title or interest,or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 29. Termination. If,during the term of the contract,the City determines that the Contractor is not faithfully abiding by any term or condition contained herein,the City may notify the Contractor in writing of such defect or failure to perform;which notice must give the Contractor a 10(ten)calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice,such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect. Thereafter,neither party shall have any further duties, obligations,responsibilities,or rights under the contract except,however,any and all obligations of the Contractor's surety shall remain in full force and effect,and shall not be extinguished,reduced,or in any manner waived by the termination thereof. In said event,the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City's Notice of Termination,minus any offset from such payment representing the City's damages from such breach. "Reasonable value"includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City's assessment of the value of the work-in- progress in completing the overall workscope.The City reserves the right to delay any such payment until completion or confirmed abandonment of the project,as may be determined in the City's sole discretion,so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its proposal. 8 C. SPECIAL TERMS AND CONDITIONS 1. Proposal Content. Your proposal must include the following information: Submittal Forms a. Proposal Submittal Summary b. References from a least three firms for whom you have provided similar services. General Information C. Description of your approach to completing the work(see"Workscope"-Description of Work) d. Experience of your firm in performing similar services e. Warranties or guarantees that you would provide to the City regarding your performance in completing the work f. Resumes of the individuals that would be assigned to this project g. Hourly billing rates for staff to be assigned to this project h. Services or data to be provided by the City i. Proposed compensation and payment schedule tied to accomplishment of key milestones or tasks j. Any other information that would assist us in making this contract award decision Proposal Length and Copies n. Proposals should not exceed 25 pages,including attachments and supplemental materials. o. Five(5) copies of the proposal must be submitted. 2. Proposal Evaluation and Selection. Proposals will be evaluated by a review committee based on the following criteria: a. Understanding of the work required by the City b. Quality and responsiveness of the proposal C. Demonstrated competence and professional qualifications necessary for satisfactory performance of the work required by the City d. Recent experience in successfully performing similar services e. Proposed approach in completing the work f. References g. Background and related experience of the specific individuals to be assigned to this project h. Proposed compensation As reflected above,contract award will not be based solely on price,but on a combination of factors as determined to be in the best interest of the City. After evaluating the proposals and discussing them further with the finalists or the tentatively selected contractor,the City reserves the right to further negotiate the proposed work and/or method and amount of compensation. 3. Proposal Review and Award Schedule. The following is an outline of the anticipated schedule for proposal review and contract award: Issue RFP 7/24/96 Preproposal Conference 8/01/96 Receive proposals 8/15/96 Complete proposal evaluation 8/22/96 Conduct finalist interviews 8/29/96 Finalize staff recommendation 9/10/96 Award contract 9/17/96 Execute contract 9/24/96 Start work 10/01//96 9 4. Ownership of Materials. All original drawings,plan documents and other materials prepared by or in possession of the Contractor as part of the work or services under these specifications shall become the permanent property of the City,and shall be delivered to the City upon demand. S. Release of Reports and Information. Any reports,information,data,or other material given to,prepared by or assembled by the Contractor as part of the work or services under these specifications shall be the property of City and shall not be made available to any individual or organization by the Contractor without the prior written approval of the City. 6. Copies of Reports and Information. If the City requests additional copies of reports,drawings,specifications,or any other material in addition to what the Contractor is required to furnish in limited quantities as part of the work or services tinder these specifications,the Contractor shall provide such additional copies as are requested,and City shall compensate the Contractor for the costs of duplicating of such copies at the Contractor's direct expense. 7. Required Deliverable Products. The contractor will be required to provide: a. Five (5)copies of your proposal which addresses all elements of the workscope. Any documents or materials provided by the Contractor will be reviewed by City staff and,where necessary,the Contractor will be required to respond to staff comments and make such changes as deemed appropriate. b. Camera-ready originals of any prepared advertisements and graphics. C. Wh®computers have been used to produce materials submitted to the City as a part of the workscope, the Contractor must provide the corresponding computer files to the City,compatible with the following programs whenever possible unless otherwise directed by the project manager: Word Processing Word 6.0 Spreadsheets Excel Desktop Publishing Coreldraw,Pagemaker Computer Aided Drafting(CAD) AutoCad Computer files must be on 3%", high-density, write-protected diskettes, formatted for use on IBM- compatible systems. Each diskette must be clearly labeled and have a printed copy of the directory. 10 AGREEMENT THIS AGREEMENT is made and entered into in the City of San Luis Obispo on this day of by and between the CITY OF SAN LUIS OBISPO,a municipal corporation,hereinafter referred to as City,and [ ],hereinafter referred to as Contractor. WITNESSETH: WHEREAS,on [ ],City requested proposals for Community Information and Outreach Services per Specification No.97-10. WHEREAS,pursuant to said request,Contractor submitted a proposal which was accepted by City for said project NOW THEREFORE,in consideration of their mutual promises,obligations,and covenants hereinafter contained, the parties hereto agree as follows: I. TERM. The term of this Agreement shall be from the date of this Agreement is made and entered,as first written above,until acceptance or completion of said project- 2. roject2. INCORPORATION BY REFERENCE. City Specification No.97-10 and Contractor's proposal dated [ ],are hereby incorporated in and made a part of this Agreement. 