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15-055 Tripepi Smith and Associates, Inc for Communications and Brand Assessment 20jS� u� � AGREEMENT BETWEEN THE CITY OF CUPERTINO AND TRIPEPI SMITH AND ASSOCIATES, INC. FOR CONSULTANT SERVICES FOR COMMUNICATIONS AND BRAND ASSESSMENT THIS AGREEMENT, for reference dated June, 1, 2015, is by and between CITY OF CUPERTINO, a municipal corporation (hereinafter referred to as "City"), and Tripepi Smith and Associates, Inc., a California corporation whose address is PO Box 52512, Irvine, CA, 92619 (hereinafter referred to as "Consultant"), and is made with reference to the following: RECITALS: A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the Constitution and the statutes of the State of California and the Cupertino Municipal Code. B. Consultant is specially trained, experienced and competent to perform the special services which will be required by this Agreement; and C. Consultant possesses the skill, experience, ability, background, certification and knowledge to provide the services described in this Agreement on the terms and conditions described herein. D. City and Consultant desire to enter into an agreement for upon the terns and conditions herein. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM: The tern of this Agreement shall commence on June, 1 st, 2015 and shall terminate on June 1 st, 2016, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED: Consultant shall perform each and every service set forth in Exhibit "A" which is attached hereto and incorporated herein by this reference. 3. COMPENSATION TO CONSULTANT: Consultant shall be compensated for services performed pursuant to this Agreement in the amount set forth in Exhibit "A" which is attached hereto and incorporated herein by this reference. Total contract is not to exceed $24,500 . 4. TIME IS OF THE ESSENCE: Consultant and City agree that time is of the essence regarding the performance of this Agreement. 5. STANDARD OF CARE: Consultant agrees to perform all services hereunder in a manner commensurate with the prevailing standards of like professionals in the San Francisco Bay Area and agrees that all services shall be performed by qualified and experienced personnel who are not employed by the City nor have any contractual relationship with City. 6. INDEPENDENT PARTIES: City and Consultant intend that the relationship between them created by this Agreement is that of an independent contractor. The manner and means of conducting the work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the express terms of this Agreement. No civil service status or other right of employment will be acquired by virtue of Consultant's services. None of the benefits provided by City to its employees, including but not limited to, unemployment insurance, workers' compensation plans, vacation and sick leave are available from City to Consultant, its employees or agents. Deductions shall not be made for any state or federal taxes, FICA payments, PERS payments, or other purposes normally associated with an employer-employee relationship from any fees due Consultant. Payments of the above items, if required, are the responsibility of Consultant. 7. IMMIGRATION REFORM AND CONTROL ACT (IBCA): Consultant assumes any and all responsibility for verifying the identity and employment authorization of all of his/her employees performing work hereunder, pursuant to all applicable IRCA or other federal, or state rules and regulations. Consultant shall indemnify and hold City harmless from and against any loss, damage, liability, costs or expenses arising from any noncompliance of this provision by Consultant. 8. NON-DISCRIMINATION: Consistent with City's policy that harassment and discrimination are unacceptable employer/employee conduct, Consultant agrees that harassment or discrimination directed toward a job applicant, a City employee, or a citizen by Consultant or Consultant's employee or subcontractor on the basis of race, religious creed, color, national origin, ancestry, handicap, disability, marital status, pregnancy, sex, age, or sexual orientation will not be tolerated. Consultant agrees that any and all violations of this provision shall constitute a material breach of this Agreement. 9. HOLD HARMLESS: Indemnification: Consultant shall, to the fullest extent allowed by law, with respect to all services performed in connection with the Agreement, indemnify, defend, and hold harmless the City and its officers, officials, agents, employees and volunteers from and against any and all liability, claims, actions, causes of action or demands whatsoever against any of them, including any injury to or death of any person or damage to property or other liability of any nature, whether physical, emotional, consequential or otherwise, arising out, pertaining to, or related to the perfoirriance of this Agreement by Consultant or Consultant's employees, officers, officials, agents or independent contractors. Such costs and expenses shall include reasonable attorneys' fees of counsel of City's choice, expert fees and all other costs and fees of litigation. Consultant shall not be obligated under this Agreement to indemnify City to the extent that the damage is caused by the sole negligence or willful misconduct of City, its agents or employees. Consultant's liability is limited to the total coverage of Consultant's insurance coverage. 