HomeMy Public PortalAbout09) 7F Contract Services Agreement Lilley Planning GroupDATE: June 4, 2013
AGENDA
ITEM 7. F.
MANAGEMENT SERVICES DEPARTMENT
MEMORANDUM
TO: The Honorable City Council
FROM: Jose E. Pulido, City Manager
By: Giselle Corella, Executive Assistant to the City Manager
SUBJECT: CONTRACT SERVICES AGREEMENT WITH LILLEY PLANNING GROUP
RECOMMENDATION:
The City Council is requested to:
a) Award a Contract Services Agreement with Lilley Planning Group for Strategic
Plan consultant services (Attachment "A") not to exceed $40,000; and
b) Authorize the City Manager to finalize and execute the Contract Services
Agreement with Lilley Planning Group.
BACKGROUND:
1. On May 8, 2010, the City Council directed the City Manager to proceed with
changing the City organization from status quo to a high performance organization
during a Goal Setting and Strategic Planning discussion.
2. On June 19, 2012, the City Council approved the Fiscal Year (FY) 2012-13 City
Budget, which included a $30,000 appropriation for Strategic Planning.
3. On February 19, 2013, the City Council approved the FY 2012-13 Mid -Year
General Fund Budget Review Report, which appropriated an additional $10,000
(i.e., totaling in $40,000) for Strategic Planning.
4. On February 6, 2013, the City issued a Request for Proposals (RFP) (Attachment
"B") for a Local Government Strategic Planning Consultant to assist the City in the
development of a City Strategic Plan.
5. On March 11, 2013, the City received seven proposals from: RBF Consulting,
Novak Consulting Group, Corporate Leadership Group, Y -Change Group, Lilley
City Council
June 4, 2013
Page 2 of 4
Planning Group, Mejorando Group, and Mercer Group. Staff (i.e., City Manager
Jose Pulido, Administrative Services Director Tracey Hause, Community
Development Director Mark Persico, Assistant to the City Manager Brian Haworth,
and Executive Assistant to the City Manager Giselle Corella) completed a review of
the proposals, and selected the three most qualified firms (i.e., Lilley Planning
Group, Mejorando Group, and Mercer Group) for interviews.
6. On March 28, 2013, the City's selection committee (i.e., City Manager Jose Pulido,
Administrative Services Director Tracey Hause, Community Development Director
Mark Persico, and Executive Assistant to the City Manager Giselle Corella)
interviewed representatives from the selected firms. The selection committee
determined that the proposal from Lilley Planning Group (Attachment "C") offered
the most innovative and personalized approach to developing a City Strategic
Plan.
7. On April 19, 2013, the Strategic Planning Ad Hoc Committee (i.e., Mayor Pro Tem
Blum and Councilmember Yu) met with the City Manager and Community
Development Manager to discuss the firms interviewed and the recommendation
made by the selection committee.
ANALYSIS:
Over the past three years, the City Council has met early each year to identify the City's
goals for the upcoming fiscal year. The goals identified help dictate the budget priorities
and objectives included in the City's annual operating budget. Over the past few years,
these goals have focused on tackling a backlog of unmet infrastructure needs, ensuring
financial sustainability, providing public safety, improving environmental stewardship,
and fostering improvement in community engagement. As a result, staff has worked
diligently toward meeting these goals and has accomplished some successes including:
the Rosemead Boulevard Safety Enhancement and Beautification Project; Las Tunas
Drive Beautification and Safety Enhancement Project; Gateway Project; Bicycle Master
Plan; and Comprehensive Downtown Parking Strategic Plan; Traffic Calming Master
Plan; and the Parks and Open Master Plan.
However this year, it is the City Council's goal to develop and implement an inaugural
City Strategic Plan that will articulate a clear vision of its future that guides City Council
actions, as well as staff's actions, for its successful implementation. The inaugural City
Strategic Plan will include benchmarks or milestones that measure the City's progress
toward achieving its strategic goals/City Initiatives (e.g., City initiatives: General Plan
Update, Development of a Historic Preservation Ordinance, etc.). Much like the goals
the City Council develops each year to identify its goals for the upcoming fiscal year, a
City Strategic Plan will indentify the community's vision and goals for the City in the next
20 years. The City Strategic Plan will help the City Council and staff to recognize what
the community identifies as priorities among the City's various strategic goals/initiatives.
City Council
June 4, 2013
Page 3 of 4
The inaugural City Strategic Plan will become a living document that will periodically
change to accommodate the City's changing needs, but ultimately the City Strategic
Plan will solidify short term (five year), intermediate term (six to 10 year), and long term
(10 to 20 year) goals as identified by the community, City Council, and staff. To develop
the City Strategic Plan, the Strategic Plan Consultant services will include consultant
preparatory meetings with the City Council and the City Manager, facilitation of
workshops, a public outreach campaign, and deliverables (i.e., Strength Weakness
Opportunity Threat (SWOT) Analysis, compilation of Community Outreach input, City
Strategic Plan, and Implementation Plan). Upon award of contract, the length of contract
and timeline of events will be determined and finalized after preparatory meetings with
the City Council and the City Manager. Furthermore, the development of the City
Strategic Plan is crucial in providing a roadmap for the completion of the various City
Initiatives.
Based on the City's main objectives for the development of a successful City Strategic
Plan, it is staff's assessment that Lilley Planning Group consistently met the City
Council's expectations for the delivery of Strategic Plan consultant services. The
following qualifications supports why Lilley Planning Group is the best firm to provide
Strategic Planning Consultant services:
1. Communitv Enaaaement
The City Council is interested in having its City Strategic Plan completed
proactively and transparently with community considerable participation. As
indicated in the RFP, the community engagement process needs to allow for
both active and passive involvement to ensure diverse and extensive multi-
lingual community participation. Lilley Planning Group is well versed in various
community engagement techniques including facilitation of public workshops,
incorporating social media outlets and new web -based tools (i.e., MindMixer) to
reach various ethnic and age groups. Temple City is a multilingual community
and the Lilley Planning Group displayed the most experience in understanding
Temple City's needs from their staff's previous work experience in the San
Gabriel Valley.
2. Innovation
Lilley Planning Group has proposed alternative approaches to developing a
City Strategic Plan. Unlike most Strategic Planning Consultant firms (that have
a generic strategic planning toolbox in their approach), the Lilley Planning
Group displayed a "personalized" approach to developing the City's Inaugural
Strategic Plan. Their proposed approach included branding the City Strategic
Plan to bring the plan alive during the outreach process, as well as
incorporating a plethora of community engagement tools, rather than
committing to one method of community outreach.
City Council
June 4, 2013
Page 4 of 4
3. Flexibility
Lilley Planning Group is a local firm (i.e., Fullerton, California). As a local firm,
the Lilley Planning Group can be readily available and accommodating to
potential changes in the City Council/ City Manager preparatory meetings and
public workshops. Lilley Planning Group has also displayed the most "flexibility"
in the timeline for the community engagement process, understanding that
"quality" community engagement may take more than three public meetings in
a one to two month span. Additionally, the Lilley Planning Group has
presented the ability to be "flexible" and "personalized" in the format for its
deliverables, rather than committing to a generic format for deliverables.
The aforementioned qualifications are among the most desirable qualifications the City
Council has identified as needed from the Strategic Planning Consultant to change the
City organization from status quo to a high performance organization.
CONCLUSION:
The City Council is recommended to approve a Contract Service Agreement with Lilley
Planning Group for Strategic Planning Consultant Services as they offer the most
innovative community engagement processes and flexibility as it pertains to scheduling
of meetings, workshops and formatting of deliverables.
FISCAL IMPACT:
On June 19, 2012, the City Council approved the Fiscal Year (FY) 2012-13 City Budget
which included a $30,000 appropriation for strategic planning services. Subsequent to the
February 19, 2013 City Council Meeting, the City Council approved the FY 2012-13
Mid -Year General Fund Budget Review Report, which appropriated an additional
$10,000 (i.e., totaling in $40,000) for strategic planning services. Therefore, staff is
recommending a total agreement amount not to exceed $40,000. Sufficient funds have
been appropriated in the current year's adopted budget (i.e., FY 2012-13).
ATTACHMENTS:
A. Draft Contract Services Agreement between the City of Temple City and Lilley
Planning Group
B, Request for Proposals (RFP) for Local Government Strategic Planning Consultant
C. Lilley Planning Group proposal (dated March 11, 2013)
Attachment "A"
CONSULTANT SERVICES AGREEMENT
By and Between
THE CITY OF TEMPLE CITY,
a municipal corporation
and
LILLEY PLANNING GROUP
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-1-
AGREEMENT FOR CONSULTANT SER`"ICES
BETWEEN
THE CITY OF TEMPLE CITY, CALIFORNIA
AND
LILLEY PLANNING GROUP
This _agreement for Consultant Services ("_agreement") is entered into as of this
day of 2013 by and between the Cite of TEMPLE CITY, a municipal corporation
("City') and , a ("Consultant"). Cite and
Consultant are sometimes hereinafter individually_ referred to as "Party" and hereinafter
collectively referred to as the "Parties."
RECITALS
A. Cite has sought, by issuance of a Request for Proposals or Invitation for Bids, the
performance of the services defined and described particularly in Section 2 of this _-agreement.
B. Consultant, following submission of a proposal or bid for the performance of the
services defined and described particularly in Section 2 of this _-agreement, was selected by the
Cite to perform those services.
C. Pursuant to the Cite of Temple City's Municipal Code. Cite has authority to enter
into this Consultant Services _-agreement and the Cite Manager has authority to execute this
_-agreement.
D. The Parties desire to formalize the selection of Consultant for performance of
those services defined and described particularly in Section 2 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 here and other consideration, the value and adequacy of which are
hereby acknowledged, the parties agree as follows:
SECTION 1. TERM OF AGREEMENT.
Subject to the provisions of Section 20 "Termination of _-agreement" of this _-agreement,
the scope of services set forth in Exhibit "A" "Scope of Services" shall be completed pursuant to
the schedule specified in Exhibit "A." Should the scope of services not be completed pursuant to
that schedule, the Consultant shall be deemed to be in Default of this _-agreement pursuant to
Section 21 of this _-agreement. The Cite, in its sole discretion, may choose not to enforce the
Default provisions of this _-agreement and may instead allow Consultant to continue performing
the scope of services until such services are complete.
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SECTION 2. SCOPE OF SER`"ICES.
Consultant agrees to perform the services set forth in Exhibit "A" "Scope of Services"
and made a part of this _agreement.
SECTION 3. ADDITIONAL SER`"ICES.
Consultant shall not be compensated for any services rendered in connection with its
performance of this _agreement which are in addition to or outside of those set forth in this
_agreement or listed in Exhibit "A" "Scope of Services." unless such additional services are
authorized in advance and in writing by the Cite Council or Cite Manager of Cite. Consultant
shall be compensated for any such additional services in the amounts and in the manner agreed to
by the Cite Council or Cite Manager.
SECTION 4. COMPENSATION AND METHOD OF PAYMENT.
(a) Subject to any limitations set forth in this _agreement. Cite agrees to pay
Consultant the amounts specified in Exhibit "B" "Compensation" and made a part of this
_agreement. The total compensation, including reimbursement for actual expenses, shall not
exceed forte thousand dollars ($40.000), unless additional compensation is approved in writing
by the Cite Council or Cite Manager.
(b) Each month Consultant shall furnish to Cite an original invoice for all work
performed and expenses incurred during the preceding month. The invoice shall detail charges
by the following categories: labor (by sub-categon'), travel, materials, equipment, supplies, and
sub -consultant contracts. Sub -consultant charges shall be detailed by the following categories:
labor, travel, materials, equipment and supplies. Cite 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. hi the event that no charges or expenses
are disputed, the invoice shall be approved and paid according to the terms set forth in subsection
(c). In the event any charges or expenses are disputed by Cite, the original invoice shall be
returned by City to Consultant for correction and resubmission.
(c) Except as to any charges for work performed or expenses incurred by Consultant
which are disputed by Cite. Cite will use its best efforts to cause Consultant to be paid within
forte -five (45) days of receipt of Consultant's correct and undisputed invoice.
(d) Paynnent to Consultant for work performed pursuant to this _agreement shall not
be deemed to waive any defects in work performed by Consultant.
SECTION 5. INSPECTION AND FINAL ACCEPTANCE.
Cite may inspect and accept or reject any of Consultant's work under this _agreement,
either during performance or when completed. Cite shall reject or finally accept Consultant's
work within sixty (60) days after submitted to Cite. Cite shall reject work by a timely written
explanation, otherwise Consultant's work shall be deemed to have been accepted. City's
acceptance shall be conclusive as to such work except with respect to latent defects, fraud and
such gross mistakes as amount to fraud. _acceptance of any of Consultant's work by Cite shall
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not constitute a waiver of any of the provisions of this _agreement including, but not limited to.
sections 16 and 17, pertaining to indemnification and insurance, respectively.
SECTION 6. OWNERSHIP OF DOCUMENTS.
All original maps, models, designs, drawings, photographs, studies, surveys, reports,
data, notes, computer files, files and other documents prepared, developed or discovered by
Consultant in the course of providing any services pursuant to this _agreement shall become the
sole property of Cite and may be used, reused or otherwise disposed of by Cite without the
pennission of the Consultant. Upon completion, expiration or tennination of this _agreement.
Consultant shall turn over to Cite all such original maps, models, designs, drawings,
photographs, studies, surveys, reports, data, notes, computer files, files and other documents.
If and to the extent that Cite utilizes for any purpose not related to this _agreement any
maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer
files, files or other documents prepared, developed or discovered by Consultant in the course of
providing any services pursuant to this _agreement. Consultant's guarantees and warrants related
to Standard of Performance and found in Section 9 of this _agreement shall not extend to such
use of the maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes,
computer files, files or other documents.
SECTION 7. CONSULTANT'S BOOBS AND RECORDS.
(a) Consultant shall maintain any and all documents and records demonstrating or
relating to Consultant's performance of services pursuant to this _agreement. Consultant shall
maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, or other
documents or records evidencing or relating to work, services, expenditures and disbursements
charged to Cite pursuant to this _agreement. Any and all such documents or records shall be
maintained in accordance with generally accepted accounting principles and shall be sufficiently
complete and detailed so as to pennit an accurate evaluation of the services provided by
Consultant pursuant to this _agreement. Any and all such documents or records shall be
maintained for three years from the date of execution of this _agreement and to the extent
required by laws relating to audits of public agencies and their expenditures.
(b) Any and all records or documents required to be maintained pursuant to this
section shall be made available for inspection, audit and copying, at any time during regular
business hours, upon request by Cite or its designated representative. Copies of such documents
or records shall be provided directly to the Cite for inspection, audit and copying when it is
practical to do so: otherwise, unless an alternative is mutually agreed upon, such documents and
records shall be made available at Consultant's address indicated for receipt of notices in this
_agreement.
(c) Where Cite has reason to believe that any of the documents or records required to
be maintained pursuant to this section may be lost or discarded due to dissolution or tennination
of Consultant's business. Cite may, by written request, require that custody of such documents or
records be given to the Cite and that such documents and records be maintained by the
requesting parte. _access to such documents and records shall be granted to Cite, as well as to its
successors -in -interest and authorized representatives.
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SECTION 8. STATUS OF CONSULTANT.
(a) Consultant is and shall at all times remain a wholly independent contractor and
not an officer, employee or agent of Cite. Consultant shall have no authority to bind Cite in any
manner, nor to incur any obligation, debt or liability of any kind on behalf of or against Cite,
whether by contract or otherwise, unless such authority is expressly conferred under this
_AGREEMENT or is otherwise expressly conferred in writing by Cite.
(b) The personnel performing the services under this _agreement on behalf of
Consultant shall at all times be under Consultant's exclusive direction and control. Neither City,
nor any elected or appointed boards, officers, officials, employees or agents of Cite, shall have
control over the conduct of Consultant or any of Consultant's officers, employees, or agents
except as set forth in this _agreement. 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 Cite.
(c) 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.
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Consultant represents and warrants that it has the qualifications, experience and facilities
necessary to properly perforin the services required under this _agreement in a thorough,
competent and professional manner. Consultant shall at all times faithfiully, competently and to
the best of its ability, experience and talent, perforin all services described herein. In meeting its
obligations under this _agreement. Consultant shall employ, at a minimum, generally accepted
standards and practices utilized by persons engaged in providing services similar to those
required of Consultant under this _agreement.
If and to the extent that Cite utilizes for any purpose not related to this _agreement any
maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer
files, files or other documents prepared, developed or discovered by Consultant in the course of
providing any services pursuant to this _agreement. Consultant's guarantees and warranties
related to Standard of Performance shall not extend to such use of the maps, models, designs,
drawings, photographs, studies, surveys, reports, data, notes, computer files, files or other
documents.
SECTION 10. COMPLIANCE WITH APPLICABLE LAWS; PERMITS AND
LICENSES.
Consultant shall keep itself informed of and comply with all applicable federal, state and
local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this
_agreement. Consultant shall obtain any and all licenses, pennits and authorizations necessary to
perforin the services set forth in this _agreement. Neither Cite, nor any elected or appointed
boards, officers, officials, employees or agents of Cite, shall be liable, at law or in equity, as a
result of any failure of Consultant to comply with this section.
RIV #4333-6953-3330 V1 -4-
SECTION 11. PREVAILING WAGE LAWS
It is the understanding of Cite and Consultant that California prevailing wage laws do not
apple to this _agreement because the _agreement does not involve any of the following services
subject to prevailing wage rates pursuant to the California Labor Code or regulations
promulgated thereunder: Construction, alteration, demolition, installation, or repair work
performed on public buildings, facilities, streets or sewers done under contract and paid for in
whole or in part out of public fronds. In this contest. "construction" includes work performed
during the design and preconstruction phases of construction including, but not limited to,
inspection and land surveying work.
SECTION 12. NONDISCRIMINATION.
Consultant shall not discriminate, in any way, against any person on the basis of race,
color, religious creed, national origin, ancestry, sex, age, physical handicap, medical condition or
marital status in connection with or related to the performance of this _agreement.
SECTION 13. UNAUTHORIZED ALIENS.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal
Inmmigration and Nationality _pct. 8 U.S.C.A. §§ 1101, et sec., 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 the any liability or sanctions be imposed against Cite for such use of
unauthorized aliens. Consultant hereby agrees to and shall reimburse Cite for the cost of all such
liabilities or sanctions imposed, together with any and all costs, including attorneys' fees,
incurred by City.
SECTION 14. CONFLICTS OF INTEREST.
(a) Consultant covenants that neither it, nor any officer or principal of its finm, has or
shall acquire any interest, directly or indirectly, which would conflict in any manner with the
interests of Cite 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 Cite Manager. Consultant agrees to at
all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests
of Cite in the performance of this _agreement.
