16-077 The Sports Management Group, Inc., Consultant Services for Business Process AnalysisAGREEMENT BETWEEN THE CITY OF CUPERTINO AND
THE SPORTS MANAGEMENT GROUP, INC. FOR CONSULTANT SERVICES
FOR BUSINESS PROCESS ANALYSIS
THIS AGREEMENT, for reference dated May 3 , 2016, is by and between CITY
OF CUPERTINO, a municipal corporation (hereinafter referred to as "City"), and
THE SPORTS MANAGEMENT GROUP, INC., a California Corporation, whose
address is 2607 7th Street, Suite B, Berkeley, CA 94 710 (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 Enterprise
Resource Planning upon the terms and conditions herein.
NOW, THEREFORE, it is mutually agreed by and between the undersigned
parties as follows:
1. TERM:
The term of this Agreement shall commence on May 3 , 2016, and shall te1minate
on September 30, 2016, unless terminated earlier or extended 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. This contract is for Business
Process Analysis -Onsite and Remote.
3. COMPENSATION TO CONSULTANT:
Consultant shall be compensated for services performed pursuant to this
Agreement in the amount not to exceed TWENTY THOUSAND DOLLARS
($20,000.00) consisting of the following: BUSINESS PROCESS ANALYSIS -
ONSITE AND REMOTE . Payment shall be made by checks drawn on the treasury of the
City, to be taken from the General Fund (Account: 100-60-601-700-702).
Payment will be made by the City in the following manner: On the first day of
each month, Consultant shall submit a written estimate of the total amount of work done
the previous month.
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4. 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.
5. INDEPENDENT PARTIES:
City and Consultant intend that the relationship between them created by this
Agreement is that of employer-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.
6. IMMIGRATION REFORM AND CONTROL ACT (IRCA):
Consultant assumes any and all responsibility for verifying the identity and
employment authorization of all of his/her employees perfo1ming 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.
7. 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.
8. HOLD HARMLESS: 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 performance 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 oflitigation.
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A. Claims for Professional Liability. Where the law establishes a standard of care
for Consultant's professional services , and to the extent the Consultant breaches
or fails to meet such established standard of care, or is alleged to have breached or
failed to meet such standard of care , 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 ,
that arise out of, pertain to , or relate to the negligence , recklessness , or willful
misconduct of 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.
B. Claims for Other Liability. 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 , that arise out of, pertain to , or relate to the performance 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 , expe1t fees and all other
costs and fees of litigation.
9. 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
paragraphs 9A , B , C, D and E. 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 .
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A. COVERAGE:
Consultant shall maintain the following insurance coverage :
(1) Workers' Compensation:
Statutory coverage as required by the State of California.
(2) Liability:
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 m 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 comm1ss10ns , 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
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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.
10. 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 form 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.
11 . 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 assignment , 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 assignment 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.
12. 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.
13. 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.
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14. 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) 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.
15. 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.
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16. 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
Quinlan Community Center
10185 N. Stelling Road
Cupertino CA 95014
Attention: Carol Atwood
All notices, demands , requests , or approvals from City to Consultant shall be
addressed to Consultant at :
The Sports Management Group
2607 ih Street, Suite B
Berkeley, CA 94710
Attention: Lauren Livingston
17. 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 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 terminating
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.
18. COMPLIANCES:
Consultant shall comply with all state or federal laws and all ordinances , rules and
regulations enacted or issued by City .
19 . 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.
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20. 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.
21 . 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 term, 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.
22 . 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.
23. 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 WITNESS WHEREOF, the parties have caused the Agreement to be executed .
CONSULTANT
The Sports Management Group
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Date: _H?U{ 2Ll 1 ~(~
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CITY OF CUPERTINO
A Municipal Corporation
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By: Carol Atv,rood eli"'l'sft'ri.u /ftl/Je-1
Title: Director of Recreation & Community
Services J ,1-n-/B1M 'J); rec;lvv'
Date : 5,,, ;)..'?-/le
RECOMMENDED FOR APPROVAL:
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By: David Brandt
Title: City Manager
APPROVED AS TO FORM:
~ ~y: Randolph Stevenson Hom
--\ L/'itle : City Attorney
By: Grace Schmidt I __ L.){ . { {?
Title: City Clerk L9
EXHIBIT A
City of Cupertino
Software Processes Audit
Professional Services Proposal
Thank you for the opportunity to discuss the department's next step as it prepares for the
installation and integration of new management software. This investment in technology can
provide staff efficiencies, increase revenues, reduce costs, and improve customer services .
Implementing proper processes and policies to support the software upgrades are vitally
important to achieve the benefits that are envisioned.