3. CITY'S OBLIGATIONS. For providing services as specified in this Agreement,City will pay and Contractor shall receive therefor compensation based on hours and materials billed as specified in the proposal,total amount not to exceed 4. CONTRACTOR'S OBLIGATIONS. For and in consideration of the payments and agreements hereinbefore mentioned to be made and performed by City,Contractor agrees with City to do everything required by this Agreement and provide services as described in Exhibit[ ]attached hereto and incorporated into this Agreement. 11 5. AMENDMENTS. Any amendment,modification,or variation from the terms of this Agreement shall be in writing and shall be effective only upon approval by the City Administrative Officer,or designee. 6. COMPLETE AGREEMENT. This written Agreement,including all writings specifically incorporated herein by reference,shall constitute the complete agreement between the parties hereto. No oral agreement,understanding, or representation not reduced to writing and specifically incorporated herein shall be of any force or effect,nor shall any such oral agreement,understanding,or representation be binding upon the parties hereto. 7. NOTICE. All written notices to the parties hereto shall be sent by United States mail,postage prepaid by registered or certified mail addressed as follows: City City Clerk City of San Luis Obispo 990 Palm Street San Luis Obispo,CA 93401 Contractor [ ] [ ) [ ] g. AUTHORITY TO EXECUTE AGREEMENT. Both City and Contractor do covenant that each individual executing this agreement on behalf of each party is a person duly authorized and empowered to execute Agreements for such party. IN WITNESS WHEREOF,the parties hereto have caused this instrument to be executed the day and year first above written. ATTEST: CITY OF SAN LUIS OBISPO, A Municipal Corporation By: City Clerk City Administrative Officer APPROVED AS TO FORM: CONTRACTOR By: City Attorney 12 INSURANCE REQUIREMENTS: Consultant Services The Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder by the Contractor, its agents,representatives,employees,or subcontractors. Minimum Scope of Insurance. Coverage shall be at least as broad as: 1. Insurance Services Office Commercial General Liability coverage(occurrence form CG 0001). 2. Insurance Services Office form number CA 0001 (Ed. 1/87)covering Automobile Liability,code 1 (any auto). 3. Workers'Compensation insurance as required by the State of California and Employer's Liability Insurance. 4. Errors and Omissions Liability insurance as appropriate to the consultant's profession. Minimum Limits of Insurance. Contractor shall maintain limits no less than: 1. General Liability: $1,000,000 per occurrence for bodily injury,personal injury and property damage. If Commercial General Liability or other form with a general aggregate limit is used,either the general aggregate limit shall apply separately to this project/location or the general aggregate limit shall he twice the required occurrence limit. 2. Automobile Liability: $1,000,000 per accident for bodily injury and property damage. 3. Employer's Liability: $1,000,000 per accident for bodily injury or disease. 4. Errors and Omissions Liability: $1,000,000 per occurrence. Deductibles and Self-Insured Retentions. Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City,either. the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects the City,its officers,officials,employees and volunteers;or the Contractor shall procure a bond guaranteeing payment of losses and related investigations,claim administration and defense expenses. Other Insurance Provisions. The general liability and automobile liability policies are to contain, or be endorsed to contain,the following provisions: I. The City,its officers,officials,employees,agents and volunteers are to be covered as insureds as respects: liability arising out of activities performed by or on behalf of the Contractor,products and completed operations of the Contractor,prenuses owned,occupied or used by the Contractor,or automobiles owned,leased,hired or borrowed by the Contractor. The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers,official,employees,agents or volunteers. 2. For any claims related to this project,the Contractor's insurance coverage shall be primary insurance as respects the City,its officers,officials,employees,agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials,employees,agents or volunteers shall be excess of the Contractor's insurance and shall not contribute with it 3. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City,its officers,officials,employees,agents or volunteers. 4. The Contractor's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 5. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended,voided, cancelled by either party,reduced in coverage or in limits except after thirty(30)days'prior written notice by certified mail,return receipt requested,has been given to the City. Acceptability of Insurers. Insurance is to be placed with insurers with a current A.M.Best's rating of no less than A:VII. Verification of Coverage. Contractor shall furnish the City with a certificate of insurance showing maintenance of the required insurance coverage. Original endorsements effecting general liability and automobile liability coverage required by this clause must also be provided The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf. All endorsements are to be received and approved by the City before work commences. 13 � k . I I f I "0 m 2 603, 22 cc !mm lu Nm fA. 0 .4 � \ % $ & � rA � to em c fj 0 91. Go � \ 2 k ca « \ � k � \ \ ■ Col. k N cz b \ / \ U : Q 2 Co Cc'& ca b4 k � � � \ � § \ § �V 0 CL 0 coi .4 O cc 1.4 0 M IL 14 . Y REFERENCES Number of years engaged in providing the services included within the scope of the specifications under the present business name: Describe fully the last three contracts performed by your firm which demonstrate your ability to provide the services included with the scope of the specifications. Attach additional pages if required. The City reserves the right to contact each of the references listed for additional information regarding your firm's qualifications. Reference Na 1 Customer Name Contact Individual Telephone&FAX number Street Address City,State,Zip Code Description of services provided including contract amount,when provided and project outcome Reference Na 2 Customer Name Contact Individual Telephone&FAX number Street Address City,State,Zip Code Description of services provided including contract amount,when provided and project outcome Reference No.3 Customer Name Contact Individual Telephone&FAX number Street Address City,State,Zip Code Description of services provided including contract amount,when provided and project outcome 15