(b) Cite understands and acknowledges that Consultant is, as of the date of execution
of this _agreement, independently involved in the performance of non -related services for other
govenmmental agencies and private parties. Consultant is unaware of any stated position of Cite
relative to such projects. Any future position of Cite on such projects shall not be considered a
conflict of interest for purposes of this section.
(c) Cite understands and acknowledges that Consultant will, perforin non -related
services for other governmental agencies and private parties following the completion of the
scope of work under this _agreement. Any such future service shall not be considered a conflict
of interest for purposes of this section.
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SECTION 15. CONFIDENTIAL INFORnIATION; RELEASE OF INFORnIATION.
(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 Cite without prior written
authorization from the Cite Manager, except as may be required by law.
(b) Consultant, its officers, employees, agents or subcontractors, shall not, without
prior written authorization from the Cite Manager or unless requested by the Cite _attorney of
Cite, voluntarily provide 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 Cite 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 Cite shall have
the right to reimbursement and indemnity from Consultant for any damages, costs and fees,
including attomeys fees, caused by or incurred as a result of Consultant's conduct.
(d) Consultant shall promptly notify Cite 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 parte regarding this _agreement and the work
performed thereunder. Cite retains the right, but has no obligation, to represent Consultant or be
present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate 6111.
with Cite and to provide Cite 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 Cite to control, direct, or rewrite said response.
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(a) Indemnification for Professional Liabilitv. Where the law establishes a
professional standard of care for Consultant's Services, to the fullest extent pennitted by law.
Consultant shall indemnify, protect, defend and bold hanmless Cite and any and all of its
officials, employees and agents ("Indemnified Parties") from and against any and all losses,
liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same
are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant,
its officers, agents, employees or sub -consultants (or any entity or individual that Consultant
shall bear the legal liability thereof) in the performance of professional services under this
_agreement.
(b) Indemnification for Other than Professional Liabilitv. Other than in the
performance of professional services and to the full extent penmitted by law. Consultant shall
indemnify, protect, defend and bold hanmless Cite, and any and all of its employees, officials and
agents from and against any liability (including liability for claims, suits, actions, arbitration
proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any
kind, whether actual, alleged or threatened, including attomeys fees and costs, court costs.
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interest, defense costs, and expert witness fees), where the same arise out of, are a consequence
of, or are in any way attributable to, in whole or in part, the performance of this _agreement by
Consultant or by any individual or entity for which Consultant is legally liable, including but not
limited to officers, agents, employees or sub -contractors of Consultant.
(c) General hndenmification Provisions. Consultant agrees to obtain executed
indemnity _agreements with provisions identical to those set forth here in this section from each
and every sub -contractor or any other person or entity involved by, for, with or on behalf of
Consultant in the performance of this _agreement. In the event Consultant fails to obtain such
indemnity obligations from others as required here. Consultant agrees to be fully responsible
according to the teens of this section. Failure of Cite to monitor compliance with these
requirements imposes no additional obligations on Cite mud will in no way act as a waiver of any
rights hereunder. This obligation to indemnify and defend Cite as set forth here is binding on the
successors, assigns or heirs of Consultant and shall survive the termination of this _agreement or
this section.
(d) Limitation of hndenmification. Notwithstanding any provision of this Section 16
[hndenmification] to the contrary, design professionals are required to defend and indemnify the
Cite only to the extent pennitted by Civil Code Section 2782.8, which limits the liability of a
design professional to claims, suits, actions, arbitration proceedings, administrative proceedings,
regulatory proceedings, losses, expenses or costs that arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of the design professional. The term "design
professional." as defined in Section 2782.8, is limited to licensed architects, licensed landscape
architects, registered professional engineers, professional land surveyors, and the business
entities that offer such services in accordance with the applicable provisions of the California
Business and Professions Code.
(e) The provisions of this section do not apple to claims occurring as a result of
City's sole negligence. The provisions of this section shall not release Cite from liability arising
from gross negligence or willful acts or omissions of Cite or any and all of its officials,
employees and agents.
SECTION 17. INSURANCE.
Consultant agrees to obtain and maintain in full force and effect during the term of this
_agreement the insurance policies set forth in Exhibit "C" "Insurance" and made a part of this
_agreement. All insurance policies shall be subject to approval by Cite as to form and content.
These requirements are subject to amendment or waiver if so approved in writing by the Cite
Manager. Consultant agrees to provide Cite with copies of required policies upon request.
SECTION 18. ASSIGNMENT.
The expertise and experience of Consultant are material considerations for this
_agreement. Cite has an interest in the qualifications of and capability of the persons and entities
who will fulfill the duties and obligations imposed upon Consultant under this _agreement. In
recognition of that interest. Consultant shall not assign or transfer this _agreement or any portion
of this _agreement or the performance of any of Consultant's duties or obligations under this
_agreement without the prior written consent of the Cite Council. Any attempted assignment
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shall be ineffective, mull and void, and shall constitute a material breach of this _agreement
entitling Cite to any and all remedies at law or in equity, including summan, termination of this
_agreement. Cite acknowledges, however, that Consultant, in the perforinannee of its duties
pursuant to this _agreement, may utilize subcontractors.
SECTION 19. CONTINUITY OF PERSONNEL.
Consultant shall make ever, reasonable effort to maintain the stability_ and continuity_ of
Consultant's staff and subcontractors, if any, assigned to perforin the services required under this
_agreement. Consultant shall notify Cite of any changes in Consultant's staff and subcontractors,
if any, assigned to perforin the services required under this _agreement, prior to and during any
such perforinannee.
SECTION 20. TERMINATION OF AGREEMENT.
(a) Cite may terininate this _agreement, with or without cause, at any time by giving
thirty (30) days written notice of terinination to Consultant. In the event such notice is given.
Consultant shall cease immediately all work in progress.
(b) Consultant may terininate this _agreement for cause at any time upon thirty (30)
days written notice of terinination to City.
(e) If either Consultant or Cite fail to perforin any material obligation under this
_agreement, then, in addition to any other remedies, either Consultant, or Cite may terininate this
_agreement immediately upon written notice.
(d) Upon terinination of this _agreement by either Consultant or Cite, all property
belonging exclusively to Cite which is in Consultant's possession shall be returned to Cite.
Consultant shall furnish to Cite a final invoice for work perforined and expenses incurred by
Consultant, prepared as set forth in Section 4 of this _agreement. This final invoice shall be
reviewed and paid in the same manner as set forth in Section 4 of this _agreement.
SECTION 21. DEFAULT.
In the event that Consultant is in default under the terns of this _agreement, the Cite shall
not have any obligation or duty to continue compensating Consultant for any work perforined
after the date of default. Instead, the Cite 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 timefranne 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
Cite shall bold all invoices and shall, when the default is cured, proceed with paynnent on the
invoices. hi the alternative, the Cite 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
Cite may take necessary steps to terininate this _agreement under Section 20. Any failure on the
part of the Cite 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.
RIV #4333-6953-3330 V1 -8-
SECTION 22. EXCUSABLE DELAYS.
Consultant shall not be liable for damages, including liquidated damages, if any, caused
by delay in performance or failure to perform due to causes beyond the control of Consultant.
Such causes include, but are not limited to, acts of God, acts of the public enemy, acts of federal,
state or local govennnents, acts of Cite, court orders, fires, floods, epidemics, strikes, embargoes,
and unusually severe weather. The teen and price of this _agreement shall be equitable adjusted
for any delays due to such causes.
SECTION 23. COOPERATION BY CITY.
All public information, data, reports, records, and maps as are existing and available to
Cite as public records, and which are necessary for earning out the work as outlined in the
Exhibit "A" "Scope of Services." shall be furnished to Consultant in every reasonable way to
facilitate, without undue delay, the work to be performed under this _agreement.
SECTION 24. NOTICES.
All notices required or pennitted to be given under this _agreement shall be in writing and
shall be personally delivered, or sent by telecopier or certified mail, postage prepaid and return
receipt requested, addressed as follows:
To Cite: Cite of Temple Cite
Attn: Cite Manager
9701 Las Tunas Drive
Temple Cite, CA 91780
To Consultant: Lilley Planning Group
Attn: Jennifer Lilley
138 W. Anerige _venue
Fullerton. CA 92832
Notice shall be deemed effective on the date personally delivered or transmitted by
facsimile or, if mailed, three (3) days after deposit of the same in the custody of the United States
Postal Service.
SECTION 25. AUTHORITY TO EXECUTE.
The person or persons executing this _agreement on behalf of Consultant represents and
warrants that he/she/thee bas/have the authority to so execute this _agreement and to bind
Consultant to the performance of its obligations hereunder.
SECTION 26. ADMINISTRATION AND IMPLEMENTATION.
This _agreement shall be administered and executed by the Cite Manager or his or her
designated representative, following approval of this _agreement by the Cite Council. The Cite
RIV #4838-6958-3880 V1 -9-
Manager shall have the authority to issue interpretations and to make minor amendments to this
_agreement on behalf of the Cite so long as such actions do not materially change the _agreement
or make a commitment of additional fiends of the Cite. All other changes, modifications, and
amendments shall require the prior approval of the Cite Council.
SECTION 27. BINDING EFFECT.
This _agreement shall be binding upon the heirs, executors, administrators, successors and
assigns of the parties.
SECTION 28. MODIFICATION OF AGREEMENT.
No amendment to or modification of this _agreement shall be valid unless made in writing
and approved by the Consultant and by the Cite Council. The parties agree that this requirement
for written modifications cannot be waived and that any attempted waiver shall be void.
SECTION 29. WAIVER.
Waiver by any parte to this _agreement of any term, condition, or covenant of this
_agreement shall not constitute a waiver of any other teen, condition, or covenant. Waiver by
any parte of any breach of the provisions of this _agreement shall not constitute a waiver of any
other provision nor a waiver of any subsequent breach or violation of any provision of this
_agreement. _acceptance by Cite of any work or services by Consultant shall not constitute a
waiver of any of the provisions of this _agreement.
SECTION 30. LAV TO GOVERN; VENUE.
This _agreement shall be interpreted, construed and governed according to the laws of the
State of California. In the event of litigation between the parties, venue in state trial courts shall
lie exclusively in the County of Los Angeles, California. In the event of litigation in a U.S.
District Court, venue shall lie exclusively in the Central District of California, in Los Angeles.
SECTION 31. ATTORNEYS FEES, COSTS AND EXPENSES.
In the event litigation or other proceeding is required to enforce or interpret any provision
of this _agreement, the prevailing parte in such litigation or other proceeding shall be entitled to
an award of reasonable attorney's fees, costs and expenses, in addition to any other relief to
which it may be entitled.
SECTION 32. ENTIRE AGREEMENT.
This _agreement, including the attached Exhibits "A" through "C", is the entire, complete,
final and exclusive expression of the parties with respect to the matters addressed therein and
supersedes all other _agreements or understandings, whether oral or written, or entered into
between Consultant and Cite prior to the execution of this _agreement. No statements,
representations or other _agreements, whether oral or written, made by any parte which are not
embodied herein shall be valid and binding. No amendment to this _-agreement shall be valid and
binding unless in writing duly executed by the parties or their authorized representatives.
RIV #4333-6953-3330 V1 - 10-
SECTION 33. SEVERABILITY.
If any term, condition or covenant of this _agreement is declared or detennined by any
court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of
this _agreement shall not be affected thereby and the _agreement shall be read and construed
without the invalid, void or unenforceable provision(s).
IN WITNESS WHEREOF, the parties hereto have executed this _agreement on the date
and year first -above written.
ATTEST:
Peggy Kuo
City Clerk-
APPROVED
lerk
APPROVED AS TO FORM
By:
Eric S. Vail
City _attorney
C
Its:
C
CITY OF TEMPLE CITY
Its:
Jose Pulido, Cite Manager
NOTE: 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 DEVELOPER'S BUSINESS ENTITY.
RIV #4333-6953-3330 V1 - 11 -
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF
On 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 witlun 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
❑ 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))
RIV #4333-6953-3330 V1
DESCRIPTION OF ATTACBED DOCUMENT
TITLE OR TIDE OF DOCU LENT
NUMBER OF PAGES
DATE OF DOCUMENT
SIGNER(S) OTHER THAN NAMED ABOVE
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF
On
before me,
personally appeared
❑ personally known to me - OR - ❑ 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
WITNESS my hand and official seal
(SIGNATURE OF NOTARY)
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 ATTACBED 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))
RIV #4333-6953-3330 V1
TITLE OR TIDE OF DOCU LENT
NUMBER OF PAGES
DATE OF DOCUMENT
SIGNER(S) OTHER THAN NAMED ABOVE
EXHIBIT "A"
SCOPE OF SER`"ICES
1. Consultant will perform the following Services:
A. Cite Council and Cite Manager Preparatory Meetings
B. Facilitate Public Workshops: including preparation and summary reports
C. Public Outreach: including preparation of flyers, notices, press releases and other
media.
D. Professional Services to complete Deliverables
11. As part of the Services, Consultant will prepare and deliver the following tangible work
products to the Cite:
A. Public Engagement and Involvement Plan
B. SWOT _-\jialvsis/ Enviromnental Scan
C. Outreach Data (i.e., public input compiled) and Outreach Effort Plan (i.e., outreach
strategy)
D. Strategic Plan
E. Implementation Plan
III. During performance of the Services, Consultant will keep the Cite appraised of the
status of performance by delivering the following status reports:
A. Outreach Effort Plan Summar,
B. Meeting summaries
C. Monthly Progress Meetings
D. Draft Documents
E. Final Plans
IV. The tangible work products and status reports will be delivered to the Cite pursuant to
the following schedule:
RIV #4333-6953-3330 V1
A-1
A. Nine months from the date of commencement of the project. All tangible work
products and status reports to be completed and delivered to the Cite no later than
March 2014.
V. Consultant will utilize the following personnel to accomplish the Services:
A. Jennifer A. Lilley, _ICP — Lead Facilitator
B. _dine McIntosh. _ICP — Project Manager
C. Marilyn Simpson. _ICP — Facilitator/Senior Staff Support
D. hristi Rojas — Facilitation/ Staff Support
VL Consultant will utilize the following subcontractors to accomplish the Services:
Mindmixer for on-line facilitation site hosting (i.e., cost for Mindmixer to be
included in the not the exceed cost of $40.000).
VII. AMENDMENT
The Scope of Services, including services, work products, and personnel, are
subject to change by mutual _agreement. In the absence of mutual _agreement regarding
the need to change any aspects of performance. Consultant shall comply with the Scope
of Services as indicated above.
RIV #4333-6953-3330 V1
A-2
EXHIBIT "B"
COMPENSATION
L Consultant shall use the following rates of pay in the performance of the Services:
A. Contract Manaeer 110.00
B. Proiect Manaeer 110.00
C. Sr. Facilitator 90.00
D. Facilitator 75.00
E. _admin. 40.00
IL Consultant may utilize subcontractors as indicated in this Agreement. The hourly rate
for any subcontractor is not to exceed $5,000.00 total without written authorization from
the Cite manager or his designee.
III. The Cite 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 boars
worked, and the hourly rate.
B. Line items for all supplies properly charged to the Services.
C. Line items for all travel properly charged to the Services.
D. Line items for all equipment properly charged to the Services.
E. Line items for all materials properly charged to the Services.
F. Line items for all subcontractor labor, supplies, equipment, materials, and travel
properly charged to the Services.
IV. The total compensation for the Services shall not exceed $40,000, as provided in
Section 4 of this Agreement.
RIV #4333-6953-3330 V1
B-1
EXHIBIT "C"
INSURANCE
A. Insurance Requirements. Consultant shall provide and maintain insurance,
acceptable to the Cite Manager or Cite Counsel, in full force and effect throughout the teen of
this _agreement, 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 Consultant, its agents,
representatives or employees. Insurance is to be placed with insurers with a current A.M. Best's
rating of no less than _:VII. Consultant shall provide the following scope and limits of
insurance:
1. Minimum Scone of Insurance. Coverage shall be at least as broad as:
(1) Insurance Services Office form Commercial General Liability
coverage (Occurrence Forn CG 0001).
(2) Insurance Services Office form number CA 0001 (Ed. 1/87)
covering _automobile Liability, including code 1 "any auto" and endorsement CA 0025, or
equivalent forms subject to the written approval of the Cite.
(3) Workers' Compensation insurance as required by the Labor Code
of State of California and Employer's Liability insurance and covering all persons providing
services on behalf of the Consultant and all risks to such persons under this _agreement.
(4) Professional liability insurance appropriate to the Consultant's
profession. This coverage may be written on a "claims made" basis, and must include coverage
for contractual liability. The professional liability insurance required by this _agreement must be
endorsed to be applicable to claims based upon, arising out of or related to services performed
under this _agreement. The insurance must be maintained for at least 3 consecutive years
following the completion of Consultant's services or the termination of this _agreement. During
this additional 3 -year period. Consultant shall anally and upon request of the Cite submit
written evidence of this continuous coverage.
2. Minimum Limits of Insurance. Consultant shall maintain limits of
insurance no less than:
(1) General Liability: $1.000.000 general aggregate for bodily injure,
personal injure and property damage.
(2) _automobile Liability: $1.000.000 per accident for bodily injure
and property damage. A combined single limit police with aggregate limits in an amount of not
less than $2.000.000 shall be considered equivalent to the said required minimum limits set forth
above.
RIV #4838-6958-3880 V1
C-1
(3) Workers' Compensation and Employer's Liability: Workers'
Compensation as required by the Labor Code of the State of California and Employers Liability
limits of not less than $1.000.000 per accident.
(4) Professional Liability: $1.000.000 per occurrence.
B. Other Provisions. Insurance policies required by this _agreement shall contain the
following provisions:
1. All Policies. Each insurance police required by this _agreement shall be
endorsed and state the coverage shall not be suspended, voided, cancelled by the insurer or either
parte to this _agreement, reduced in coverage or in limits except after 30 days' prior written
notice by Certified mail, return receipt requested, has been given to Cite.
2. General Liabilitv and _automobile Liabilitv Coveraaes.
(1) Cite, and its respective elected and appointed officers, officials,
and employees and volunteers are to be covered as additional insureds as respects: liability
arising out of activities Consultant performs: products and completed operations of Consultant:
premises owned, occupied or used by Consultant : or automobiles owned, leased, hired or
borrowed by Consultant. The coverage shall contain no special limitations on the scope of
protection afforded to Cite, and their respective elected and appointed officers, officials, or
employees.
(2) Consultant's insurance coverage shall be primary insurance with
respect to Cite, and its respective elected and appointed, its officers, officials, employees and
volunteers. _-\ny insurance or self insurance maintained by Cite, and its respective elected and
appointed officers, officials, employees or volunteers, shall apple in excess of, and not contribute
with. Consultant's insurance.
