Loading...
HomeMy WebLinkAboutResolution 2020-111 N.C.S. 07/06/2020Resolution No. 2020-111 N.C.S. of the City of Petaluma, California RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH DAILY ACTS FOR OUTREACH SERVICES FOR THE WATER CONSERVATION AND STORM WATER PROGRAM WHEREAS, the Water Demand and Supply Analysis, developed in support of the 2025 General Plan, recommended a cost-effective water conservation program that met sustained water offset requirements; and WHEREAS, the Water Conservation Plan was adopted by the City Council in 2008 and has been developed to offset supply by 448 million gallons per year, with nineteen water conservation measures; and WHEREAS, the City of Petaluma's water conservation program is designed to improve the water use efficiency of its customers by offering innovative conservation programs; and WHEREAS, the City of Petaluma's storm water program is required by the State Water Resources Control Board to meet the requirements of Section E.7.a. of the Phase II Small Municipal Separate Storm Sewer Systems (MS4) General Permit; and WHEREAS, this action is consistent with the Council Goal of "Our Environmental Legacy," Objective 1 "Preserve and Protect Petaluma's Environment with Smart and Efficient use of Resources"; and WHEREAS, the ongoing water conservation and storm water pollution prevention education outreach program assists residential, commercial, industrial and institutional customers in conserving water and preventing storm water pollution and will help the City meet the requirements of the Water Conservation Plan, the General Plan 2025, the Urban Water Management Plan 2015 and the National Pollutant Discharge Elimination System MS4 permit; and WHEREAS, funding for this education and outreach program will come from the budgets for the City of Petaluma's water conservation and storm water programs; and WHEREAS, Daily Acts, a local non-profit educational organization, has successfully managed and implemented the City's water conservation education outreach activities since 2006 and storm water outreach since 2014 and has demonstrated their organization to be a leader in environmental education and outreach in the region; and WHEREAS, on June 5, 2017, the City awarded a contract with Daily Acts for three years in an amount not to exceed $72,856.50 per year; and WHEREAS, the option to extend the current contract in lieu of executing a new agreement was not considered as the scope of work has changed and Daily Act's labor rates have increased; and Resolution No. 2020-111 N.C.S. Page 1 WHEREAS, a bidding process for the outreach needs was not pursued because Daily Acts' performance has been exemplary, they submitted the only proposal when staff put the project out for bid in 2014, they are uniquely suited to provide the level of professional support outlined in the scope of services, and they perform similar outreach needs for the surrounding municipalities; and WHEREAS, City staff, upon careful review of the submitted proposal for completeness and competency, recommends execution of a Professional Services Agreement with Daily Acts for outreach services for the water conservation and storm water programs. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Petaluma hereby authorizes the City Manager to execute the Professional Services Agreement with Daily Acts for Outreach Services for the Water Conservation and Storm Water Programs attached as Exhibit A to this resolution and incorporated herein by reference in an amount not to exceed $117,152.00 per year for a three year term terminating June 30, 2023, upon provision of certificates of insurance and other required documentation acceptable to the City Attorney and City Risk Manager. Under the power and authority conferred upon this Council by the Charter of said City. REFERENCE: I hereby certify the foregoing Resolution was introduced and adopted by the Appr d to Council of the City of Petaluma at a Regular meeting on the 01 day of July 2020, by or the following vote: 6 AYES: Mayor Barrett; Vice Mayor Fischer; Healy; Kearney; King; McDonnell; Miller NOES: None ABSENT: None ABSTAIN: None ATTEST: Eua� &n� City Clerk Resolution No. 2020-111 N.C.S. Mayor City Attorney Page 2 Exhibit A to Resolution PROFESSIONAL SERVICES AGREEME NT Outreach Services for the Water Conservation and Stormwater Programs (Title of Project) FY 20/21 Fund # 6700 Cost Center 67200 Object Code Project # 54130 Amount $93,722 For multi-year contracts or contracts with multiple accounts: FY 20/21 Fund # 6800 Cost Center 68100 Object Cade Project # 54140 Amount $23,430 FY 21/22 Fund # 6700 Cost Center 67200 Object Code Project # 54130 Amount $93,722 FY 21/22 Fund # 6800 Cost Center 68100 Object Code Project# 54140 Amount $23,430 FY 22/23 Fund # 6700 Cost Center 67200 Object Code Project # 54130 Amount $93,722 FY 22/23 Fund # 6800 Cost Center 68100 Object Code Project # 54140 Amount $23,430 THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is