This is the time to conduct an audit of existing practices to support the software transition and
streamline overall department efforts and resources. Our assessment approach will be to identify,
prioritize, and recommend strategies that are critical to the overall department operational model
and processes.
The Sports Management Group's understanding of the study objectives is as follows:
Review established policies and procedures regarding program registration and facility
rentals
Gain an understanding of the existing processes that have been implemented
• Ensure that appropriate accounting of revenues and expenditures is occurring
• Provide a critical assessment to streamlining processes for staff and customers
Create a learn ing culture regarding software applications
We understand the schedule for this effort is from mid-May to the end of June based on the
Perfect Mind Software installation and launch.
Launch mid-May for conversion to Perfect Mind Software
• Complete process audit by end of June
Work Plan
The Work Plan that follows describes the requested processes assessment for your
considera tion.
1.0 Project Initiation
A. Project Scope Refinement
The Sports Management Group (TSMG) will participate in a "k ick-off' meeting with City Staff to
discuss and refine the proposed scope and schedule for the project.
• Confirm project goals and objectives
Identify major processes to audit for efficiencies
Establish communications plan and discuss outreach with facility/program staff
• Meet key city staff
• Refine specific tasks
• Establis h milestone dates including meetings and presentations
• Confirm the sequence of work and integration with Perfect Mind Software
T H E
Sports lVIanagement
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• G ~ 0 U P . ~
City of Cupertino
Software Processes Audit
Professional Services Proposal
B. Data Collection and Synthesis
A list of requested documents will be sent to city staff prior to the meeting. We will review existing
information that will provide important project background and understanding including but not
limited to the Department policies and procedures manual , existing facility rental information, new
program registration system , program participation data collected for report purposes, Perfect
Mind Software website pages, and other pertinent reports and studies.
The purpose of document review and existing procedures is to identify critical areas for review
during the software conversion and workflow processes visits. The analysis will identify critical
areas for efficient work systems to enhance customer service performance standards.
Meetings: One (1) Meeting with Consultant and City Team. Optional: videoconference.
2.0 Technology Process Analysis
TSMG will visit, observe , and record facility rental and program registrations processes with staff
at pre-determined city locations (maximum 4) to view and analyze registration and rental
processes and customer service interactions based on computer systems. The key focus is to
identify areas of improvement to address efficiencies and work flow. The analysis outcome will be
to identify critical areas for efficiency review to establ ish standards in customer service and
efficient work systems.
Test new software
• Audit major processes for efficiencies and streamlining
• Review and test facility rentals processes
Review and test program registration processes
Observe service delivery practices
• Audit real time financial accounting
During the facility visits , TSMG will conduct test program registrations and facility reservations .
Interviews with staff performing these functions during the site visits will be conducted to outline
challenges and opportunities as expressed by staff. Observation of processes and correlation
w ith established procedures will be documented.
Site visit: Maximum 4 sites during day visit
T H E
Sports l\tlanagement
I . G R 0 U P . ~
2
City of Cupertino
Software Processes A udit
Professional Services Proposal
3.0 Website Strategies and Policy
Review the website for clear navigation and intuitive/user-friendly systems in the pursuit of
enhanced communication and collaboration between staff and facilities . Focus on streamlined
and transparent processes from the public point of view for ease of registration, rentals, and
response to inquires.
Based o n our experience with operational start~ups, TSMG will analyze the website from a
comm un ity member's perspective to include :
• Systems in place
• Review of landing pages (customer friendly , ease of use)
• Flow of informat ion
Contacts availability
4.0 Technology Provision Analysis
Using the info rmation gathered from site visits observations, staff interviews , and documentation
review, The Sports Management Group will analyze the effectiveness of current processes to
effectively meet community demand and achieve resident satisfaction . TSMG will identify known
deficiencies , strengths, and challenges regarding the ability to support new technology systems
and provide best practices as examples.
De liverable : Establish list of recommendations for processes , polic ie s , and website launch.
5.0 Recommendations and Action Plan
TSMG will prepare a written report that documents the research, findings , and recommendations
of the Study. The list of reco mmendatio ns will focus on saving time and resources through
review of:
• Cumbersome and time consuming processes
• Overly comple x process ; realist ic transparent approach
Lack of flexibility and respons iveness to changing conditions
T his effort will be to improve the process and organizational efficiency and incorporate the new
software capabilities, such as course eligi bi lity ma nagement (age, ability , etc.).
Deliverab le : Findings Report with recommendations and action plan
Fee for Professional Service $17 ,680
Reimbursable Expense Not to Exceed $400
Actual expense fo r travel plus a 1.1 mark-up for admi nistration
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Sports iVlanagement .• .. :····
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