(3) Consultant's insurance shall apple separately to each insured
against whom claim is made or suit is brought, except with respect to the limits of the insurer's
liability.
(4) Any failure to comply with the reporting or other provisions of the
policies including breaches of warranties shall not affect coverage provided to Cite, and its
respective elected and appointed officers, officials, employees or volunteers.
3. Workers' Compensation and Emnlover's Liabilitv Coveraae. Unless the
Cite Manager otherwise agrees in writing, the insurer shall agree to waive all rights of
subrogation against Cite, and its respective elected and appointed officers, officials, employees
and agents for losses arising from work performed by Consultant.
C. Other Reauirements. Consultant agrees to deposit with Cite, at or before the
effective date of this contract, certificates of insurance necessary to satisfv Citv that the
RIV #4333-6953-3330 V1
C-2
insurance provisions of this contract have been complied with. The Cite _attorney may require
that Consultant furnish Cite with copies of original endorsements effecting coverage required by
this Section. The certificates and endorsements are to be signed by a person authorized by that
insurer to bind coverage on its behalf. Cite reserves the right to inspect complete, certified
copies of all required insurance policies, at any time.
1. Consultant shall furnish certificates and endorsements from each
subcontractor identical to those Consultant provides.
2. Any deductibles or self-insured retentions must be declared to and
approved by Cite. At the option of Cite, either the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects Cite or its respective elected or appointed
officers, officials, employees and volunteers or the Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration, defense expenses and claims.
3. The procuring of such required police or policies of insurance shall not be
construed to limit Consultant's liability hereunder nor to fulfill the indemnification provisions
and requirements of this _agreement.
RIV #4333-6953-3330 V1
C-3
Attachment "B"
.aIWKS] raLTA l:j11*61k CA
REQUEST FOR PROPOSALS (RFP)
FOR
LOCAL GOVERNMENT STRATEGIC PLANNING
CONSULTANT
Due: MONDAY, March 11, 2013 no later than 12:00 p.m.
CITY OF TEMPLE CITY
NOTICE INVITING REQUEST FOR PROPOSALS (RFP)
FOR
LOCAL GOVERNMENT STRATEGIC PLANNING CONSULTANT
NOTICE IS HEREBY GIVEN that the City of Temple City is seeking technical assistance from a qualified
consultant to create a City Strategic Plan. The Service Proposal (Qualification Statement) and Fee
Proposal must be submitted to the City Clerk's Office in City Hall, 9701 Las Tunas Drive, Temple City, CA
91780, no later than 12:00 p.m. on Monday, March 11, 2013. Attention: Jose Pulido, City Manager.
POSTMARKS WILL NOT BE ACCEPTED.
DESCRIPTION OF WORK: Provide all services as outlined in the "Local Government Strategic Plan" RFP
package.
RFP TIMELINE:
Issue RFP
Deadline for Questions Submitted in Writing
Response to Written Questions
Deadline for Submittal
Proposal Review and Evaluation
Interviews with selected firms
City Council Approval
IaWITS! &Cy:19j1.41091il6y:1-114911.1Ji11I/e1169
Temple City - City Hall
City Clerk's Office
9701 Las Tunas Drive
Temple City, CA 91780
(626)285-2171
February 6, 2013
February 25, 2013
March 4, 2013
March 11, 2013, 12:00 P.M.
March 11-15, 2013
March 18 — 22, 2013
April 2 or 16, 2013
The RFP can be obtained at the City Clerk's Office, 9701 Las Tunas Drive, Temple City or can be reviewed
and printed from the Temple City website at www.temDlecitv.us.
The City of Temple City hereby notifies all bidders that it will affirmatively insure that in any given
agreement entered into pursuant to this advertisement, Disadvantaged Business and Women's Business
Enterprises will be afforded full opportunity to submit bids in response to this invitation and will not be
discriminated against on the grounds of race, creed, color, or national origin in consideration for an
award.
Page 2 of 12
REQUEST FOR PROPOSALS (RFP) FOR
LOCAL GOVERNMENT STRATEGIC
PLANNING CONSULTANT
Table of Contents
SECTION I.
GENERAL STATEMENT.......................................................................................................4
SECTION 2.
PURPOSE.................................................................................................................................4
SECTION 3.
PROJECT DESCRIPTION......................................................................................................5
SECTION 4.
BUDGET.............................................................................................................................5
SECTION 5.
PROJECT SCHEDULE...........................................................................................................5
SECTION 6.
CONSULTANT'S QUALIFICATIONS.....................................................................................6
SECTION 7.
INSURANCE AND INDEMNIFICATION................................................................................6
SECTION 8.
STANDARD AGREEMENT...................................................................................................6
SECTION 9.
ELIGIBILITY.........................................................................................................................6
SECTION 10.
SCOPE OF SERVICES...........................................................................................................6
SECTION 11.
SUBMISSION OF PROPOSALS.............................................................................................7
SECTION 12.
SERVICE PROPOSAL: CONTENT & ORGANIZATION............................................................8
SECTION 13.
FEE PROPOSAL: CONTENT & ORGANIZATION.................................................................10
SECTION 14.
SELECTION PROCEDURE..................................................................................................11
SECTION 15.
REQUEST FOR ADDITIONAL INFORMATION....................................................................11
SECTION 16.
SCHEDULE OF EVENTS.....................................................................................................12
ATTACHMENT A
- SAMPLE STANDARD AGREEMENT...................................................................................13
Page 3 of 12
SECTION 1. GENERAL STATEMENT
The City of Temple City is centrally located in the west San Gabriel Valley approximately five miles
southeast of Pasadena and 13 miles east of downtown Los Angeles. The City is approximately 3.85
square miles and is surrounded by the cities of Arcadia, San Gabriel, EI Monte, Rosemead, and
unincorporated portions of Los Angeles County. The most recent California Department of Finance and
Housing estimate indicates a total population of 34,700. Temple City is predominantly a residential
community with over 10,000 residential parcels.
The City is organized as a Council -Manager form of local municipal government. The City Council
consists of five members elected at large for four-year, overlapping terms. The City Council selects the
Mayor for a one-year term from among its members. The Mayor and City Council provide community
leadership, develop policies to guide the City in delivering services and achieving community goals, and
encourage citizen understanding and engagement.
The City Manager is appointed by the City Council and is responsible for administration of municipal
affairs. All municipal departments operate under the supervision of the City Manager. Through the City
Manager, City staff uses the resources appropriated by the Council in the budget to achieve desired
service results in the community, and carries out the policies of the Council. The City Council also
appoints the City Attorney to advise them and City staff on legal affairs, to see that all laws are
effectively enforced and, when necessary, to defend the City in litigation.
The City provides recreation; economic development; building, planning and zoning; public
improvements; and general administrative services. Temple City contracts police services to the Los
Angeles County Sheriffs Department. Residents and businesses receive fire services from the Los
Angeles County Fire Department. Residents are provided water by various water companies including:
Sunnyslope, East Pasadena, California American, and Golden State water companies; and San Gabriel
Water District. Sewer, some street lights, and road maintenance services are provided by Los Angeles
County Department of Public Works. Garbage, recycling, and green waste collection services are
provided by Athens Services Inc.; and both AT&T and Charter Communications provide cable TV,
internet, and telecommunication services.
More information about the City is available on our website at htto://www.temDlecitv.us/.
SECTION 2. PURPOSE
The City of Temple City wishes to develop and implement a strategic plan that will articulate a clear
vision of its future that is integrated with an organizational philosophy and guide elected officials' and
employees' actions for its successful implementation. The plan will include benchmarks or milestones
that measure the City's progress toward achieving its strategic goals and objectives.
The process of developing the City's strategic plan will include an in-depth examination of the City's
core mission and a resetting of its vision and goals so as to be both responsive and adaptive to current
and anticipated changes in the economic environment (i.e., new economic normal).
The City Council meets early each calendar year to identify its goals for the upcoming fiscal year. The
goals identified help dictate the budget priorities and objectives included in the annual operating
budget. Over the past few years, these goals have focused on tackling a backlog of unmet
infrastructure needs, ensuring financial sustainability, providing public safety, improving environmental
Page 4 of 12
stewardship, and fostering improvement in community engagement.
As a result, during that time the City has worked diligently toward meeting these goals and has
accomplished some successes. The most visible of these are Temple City's major capital improvement
projects, including: the Rosemead Boulevard Safety Enhancement and Beautification Project; Las Tunas
Drive Beautification and Safety Enhancement Project; Gateway Project; Bicycle Master Plan; and
Comprehensive Downtown Parking Strategic Plan; Traffic Calming Master Plan; and the Parks and Open
Master Plan.
The City is in excellent financial standing and has expanded its multi-lingual public information and
community outreach efforts, owing to its commitment to improved communication, reporting and
transparency. These endeavors resulted in resident support of two major capital improvement
projects, three master plans, and much needed amendments to the City's Municipal Code,
demonstrating a renewed feeling of trust in our local government. Temple City has also become a
regional leader in environmental stewardship, embarking on a Climate Action Plan; winning several
grant opportunities; and recognition in community preservation (2012 California Association of Code
Enforcement Officers [CACEO] Innovative Program Award) and community outreach through the City's
Connect Magazine (2012 City -County Communications and Marketing Association [3CMA] Award of
Excellence).
The intent of this Request for Proposals (RFP) is to establish the City's high expectations by clearly
articulating the specifications, terms and conditions governing the selection of a highly qualified
professional consulting firm that has completed similar Strategic Plans in other cities with similar
demographics found in Temple City. All submittals must be formatted as specified in this RFP, and
shall take into consideration all other information included in the Appendices.
Submittals that do not include all of the elements as specified, or that deviate from the proposed
format and content as specified, may be deemed "non-responsive" by the evaluation committee
and eliminated from further consideration.
SECTION 3. PROJECT DESCRIPTION
Temple City is interested in having a Strategic Plan completed proactively and transparently with
community participation. The process should allow for both active and passive involvement ensuring
diverse and extensive multi-lingual community participation.
SECTION 4. BUDGET
The City Council appropriated $40,000 for strategic planning services.
SECTION 5. PROJECT SCHEDULE
The chosen local government strategic planning consultant will begin preparatory meetings with the
City Manager and City Council immediately in May 2013 and continue for six to nine months.
However, the City reserves the right to change the project schedule as necessary in order to
accommodate the City's upcoming budget adoption in June 2013.
Page 5 of 12
SECTION 6. CONSULTANT'S QUALIFICATIONS
The City will only give serious consideration to those applicants who have clearly demonstrated
successful past experience with similar cities. The local government strategic planning consultant will
be selected based on their professional qualifications and demonstration of successful experience with
similar projects in other cities with similar demographics found in Temple City.
In addition, the City will review the selected strategic planning consultant firm's ability to meet
schedules, coordinate effectively with City staff, work effectively with key groups (e.g., City Council,
commissions, residents, etc.), and work within budget limitations. The selection criteria are further
described in Section 14.
The City of Temple City is an Equal Opportunity Employer. The successful strategic planning
consultant firm shall comply with all applicable laws.
SECTION 7. INSURANCE AND INDEMNIFICATION
Proposers shall be required to comply with the indemnification provisions contained in the Standard
Agreement. Successful proposer shall procure, maintain, and provide the City with proof of insurance
coverage for all the programs of insurance along with associated amounts specified in Section 16
"Indemnification" and Section 17 "Insurance' in the Standard Agreement (see Attachment "A").
SECTION 8. STANDARD AGREEMENT
The exact scope of services required by the City will be set forth in the Standard Agreement
between Temple City and the successful firm; a sample copy of the City's Standard Agreement has
been attached to this RFP for your prompt review and reference (see Attachment "A"). Please identify
in writing any exceptions to or deviations from, the City's provided Standard Agreement. The City of
Temple City reserves the right to modify the agreement language at any time prior to award of the
agreement by the City Council.
SECTION 9. ELIGIBILITY
A strategic planning consultant firm may associate with other firms by sub -consultant agreement for
the successful completion of this project with the City's approval. The strategic planning consultant
firm and sub -consultants must be licensed to practice in their respective fields of specialization by the
State of California. Joint- venture teams will be considered by the City.
SECTION 10. SCOPE OF SERVICES
The City of Temple City is seeking qualified local government strategic planning consultants. The
successful firm will work directly with the City's representatives and/or other consultants in the
fulfillment of these duties as described in this request.
Our Strategic Plan should be a "living document" and should undergo periodic review and adjustment to
reflect progress towards achievement of goals and/or modifications of goals. The Temple City Strategic
Planning process and final document should provide a work plan for the next five years and a vision for
the 10 and 20 year horizons.
Page 6 of 12
TASKS
• Preparatory meetings with City Council and City Manager.
• Encourage engagement and spark the interest and excitement of active/passive residents;
business and property owners; city officials/ administration and staff; and others in the future
potential of the City.
Develop and initiate a public involvement program and proposed methodology for
outreach.
• Provide a process that allows general alignment and focus of the City Council, City Management,
and staff in addition to citizens, business interests, community groups, etc. to foster a sense of
cohesion as to the City's strategic direction.
Facilitate strategic planning workshops with key groups (e.g., City Council, City Staff,
Chamber of Commerce, Commissions, etc.).
• Help the City of Temple City decide what it "wants to be' in the future, including identification of
what makes Temple City unique and special, and how the City can position itself to be prepared
for the future while still retaining those qualities.
• Serve as a way to organize and prioritize City initiatives and resources to achieve specific goals
within a defined period of time (e.g., five year timeframe in the short term, and 10 to 20 year
timeframe in the long term) with specific performance measures.
• Transform the conceptual goals of the visioning process into realistic, achievable targets.
• Serve as a framework for development of a new/updated General Plan.
• Generate new ideas and discussion about the built environment, economic development,
environmental and fiscal sustainability, sense of place, and the City's overall identity.
• Chart an effective, considered, and innovative course of action for the City's future, setting
priorities and maximizing innovative opportunities.
• Team building and executive coaching/mentoring.
111 aIIWF1q:79:1141
SWOT Analysis and Environmental Scan
Outreach data and Template Material for Community Outreach
Final Reports to include:
Strategic Plan (vision, mission, values, goals, and strategies)
Short term —five year
Intermediate term — six to 10 year
Long term —10 to 20 year
Implementation Plan (blueprint for Strategic Plan)
Key tasks
Timeline
Resources needed and currently available
Staff assigned
Milestones and success measures
In addition, the selected consultant will be expected to utilize all City plans including the upcoming
General Plan Update; Parks and Open Space Master Plan; Energy Efficient Climate Action Plan, Bicycle
Master Plan; Comprehensive Parking Strategic Plan; and Traffic Calming Master Plan, in order to link all
major projects into a comprehensive City Strategic Plan.
SECTION 11. SUBMISSION OF PROPOSALS
All proposal submittals must conform to the prescribed format described in this Section, Section 12
(Service Proposal) and Section 13 (Fee Proposal). Any submittal that deviates from this format may be
rejected without review at the City's sole discretion. All costs for proposal preparation or subsequent
interview preparation shall be at the expense of the proposer and shall not be included in the fee
proposal.
Page 7 of 12
Services Proposal
Firms wishing to respond to this request must supply the information requested in this RFP by the
date and time required. All submittals shall be in an 8 %: x 11" format. Foldout 11 x 17" pages may be
used to exhibit projects. All submittals must have an executive summary, numbered pages and a table
of contents.
The document shall be typed and shall not exceed 30 pages of written material, with minimum 10 -
point font. Double -sided pages will count as two pages. The 30 page limitation includes any
written, photographic or graphic material contained in the body of the proposal and any appendices.
The limitation does not include the cover, cover letter, table of contents or index, and blank tab pages.
Proposers should not include unnecessary elaborate or promotional material. Number each page,
beginning with the first page of the Executive Summary.
Fee Proposal
The fee proposal submittal must have a cover letter on the prime's letterhead, reference this
project; and include the names of all firm team members. The submittal should be in an 8 %: x
11" format, although 11 x 17" foldout pages may be used. There is no page limitation to the fee
proposal. The fee proposal shall be submitted in a sealed envelope. Clearly label the sealed
envelope with firm name and "Fee Proposal —Temple City Strategic Planning."
Submit the original and five additional copies of your Service Proposal along with your Fee Proposal
placed in a separate sealed envelope. All documents shall be submitted in one container or package
to:
City of Temple City
Attn: Jose Pulido, City Manager
RE: Local Government Strategic Planning
9701 Las Tunas Dive
Temple City, CA 91780
SECTION 12. SERVICE PROPOSAL: CONTENT & ORGANIZATION
All proposals must be submitted in the prescribed format and must address all of the following in the
order shown. Any proposal that deviates from this format may be rejected without review at the
City's sole discretion.
Cover Letter
The Cover Letter shall be addressed to Jose Pulido, City Manager, and shall include the legal name of
the company, corporate address telephone and fax numbers. Include name, title, address, and
telephone number of the contact person identified. Acknowledge receipt of all addenda, if any.
Include a statement to the effect that the proposal shall remain valid for a period of not less than 90
days from the date of the submittal. Include a signed statement, by an officer of the firm with
authority to bind the firm in event of an agreement, attesting that all information submitted with the
proposal is true and correct.
Page 8 of 12
Table of Contents
Include a table of contents in your proposal. Tabs or a divider between each section is encouraged.
A. Executive Summary
Provide a summary of the significant information contained in the proposal. Highlight and summarize
your qualifications and strengths that will single out your firm as the best firm to accomplish this
project.
B. Understanding of and Approach to the Project
I. Provide a summary of your approach to the project.
II. Discuss your understanding and approach to the challenges of this project.
III. List the required information expected from the City by major task.
IV. Indicate participation the firm will require from the City staff and consultants.
V. Describe your approach to working effectively with Ad-hoc committees. Attendance in
community engagement presentations will be required.
VI. Describe your approach to effective interaction with community groups.
C. Process
I. Provide an outline of quality control and procedures to coordinate the collection of
public input.
II. Describe your approach to formatting City Council and City staff workshops.
III. Provide a statement as to how you will manage the flow of information between
members of the team: the City Council, City Manager, businesses, and the public.
D. Experience on Similar Projects
I. Provide a list and description of similar projects completed within the last five years of
similar scope and complexity. Include the following information:
a. Project Name and Location;
b. Brief project description;
c. Total project budget;
d. Project duration;
e. Names of firms of the team members; and
f. References for each cited project.
II. Provide a list and description of current projects
E. Experiences in Controlling Project Cost/Design Schedule
I. Provide a statement of the firm's philosophy with respect to cost and budget control
during the process, demonstrating experience and ability to remain within a given budget.