10. INSURANCE: On or before the commencement of the term of this Agreement, Consultant shall furnish City with certificates showing the type, amount, class of operations covered, effective dates and dates of expiration of insurance coverage in compliance with the requirements below. Such certificates, which do not limit Consultant's indemnification, shall also contain substantially the following statement: "Should any of the above insurance covered by this certificate be canceled or coverage reduced before the expiration date thereof, the insurer affording coverage shall provide thirty(30) days' advance written notice to the City of Cupertino by certified mail, Attention: City Manager." It is agreed that Consultant shall maintain in force at all times during the performance of this Agreement all appropriate coverage of insurance required by this Agreement with an insurance company that is acceptable to City and licensed to do insurance business in the State of California. Endorsements naming the City as additional insured shall be submitted with the insurance certificates. A. COVERAGE: Consultant shall maintain the following insurance coverage: (1) Workers' Compensation: Statutory coverage as required by the State of California. (2) Liabili Commercial general liability coverage in the following minimum limits: Bodily Injury: $500,000 each occurrence $1,000,000 aggregate- all other Property Damage: $100,000 each occurrence $250,000 aggregate If submitted, combined single limit policy with aggregate limits in the amounts of$1,000,000 will be considered equivalent to the required minimum limits shown above. (3) Automotive: Comprehensive automotive liability coverage in the following minimum limits: Bodily Injury: $500,000 each occurrence Property Damage: $100,000 each occurrence or Combined Single Limit: $500,000 each occurrence (4) Professional Liability: Professional liability insurance which includes coverage for the professional acts, errors and omissions of Consultant in the amount of at least$1,000,000. B. SUBROGATION WAIVER: Consultant agrees that in the event of loss due to any of the perils for which he/she has agreed to provide comprehensive general and automotive liability insurance, Consultant shall look solely to his/her insurance for recovery. Consultant hereby grants to City, on behalf of any insurer providing comprehensive general and automotive liability insurance to either Consultant or City with respect to the services of Consultant herein, a waiver of any right to subrogation which any such insurer of said Consultant may acquire against City by virtue of the payment of any loss under such insurance. C. FAILURE TO SECURE: If Consultant at any time during the term hereof should fail to secure or maintain the foregoing insurance, City shall be permitted to obtain such insurance in the Consultant's name or as an agent of the Consultant and shall be compensated by the Consultant for the costs of the insurance premiums at the maximum rate permitted by law and computed from the date written notice is received that the premiums have not been paid. D. ADDITIONAL INSURED: City, its City Council,boards and commissions, officers, employees and volunteers shall be named as an additional insured under all insurance coverages, except any professional liability insurance, required by this Agreement. The naming of an additional insured shall not affect any recovery to which such additional insured would be entitled under this policy if not named as such additional insured. An additional insured named herein shall not be held liable for any premium, deductible portion of any loss, or expense of any nature on this policy or any extension thereof. Any other insurance held by an additional insured shall not be required to contribute anything toward any loss or expense covered by the insurance provided by this policy. E. SUFFICIENCY OF INSURANCE: The insurance limits required by City are not represented as being sufficient to protect Consultant. Consultant is advised to confer with Consultant's insurance broker to determine adequate coverage for Consultant. 11. CONFLICT OF INTEREST: Consultant warrants that it is not a conflict of interest for Consultant to perform the services required by this Agreement. Consultant may be required to fill out a conflict of interest fonn if the services provided under this Agreement require Consultant to make certain governmental decisions or serve in a staff capacity as defined in Title 2, Division 6, Section 18700 of the California Code of Regulations. 