entered into and effective as of , 20 ("Effective Date"), by and between the City of Petaluma, a (city use only) municipal corporation and a charter city ("City") and Daily Acts, a local not-for-profit envrionmental education awareness organization ("Contractor") (collectively, the "Parties"). WHEREAS, the Parties enter into this Agreement for the purpose of Contractor providing professional services to City under the terms and conditions set forth herein. THEREFORE, in consideration of the mutual covenants contained in this Agreement, the Parties agree as follows: 1. Services. Contractor shall provide the services as described in and in accordance with the schedule set forth in Exhibit "A" attached hereto and incorporated herein ("Services"). 2. Compensation; Business Tax Certificate. A. For the full performance of the Services as described herein, City shall compensate Contractor in accordance with the rates specified in Exhibit A. B, Contractor shall submit detailed monthly invoices reflecting all services performed during the preceding month and including a revised schedule for performance and additional documentation requested by City, as applicable. C. Contractor shall be compensated for services in addition to those described in Exhibit A, only if Contractor and City execute a written amendment to this Agreement describing the additional services to be performed and the compensation to be paid for such services. In no case shall the total compensation under this Agreement exceed $117,152.00 without prior written authorization of the City Manager, Further, no compensation for a section or work program component attached with a specific budget shall be exceeded without prior written authorization of the City Manager. D. Notwithstanding any provision herein, Contractor shall not be paid any compensation until such time as Contractor has on file with the City Finance Department a current W-9 form available from the IRS website (wwWJrs.goy) and has obtained a currently valid Petaluma business tax certificate. Resolution No. 2020-111 N.C.S. Page 3 E. City's obligation to pay compensation to Contractor as provided herein is contingent upon Contractor's performance of the Services pursuant to the terms and conditions of this Agreement and any amendments thereto. Term. The term of this Agreement commences on the Effective Date and terminates on June 30, 2023, unless sooner terminated in accordance with Section 4. Upon termination, any and all of City's documents or materials provided to Contractor and any and all of the documents or materials prepared for City or relating to the performance of the Services, shall be delivered to the City as soon as possible, but not later than fourteen (14) days after termination of the Agreement. 4. Termination. City may terminate this Agreement without cause upon ten (10) days' written notice, City may immediately terminate or suspend this Agreement for cause. Cause for immediate termination or suspension shall include, but not be limited to, any breach of this Agreement by Contractor or Contractor's bankruptcy or insolvency. Upon receipt of notice of termination or suspension for cause, Contractor shall immediately stop all work in progress under this Agreement. In the event of early termination of this Agreement by City, Contractor shall be entitled to payment for all Services performed to the date of termination to the extent such Services were performed to the satisfaction of City in accordance with the terms and conditions of this Agreement, if City terminates this Agreement for cause, Contractor shall be liable to City for any excess cost City incurs for completion of the Services. 5. Contractor's Representation; Independent Contractor. Contractor represents that Contractor possesses distinct professional skills in performing the Services. City has relied upon said representation as a material inducement to enter into this Agreement. Contractor shall, therefore, provide properly skilled professional and technical personnel to perform all Services under this Agreement. It is expressly understood that Contractor and its agents and employees, shall act in an independent capacity and as an independent contractor and not as officers, employees or agents of City. This Agreement shall not be construed as an agreement for employment. 6, Facilities and Equipment. Contractor shall, at its sole cost and expense, furnish all facilities and equipment that may be required for furnishing Services pursuant to this Agreement. City shall furnish to Contractor no facilities or equipment, unless the City otherwise agrees in writing to provide the same, 7. Licenses, Permits, Etc. Contractor shall, at Contractor's sole cost and expense, keep in effect at all times during the term of this Agreement any licenses, permits or other such approvals which are legally required for performing the Services. 