II. Provide a statement of the firm's philosophy with respect to schedule control. Describe
your approach to meeting the schedule for this process
III. For the projects completed in the last five years listed for item D above, provide for this
section the following information:
a. The date the contract was awarded;
b. The schedule for the complete process;
c. List the completed deliverables;
d. Budget established; and
I. Process start and completion dates.
F. Proposed Organization and Staffing
Page 9 of 12
I. Identification of Firm: State the year the firm was established. Include a brief
description of the organization, its constituent parts and size variation in the last five years.
II. Provide a description of the organizational structure and staffing to be used for the
project. Include an organizational chart. Also provide the following:
a. The resume of the lead to be assigned to the project;
b. Name of the consulting firms, the lead of the consulting firms to be assigned to this
project, their resume, and a list of projects he/she completed within the last three
years; and
c. The resumes of the balance of the consulting team.
III. For the lead individuals indicate an estimate by name of the percentage of that person's
time that will be devoted to the process.
IV. Separately describe the experience and background qualifications of the members of the
project team functioning together on similar projects.
V. Current Projects: Provide a summary of all projects for which your firm is currently
providing services. What is the total estimated construction value of projects currently
under contract? Identify the clients with whom there have been repeated associations.
G. Financial Standing
I. Provide a current annual report or audited profit and loss statement. This information
must be provided under a separate cover —stamped confidential.
II. Amounts and carriers of both general and professional liability insurance.
H Exceptions to Standard Agreement
I. List exceptions, if any, to the Standard Agreement.
SECTION 13. FEE PROPOSAL: CONTENT & ORGANIZATION
The fee proposal must have a cover letter on the prime consultant's letterhead, which references this
project and includes the firm names of all team members. The fee schedule shall include the number
of personnel hours, subconsultants, and other direct costs listed by type of work (e.g., workshop
facilitation, deliverables, etc.). Indicate reimbursable expenses. Include hourly fee schedules for the
prime and each subconsultant and include a "Not -to -Exceed" or a "Lump Sum" total project fee.
In addition, include a summary of your total costs in a table as follows:
I Description
Amount
Percentage of Fee
li a. Preparatory Meetings
$XX,XXX
b. Workshops
$XX,XXX
C. Public Outreach
$XX,XXX
d. Delieverables
$XX,XXX
Page 10 of 12
SECTION 14. SELECTION PROCEDURE
A review committee will evaluate all responses to this RFP that meet the submittal requirements. Local
government strategic planning consulting firms will be selected based on professional
qualifications and demonstrated competence, according to the responses to information required in
the RFP, as follows:
• Evaluation of Approach (30 points)
• Firms Past Experience on Projects of Similar Size and Scope (35 points)
• Proposed Organizational Structure and Key Staff (30 points)
• Completeness of proposal and adherence to requirements (5 points)
Proposals will be evaluated and ranked. The selection panel will select a minimum of three firms that
best meet the requirements of the City of Temple City. The fee proposals will not be used in
establishing the ranking.
A single set of interviews will be held to select a local government strategic planning consulting firm.
Finalists will be interviewed by a selection panel. Approximately 35 minutes will be allowed for
presentation and 25 minutes for questions by the selection panel. All principal team members must
participate in the interview. Your proposed Project Manager must lead the presentation. Firms
selected for interviews should emphasize their approach to linking various Master Plans into strategic
planning (as opposed to reiterating qualifications or discussing generic issues that might apply to any
project).
Fee negotiations will commence with the top ranked firm as determined after the interviews. If a fee
cannot be agreed upon, or if negotiations are not complete at the end of five working days,
negotiations with the first firm will cease and will commence with the second firm, etc.
SECTION 15. REQUEST FOR ADDITIONAL INFORMATION
Firms may submit written questions regarding this RFP in person or by e-mail. Unwritten questions will
not be answered. All questions must be received by the date and time given in Section 16.
When submitting questions, please specify the section number, paragraph number, and page number and
quote the language that prompted the question. This will ensure that the questions can be quickly found.
The City reserves the right to group similar questions when providing answers. The City will not identify
the source of any question. The City will issue an Addendum to the RFP that compiles and answers all
questions.
Questions should be made in writing and addressed to:
City of Temple City
Jose Pulido, City Manager
Local Government Strategic Planning Consultant
9701 Las Tunas Dive
Temple City, CA 91780
E-mail: jpulido@templecity.us
Please do not direct any questions or concerns to any other individual or City agency. Violation of this policy
will be considered grounds for disqualification. Questions received after the deadline will not be considered.
Page 11 of 12
SECTION 16. SCHEDULE OF EVENTS
Issue RFP
Deadline for Questions Submitted in Writing
Response to Written Questions
Deadline for Submittal
Proposal Review and Evaluation
Interviews with Selected Firms
City Council Agreement Approval
February 6, 2013
February 25, 2013
March 4, 2013
March 11, 12:00 p.m.
March 11- 15, 2013
March 18 — 22, 2013
April 2 or 16, 2013
Page 12 of 12
ATTACHMENT "A"
CONSULTANT SERVICES AGREEMENT
By and Between
THE CITY OF TEMPLE CITY,
a municipal corporation
and
RIV #4333-6953-3330 V1
-1-
AGREEMENT FOR CONSULTANT SER`"ICES
BETWEEN
THE CITY OF TEMPLE CITY, CALIFORNIA
AND
This _agreement for Consultant Services ("_agreement") is entered into as of this
day of 2010 by and between the Cite of TEMPLE CITY, a municipal corporation
("City') and , a ("Consultant"). Cite and
Consultant are sometimes hereinafter individually_ referred to as "Party" and hereinafter
collectively referred to as the "Parties."
RECITALS
A. Cite has sought, by issuance of a Request for Proposals or Invitation for Bids, the
performance of the services defined and described particularly in Section 2 of this _-agreement.
B. Consultant, following submission of a proposal or bid for the performance of the
services defined and described particularly in Section 2 of this _-agreement, was selected by the
Cite to perform those services.
C. Pursuant to the Cite of Temple City's Municipal Code. Cite has authority to enter
into this Consultant Services _-agreement and the Cite Manager has authority to execute this
_-agreement.
D. The Parties desire to formalize the selection of Consultant for performance of
those services defined and described particularly in Section 2 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 here and other consideration, the value and adequacy of which are
hereby acknowledged, the parties agree as follows:
SECTION 1. TERM OF AGREEMENT.
Subject to the provisions of Section 20 "Termination of _-agreement" of this _-agreement,
the scope of services set forth in Exhibit "A" "Scope of Services" shall be completed pursuant to
the schedule specified in Exhibit "A." Should the scope of services not be completed pursuant to
that schedule, the Consultant shall be deemed to be in Default of this _-agreement pursuant to
Section 21 of this _-agreement. The Cite, in its sole discretion, may choose not to enforce the
Default provisions of this _-agreement and may instead allow Consultant to continue performing
the scope of services until such services are complete.
RIV #4333-6953-3330 V1 - 1 -
SECTION 2. SCOPE OF SER`"ICES.
Consultant agrees to perform the services set forth in Exhibit "A" "Scope of Services"
and made a part of this _agreement.
SECTION 3. ADDITIONAL SER`"ICES.
Consultant shall not be compensated for any services rendered in connection with its
performance of this _agreement which are in addition to or outside of those set forth in this
_agreement or listed in Exhibit "A" "Scope of Services." unless such additional services are
authorized in advance and in writing by the Cite Council or Cite Manager of Cite. Consultant
shall be compensated for any such additional services in the amounts and in the manner agreed to
by the Cite Council or Cite Manager.
SECTION 4. COMPENSATION AND METHOD OF PAYMENT.
(a) Subject to any limitations set forth in this _agreement. Cite agrees to pay
Consultant the amounts specified in Exhibit "B" "Compensation" and made a part of this
_agreement. The total compensation, including reimbursement for actual expenses, shall not
exceed dollars ($ ), unless additional
compensation is approved in writing by the Cite Council or Cite Manager.
(b) Each month Consultant shall furnish to Cite an original invoice for all work
performed and expenses incurred during the preceding month. The invoice shall detail charges
by the following categories: labor (by sub-categon'), travel, materials, equipment, supplies, and
sub -consultant contracts. Sub -consultant charges shall be detailed by the following categories:
labor, travel, materials, equipment and supplies. Cite 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. hi the event that no charges or expenses
are disputed, the invoice shall be approved and paid according to the terms set forth in subsection
(c). In the event any charges or expenses are disputed by Cite, the original invoice shall be
returned by City to Consultant for correction and resubmission.
(c) Except as to any charges for work performed or expenses incurred by Consultant
which are disputed by Cite. Cite will use its best efforts to cause Consultant to be paid within
forte -five (45) days of receipt of Consultant's correct and undisputed invoice.
(d) Paynnent to Consultant for work performed pursuant to this _agreement shall not
be deemed to waive any defects in work performed by Consultant.
SECTION 5. INSPECTION AND FINAL ACCEPTANCE.
Cite may inspect and accept or reject any of Consultant's work under this _agreement,
either during performance or when completed. Cite shall reject or finally accept Consultant's
work within sixty (60) days after submitted to Cite. Cite shall reject work by a timely written
explanation, otherwise Consultant's work shall be deemed to have been accepted. City's
acceptance shall be conclusive as to such work except with respect to latent defects, fraud and
such gross mistakes as amount to fraud. _acceptance of any of Consultant's work by Cite shall
RIV #4333-6953-3330 V1 - 2 -
not constitute a waiver of any of the provisions of this _agreement including, but not limited to.
sections 16 and 17, pertaining to indemnification and insurance, respectively.
SECTION 6. OWNERSHIP OF DOCUMENTS.
All original maps, models, designs, drawings, photographs, studies, surveys, reports,
data, notes, computer files, files and other documents prepared, developed or discovered by
Consultant in the course of providing any services pursuant to this _agreement shall become the
sole property of Cite and may be used, reused or otherwise disposed of by Cite without the
pennission of the Consultant. Upon completion, expiration or tennination of this _agreement.
Consultant shall turn over to Cite all such original maps, models, designs, drawings,
photographs, studies, surveys, reports, data, notes, computer files, files and other documents.
If and to the extent that Cite utilizes for any purpose not related to this _agreement any
maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer
files, files or other documents prepared, developed or discovered by Consultant in the course of
providing any services pursuant to this _agreement. Consultant's guarantees and warrants related
to Standard of Performance and found in Section 9 of this _agreement shall not extend to such
use of the maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes,
computer files, files or other documents.
SECTION 7. CONSULTANT'S BOOBS AND RECORDS.
(a) Consultant shall maintain any and all documents and records demonstrating or
relating to Consultant's performance of services pursuant to this _agreement. Consultant shall
maintain any and all ledgers, books of account, invoices, vouchers, canceled checks, or other
documents or records evidencing or relating to work, services, expenditures and disbursements
charged to Cite pursuant to this _agreement. Any and all such documents or records shall be
maintained in accordance with generally accepted accounting principles and shall be sufficiently
complete and detailed so as to pennit an accurate evaluation of the services provided by
Consultant pursuant to this _agreement. Any and all such documents or records shall be
maintained for three years from the date of execution of this _agreement and to the extent
required by laws relating to audits of public agencies and their expenditures.
(b) Any and all records or documents required to be maintained pursuant to this
section shall be made available for inspection, audit and copying, at any time during regular
business hours, upon request by Cite or its designated representative. Copies of such documents
or records shall be provided directly to the Cite for inspection, audit and copying when it is
practical to do so: otherwise, unless an alternative is mutually agreed upon, such documents and
records shall be made available at Consultant's address indicated for receipt of notices in this
_agreement.
(c) Where Cite has reason to believe that any of the documents or records required to
be maintained pursuant to this section may be lost or discarded due to dissolution or tennination
of Consultant's business. Cite may, by written request, require that custody of such documents or
records be given to the Cite and that such documents and records be maintained by the
requesting parte. _access to such documents and records shall be granted to Cite, as well as to its
successors -in -interest and authorized representatives.
RIV #4333-6953-3330 V1 - 3 -
SECTION 8. STATUS OF CONSULTANT.
(a) Consultant is and shall at all times remain a wholly independent contractor and
not an officer, employee or agent of Cite. Consultant shall have no authority to bind Cite in any
manner, nor to incur any obligation, debt or liability of any kind on behalf of or against Cite,
whether by contract or otherwise, unless such authority is expressly conferred under this
_AGREEMENT or is otherwise expressly conferred in writing by Cite.
(b) The personnel performing the services under this _agreement on behalf of
Consultant shall at all times be under Consultant's exclusive direction and control. Neither City,
nor any elected or appointed boards, officers, officials, employees or agents of Cite, shall have
control over the conduct of Consultant or any of Consultant's officers, employees, or agents
except as set forth in this _agreement. 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 Cite.
(c) 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.
s1DIN Y161 L]� K10Ik11III IZI]0WDIN0161N►IR11►[flD!
Consultant represents and warrants that it has the qualifications, experience and facilities
necessary to properly perforin the services required under this _agreement in a thorough,
competent and professional manner. Consultant shall at all times faithfiully, competently and to
the best of its ability, experience and talent, perforin all services described herein. In meeting its
obligations under this _agreement. Consultant shall employ, at a minimum, generally accepted
standards and practices utilized by persons engaged in providing services similar to those
required of Consultant under this _agreement.
If and to the extent that Cite utilizes for any purpose not related to this _agreement any
maps, models, designs, drawings, photographs, studies, surveys, reports, data, notes, computer
files, files or other documents prepared, developed or discovered by Consultant in the course of
providing any services pursuant to this _agreement. Consultant's guarantees and warranties
related to Standard of Performance shall not extend to such use of the maps, models, designs,
drawings, photographs, studies, surveys, reports, data, notes, computer files, files or other
documents.
SECTION 10. COMPLIANCE WITH APPLICABLE LAWS; PERMITS AND
LICENSES.
Consultant shall keep itself informed of and comply with all applicable federal, state and
local laws, statutes, codes, ordinances, regulations and rules in effect during the term of this
_agreement. Consultant shall obtain any and all licenses, pennits and authorizations necessary to
perforin the services set forth in this _agreement. Neither Cite, nor any elected or appointed
boards, officers, officials, employees or agents of Cite, shall be liable, at law or in equity, as a
result of any failure of Consultant to comply with this section.
RIV #4333-6953-3330 V1 -4-
SECTION 11. PREVAILING WAGE LAWS
It is the understanding of Cite and Consultant that California prevailing wage laws do not
apple to this _agreement because the _agreement does not involve any of the following services
subject to prevailing wage rates pursuant to the California Labor Code or regulations
promulgated thereunder: Construction, alteration, demolition, installation, or repair work
performed on public buildings, facilities, streets or sewers done under contract and paid for in
whole or in part out of public fronds. In this contest. "construction" includes work performed
during the design and preconstruction phases of construction including, but not limited to,
inspection and land surveying work.
SECTION 12. NONDISCRIMINATION.
Consultant shall not discriminate, in any way, against any person on the basis of race,
color, religious creed, national origin, ancestry, sex, age, physical handicap, medical condition or
marital status in connection with or related to the performance of this _agreement.
SECTION 13. UNAUTHORIZED ALIENS.
Consultant hereby promises and agrees to comply with all of the provisions of the Federal
Inmmigration and Nationality _pct. 8 U.S.C.A. §§ 1101, et sec., 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 the any liability or sanctions be imposed against Cite for such use of
unauthorized aliens. Consultant hereby agrees to and shall reimburse Cite for the cost of all such
liabilities or sanctions imposed, together with any and all costs, including attorneys' fees,
incurred by City.
SECTION 14. CONFLICTS OF INTEREST.
(a) Consultant covenants that neither it, nor any officer or principal of its finm, has or
shall acquire any interest, directly or indirectly, which would conflict in any manner with the
interests of Cite 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 Cite Manager. Consultant agrees to at
all times avoid conflicts of interest or the appearance of any conflicts of interest with the interests
of Cite in the performance of this _agreement.
(b) Cite understands and acknowledges that Consultant is, as of the date of execution
of this _agreement, independently involved in the performance of non -related services for other
govenmmental agencies and private parties. Consultant is unaware of any stated position of Cite
relative to such projects. Any future position of Cite on such projects shall not be considered a
conflict of interest for purposes of this section.
(c) Cite understands and acknowledges that Consultant will, perforin non -related
services for other governmental agencies and private parties following the completion of the
scope of work under this _agreement. Any such future service shall not be considered a conflict
of interest for purposes of this section.
RIV #4838-6958-3880 V1 - 5 -
SECTION 15. CONFIDENTIAL INFORnIATION; RELEASE OF INFORnIATION.
(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 Cite without prior written
authorization from the Cite Manager, except as may be required by law.
(b) Consultant, its officers, employees, agents or subcontractors, shall not, without
prior written authorization from the Cite Manager or unless requested by the Cite _attorney of
Cite, voluntarily provide 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 Cite 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 Cite shall have
the right to reimbursement and indemnity from Consultant for any damages, costs and fees,
including attomeys fees, caused by or incurred as a result of Consultant's conduct.
(d) Consultant shall promptly notify Cite 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 parte regarding this _agreement and the work
performed thereunder. Cite retains the right, but has no obligation, to represent Consultant or be
present at any deposition, hearing or similar proceeding. Consultant agrees to cooperate 6111.
with Cite and to provide Cite 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 Cite to control, direct, or rewrite said response.
syKeYc6].frl�1011BILI IUIMCOLMYMLIP
(a) Indemnification for Professional Liabilitv. Where the law establishes a
professional standard of care for Consultant's Services, to the fullest extent pennitted by law.
Consultant shall indemnify, protect, defend and bold hanmless Cite and any and all of its
officials, employees and agents ("Indemnified Parties") from and against any and all losses,
liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same
are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant,
its officers, agents, employees or sub -consultants (or any entity or individual that Consultant
shall bear the legal liability thereof) in the performance of professional services under this
_agreement.
(b) Indemnification for Other than Professional Liabilitv. Other than in the
performance of professional services and to the full extent penmitted by law. Consultant shall
indemnify, protect, defend and bold hanmless Cite, and any and all of its employees, officials and
agents from and against any liability (including liability for claims, suits, actions, arbitration
proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any
kind, whether actual, alleged or threatened, including attomeys fees and costs, court costs.
RIV #4333-6953-3330 V1 - 6 -
interest, defense costs, and expert witness fees), where the same arise out of, are a consequence
of, or are in any way attributable to, in whole or in part, the performance of this _agreement by
Consultant or by any individual or entity for which Consultant is legally liable, including but not
limited to officers, agents, employees or sub -contractors of Consultant.