12. PROHIBITION AGAINST TRANSFERS: Consultant shall not assign, sublease, hypothecate, or transfer this Agreement, or any interest therein, directly or indirectly, by operation of law or otherwise, without prior written consent of City. Any attempt to do so without said consent shall be null and void, and any assignee, sublessee, hypothecate or transferee shall acquire no right or interest by reason of such attempted assigiunent, hypothecation or transfer. However, claims for money by Consultant from City under this Agreement may be assigned to a bank, trust company or other financial institution without prior written consent. Written notice of such assignnent shall be promptly furnished to City by Consultant. The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner or joint venturer or syndicate member or cotenant, if Consultant is a partnership or joint venture or syndicate or cotenancy, which shall result in changing the control of Consultant, shall be construed as an assignment of this Agreement. Control means fifty percent (50%) or more of the voting power of the corporation. 13. SUBCONTRACTOR APPROVAL: Unless prior written consent from City is obtained, only those people and subcontractors whose names and resumes are attached to this Agreement shall be used in the performance of this Agreement. In the event that Consultant employs subcontractors, such subcontractors shall be required to furnish proof of workers' compensation insurance and shall also be required to carry general, automobile and professional liability insurance in reasonable conformity to the insurance carried by Consultant. In addition, any work or services subcontracted hereunder shall be subject to each provision of this Agreement. 14. PERMITS AND LICENSES: Consultant, at his/her sole expense, shall obtain and maintain during the term of this Agreement, all appropriate permits, certificates and licenses including, but not limited to, a City Business License, that may be required in connection with the performance of services hereunder. 15. REPORTS: A. Each and every report, draft, work product,map, record and other document, hereinafter collectively referred to as "Report", reproduced, prepared or caused to be prepared by Consultant pursuant to or in connection with this Agreement, shall be the exclusive property of City. Consultant shall not copyright any Report required by this Agreement and shall execute appropriate documents to assign to City the copyright to Reports created pursuant to this Agreement. Any Report, information and data acquired or required by this Agreement shall become the property of City, and all publication rights are reserved to City. Consultant may retain a copy of any report furnished to the City pursuant to this Agreement. B. All Reports prepared by Consultant may be used by City in execution or implementation of.- (1) f:(1) The original Project for which Consultant was hired; (2) Completion of the original Project by others; (3) Subsequent additions to the original project; and/or (4) Other City projects as appropriate. C. Consultant shall, at such time and in such form as City may require, furnish reports concerning the status of services required under this Agreement. D. All Reports required to be provided by this Agreement shall be printed on recycled paper. All Reports shall be copied on both sides of the paper except for one original, which shall be single sided. E. No Report, information or other data given to or prepared or assembled by Consultant pursuant to this Agreement shall be made available to any individual or organization by Consultant without prior approval by City;unless such materials are made public by presentation at a city council meeting or included in publicly accessible online records. 16. RECORDS: Consultant shall maintain complete and accurate records with respect to sales, costs, expenses, receipts and other such information required by City that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible. Consultant shall provide free access to such books and records to the representatives of City or its designees at all proper times, and gives City the right to examine and audit same, and to make transcripts therefrom as necessary, and to allow inspection of all work, data, documents,proceedings and activities related to this Agreement. Such records, together with supporting documents, shall be kept separate from other documents and records and shall be maintained for a period of three (3) years after receipt of final payment. If supplemental examination or audit of the records is necessary due to concerns raised by City's preliminary examination or audit of records, and the City's supplemental examination or audit of the records discloses a failure to adhere to appropriate internal financial controls, or other breach of contract or failure to act in good faith, then Consultant shall reimburse City for all reasonable costs and expenses associated with the supplemental examination or audit. 