8. Time. Contractor shall devote such time to the performance of the Services as may be reasonably necessary for satisfactory performance of Contractor's obligations pursuant to this Agreement. 9. Inspection. Contractor shall provide the City every reasonable opportunity to ascertain that the Services are being performed in accordance with the requirements and intentions of this Agreement. All work done, and materials furnished, if any, shall be subject to Resolution No. 2020-111 N.C.S. Page 4 inspection and approval by the City. The inspection of such work shall not relieve Contractor of any of its obligations pursuant to this Agreement. 10. Progress Reports. Upon the City's request, Contractor shall provide, in a form acceptable to City, written progress reports of all oral and written observations, opinions, recommendations, analyses, progress and conclusions related to Contractor's performance of the Services. 11, Confidentiality. In the course of Contractor's employment, Contractor may have access to trade secrets and confidential information, disclosure of which is protected or limited by law. Contractor shall not directly or indirectly disclose or use any such confidential information, except as required for the performance of the Services. 12. Conflict of Interest. Contractor represents that it presently has no interest, and covenants that it shall not acquire any interest, direct or indirect, financial or otherwise, which would conflict in any manner or degree with the performance of the Services hereunder, Contractor further covenants that, in the performance of this Agreement, it shall not employ any subcontractor or person having such a conflict of interest. Contractor represents that no one who has or will have any financial interest under the Agreement is an officer or employee of City. If such conflict of interest arises during this Agreement or any extension, Contractor will immediately advise City and City may, at its sole discretion, immediately terminate this Agreement. Certain Contractors are subject to the requirements, including the disclosure and reporting requirements, of the City's Conflict of Interest Code adopted pursuant to the Political Reform Act. Such Contractors subject to the City's Conflict of Interest Code include those whose work may involve: making government decisions regarding approval or adoption of rates, rules, or regulations, action on permits or other applications, authorization to enter into or modify contracts, or approval of plans, designs, reports, or studies. Contractor agrees to comply fully with all such requirements to the extent they apply to Contractor's performance of the Services. 13, Contractor No Agent. Except as City may specify in writing, Contractor shall have no authority, express or implied, to act on behalf of City in any capacity whatsoever as an agent. Contractor shall have no authority, express or implied, pursuant to this Agreement to bind City to any obligation whatsoever. 14. Standard of Performance. Contractor shall perform all the Services in a manner consistent with the standards of Contractor's profession. All instruments of service of whatsoever nature, which Contractor delivers to City pursuant to this Agreement, shall be prepared in a substantial, workmanlike manner and conform to the standards of Contractor's profession. All such instruments of service shall become the sole and exclusive property of City upon delivery of the same, 15. Assignment/Transfer. No assignment or transfer in whole or in part of this Agreement shall be made without the prior written consent of City. 16. 8ubeontractors. Contractor shall directly perform all Services, and shall not subcontract any portion of performance of the Services without the prior written consent of City. Any such subcontractors shall be required to comply, to the full extent applicable, with Resolution No. 2020-111 N.C.S. Page 5 the terms and conditions of this Agreement, including but not limited to, procuring and maintaining insurance coverage as required herein and which shall name City as an additional insured. 17. Compliance With All Laws. Contractor shall fully comply with all applicable local, state and federal rules, laws, regulations and ordinances pertaining to the performance of the Services required hereunder, including but not limited to, the California Building Standards Code as in effect in the City, the Americans with Disabilities Act, and any laws and regulations related to any copyright, patent, trademark or other intellectual property right involved in performance of the Services. Contractor's failure to comply with any law(s) or regulation(s) applicable to the performance of the Services hereunder shall constitute a material breach of this Agreement. To the extent that any other government agency or entity provides compensation for any Services, Contractor shall comply with all rules and regulations applicable to such fiscal assistance. 