(c) General hndenmification Provisions. Consultant agrees to obtain executed
indemnity _agreements with provisions identical to those set forth here in this section from each
and every sub -contractor or any other person or entity involved by, for, with or on behalf of
Consultant in the performance of this _agreement. In the event Consultant fails to obtain such
indemnity obligations from others as required here. Consultant agrees to be fully responsible
according to the teens of this section. Failure of Cite to monitor compliance with these
requirements imposes no additional obligations on Cite mud will in no way act as a waiver of any
rights hereunder. This obligation to indemnify and defend Cite as set forth here is binding on the
successors, assigns or heirs of Consultant and shall survive the termination of this _agreement or
this section.
(d) Limitation of hndenmification. Notwithstanding any provision of this Section 16
[hndenmification] to the contrary, design professionals are required to defend and indemnify the
Cite only to the extent pennitted by Civil Code Section 2782.8, which limits the liability of a
design professional to claims, suits, actions, arbitration proceedings, administrative proceedings,
regulatory proceedings, losses, expenses or costs that arise out of, pertain to, or relate to the
negligence, recklessness, or willful misconduct of the design professional. The term "design
professional." as defined in Section 2782.8, is limited to licensed architects, licensed landscape
architects, registered professional engineers, professional land surveyors, and the business
entities that offer such services in accordance with the applicable provisions of the California
Business and Professions Code.
(e) The provisions of this section do not apple to claims occurring as a result of
City's sole negligence. The provisions of this section shall not release Cite from liability arising
from gross negligence or willful acts or omissions of Cite or any and all of its officials,
employees and agents.
SECTION 17. INSURANCE.
Consultant agrees to obtain and maintain in full force and effect during the term of this
_agreement the insurance policies set forth in Exhibit "C" "Insurance" and made a part of this
_agreement. All insurance policies shall be subject to approval by Cite as to form and content.
These requirements are subject to amendment or waiver if so approved in writing by the Cite
Manager. Consultant agrees to provide Cite with copies of required policies upon request.
SECTION 18. ASSIGNMENT.
The expertise and experience of Consultant are material considerations for this
_agreement. Cite has an interest in the qualifications of and capability of the persons and entities
who will fulfill the duties and obligations imposed upon Consultant under this _agreement. In
recognition of that interest. Consultant shall not assign or transfer this _agreement or any portion
of this _agreement or the performance of any of Consultant's duties or obligations under this
_agreement without the prior written consent of the Cite Council. Any attempted assignment
RIV #4838-6958-3880 V1 - '7 -
shall be ineffective, mull and void, and shall constitute a material breach of this _agreement
entitling Cite to any and all remedies at law or in equity, including summan, termination of this
_agreement. Cite acknowledges, however, that Consultant, in the perforinannee of its duties
pursuant to this _agreement, may utilize subcontractors.
SECTION 19. CONTINUITY OF PERSONNEL.
Consultant shall make ever, reasonable effort to maintain the stability_ and continuity_ of
Consultant's staff and subcontractors, if any, assigned to perforin the services required under this
_agreement. Consultant shall notify Cite of any changes in Consultant's staff and subcontractors,
if any, assigned to perforin the services required under this _agreement, prior to and during any
such perforinannee.
SECTION 20. TERMINATION OF AGREEMENT.
(a) Cite may terininate this _agreement, with or without cause, at any time by giving
thirty (30) days written notice of terinination to Consultant. In the event such notice is given.
Consultant shall cease immediately all work in progress.
(b) Consultant may terininate this _agreement for cause at any time upon thirty (30)
days written notice of terinination to City.
(e) If either Consultant or Cite fail to perforin any material obligation under this
_agreement, then, in addition to any other remedies, either Consultant, or Cite may terininate this
_agreement immediately upon written notice.
(d) Upon terinination of this _agreement by either Consultant or Cite, all property
belonging exclusively to Cite which is in Consultant's possession shall be returned to Cite.
Consultant shall furnish to Cite a final invoice for work perforined and expenses incurred by
Consultant, prepared as set forth in Section 4 of this _agreement. This final invoice shall be
reviewed and paid in the same manner as set forth in Section 4 of this _agreement.
SECTION 21. DEFAULT.
In the event that Consultant is in default under the terns of this _agreement, the Cite shall
not have any obligation or duty to continue compensating Consultant for any work perforined
after the date of default. Instead, the Cite 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 timefranne 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
Cite shall bold all invoices and shall, when the default is cured, proceed with paynnent on the
invoices. hi the alternative, the Cite 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
Cite may take necessary steps to terininate this _agreement under Section 20. Any failure on the
part of the Cite 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.
RIV #4333-6953-3330 V1 -8-
SECTION 22. EXCUSABLE DELAYS.
Consultant shall not be liable for damages, including liquidated damages, if any, caused
by delay in performance or failure to perform due to causes beyond the control of Consultant.
Such causes include, but are not limited to, acts of God, acts of the public enemy, acts of federal,
state or local govennnents, acts of Cite, court orders, fires, floods, epidemics, strikes, embargoes,
and unusually severe weather. The teen and price of this _agreement shall be equitable adjusted
for any delays due to such causes.
SECTION 23. COOPERATION BY CITY.
All public information, data, reports, records, and maps as are existing and available to
Cite as public records, and which are necessary for earning out the work as outlined in the
Exhibit "A" "Scope of Services." shall be furnished to Consultant in every reasonable way to
facilitate, without undue delay, the work to be performed under this _agreement.
SECTION 24. NOTICES.
All notices required or pennitted to be given under this _agreement shall be in writing and
shall be personally delivered, or sent by telecopier or certified mail, postage prepaid and return
receipt requested, addressed as follows:
To Cite: Cite of Temple Cite
Attn: Cite Manager
9701 Las Tunas Dr.
Temple Cite, CA 91780
To Consultant:
Notice shall be deemed effective on the date personally delivered or transmitted by
facsimile or, if mailed, three (3) days after deposit of the same in the custody of the United States
Postal Service.
SECTION 25. AUTHORITY TO EXECUTE.
The person or persons executing this _agreement on behalf of Consultant represents and
warrants that he/she/thee bas/have the authority to so execute this _agreement and to bind
Consultant to the performance of its obligations hereunder.
SECTION 26. ADMINISTRATION AND IMPLEMENTATION.
This _agreement shall be administered and executed by the Cite Manager or his or her
designated representative, following approval of this _agreement by the Cite Council. The Cite
Manager shall have the authority to issue interpretations and to make minor amendments to this
RIV #4838-6958-3880 V1 -9-
Agreement on behalf of the Cite so long as such actions do not materially change the _agreement
or make a commitment of additional fiends of the Cite. All other changes, modifications, and
amendments shall require the prior approval of the Cite Council.
SECTION 27. BINDING EFFECT.
This _agreement shall be binding upon the heirs, executors, administrators, successors and
assigns of the parties.
SECTION 28. MODIFICATION OF AGREEMENT.
No amendment to or modification of this _agreement shall be valid unless made in writing
and approved by the Consultant and by the Cite Council. The parties agree that this requirement
for written modifications cannot be waived and that any attempted waiver shall be void.
SECTION 29. WAIVER.
Waiver by any parte to this _agreement of any term, condition, or covenant of this
_agreement shall not constitute a waiver of any other teen, condition, or covenant. Waiver by
any parte of any breach of the provisions of this _agreement shall not constitute a waiver of any
other provision nor a waiver of any subsequent breach or violation of any provision of this
_agreement. _acceptance by Cite of any work or services by Consultant shall not constitute a
waiver of any of the provisions of this _agreement.
SECTION 30. LAV TO GOVERN; VENUE.
This _agreement shall be interpreted, construed and governed according to the laws of the
State of California. In the event of litigation between the parties, venue in state trial courts shall
lie exclusively in the County of Los Angeles, California. In the event of litigation in a U.S.
District Court, venue shall lie exclusively in the Central District of California, in Los Angeles.
SECTION 31. ATTORNEYS FEES, COSTS AND EXPENSES.
In the event litigation or other proceeding is required to enforce or interpret any provision
of this _agreement, the prevailing parte in such litigation or other proceeding shall be entitled to
an award of reasonable attorney's fees, costs and expenses, in addition to any other relief to
which it may be entitled.
SECTION 32. ENTIRE AGREEMENT.
This _agreement, including the attached Exhibits "A" through "C", is the entire, complete,
final and exclusive expression of the parties with respect to the matters addressed therein and
supersedes all other _agreements or understandings, whether oral or written, or entered into
between Consultant and Cite prior to the execution of this _agreement. No statements,
representations or other _agreements, whether oral or written, made by any parte which are not
embodied herein shall be valid and binding. No amendment to this _-agreement shall be valid and
binding unless in writing duly executed by the parties or their authorized representatives.
SECTION 33. SEVERABILITY.
RIV #4333-6953-3330 V1 - 10-
If any term, condition or covenant of this _agreement is declared or determined by any
court of competent jurisdiction to be invalid, void or unenforceable, the remaining provisions of
this _agreement shall not be affected thereby and the _agreement shall be read and construed
without the invalid, void or unenforceable provision(s).
IN WITNESS WHEREOF, the parties hereto have executed this _agreement on the date
and year first -above written.
ATTEST:
Mary Flandrick
Citv Clerk-
APPROVED
lerk
APPROVED AS TO FORM
By:
Eric S. Vail
City Attorney
Its:
CITY OF TEMPLE CITY
Its:
Jose Pulido, Cite Manager
NOTE: CONSULTANT'S SIGNATURES SHALL BE DULY NOTARIZED, AND
APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY BE
REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR
RIV #4333-6953-3330 V1 - 11 -
OTHER RULES OR REGULATIONS APPLICABLE TO DEVELOPER'S
BUSINESS ENTITY.
RIV #4333-6953-3330 V1 - 12 -
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF
On 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 witlun 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
❑ 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))
RIV #4333-6953-3330 V1
DESCRIPTION OF ATTACBED DOCUMENT
TITLE OR TIDE OF DOCU LENT
NUMBER OF PAGES
DATE OF DOCUMENT
SIGNER(S) OTHER THAN NAMED ABOVE
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF
On
before me,
personally appeared
❑ personally known to me - OR - ❑ 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
WITNESS my hand and official seal
(SIGNATURE OF NOTARY)
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 ATTACBED 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))
RIV #4333-6953-3330 V1
TITLE OR TIDE OF DOCU LENT
NUMBER OF PAGES
DATE OF DOCUMENT
SIGNER(S) OTHER THAN NAMED ABOVE
EXHIBIT "A"
SCOPE OF SER`"ICES
1. Consultant will perform the following Services:
A.
B.
C.
D.
11. As part of the Services, Consultant will prepare and deliver the following tangible work
products to the Cite:
A.
B.
C.
D.
III. During performance of the Services, Consultant will keep the Cite appraised of the
status of performance by delivering the following status reports:
A.
B.
C.
D.
IV. The tangible work products and status reports will be delivered to the Cite pursuant to
the following schedule:
A.
B.
C.
RIV #4333-6953-3330 V1
s7s,,i
In
V. Consultant will utilize the following personnel to accomplish the Services:
A.
B.
C.
D.
VL Consultant will utilize the following subcontractors to accomplish the Services:
A.
B.
C.
D.
VII. AMENDMENT
The Scope of Services, including services, work products, and personnel, are subject to
change by mutual _agreement. In the absence of mutual _agreement regarding the need to change
any aspects of performance. Consultant shall comply with the Scope of Services as indicated
above.
RIV #4333-6953-3330 V1
_i-2
EXHIBIT "B"
COMPENSATION
L Consultant shall use the following rates of pay in the performance of the Services:
A. [job]
[hourlvrate]
B. [job]
[hourlvrate]
C. [job]
[hourlvrate]
D. [job]
[hourlvrate]
E. [job]
[hourlvrate]
IL Consultant may utilize subcontractors as indicated in this Agreement. The hourly rate
for any subcontractor is not to exceed $ per hour without written authorization
from the Cite manager or his designee.
III. The Cite 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
worked, and the hourly rate.
B. Line items for all supplies properly charged to the Services.
C. Line items for all travel properly charged to the Services.
D. Line items for all equipment properly charged to the Services.
E. Line items for all materials properly charged to the Services.
F. Line items for all subcontractor labor, supplies, equipment, materials, and travel
properly charged to the Services.
IV. The total compensation for the Services shall not exceed $
Section 4 of this Agreement.
RIV #4333-6953-3330 V1
B-1
, as provided in
EXHIBIT "C"
INSURANCE
A. Insurance Requirements. Consultant shall provide and maintain insurance,
acceptable to the Cite Manager or Cite Counsel, in full force and effect throughout the teen of
this _agreement, 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 Consultant, its agents,
representatives or employees. Insurance is to be placed with insurers with a current A.M. Best's
rating of no less than _:VII. Consultant shall provide the following scope and limits of
insurance:
1. Minimum Scone of Insurance. Coverage shall be at least as broad as:
(1) Insurance Services Office form Commercial General Liability
coverage (Occurrence Forn CG 0001).
(2) Insurance Services Office form number CA 0001 (Ed. 1/87)
covering _automobile Liability, including code 1 "any auto" and endorsement CA 0025, or
equivalent forms subject to the written approval of the Cite.
(3) Workers' Compensation insurance as required by the Labor Code
of State of California and Employer's Liability insurance and covering all persons providing
services on behalf of the Consultant and all risks to such persons under this _agreement.
(4) Professional liability insurance appropriate to the Consultant's
profession. This coverage may be written on a "claims made" basis, and must include coverage
for contractual liability. The professional liability insurance required by this _agreement must be
endorsed to be applicable to claims based upon, arising out of or related to services performed
under this _agreement. The insurance must be maintained for at least 3 consecutive years
following the completion of Consultant's services or the termination of this _agreement. During
this additional 3 -year period. Consultant shall anally and upon request of the Cite submit
written evidence of this continuous coverage.
2. Minimum Limits of Insurance. Consultant shall maintain limits of
insurance no less than:
(1) General Liability: $1.000.000 general aggregate for bodily injure,
personal injure and property damage.
(2) _automobile Liability: $1.000.000 per accident for bodily injure
and property damage. A combined single limit police with aggregate limits in an amount of not
less than $2.000.000 shall be considered equivalent to the said required minimum limits set forth
above.
RIV #4838-6958-3880 V1
C-1
(3) Workers' Compensation and Employer's Liability: Workers'
Compensation as required by the Labor Code of the State of California and Employers Liability
limits of not less than $1.000.000 per accident.
(4) Professional Liability: $1.000.000 per occurrence.
B. Other Provisions. Insurance policies required by this _agreement shall contain the
following provisions:
1. All Policies. Each insurance police required by this _agreement shall be
endorsed and state the coverage shall not be suspended, voided, cancelled by the insurer or either
parte to this _agreement, reduced in coverage or in limits except after 30 days' prior written
notice by Certified mail, return receipt requested, has been given to Cite.
2. General Liabilitv and _automobile Liabilitv Coveraaes.
(1) Cite, and its respective elected and appointed officers, officials,
and employees and volunteers are to be covered as additional insureds as respects: liability
arising out of activities Consultant performs: products and completed operations of Consultant:
premises owned, occupied or used by Consultant : or automobiles owned, leased, hired or
borrowed by Consultant. The coverage shall contain no special limitations on the scope of
protection afforded to Cite, and their respective elected and appointed officers, officials, or
employees.
(2) Consultant's insurance coverage shall be primary insurance with
respect to Cite, and its respective elected and appointed, its officers, officials, employees and
volunteers. _-\ny insurance or self insurance maintained by Cite, and its respective elected and
appointed officers, officials, employees or volunteers, shall apple in excess of, and not contribute
with. Consultant's insurance.
(3) Consultant's insurance shall apple separately to each insured
against whom claim is made or suit is brought, except with respect to the limits of the insurer's
liability.
(4) Any failure to comply with the reporting or other provisions of the
policies including breaches of warranties shall not affect coverage provided to Cite, and its
respective elected and appointed officers, officials, employees or volunteers.
3. Workers' Compensation and Emnlover's Liabilitv Coveraae. Unless the
Cite Manager otherwise agrees in writing, the insurer shall agree to waive all rights of
subrogation against Cite, and its respective elected and appointed officers, officials, employees
and agents for losses arising from work performed by Consultant.
C. Other Reauirements. Consultant agrees to deposit with Cite, at or before the
effective date of this contract, certificates of insurance necessary to satisfv Citv that the
RIV #4333-6953-3330 V1
C-2
insurance provisions of this contract have been complied with. The Cite _attorney may require
that Consultant furnish Cite with copies of original endorsements effecting coverage required by
this Section. The certificates and endorsements are to be signed by a person authorized by that
insurer to bind coverage on its behalf. Cite reserves the right to inspect complete, certified
copies of all required insurance policies, at any time.
1. Consultant shall furnish certificates and endorsements from each
subcontractor identical to those Consultant provides.
2. Any deductibles or self-insured retentions must be declared to and
approved by Cite. At the option of Cite, either the insurer shall reduce or eliminate such
deductibles or self-insured retentions as respects Cite or its respective elected or appointed
officers, officials, employees and volunteers or the Consultant shall procure a bond guaranteeing
payment of losses and related investigations, claim administration, defense expenses and claims.
3. The procuring of such required police or policies of insurance shall not be
construed to limit Consultant's liability hereunder nor to fulfill the indemnification provisions
and requirements of this _agreement.
RIV #4333-6953-3330 V1
C-3
Attachment "C"
March 11. 2013
Mr. Jose Pulido, City Manager
City of Temple City
9701 Las Tunas Drive
Temple City, California 91 780
Subject: Local Government Strategic Planning
Dear Mr. Pulido:
Thank you for this opportunity to submit our proposal to conduct Strategic Planning effort
for Temple City. The Lilley Planning Group is a professional consulting firm specializing in
providing contract services to municipal agencies and non-profit groups throughout
California.
Our legal name is: The Lilley Planning Group, Inc. a California S Corporation
Our office is located at: 138 West Amerige Avenue
Fullerton, California 92832
Phone number: 714-672-9906 and fax: 714-672-9908
The contact person for this project will be Jennifer Lilley, President and CEO fo the firm.
Jennifer is located in our main office in Fullerton and can be reached at:
138 West Amerige Avenue
Fullerton, California 92832
714-672-9906 or by email of
Jennifer@lilleyplanning.com
We are experts in developing and implementing meaningful and effective efforts resulting
in valuable feedback and targeted recommendations. We have a proven track record for
advising public agencies on strategies and working with staff, Council, Commissions, the
community and stakeholder groups. We are confident we offer you an experienced and
effective approach to this work effort. We look forward to an opportunity to assist the City
in this effort.
The Lilley Planning Group is unique in that we specialize in community engagement
services. We have provided similar services to cities for more than 20 years. We are
providing similar services for the County of Los Angeles, County of San Bernardino, City of
Fullerton, City of Villa Park, City of Yorba Linda, Pasadena Heritage, Pasadena Playhouse
District, City of Bellflower, County of Sonoma and City of Citrus Heights. In this work our
team is responsible for facilitating community meetings, engaging Community Advisory
Committees, focus groups, stakeholder groups and general community members through
a series of discussions to review topics, challenges and opportunities, identify alternatives,
evaluate impacts and make recommendations for consideration by the City Council. The
projects have been extremely successful and the results of our work and the
recommendations developed are being implemented.