17. NOTICES: All notices, demands, requests or approvals to be given under this Agreement shall be given in writing and conclusively shall be deemed served when delivered personally or on the second business day after the deposit thereof in the United States Mail, postage prepaid, registered or certified, addressed as hereinafter provided. All notices, demands, requests, or approvals from Consultant to City shall be addressed to City at: City of Cupertino 10300 Torre Ave. Cupertino CA 95014 Attention: Rick Kitson All notices, demands, requests, or approvals from City to Consultant shall be addressed to Consultant at: Tripepi Smith and Associates, Inc PO Box 52152 Irvine, CA 92619 Attention: Ryder Todd Smith 18. TERMINATION: In the event Consultant fails or refuses to perform any of the provisions hereof at the time and in the manner required hereunder, Consultant shall be deemed in default in the performance of this Agreement. If such default is not cured within within the time specified after receipt by Consultant from City of written notice of default, specifying the nature of such default and the steps necessary to cure such default, City may terminate the Agreement forthwith by giving to the Consultant written notice thereof. City shall have the option, at its sole discretion and without cause, of tenninating this Agreement by giving seven (7) days'prior written notice to Consultant as provided herein. Upon termination of this Agreement, each party shall pay to the other party that portion of compensation specified in this Agreement that is earned and unpaid prior to the effective date of termination. 19. COMPLIANCES: Consultant shall comply with all state or federal laws and all ordinances, rules and regulations enacted or issued by City. 20. CONFLICT OF LAW: This Agreement shall be interpreted under, and enforced by the laws of the State of California excepting any choice of law rules which may direct the application of laws of another jurisdiction. The Agreement and obligations of the parties are subject to all valid laws, orders, rules, and regulations of the authorities having jurisdiction over this Agreement (or the successors of those authorities.) Any suits brought pursuant to this Agreement shall be filed with the courts of the County of Santa Clara, State of California. 21. ADVERTISEMENT: Consultant shall not post, exhibit, display or allow to be posted, exhibited, displayed any signs, advertising, show bills, lithographs, posters or cards of any kind pertaining to the services performed under this Agreement unless prior written approval has been secured from City to do otherwise. City agrees to consider cooperating in production of a mutually agreeable news announcement about the delivered scope of services under this Agreement. 22. WAIVER: A waiver by City of any breach of any term, covenant, or condition contained herein shall not be deemed to be a waiver of any subsequent breach of the same or any other teen, covenant, or condition contained herein, whether of the same or a different character. 22. INTEGRATED CONTRACT: This Agreement represents the full and complete understanding of every.kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions hereof. Any modification of this Agreement will be effective only by written execution signed by both City and Consultant. 23. INSERTED PROVISIONS: Each provision and clause required by law to be inserted into the Agreement shall be deemed to be enacted herein, and the Agreement shall be read and enforced as though each were included herein. If through mistake or otherwise, any such provision is not inserted or is not correctly inserted, the Agreement shall be amended to make such insertion on application by either party. 24. CAPTIONS: The captions in this Agreement are for convenience only, are not a part of the Agreement and in no way affect, limit or amplify the terms or provisions of this Agreement. IN WI-CNESS WHEREOF, the parties have caused the Agreement to be executed- ' TRIPCPI SMITH AND ASSOCIATES, INC: CITY OF CUPS "-I A California Corporation n' • pal Co ati By Ryder`fodd Smith By ick Kitson Title President _ Title Public Affairs Director Date 61�,��— Datc_6/312015_ RECOhllviENDEC) FOR APPROVAL, Title APP OVED AS TO FORNt: City Attorney A17EST: City Clerk Exhibit A Communications and Brand Assessment Tripepi Smith review all City communication activities,as they related to public outreach, education and engagement including: the website, newsletters, press releases, content generation processes, editorial calendar development processes, street banners, radio stations, public access television stations, and social media channels. Tripepi Smith will document the communications processes and platforms at the City and each department's perception of their role in the communications development process. The documentation will be delivered in a report format produced in Microsoft Word. This will include an assessment of electronic communications, including the City website and social media outlets, metrics associated with these outlets, and a feature review of capabilities.. Contractor shall perform the following: Discovery Phase (3 weeks): 1. Prepare a work plan subject to review and approval by the City Manager or his designee. The work plan will affirm the scope of the engagement, the activities to be conducted during the discovery phase, the estimated timeline for milestone deliveries and plans for who will be interviewed. 2. Interview city staff, contractors, officials (as identified by City), staff at sister agencies and community stakeholder on their perceptions of City communications and their relative role in those communications. Interviews shall include questions relating to the Cupertino brand. 