18. Living Wage Ordinance. Without limiting the foregoing Section 17, Contractor shall comply fiilly with all applicable requirements of Petaluma Municipal Code, Chapter 8,36, Living Wage (the "Living Wage Ordinance"), as the same may be amended from time to time, Upon the City's request Contractor shall promptly provide to the City documents and information verifying Contractor's compliance with the requirements of the Living Wage Ordinance, and shall within fifteen (15) calendar days of the Effective Date of this Agreement, notify each of its affected employees as to the amount of wages and time off that are required to be provided to them pursuant to the Living Wage Ordinance. The Acknowledgement and Certification Pursuant to City of Petaluma Living Wage Ordinance, attached to this Agreement as Exhibit C, shall be a part of this Agreement for all purposes, and Contractors that are subject to Living Wage Ordinance requirements, as determined by the City, must provide a properly completed Exhibit C in accordance with the requirements of the Living Wage Ordinance. Contractor's noncompliance with the applicable requirements of the Living Wage Ordinance shall constitute cause for City's termination of this Agreement pursuant to Section 4 hereof. 19, Discrimination. During the performance of this Agreement, Contractor shall not discriminate against any employee or applicant for employment because of race, religion, creed, color, national origin, ancestry, gender, sexual orientation, age or physical or mental disability in violation of any applicable law. 20, Notice. Except as otherwise specified in this Agreement, all notices to be sent pursuant to this Agreement shall be made in writing and sent to the Parties at their respective addresses specified below or to such other address as a Party may designate by written notice delivered to the other Party in accordance with this Section. All such notices shall be sent by: (i) personal delivery, in which case notice is effective upon delivery; (ii) certified or registered mail, return receipt requested, in which case notice shall be deemed delivered on receipt if delivery is confirmed by a return receipt; (iii) nationally recognized overnight courier, with charges prepaid or charged to the sender's account, in which case notice is effective on delivery if delivery is confirmed by the delivery service; or Resolution No. 2020-111 N.C.S. Page 6 (iv) facsimile transmission, in which case notice shall be deemed delivered upon transmittal, provided that (a) a duplicate copy of the notice is promptly delivered by first-class or certified mail or by overnight delivery, or (b) a transmission report is generated reflecting the accurate transmission thereof. Any notice given by facsimile shall be considered to have been received on the next business day if it is received after 5:00 p.m, recipient's time or on a nonbusiness day. City: City Clerk City of Petaluma Post Office Box 61 Petaluma, California 94953 Phone: (707) 778-4360 Fax: (707) 778-4554 Email: cityclerk@ci.petaluma.ca.us And: Citv of Petaluma. Public Works & Utilities Jason Beatty, Director of PW&U 11 English Street Petaluma, CA 94952 Phone: 707/776-3728 Fax: Email: cthompson@cityofpetaluma.org Contractor: Trathen Heckman Daily Acts P.O. Box 293 Petaluma, CA 94953 Phone: 707/789-9664 Fax: Email: tratlicn@dailyacts.org dailyacts.org 21. Ownership of Documents. All original papers, documents or computer material on disk or microfilm, and copies thereof, produced as a result of this Agreement, shall be the property of City and may not be used by Contractor without the written consent of City. Copies of such documents or papers shall not be disclosed to others without the written consent of the City Manager or his or her designated representative. 22. Indemnifleation. To the maximum extent permitted by law, Contractor shall, at its own expense, indemnify, defend with counsel acceptable to the City, (which acceptance will not be unreasonably withheld), and hold harmless City and its officers, officials, employees, agents and volunteers ("Indemnitees") from and against any and all liability, loss, damage, claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, civil penalties and fines, expenses and costs (including, without limitation, claims expenses, attorney's fees and costs and fees of litigation) (collectively, "Liability") of every nature, whether actual, alleged or threatened, arising out of or in connection with the Services or Contractor's failure to comply with any of the terms of this Agreement, regardless of any fault or alleged fault of the Indemnitees. Resolution No. 2020-111 N.C.S. Page 7 The Contractor's obligation to indemnify, defend and hold harmless under this provision shall not be excused because of the Contractor's inability to evaluate Liability, or because the Contractor evaluates Liability and determines that the Contractor is not or may not be liable, The Contractor must respond within 30 calendar days to any tender for defense and indemnity by the City, unless the time for responding