To ensure you receive the highest level of service, Ms. Jennifer Lilley, AICP, will be the
project manager as well as the lead facilitator for this effort. This contract will be her priority
and she will ensure you have the focused attention you deserve. As a professional
planner, Jennifer has more than twenty-five years of experience working with municipal
agencies related to land use development, environmental evaluation, general plan
updates, strategic planning efforts and public service. Jennifer is a trained and
experienced facilitator, practicing for more than 20 years. She has facilitated group
visioning, strategic planning efforts, stakeholder meetings, Community Advisory
Committees, focus groups, City Council workshops, Council/Commission study sessions,
large group workshops, webinars, and expert forums. She brings a great wealth of
information and an experienced, professional and inclusive approach to the outreach
efforts she provides. She is an expert working with challenging groups with opposing
opinions and bringing them to a place of agreement. Her philosophy in every outreach
effort is to manage the process and encourage the participants to provide the expertise
on the subject. This approach allows her to remain a neutral facilitator focused on the big
picture and keeping the group moving forward to achieve success. She has assembled
an experienced team of professionals to enhance the service she provides to each client.
For the work in Temple City we are offering an experienced team with the knowledge and
breadth of experience necessary to carry out a successful strategic planning effort. We
also offer facilitation, recording and public information campaigns in multi -languages
meeting the needs of communities. We offer Spanish, Korean, Chinese, Japanese, and
even sign language translation to name a few.
The attached proposal will introduce you to our firm, the services we provide, our
experience, our approach to the work you are requesting and the added value we offer
the City of Temple City to have a successful strategic planning process. We are available
to begin work as requested in May 2013. We understand the importance of the project
and we will keep this process moving forward and completed within the six to nine month
expectation window. We appreciate your time in reviewing our proposal. We are
confident you will find our capabilities, expertise, and staff is the right fit for this effort. We
look forward to the opportunity to talk with you about this important work and how the
Lilley Planning Group can support your team and provide you the best strategic planning
process possible.
Sincerely,
Jennifer A. Lilley, AICP
President
Jennifer A. Lilley is the President and also Secretary for the Lilley Planning Group, S Corporation. I am
able to legally bind the company for the work proposed. I attest all information submitted within the
proposal is true and correct. This proposal shall remain valid for a period of no less than 90 days from the
date of submittal.
L111Cy .......... page 2
A. Executive Summary
The attached proposal offers the City of Temple City an experienced team of professional facilitators to
lead the staff, City Council, community, stakeholders and residents through a series of engaging and
effective public workshops to explore, evaluate and analyze information and alternatives to develop a
strategic plan for the City. We have provided for the City a thorough process that begins in May 2013
and works efficiently and effectively through January 2014 to bring awareness to the community of the
effort, invite and include participation, promote and engage with the staff, City Council and the
community during events and work on the project effort through a series of workshop -type meetings.
Our approach includes a thorough plan for coordinating with City staff to ensure everyone involved is
kept up to speed and is included throughout the process. We offer quality written documents and
interesting and creativity in our techniques. Our firm has the capacity given our experienced staff to
conduct this process in the time required and within a budget that meets the City's limitations. In
addition to our team, we have offered the City a creative option. Our firm has teamed with MindMixer
on several strategic planning and community engagement efforts and we believe having the ability to
reach your community, especially those more passive participants through this web -based resource
allows participants to interact with the process even when they are unable to attend a meeting. While
we know we can provide a successful effort without the use of this virtual town hall option, we believe
adding it to the resources we provide this effort will ensure an inclusive, productive and successful
program.
Our team is available to begin this work immediately and we are committed to the level of effort to
ensure that this program is completed on time and on budget. We understand the importance of
communicating and reaching the entire community. We have the ability to lead meetings in various
languages to reach often underserved and under -represented community members. We offer a
marketing and information campaign that reaches your community and brings them into the process.
Our team is also unique in that all of our staff has previously worked in public agencies. We have
extensive experience working with City Councils, Commissions and City staff. This allows us a unique
understanding of the challenges facing city governments and the expected outcome of a strategic
planning effort like the one Temple City is initiating. We believe this experience gives our team a unique
advantage working with your City.
We have built a strong reputation for tailoring our work efforts to fit the specific needs and
characteristics of each community. We are accessible, available and attentive to the requests and
needs of our clients. We are local and available to meet in person for strong communication
throughout this effort. We also employ the latest technology to allow us to share documents, host
meetings on line and incorporate social media, the internet and audio and visual mediums to allow the
best results in our planning efforts. Most of our clients have worked with us on multiple projects over the
last five years showing our strong reputation in the industry. We are committed to completing your work
on time and on budget and exceeding your expectations in the work that we do.
B. Understanding of the Approach
I. Summary of approach to the project
The City of Temple City is embarking on a strategic planning effort that will articulate a clear vision of its
future that is integrated with an organizational philosophy and guide elected officials' and employees'
actions for its successful implementation. The effort will include an engaging process encouraging
participation by City Council, staff, community members, stakeholders, and others interested in this
effort through a variety of tools and techniques. We recognize that in this day and age, there are many
causes, activities and obligations citizens have in their lives, that compete with their ability to give time
to planning efforts in their community. Fortunately, there are also new and interesting tools available to
L111Cy ............. page 3
engage residents and community stakeholders without requiring much of their time. Our approach will
be to utilize existing community organizations and groups, e.g. Commissions and Boards, Chamber and
business associations, School Board, Service organizations, etc, and work within their existing meeting
structures, in combination with survey and information sharing tools they can access on-line 24/7.
Our work includes:
Creating appropriate and effective marketing and educational material to promote and inform
the public with regards to outreach/facilitation programs.
• Planning and preparing for town hall meetings and engagement workshops including
developing materials, agenda, scripts, guidelines and time blocking of the event.
• Preparing staff or volunteers for facilitation, recording, transcribing, greeting, troubleshooting,
and training these individuals for the work of the event.
• Team meetings to ensure all steps have been considered, the event is well thought through and
the program is thoroughly developed.
• Room set up and preparation to ensure all accommodations have been considered.
• Guiding participants through an interactive agenda and meeting materials.
Using technology such as websites, internet based survey programs, facebook, twitter and other
social networking sites to promote, educate and conduct public workshops and obtain the
feedback necessary to provide valuable information for agencies related to the project at
hand.
• Conducting webinar-type workshops to allow participants to engage in a community meeting
without actually being in the same location.
• Providing convenient and affordable options for effective public outreach.
• Utilizing keypad polling and other technology to engage the public in providing input and
creating consensus on issues related to the project, as well as responding to technical issues and
other changes in real time.
Providing problem solving and feedback to all team members including technical support,
facilitators and recorders throughout the events.
• Preparing follow up materials and conducting debriefs following the event.
• Multi-lingual facilitation and recording. We use trained facilitators and recorders in the
language of our audience so participants can feel comfortable and trust the process.
We have a proven track record for providing outstanding, engaging strategic planning programs. We
have experience working with municipal agencies and non-profit organizations to gain public input and
better understand the needs of stakeholders. We approach this work using the following principals:
• Plan and prepare efforts respectful of the time of the participants and use effective and efficient
methods to present information and gain valuable insight into the issue.
Be neutral guides of the process. We are experts on the methods that we employ, but we
believe that the participants are the experts on the topic we are invited to participate in. We do
not come into a program with our own agenda or an expected outcome. This provides for a
genuine and transparent process.
• Our team includes experienced facilitators. They work with a variety of group conditions and
sizes and are able to take challenging situations and bring positive outcomes.
L111Cy .......... page 4
" W e b e l i e v e i t i s a l l a b o u t t h e p e o p l e . T h e w o r k w e d o i s o n l y a s g o o d a s t h e i n p u t a n d t h e
d i r e c t i o n w e r e c e i v e f r o m t h e p r o c e s s . S o w e s t r i v e t o c r e a t e a v a l u a b l e p r o g r a m t h a t i s
i n c l u s i v e , e n g a g i n g a n d d e l i v e r s t h e p r o c e s s d e s i r e d .
O u r a p p r o a c h t o c o n s e n s u s t a k e s i n t o c o n s i d e r a t i o n t h a t e v e r y o n e h a s v a l i d r e a s o n s f o r t h e i r
w a y o f t h i n k i n g a n d t h e y h a v e f o r m e d t h o s e r e a s o n b a s e d o n e x p e r i e n c e s . W e u s e t h e m e t h o d
o f " D e g r e e s o f A g r e e m e n t " t o e n s u r e t h a t p a r t i c i p a n t s c a n m a i n t a i n t h e i r p e r s o n a l v a l u e s w h i l e
s t a y i n g o p e n t o o t h e r p e r s p e c t i v e s . T h i s w o r k s b y a s k i n g p a r t i c i p a n t s t o d e c i d e w h e r e t h e y a r e
o n t h e s p e c t r u m o f a g r e e m e n t : T h e y s t r o n g l y s u p p o r t , s u p p o r t w i t h r e s e r v a t i o n , t h e y a r e w i l l i n g
t o g o a l o n g , t h e y w a n t t o b e h e a r d o r t h e y a r e u n w i l l i n g t o s u p p o r t t h e i d e a . W e a l s o e n s u r e
t h a t a l l v o i c e s a r e h e a r d b y c a p t u r i n g t h e m i n o r i t y o p i n i o n i n t h e f i n a l r e p o r t t o e n s u r e t h a t t h e i r
c o n c e r n s a n d i s s u e s a r e r a i s e d . O f t e n t h i s a l l o w s c o m p r o m i s e s a n d c o n s i d e r a t i o n t o b e g i v e n .
T h e r o l e o f t h e L i l l e y P l a n n i n g G r o u p w i l l b e p r o j e c t m a n a g e r f o r t h e c o m m u n i t y e n g a g e m e n t e f f o r t f o r
t h e C i t y o f T e m p l e C i t y . I n t h i s r o l e , t h e c o n s u l t a n t w i l l :
" M a n a g e t h e p r o j e c t s c o p e ;
" M o n i t o r t h e s c h e d u l e ;
" O r g a n i z e t h e t a s k s ;
" C o o r d i n a t e w i t h t h e C i t y f o r a c t i v i t i e s , r e s o u r c e s , a n d i n f o r m a t i o n ;
C o o r d i n a t e w i t h t h e C i t y f o r m e e t i n g s , e v e n t s a n d i n f o r m a t i o n ;
" D e v e l o p e v e n t s a n d p r o g r a m s ;
" A t t e n d a n d f a c i l i t a t e m e e t i n g s ; a n d
" M a i n t a i n c o m m u n i c a t i o n a n d s t a t u s u p d a t e s w i t h t h e C i t y .
U n d e r s t a n d i n g a n d a p p r o a c h t o t h e c h a l l e n g e s o f t h e p r o j e c t
C l e a r e x p e c t a t i o n s . A s a l w a y s , i t i s v e r y i m p o r t a n t t o e s t a b l i s h a c o n s e n s u s o f t h e p u r p o s e o f t h e
s t r a t e g i c p l a n a n d c o m m u n i c a t e t h i s r e p e a t e d l y t o t h e c o m m u n i t y i t w i l l s e r v e . W h a t i s i t a n d w h a t i s i t
n o t ? L P G f e e l s t h a t i t i s v e r y i m p o r t a n t t o s p e n d t i m e a t t h e b e g i n n i n g o f t h e p r o c e s s g e t t i n g b u y - i n f r o m
p a r t i c i p a n t s a n d d e c i s i o n m a k e r s . T o o o f t e n , r e s i d e n t s w i l l f e e l t h a t t h e i n c l u s i o n o f a p r o j e c t o r g o a l i n a
s t r a t e g i c p l a n m e a n s t h a t i t i s a f a i t a c c o m p l i . I n r e a l i t y , a s t r a t e g i c p l a n i s a n i n f o r m a t i o n a l a n d
p r i o r i t i z i n g t o o l . T h i s w i l l b e e m p h a s i z e d .
C o n s t r a i n t s . I t w i l l n o t b e p o s s i b l e f o r t h e C i t y t o a c c o m p l i s h e v e r y g o o d i d e a t h a t m a y r e s u l t f r o m t h i s
e f f o r t . A n d , e v e n m o r e i m p o r t a n t l y , s o m e e x i s t i n g p r o g r a m s m a y b e i d e n t i f i e d f o r e x t e n s i v e c h a n g e o r
e v e n e l i m i n a t i o n . T h e s e p r o g r a m s , a s i n e f f e c t i v e a s t h e y m a y s e e m t o s o m e , m i g h t b e v e r y i m p o r t a n t -
e i t h e r s y m b o l i c a l l y o r e f f e c t i v e l y - i n t h e l i v e s o f o t h e r s . L e t t i n g g o o f " t h e w a y i t ' s a l w a y s b e e n d o n e "
c a n b e v e r y d i f f i c u l t . S i m i l a r l y , l e t t i n g g o o f " d r e a m p r o j e c t s " t h a t c o m m u n i t y m e m b e r s h a v e h o p e d f o r
c o u l d b e e q u a l l y a s d i f f i c u l t . L P G w i l l b e s e n s i t i v e t o t h e s e c o n c e r n s a n d w i l l o f f e r w a y s i n w h i c h t h e
" p e o p l e i m p a c t s " o f t o u g h d e c i s i o n s c a n b e m a n a g e d . F o r e x a m p l e , r a t h e r t h a n d i s m i s s i n g c e r t a i n
i d e a s o u t r i g h t , t h e y c o u l d b e i n c l u d e d a s f u t u r e p o t e n t i a l p r o j e c t s u n d e r c e r t a i n s p e c i f i c c o n d i t i o n s .
G i v i n g v o i c e t o t h e s i l e n t m a j o r i t y . I t w i l l b e e a s y t o e n g a g e t h o s e m e m b e r s a n d o r g a n i z a t i o n s i n t h e
c o m m u n i t y t h a t a l w a y s p a r t i c i p a t e i n l o c a l c o m m u n i t y p l a n n i n g a n d p r o g r a m m i n g . I t i s h a r d e r t o
i d e n t i f y a n d e n g a g e t h o s e c o m m u n i t y m e m b e r s w h o a r e n o t v o c a l i n t h e i r l o c a l g o v e r n m e n t . L P G w i l l
d r i l l d o w n w i t h c o m m u n i t y g r o u p s a n d o r g a n i z a t i o n s t o d e v e l o p t o o l s t o r e a c h t h o s e w h o a r e
d i s e n g a g e d . T h i s c o u l d i n c l u d e f o c u s g r o u p s , a c t i v i t i e s t h a t c a n b e u s e d i n c l a s s r o o m s a t t h e l o c a l
s c h o o l s - i n v o l v i n g b o t h s t u d e n t s A N D t h e i r p a r e n t s , m a t e r i a l s a n d o u t r e a c h e f f o r t s i n m u l t i p l e
l a n g u a g e s , a n d m o r e .
L i l l e y . . . . . , . . . . p a g e 5
Keeping it interesting. Strategic planning is an interesting and necessary process for local government
officials, volunteers and staff. But it can be a very dry topic of discussion for many! LPG proposes using
creative media, visual tools, and media outlets to get people interested. Early on, this process will be
branded with a title and logo that can be utilized in clever ways that result in a Temple City Strategic
Planning meme!
iii. List the required information expected from the City by major task: We will ask for the names and
contact information for all City departments, utility and contract service providers, Community based
organizations and group leaders, superintendent of schools. A copy of the documents identified in the
RFP will also be required, either electronically or hard copy that can be loaned.
TASK !: We plan to host a kick off meeting with the City Council and City Manager. This will ensure that
we are working with the same expectations, history and priorities. From this effort we will also clarify any
schedule issues, solidify meeting dates and identify community leaders and groups that we should
specifically target for participation.
Develop public engagement and involvement program
Task 2: Encourage engagement. The consultant will work with City Staff to identify additional key
stakeholders and active community leaders to include in the engagement process. A list of individuals,
contact information and specific groups (neighborhood watch, public facilities commissioners, historic
preservation commissioners, arts and cultural affairs commissioners) will be provided.
a. Information/Marketing
1. Personal Invitations: The Lilley Planning Group will prepare an invitation letter to key
stakeholders, community leaders, City Commissioners and other identified individuals to
encourage their participation in the process. This method of marketing has proven to be very
successful for engaging the public and ensuring their participation. All mailing services, printing
services, and postage are assumed to be through other services through the City or through City
resources.
2. Press Releases: The Lilley Planning Group will prepare up to four press releases to be
distributed to the local media and posted on the City website and other appropriate outlets. As
part of this task, our team will coordinate with the City to develop a "brand" for this information
and marketing effort. This is intended to include a logo, font style, color scheme and visual
image for the materials that will be developed throughout the effort.
3. Print Piece and Informational Brochure: The consultant will prepare a process invitation as well
as an informational brochure in coordination with staff. The Lilley Planning Group will coordinate
with our in-house design team to format and prepare the material with branding, layout and
formatting to ensure the community relates the document to the Laurel outreach effort. We will
also prepare an informational brochure that will include an overview of the process, information
on the purpose, information on the meetings and opportunities to learn more. This material will
be distributed at community meetings by the consultant, posted in City facilities and provided in
a format the City can post on the City's website. All mailing services, printing services, and
postage are assumed to be through other services through the City or through City resources.
4. Community Meeting Notifications: We will use various forms of print and technology to
promote community meetings and encourage participation and attendance. Public meeting
notices, display ads, facebook events, website information and other appropriate notices will be
developed for the review and approval of City staff. The Consultant will work with City staff to
L111Cy .......... page 6
obtain the appropriate format and design of public meeting notice. Advertising space costs
other are assumed to be through the City.
TASK 3: Facilitate strategic planning workshops. We will prepare, coordinate, and facilitate strategic
planning workshops. The Lilley Planning Group will work with City staff to find suitable locations to host
the meetings (assuming City facilities will be available). The locations will be determined with approval
and coordination of City staff. It would be best, if possible, to host the meeting in the comfortable
meeting spaces rather than in the Council Chambers. All meeting equipment: chairs, tables, easels,
audio visual, and other facilities needs will be provided by the City. The consultant will provide
agendas, sign in sheets, meeting formats, presentations, note taking and summary reports (if
appropriate) for each meeting. The consultant will provide copies of materials and handouts as
needed.
TASK 4: Help the City decide what if wants to be in the future: We will review, analyze and bring back
themes and areas of agreement for the staff, Council and participants to review and consider as part
of the assessment phase of this work. The consultant will provide copies of materials and handouts as
needed.