3. Tripepi Smith shall interview up to 40 people for the Discovery Phase 4. City Staff will be responsible for scheduling interviews during the identified week of the onsite Discovery Phase work. 5. Conduct a-website analysis During Reporting Phase (5 weeks) 1. Prepare a draft report with findings and recommendations for the City to review. Consultant shall perform additional research as needed as determined by the City related to items within scope of the Assessment. a. City will provide timely feedback on the draft report so as to ensure reasonable adherence to Work Plan timelines. 2. Prepare and deliver a final report for City staff and/or City Council, as determined by the City. Recommendations shall include: a. An assessment of the Cupertino brand including observations on the brand perceptions of the City, areas for improvement of the brand and discussion on methods for reaffirming the City's brand with stakeholders. Proposed recommendations to improve the City's communication processes, if any; b. Identify strategies for new communications models or platforms for the City such as electronic newsletter platforms (MindMixer, Constant Contact) or leveraging existing platforms the City may already own but not fully use. 3. Prepare for, attend, and present the final report and findings to the Cupertino City Council at a Council meeting. City will provide: 1. A conference room at City Hall or other City location to meet with City staff and interview appropriate parties. 2. Scheduling of meetings with City staff, councilmembers, community agency partners and residents focused during the week of the onsite Discovery Phase. Tripepi Smith will execute a five-day onsite engagement to start the Discovery Phase. Follow up visits may be required to complete trailing interviews. For purposes of the identified travel budget, a TSA Principal will be onsite for up to three key meetings with the City, if requested. Those will include participation in the onsite Discovery Phase, and a meeting(s) with staff and/or Council to present findings. Tripepi Smith Hourly Rates The following hourly rates will apply for any requested work beyond the scope of the above defined process. TSA Principal - $190/Hour TSA Senior Business Analyst - $105 /Hour TSA Business Analyst - $85 /Hour TSA Junior Business Analyst- $55 /Hour TSA Photographer/Cameraman/Editor- $85 /Hour(Not including equipment fees) Graphic Artist- $85 /Hour All rates are subject to a 5% annual cost increase upon the one-year anniversary of any engagement. Travel time is billed for ad hoc work at half rates if prior approval is received from client (travel time for assessment related work is not billable). Project Execution Cost The following costs were derived from the hourly rates above and the anticipated labor required to execute the concepts outlined in the RFP response. Communications Assessment Process $19,250 -Staff Interviews $2,250 Travel Allowance -Public Interviews $3,000 Lightweight Brand Assessment -Council Interviews FIXED PRICE TOTAL: $24,500 -Report Payment Schedule: 20% at Kickoff, 20% at -Website Analysis Onsite Discovery Completion, 20% at Draft -Presentation of Results to Staff Report Delivery& 20% at Client -Presentation of Results to Council Acceptance of Final Report &20% after Council and/or Staff Presentation within 6 Weeks of Final Report Acceptance. All payments to Tripepi Smith are Net 30 days from date of the Invoice. Payments for milestones achieved will be invoiced as follows: 20% at Kickoff- Defined as the moment Tripepi Smith and the City sign the contract. Tripepi Smith will invoice the first milestone payment immediately upon signing the Agreement. 20% at Discovery Completion- Completion of interviews with a maximum of 40 people including city staff, council, sister agency representatives, and citizens. This may include phone interviews to address people who were unavailable in the course of the onsite week of discovery. Once completed, Tripepi Smith will invoice for the second milestone payment plus any incurred but unbilled travel expenses. 20% at Draft Report Delivery—Once the City receives a first draft of the report, in electronic forinat, delivered via email, Tripepi Smith will invoice for the third milestone plus any incurred but unbilled travel expenses. 20% at Client Acceptance of Final Report—Upon completing iterations of feedback on the report, Tripepi Smith will deliver a final report in electronic format. Once emailed, Tripepi Smith will invoice for the fourth milestone plus any incurred but unbilled travel expenses. 20% after the Council and/or Staff Presentation within 6 Weeks of Final Report Acceptance - Staff/Council presentation is scheduled by City and Tripepi Smith will deliver a 30 minute presentation plus Q&A on the Assessment and findings. Staff will schedule the presentation to happen within six weeks of delivery of the final draft of the Report. Tripepi Smith will invoice upon completion of the presentation or at six weeks after delivery of Final Report, whichever happens first.