TASK 5: Organize and prioritize city initiatives and resources: Our team will review historic policy and
goal documents and work with the staff, Council and participants to develop priorities and time frames
for efforts. We will work to help the group understand the limitations of resources, budget, staff and
other key factors in achieving initiatives. The consultant will provide a final document that includes
priorities, assignments, time frames for completion and performance measurements. The City will need
to provide any historical data, documents or resources necessary to provide framework for this work.
TASK 6: Transform conceptual goals into realistic achievable targets: Our team will take the goals
developed during the strategic plan and develop targets for implementation and achievement. Staff
will need to review documents and assist with the analysis of constraints to ensure accurate analysis.
TASK 7: Generate new ideas: We will reach out to the community at large through a variety of tools
both traditional and technology based to generate new ideas. We will also use proven group exercises
to encourage the staff, Council, commission and stakeholders to move from typical thinking into a
creative process allowing a fresh look at the City. City Staff will need to assist with the review of material
prior to the consultant team sending information out for the public to review.
TASK 8: Team building and coaching: Anne and Jennifer are known for their ability to join an
organizational team and provide mentoring, team building and coaching. City staff will need to assist
with setting up the space and time necessary for our team to meet with the City participants to provide
training, one-on-one interviews, as well as creative and innovative exercises to bring the team together
and allow them to work collaboratively.
IV. Indicate participation the firm will require from the City staff and consultants
Our team will work with the City to develop information and outreach material to engage the public
and encourage their participation. The City will provide posting of this information on its webpage, key
locations throughout the City as appropriate, other City related websites (library, community center,
chamber, etc.). The City will provide all meeting rooms for public meetings. All meeting equipment:
chairs, tables, easels, audio visual, and other facilities needs would be provided by the City. The City will
provide printing of public notices, invitations and informational pieces. Postage for mailings, mailing lists
and labels for public mailings will be provided by the City. Coordination and costs associated with
publishing notices in local newspapers and for press releases will be covered by the City. Access to
historical, development and other related files and relevant documents would be provided by the City.
Some cities choose to have staff members lead their strategic planning effort and be the "face" of the
process to the community. If Temple City feels that it will enhance community buy -in and trust of the
Lilley ............. page 7
process by putting staff in key roles, we can certainly do that. We can coach and train staff to lead
certain parts of the project. However, it may place too much of a burden on already stretched staff. If
that is the case, we will ask that an internal Strategic Planning Committee be created that can be a
resource to the LPG consultant team. This will not require too much time, perhaps one hour per week.
Also, the City staff will participate as city "team members" and respondents, much like other
community stakeholders during the outreach process.
V. Describe your approach to working effectively with Ad-hoc committees.
Our firm has facilitated more than 120 stakeholder and community meetings and over 100 focus groups.
We have experience with one-on-one interviews, focus groups from 5-12 members and community,
technical and executive advisory committees of 10-30 members. We have led discussions for City
Councils, County Board of Supervisors, as well as appointed and elected officials in sessions as small as 5
participants to 500. We have worked with electronic, computer-based processes, translation services,
web -based interactive models and other resources that have allowed us to include more than 1,000
participants simultaneously engaged with our in-person meetings. We also have experience hosting
large-scale meetings with 100 to 200 participants that interact with table facilitators in groups of 10 but
interface with the full room throughout the process using technology to provide keypad voting, and
reporting to show outcomes. It is important for us to mention that participants enjoy working with us.
We have great feedback from our group members. Even those that start out skeptical or even
negative toward the work, end up thanking us for our approach, our fair treatment and the outcome of
the work. We consider this our greatest success.
VI. Describe your approach to effective interaction with community groups.
Our passion is connecting people with information so they can inform the process and make informed
decisions. We believe that effective community interaction is to go out into the community and
engage with them where they are. Unfortunately, people are too busy to attend standard meetings.
Often they do not understand how to be involved in the process or how their involvement will change
the outcome. We work to empower people and encourage them to participate by explaining the
purpose, the process and their role early and often in to project. We also go out to community groups,
neighborhood meetings, events and other venues where people typically gather and work to solicit
their input in their comfort zone rather than asking them to come to us. Blending traditional meetings,
community focused events and on-line engagement allows us to achieve successful participation and
improve the outcome of the projects that we offer.
Given our specialty in facilitation our meeting topics cover as wide a range as our participants. The
topics have included: land use planning projects, environmental focus groups discussing impacts and
mitigation programs, historic preservation, business improvement districts, parks and recreation projects,
ballot measure initiatives, general plan updates, specific plan discussions, downtown revitalization,
pedestrian and vehicular access into residential neighborhoods, design standards for downtown core,
emergency preparedness, design guidelines, internet access, content control of private internet sites,
search restrictions on the internet, healthcare reform, public health issues, business owner contributions
to health care, rebuilding after disasters, property rights and business needs. We have also led
discussions on safe routes to school, healthy lunches in schools and economic development. Finally, we
have conducted management reviews including budgeting, goal setting, employee development,
management skills, customer service, operational improvements, best practices, alternative model
discussions and pubic engagement.
Each project brings with it varying levels of controversy but we have yet to work on an issue that is free
from sensitivity or controversy. Even simple land use discussions like the location of a new park or
sidewalk can bring out concerns for noise, loitering, safety, graffiti, maintenance, added costs and other
issues. Our goal is to keep the dialogue focused on the big picture and help the group develop realistic
and achievable solutions. Sometimes just the process of outreach itself can be controversial.
Comments include: "we have done this before and never see positive results", "the agency doesn't
listen to us", "you already have a plan and this is just a show and a waste of time". We often have to
Lilley ............. page 8
come into a situation and rebuild trust with stakeholders before we can have successful input and
dialogue. Overall our approach to controversial and sensitive work is to bring professionalism,
transparency, empathy and a neutral approach to the work we provide, the information we present
and the format of our meetings.
C. Process
I. Provide an outline of quality control and procedures to coordinate the collection of public input.
All of our meeting work includes recording services, transcription and summary reports. During meetings
it is critical for participants to see their comments recorded. Without this visual cue, groups rehash
topics, lose focus, and frustration builds. Recording comments during dialogue also allows the facilitator
to check in with the participants to ensure they understand the information and capturing input
accurately. Our firm takes these notes along with audio recordings and uses them to provide full
meeting summaries. Our summaries include a record of attendees, topics covered, all comments
received, outcomes, as well as next steps and assignments. We typically provide these reports in draft
form to our client prior to distribution and then send the summaries out to participants for agreement
and approval. In addition to meeting summaries we have experience preparing agendas, meeting
design spreadsheets, scripts, surveys, staff reports, powerpoint and keynote presentations, youtube
video reports, and meeting transcripts.
In addition to traditional participation we utilize on-line and web -based engagement. We ensure that
all participants identify themselves to ensure they are from your community and provide us with some
context (what group they represent, business community, resident, student, senior, etc.) this allows us to
know who is participating in the process. Our online effort builds in record keeping. We also have the
ability to host this engagement in multiple languages and we have staff fluent in many languages to
provide the proper translation and review. As a final step in quality control we bring notes back to the
group and ask for validation for accuracy. This allows us to ensure that we captured their thoughts and
recorded them property.
II. Describe your approach to formatting City Council and City Staff workshops
We focus our time with the Council to provide them updates on the information, the public input and
the process to date. We move into input and feedback quickly to allow the Council the majority of the
time to engage with us. We manage the meetings so that every member has an equal opportunity to
participate and we ensure that all proper noticing and Brown Act requirements are met prior to the
meeting. We work closely with staff to be aware of typical concerns or issues of the Council so that we
can address these through our presentation and avoid confusion or frustration. We take the burden off
of staff for preparation of materials, presentation, noticing and gathering input. Our goal is to run an
efficient and effective workshop with the Council to take full advantage of their time without
duplicating efforts or wasting any resources. We also work to ensure the public has an opportunity to
participate but within a format that is conducive to a Council workshop. We work to address the
public's comments and input again so that Council can be freed up to participate in the workshop
rather than having to manage the meeting.
Our work with Staff workshops includes presenting data, information, input received and updates and
then engaging in a dialogue that includes all staff in a productive and meaningful exchange of ideas.
We work to ensure that all members of the team are included and participate. We also have held one-
on-one interviews with key team members to better understand roles, strengths, weaknesses,
opportunities and threats to the organization. Productive staff workshops allow our team to know the
pitfalls and possibilities for the strategic plan as well as the implementation of the effort. We will engage
key staff early on to provide an overview of current projects and will utilize documents and studies that
have already been prepared including those listed on page 7 of the RFP, and others that we might
identify through initial interviews, to provide the baseline conditions, upon which a strategic planning
effort can build.
L111Cy .......... page 9
iii. Provide a statement as to how you will manage the flow of information between members of the
team, the City Council, City Manager, businesses and the public.
Information flow is critical in this process. We have found that it is important to keep the information
resource simple, streamlined and accessible. Typically we provide project binders to the City Council,
staff, City Manager and any ad-hoc committee members. During each workshop or milestone in the
project we provide binder updates with new information to allow the participants one location for all
printed documents. This makes for an easy resource guide along the way and allows for easy
referencing during meetings over the life of the project. We also use our on-line resource for all meeting
invitations, notices, documents, agendas, meetings summaries, draft documents, etc. We can "invite"
participants to view information depending on the level of involvement needed and we can view who
has and has not viewed the information and have a check system for acknowledging receipt of
information. All information for the public is kept in one location on-line and with a resource binder in
City Hall for those without internet access. This way participants are not left frustrated hunting for project
websites, the internet, the City's website and multiple locations for news and information. We
coordinate all information through our project manager and expect to have a City project manager to
coordinate through as well. This allows for streamlining of efforts, eliminates duplication of efforts and
ensures accountability and understanding of responsibility.
D. Experience on Similar Projects
I. Similar Projects completed within the last five years.
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community had to vote to approve the specific zone
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m -° changes for 11 sites throughout the City. The Lilley
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ofHousing and C°mmuniry 321--t— information and education effort to allow the public to
better understand the process of the Special Ballot, ask
questions and obtain information on the Measures and objective without persuading worked to engage
the public through public meetings, and special events. The City's ballot measure passed with
overwhelming support.
Total Project Budget: $32,000
Project Duration: 4 months (February 2012 -June 2012)
Name of Firm's of Team Members: Lilley Planning Group - Outreach/Strategic Planning
Reference: Steve Harris, AICP, Director
(714) 961-7131/sharris@yorba-linda.org
Lilley PLARRIROOR... page 10
Project Name: Animal Care and Regulation Review
Project Location: City of Citrus Heights, CA
Brief Project Description: The City of Citrus Heights is
approaching the end of its contract with the County of
Sacramento for animal serrnces, facilities and field staff Prior
to renewing the contract, the City Council decided to
Ml engage a consultant to review the existing services, staff,
policies, and procedures and facilitate a series of community
meetings and engage a Community Adrnsory Committee to
understand the existing conditions, costs and benefits as well
as alternatives to contracting with the County The Lilley
Planning Group lead this effort and conducted eight Community Advisory meetings, hosted two
agency stakeholder group meetings, conducted orrhne public surveys, held a public outreach meeting
with over 100 participants and collected input from over 15 key stakeholders to assess the current
service levels, areas needing improvement, potential models for alternatives for sennces, regulations,
sheltering facilities and public/private partnerships Jennifer Tilley, the lead facilitator for this effort and
successfully completed the protect on schedule and on budget Her role has been to interact with City
Staff on a regular basis, prepare all communications to the Community Advisory Committee, as well as
advise staff of the best approaches and methods for gathering information and interacting with the
public on a very emotionally charged issue
Total Project Budget: $48,000
Project Duration: 9 months (May 2011 - March 2012)
Name of Firm's of Team Members: Lilley Planning Group - Outreach/Strategic Planning
Reference: Mary Poole, Senior Management Analyst,
(916) 727-4730 /mpoole@citmsheights.net
e�iNfACIIITY Project Name: Los Angeles County PLACE Program,
BICY(. LL Project Location: Culver City
PLULS'
wdia
Brief Project Description: The Qty of Culver Qty received a grant for it's first ever
Citywide Bicycle and Pedestrian Master Plan (BPMP) The grant program is
intended to promote active environments through policy changes (i e
community design, land use, zoning, street standards, general plans, etc) and
accompanying physical protects (i e bike lanes, sidewalks, trails, traffic calming,green space, etc) that are related to the policy change in order to improve the
•' built environment of communities and promote healthy living The City has
partnered with Lilley Planning for the public outreach and facilitation service for
the citywide effort as well as for the Policy Advisory Committee of the BPMP and
to engage the public in an engaging community input program
Total Project Budget: $10,000
Project Duration: 4 months (February 2011 -June 2011)
Name of Finn's of Team Members: Lilley Planning Group -Outreach/Strategic Planning
Reference: Los Angeles County Department of Public Health - PLACE Program
Gayle Haberman, Director, (213) 351-7843 / ahaberman@ph.lacountv.aov
Project Name: Los Angeles County PLACE Program
Project Location: Grantee Glendale
Brief Project Description: This collaboration between the LACBC and the City of
Glendale aims to create Glendale's first "Safe and Healthy Streets Plan," a
policy document intended to help make Glendale a safer and friendlier city for
cyclists and pedestrians. In addition, the Grant is funding a small physical project
designed to demonstrate traffic calming techniques, safety measures and
streetscape enhancements consistent with the Safe and Healthy Streets Plan.
Lilley Planning coordinated a training effort to build skills in City Staff to lead the
public involvement effort for future community participation programs.
Total Project Budget: $10,000
Project Duration: 4 months (February 2011 -June 2011)
Name of Firm's of Team Members: Lilley Planning Group - Outreach/Strategic Planning
Reference: Los Angeles County Department of Public Health - PLACE Program
Gayle Haberman, Director, (213) 351-7843 / ghaberman@ph.lacountv.gov
II. List and describe current similar projects.
Project Name: Fullerton College Connector Feasibility Study
Project Location: City of Fullerton, CA
F U L L E R T O N Brief Project Description: The College Connector Study investigates
College Connector Stuu, the feasibility of a dedicated pubic transit line between
Connertint, eduration with the heart of Fidlerton.
Downtown's train station and East Fullerton. The study is intended
to support a vision of a quality public transit connection between the heart of the City and the area
surrounding California State University Fullerton; and to do so in a manner that encourages private
investment, accommodates population growth, maximizes sustainable operations and enhances the
City's quality of life. The study will produce a feasibility analysis, financing strategy and implementation
program.
The College Connector Study primarily focuses on a 1/4 mile distance around Chapman and
Commonwealth Avenues, which are the two main arterials connecting Downtown and East Fullerton.
The study also includes property a 1/4 mile area north and west of CSUF. A 1/4 mile has been used
because it is considered a convenient "walk -able" distance for an average person. The actually
alignment of the transit route will be evaluated as part of the study, and will take into consideration
numerous factors. The study will consider the types of transit that is most appropriate for the community
and Fullerton's growth, with current considerations including light rail, street car/trolley and bus rapid
transit.
Total Project Budget: 150,000.00
Project Duration: 1 year (November 2012 through November 2013)
Name of Firm's of Team Members: Lilley Planning Group - Outreach/Strategic Planning
The Planning Center DCE - Feasibility Study/Prime
References: Jay Eastman, AICP
(714) 738-6549
JayE@ci.fullerton.ca.us
Lilley °L^°^I°°Ga°°° page 12
Project Name: Downtown Core and Corridors Specific Plan
Project Location: City of Fullerton, CA
IBrief Project Description: The Downtown Core and Corridor Specific
Nk Plan (DCCSP) is a community-based planning process for an area
that encompasses approximately 900 acres and spans the
Fullerton Downtown commercial core and corridors across the City. The Specific Plan will
ease e�neiprn�icar $pe��{ic guide the transformation of the area into thriving and sustainable
districts and neighborhoods that meet the diverse needs of residents,
businesses, employees and visitors. It will be vision -driven and implementation -focused as it establishes
policies, regulations, and design standards to guide current and future land development in the area.
Total Project Budget: 1,500,000
Project Duration: 1.5 years (February 2013 through August 2013 )
Name of Firm's of Team Members: Lilley Planning Group - Outreach/Strategic Planning
RRM Design Group - Specific Plan/Prime
References: Heather Allen
(714) 738-6884
heathera@ci.fullerton.ca.us
Service Information
Facilitation Services, Strategic Planning,
Community Engagement, Mediation, On -Call
Services, Policy Document Preparation, and
Project Management.
Facilitation/Strategic Planning, Policy Review,
Meeting Preparation, and Report Writing
Strategic Planning, Special Study, Grant
Writing, Committee Management, Facilitation
and Public Outreach Effort
Reference Information
City of San Gabriel
Mr. Steven Preston, FAICP
City Manager
626.308.2806
425 Mission Avenue
San Gabriel, CA 91776
Spreston@sgch.org
Pasadena Playhouse District Association
Ms. Erlinda Romo
Executive Director
62 6.744.0340
48 N. EI Molino Avenue Suite 103
Pasadena, CA 91 101
Eromo@playhousedistrict.org
City of Bellflower
Mr. Brian Lee
Community Development Director
562.804.1424
16600 Civic Center Drive
Bellflower, CA 90706
blee@bellflower.org
Lilley ---- •°- page 13
E. Experiences in Controlling Project Costs/Design Schedule
I. Philosophy to cost and budget control.
Our firm employs the best practices to ensure we provide quality products and respond to the needs
and expectations of our clients. We have an internal review process to provide a review of all
documents in their final draft phase to offer a level of review prior to utilizing City resources. We also
stand behind the work we provide. If we have made an error that is solely our responsibility we will
correct that error and ensure we have met the expected work assigned at no additional cost to our
client or the applicant. We manage our time and ensure we are on task and on budget throughout the
work effort. Each invoice the City will receive a itemized list of tasks, how much time has been
allocated, how much time billed and percentage of the task complete. This allows our project
manager and the City's staff to review on a regular basis and ensure we are on budget based on the
tasks assigned. We only bill you for the hours we spend working on your projects. We do not bill you for
travel time, invoicing or administrative costs or responding to administrative questions. We work
efficiently and effectively and manage our work to be on budget at all times. We have had
experience working on grant funded projects and State and Federally funded projects and so we are
well versed in time management and budget controls and use the best time tracking and project
management resources to internal manage this portion of the work.
ii. Philosophy with respect to schedule control.
We keep our projects on task throughout the entire process. We employ all the time management and
case management techniques to ensure all milestones are met and deadlines kept. However, if a
project should get off track we take every step necessary to correct the situation and bring the project
back on schedule. We are proactive in this approach first and foremost by not over committing our
staff. They have the focus and attention necessary to provide the level of service to our clients to meet
all local and mandated time requirements. We are committed to this work effort and will have our staff
available to begin work as requested in May. However, should the City need to hold off contract kick-
off until June we will be staged and ready to go at that time as well. Where strategic planning efforts
typically get off track is with meeting schedules. It is difficult to coordinate schedules in a timely manner
and that can delay projects. We work at the project kick off to map out the total project commitment
and set meetings early to avoid future delays. We anticipate this project lasting six to nine months and
we will work to ensure that all deadlines are maintained by using strong communication and project
management techniques throughout this effort.
III. Summary of Projects from the last five years.
a. Measures H & I - City of Yorba Linda
Awarded: February 2012
Schedule Completion: June 2012
Deliverables: Community Workshop presentations, Council Update
Budget Established: 32,000
Start and completion date: February 2012, June 2012
b. Animal Care and Control - City of Citrus Heights
Awarded: May 2011
Schedule Completion: June 2012
Deliverables: Feasibility Analysis, Strategic Plan, Best Practices, Recommendations
Budget Established: 48,000
Start and completion date: May 2011, March 2012
c. Los Angeles Place -City of Culver City
Awarded: February 2011
Schedule Completion: June 2011
Deliverables: Strategic Plan, Training, workshop presentations
Budget Established: 10,000
Start and completion date: Feb 2011, May 2011
d. Los Angeles Place -City of Glendale
Awarded: February 2011
Schedule Completion: June 2012
Deliverables: Feasibility Analysis, Strategic Plan, Best Practices, Recommendations
Budget Established: 10,000
Start and completion date: March 2011, May 2011
F. Proposed Organization and Staffing
I. Identification of the Firm: The Lilley Planning Group is a unique consulting firm focused on providing
community engagement, public outreach and facilitation. Our Principal is known throughout the
planning industry as an expert in facilitation. Working with the public is her passion and our firm focuses
on work that allows us to use our passion to assist public agencies and non -profits to improve the
dialogue, enhance projects and solve complex issues together. The result is that we spend more than
sixty percent of the company's time on community-based projects. We have provided facilitation
services for stakeholder groups in Washington DC with meetings including more than 500 participants.
We held focus group discussions in North Carolina with 20 participants on 10 different topics. We have
even hosted community education fairs where we have set up topic booths for participants to visit,
gather information and provide valuable feedback. We incorporate hands-on techniques, interactive
tools, technology and field trips whenever practical to encourage stakeholders to show us and tell us
what they are hoping to have as the outcomes. We also provide publicity, notifications, social
networking and advertising for events to bring in the most participants.
The firm was established in 2007 and is a small business with 20 employees and an additional 10
independent contractors that provided as -needed services to the firm. This business strategy has
allowed us to efficiently and effectively serve our clients while managing overhead, eliminating
unnecessary expenses and being flexible to adapt to meet the needs requested.
All work conducted for the City of Temple City will be through the Lilley Planning Group. The Lilley
Planning Group is a California S Corporation established in November 2007 and held in single ownership
by Jennifer A. Lilley, AICP. The firm has been in business for nearly six years and our Principal, Jennifer
Lilley has over twenty-five years of experience with an outstanding reputation providing facilitation,
consulting and project management services to more than 60 clients throughout California. Our
company has the professional staff to conduct all of the community stakeholder facilitation services
and summary reports associated with the work. The Lilley Planning Group is a full service, professional
consulting firm providing community engagement, policy and organizational assessments, land use and
environmental services and professional training and development to public agencies and non -profits
throughout California. Our mission is to provide outstanding, quality service to the clients and the
communities we serve and add value and make a positive impression with each assignment.
II. Organizational Structure: For this work we will have a contract manager, project manager, senior
staff and support staff. The following is an organizational chart for this work effort.
L111Cy- ..... ... .. page 15
City of Temple City
Jose Pulido
Jennifer Lilley, AICP
Contract Manager
Lead Facilitator
Anne McIntosh
Project Manager
Facilitator
Marilyn Simpson Kristi Rojas
Facilitator/Support Staff Bi -Lingual Facilitator/Support Staff
page 16
a. Lead for the Project: Anne McIntosh - Resume
ANNE MCI NTOSH, AICP
Project Manager
Professional Municipal Government and Planning Experience
City of West Hollywood, West Hollywood, California
Deputy City Manager/Director of Community Development, July 2009 -July 2012
• Implement City Council policy directives
• Direct work of Planning, Building and Safety, Transportation/Mobility Divisions - 34 FTE
• Liaison to local business organizations - Chamber of Commerce, Business Improvement Districts
• Negotiate deal points of development agreements
• Serve as Hearing Officer for conditional use permits
Anne Browning McIntosh, AICP, Monrovia, California
Independent City Administration and City Planning Consultant, November2000 - July 2009
Adjunct Professor- Whittier College, September2001 - December2006
• Instructor for undergraduate course entitled "Social Planning and Evaluation" in 2001, 2003,2005
and 2006
City of South Pasadena, South Pasadena, California
Assistant City Manager, October 1996 -May 1999
• Labor Negotiations - Police, Fire, Management, General Employees
• Budget Preparation, Operational oversight of City Departments
• General Plan update
• Human Resources Director
City of Sierra Madre, Sierra Madre California
Director of Development Services and Redevelopment, June 2004 - October2006
• Direct Building Division and Planning Division
• Staff to Planning Commission and Cultural Resources Commission
Coordinate General Plan Steering Committee and write General Plan and Housing Element update
in-house
City of West Hollywood, West Hollywood, California
Planning Manager, November 1988 - May 1994
• Staff liaison to Planning Commission, Cultural Heritage Advisory Board, Business License Commission
• Sunset Strip Specific Plan
• Managed 12 FTE - 10 professional, 2 administrative
• Zoning Ordinance update
City of Manhattan Beach, Manhattan Beach, California
Contract code enforcement officer, August 1987- October 1988
• Prepared and implemented program to conduct annual reviews of conditional use permits
City of Oakland, Oakland, California
Housing Development Specialist, August 1986 - August 1987
• Secured federal funding for Saint Colomba Senior Housing Project
City of Los Angeles, Los Angeles, California
Junior Administrative Assistant, June 1983 - August 1985
• Public information officer for Rent Stabilization Division
Lilley ............. page 17
Education
UNIVERSITY OF CALIFORNIA, BERKELEY
Master of City Planning, May 1987
SCRIPPS COLLEGE, CLAREMONT, CALIFORNIA
Bachelor of Arts, May 1983
CALIFORNIA HIGH SCHOOL, WHITTIER, CALIFORNIA
Additional Affiliations, Recognition, Volunteer work
AMERICAN PLANNING ASSOCIATION
Member since 1987
American Institute of Certified Planners - since 1992
Los Angeles Section, Distinguished Leadership Award, June 2010
Conference Co -Chair, National APA Conference, April 2012
Conference Programs Chair, California Chapter APA, September 2008
Professional Development Officer, California Chapter of the American Planning Association, 1994-1996
SCRIPPS COLLEGE
Annual Fund Chair 2006-2009
Volunteer of the Year, 2008
MONROVIA
Member, MUSD Citizen's Bond Oversight Committee, 2006 - 2010
Historic Preservation Commissioner, 1995-2003
Member MOHPG, Old House Tour participant, house captain and docent, 1995 -present
GIRL SCOUTS
Service Unit Manager of the Year, Girl Scouts Mt Wilson Vista Council, 2007-2008
Girl Scouts of Mount Wilson Vista Council, Monrovia -Duarte Service Unit Manager, 2007-2009
List of Clients and Projects 2001-2009
Labor Relations/ Personnel:
• City of San Gabriel City Council, facilitate City Manager evaluation, 2005 and 2008
• Rose Bowl Operating Company, Human Resources Consultant, 2002-2006
• Azusa Police Officers Assocation, Comparable Cities Study, 2005
• City of Barstow, Chief Negotiator, Police/Fire Contracts, 2003
• City of Loma Linda, Personnel Investigation, 2002
• City of Malibu, Human Resources consulting, 2001
• City of Culver City, Benefits analysis, 2001
• City of West Hollywood, Interim Human Resources Manager, 2001
• University of La Verne, Personnel Investigation, 2000
Interim Planning Director positions:
• City of Beverly Hills, Rod Wood City Manager, May 2008 to June 2009
• City of Sierra Madre, Elaine Aguilar City Manager, August 2007 to March 2008
• City of Sierra Madre, John Gillison City Manager, October 2005 to September 2006
• City of West Hollywood, Paul Arevalo City Manager, September 2002 to December 2004
Historic Preservation:
City of Redondo Beach, Historic Preservation Ordinance Update, 2003
City of Santa Clarita, Assessment of Historic Preservation Ordinance, 2006-2008
City of Monrovia, Historic Resources Survey review, 2005-2006
Lilley.... page 18
Planning Projects:
• Supervisor Donald Knabe, Hacienda Heights Community Plan Update/Puente Hills Landfill
Tipping Fee Project Development, 2005-2009
• Claremont Colleges, Planning policy strategy development for City of Claremont General Plan
Update, 2005-2006
• City of San Marino, General Plan Update, 2001-2002
Private Development Work:
• Truman and Elliott, LLC, Prepare draft General Plan/Zoning language, City of Lancaster, 2008
2009
• Steven Lam, Architect, Permit expediter, residential project, City of EI Monte, 2001
Strategic Planning/Team Building:
• City of Rancho Cucamonga, Building Department and Planning Department, 2007 and 2008
• City of Lawndale, City Council/City Manager relations, 2007
• City of San Gabriel, City Council/Community Leadership Workshop facilitation, 2004
• City of San Gabriel, Finance Initiatives staff committee facilitation, 2004-2006
• City of Beverly Hills, Community Development Department staff retreats, 2004-2006
• Southeast Los Angeles County, Workforce Investment Board Retreat facilitation, 2001
Lilley ............. page 19
b. Name of the Firm, lead of firm, resume: Lilley Planning Group, Jennifer Lilley resume
JENNIFER A. LILLEY, AICP
CONTRACT MANAGER/LEAD FACILITATOR
Ms. Lilley's experience was acquired in both the public and private sectors. Ms. Lilley
provides discretionary case review and processing, project management, interdepartmental
coordination, and urban design skills. Ms. Lilley has prepared both general and specific plans
for agencies and is experienced with zoning code update amendments, and preparing user-
friendly information related to the planning process. She especially enjoys working with
people through public outreach and has the opportunity to plan and facilitate several efforts,
including general plan visioning, sphere of influence planning, personnel conflict resolution,
goal setting, project strategizing, and environmental scoping sessions.
Highlights of Ms. Lilley's experience prior to the Lilley Planning Group include:
Civic Solutions, Vice President and Director of Planning Services. Director for all of the firm's
planning services clients. This included project management, staff coordination, and expert
planning services. Prepared oral and written communications for Planning Commission and
City Councils. Provided CEQA review and documentation. Project manager and key
facilitator for outreach efforts and land use issues, including environmental scoping and
General Plan visioning processes. Facilitated for America Speaks process to plan the
rebuilding of the World Trade Center in New York City. Was Liaison and project manager for
the Golden Rain Foundation/PCM Leisure World.
Smothers & Associates, Project Manager. Provided current and advanced planning services
for municipalities. Prepared zoning code amendments, CEQA guideline updates, and specific
and master plan preparation. Prepared and conducted general plan update amendments.
Project manager for Irwindale Business Center Master Plan (I I0 -acre business park
development) and Irwindale Speedway (20 -acre entertainment complex). Mediator who
provided team -building workshops, staff/management communication, goal setting, strategy
sessions, and strategy implementation. Facilitator for Neighborhood Improvement Committee,
Design Review Commission, and several community participation programs.
YFA, Contract Planner. Project manager for Zoning/General Plan consistency study and public
outreach facilitation. Research Analysis for the EI Toro Re -Use Committee. Research Analysis
for Master Plan development in Beijing, China. Case Manager for discretionary cases
throughout Orange County and the San Gabriel Valley.
City of Brea, Planner. Responsible for Current and Advanced Planning projects. Developed
Downtown Sign Program, Inventory and redesign of Brea Plaza Shopping Center. Research
analysis to prepare and evaluate a citywide land use and traffic management plan. Staff
assistant for preparation and hosting "Brea by Design -a downtown charrette" and "Sphere of
Influence -Visioning". Managed, prepared, and implemented Video Citizen Information
program -municipal marketing.
Education
Bachelor of Arts Urban & Regional Planning Institute of Certified Planners
Affiliations
Section Director Orange County Section American Planning Association
American Planning Association -Board Member
SIMILAR PROJECTS COMPLETED IN THE LAST THREE YEARS: Measure H & I, City of Yorba Linda, Animal
Care and Control, City of Citrus Heights, Strategic Plan Animal Care, City of Sonoma County, PLACE —
Glendale, PLACE Culver City
L111CV ........... page 20
c. Resumes for the team
MARILYN SIMPSON, AICP
Facilitator/Staff Support
Experience
Lilley Planning Group - June 2008 - Present
Ms. Simpson, AICP is a seasoned planner who has broad experience as a current planner, working on
advanced long-range planning projects as well as implementing and overseeing redevelopment
projects from a planning perspective. Ms. Simpson has experience conducting analytical research,
preparing and presenting reports and presentations. She is known for her public service focus and sees it
as her privilege to help public, applications and the community that she serves. Marilyn's experience
has been gathered through many years of working for both public agencies and in the private sector.
She has managed staff, is very organized and has the proven ability to handle multiple assignments and
keep them on schedule. Ms. Simpson has excellent organizational and leadership skills as well as a
strong work ethic.
Civic Solutions, Inc., Planning Services Manager - 2003 - 2008/2000 - 2002
Served as the Redevelopment Planner for the City of Lake Forest. Performed reviews, was project
manager for discretionary cases, permit review, case management, code amendments, environmental
processing, grant writing and facilitation and served the public counter for a variety of Civic Solutions'
municipal clients including the cities of Brea and Rancho Santa Margarita.
City of Chino, Associate Planner - 2002 - 2003
Processed master plans and environmental assessments for new subdivisions. Processed Williamson Act
agricultural contract cancellations. Provided public and developers with zoning land use information.
Provided project management of environmental processing and mitigation monitoring.
City of Buena Park, Planning Technician - 1999 - 2000
Provided public and developers with zoning and land use information, processed applications,
performed preliminary reviews for code compliance, prepared environmental assessments, wrote
public hearing notices and staff reports. Carried out plan checks, field inspections and code
compliance duties.
Education
Masters, Urban and Regional Planning California State Polytechnic University - Pomona
Bachelor of Arts, Anthropology California State University - Fullerton
Certificate - Grant Writing
Professional Memberships
Orange County Section American Planning Association of Environmental Professionals
L111Cy .......... page 21
KRISTINA M. ROJAS
Bi -Lingual Facilitator/ Staff Support
Kristi has approximately 7+ years in the public and private sector of planning. She is an energetic, self-
starter that works well with a team, and can represent the organization with sincerity and
professionalism. Her passion in city planning is driven by the desire to connect with the public on
educating them about the planning policy and procedures that help make up their community. She
thoroughly enjoys working with the wide variety of people from the single-family resident to the
commercial developer to neighboring government agencies to make local government an enjoyable
place. The experiences she has with working for various local governments coupled with her ability to
work with various departments (Code Enforcement, Building Department and Public Works Department)
on a daily basis.
City of San Dimas, Associate Planner
2007-2012
Prepared and presented various staff reports for Development Plan Review Board, Planning
Commission, Traffic Committee and City Council. Organized and presented Mills Act Agreements
between the City and property owners. Coordinated community meetings with developers and the
public on various projects. Presented and prepared graphic presentations to illustrate development
projects to the public and governing bodies. Coordinated with other city and governmental agencies
on planning matters and local development projects. Interpreted legal, technical and procedural
aspects of planning work to the public. Assisted the public with zoning related questions at the counter
and updated the department website.
Civic Solutions, Assistant Planner
2006-2007
Coordinated an Enforcement Program for a client city, which was approved by the Historic Preservation
Commission. Prepared and presented various staff reports for Historic Preservation Commission,
Planning commission, and City Council. Created and implemented employee resource guides for city
clients and assisted the public with zoning related questions at the counter, over the phone and through
e-mail.
City of Pomona, Planning Intern
2005-2006
Assisted with public outreach process to update the General Plan and to re -survey the Wilton Heights
Historic District. Compiled and presented various staff reports for the Historic Preservation Commission
and Planning Commission. Assisted in training volunteer interns.
Highlights
• land use and environmental planning public information
• discretionary case management • historic preservation
Education
Masters of Science, Leadership and Management
Bachelors of Science, Urban and Regional Planning
Minor in Geographic Information Systems
Affiliations
American Planning Association -Associate Member
California Preservation Foundation -Member
III. Estimated time devoted to this process:
University of Laverne, CA
California Polytechnic University
page 22
Jennifer Lilley, Contract Manager, Lead Facilitator 35% of time allocated to this project
Anne McIntosh, Project Manager, Facilitator 50% of time allocated to this project
IV. Estimated time devoted to this process: Jennifer and Anne have similar backgrounds and
approaches to the work they provide. They have worked in a similar teaming capacity on other
projects and are currently working as contract manager and project manager for the City of
Montebello. Marilyn and Kristi have worked with Jennifer for more than five years each. They have
gone through the same training on strategic planning efforts and have assisted and facilitated many
planning efforts for the firm. The team works well together and compliments each others strengths to
bring the best approach for the client.
V. Current Projects; We provide services currently to the cities of Lake Forest, Mission Viejo, Orange,
Costa Mesa, Huntington Beach, Westminster, Artesia, Bellflower, West Hollywood, Beverly Hills, Villa Park,
Fullerton, Pasadena, Placentia, San Gabriel, Montebello, Rancho Cucamonga, the County of San
Bernardino and Yorba Linda. We do not have an estimated construction value to the work that we
provide in that we offer services including facilitation, code enforcement, plan checking, building
inspection, land use planning services and CDBG and Housing Rehabilitation specialists. The following
clients have initiated multiple contracts with us and repeated their use of our services: Lake Forest,
Mission Viejo, Orange, Costa Mesa, Bellflower, West Hollywood, Beverly Hills, Fullerton, and San Gabriel.
G. Financial Standing
Audited Profit and Loss Statement: This document is being provided under a separate cover and is
confidential and proprietary information.
II Amounts and carriers of general and professional liability insurance: We are insured through
Traveler's Insurance Company. We carry General Liability in the amount of 2,000,000 per occurrence
and 4,000,000 aggregate and we have Professional Liability in the amount of 1,000,000 per occurrence
and 2,000,000 aggregate. We also carry commercial automobile and worker's compensation
insurance. All certificate can be provided upon request.
H. Exceptions to Standard Agreement
Any exceptions: We have none.
page 23