has been extended by an authorized representative of the City in writing. If the Contractor fails to accept tender of defense and indemnity within 30 calendar days, in addition to any other, remedies authorized by law, so much of the money due or that may become due the Contractor under this Agreement as shall reasonably be considered necessary by the City, may be retained by the City until disposition has been made of the matter subject to tender, or until the Contractor accepts the tender, whichever occurs first. In the event that the City must file responsive documents in a matter tendered to Contractor prior to Contractor's acceptance of tender, Contractor agrees to fully reimburse all costs, including but not limited to attorney's fees and costs and fees of litigation, incurred by the City in filing such responsive documents. The Contractor waives any and all rights to express or implied indemnity against the Indemnitees concerning any Liability of the Contractor arising out of or in connection with the Services or Contractor's failure to comply with any of the terms of this Agreement. The defense and indemnification obligations of this Agreement shall no way be limited by, the insurance obligations that apply to this Agreement pursuant to Section 23. Notwithstanding the foregoing, to the extent this Agreement is a "construction contract" as defined by California Civil Code Section 2783, as may be amended from time to time, Contractor's duty to indemnify under this provision shall not apply when to do so would be prohibited by California Civil Code Section 2782, as may be amended fi•om time to time. Notwithstanding the foregoing, to the extent that the Services include design professional services subject to California Civil Code Section 2782,8, as may be amended from time to time, Contractor's duty to indemnify shall only be to the maximum extent permitted by California Civil Code Section 2782.8. 23. Insurance. Contractor shall comply with the "Insurance Requirements for Contractors" in Exhibit B, attached hereto and incorporated herein by reference. City reserves the right to review any and all of the required insurance policies and/or endorsements, but has no obligation to do so. City's failure to demand evidence of full compliance with the insurance requirements set forth in this Agreement or City's failure to identify any insurance deficiency shall not relieve Contractor from, nor be construed or deemed a waiver of, its obligation to maintain the required insurance at all times during the performance of this Agreement. 24. Amendment, This Agreement may be amended only by a written instrument executed by both Parties, Resolution No. 2020-111 N.C.S. Page 8 25. Litigation. If litigation ensues which pertains to the subject matter of Contractor's services hereunder, Contractor, upon request from City, agrees to testify therein at a reasonable and customary fee. 26. Construction. This Agreement is the product of negotiation and compromise on the part of both Parties and that the Parties agree that, notwithstanding Civil Code Section 1654, any uncertainty in the Agreement shall not be construed against the drafter of the Agreement. 27. Governing Law, Venue. This Agreement shall be enforced and interpreted under the laws of the State of California and the City of Petaluma. Any action arising from or brought in connection with this Agreement shall be venued in a court of competent jurisdiction in the County of Sonoma, State of California. 28. Non -Waiver. The City's failure to enforce any provision of this Agreement or the waiver thereof in a particular instance shall not be construed as a general waiver of any part of such provision. The provision shall remain in full force and effect. 29. Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 30. No Third -Party Beneficiaries. The Parties do not intend to create, and nothing in this Agreement shall be construed to create any benefit or right in any third party. 31. Mediation. The Parties agree to make a good faith attempt to resolve any dispute arising out of this Agreement through mediation prior to commencing litigation. The Parties shall mutually agree upon the mediator and shall divide the costs of mediation equally. 32. Contractor's Books and Records. A, Contractor shall maintain any and all ledgers, books of accounts, invoices, vouchers, canceled checks, and other records or documents evidencing or relating to charges for services, or expenditures and disbursements charged to the City for a minimum period of three (3) years or for any longer period required by law, from the date of final payment to Contractor pursuant to this Agreement. B. Contractor shall maintain all documents and records which demonstrate performance under this Agreement for a minimum period of three (3) years or for any longer period required by law, fi-om the date of termination or completion of this Agreement. C. Any records or documents required to be maintained pursuant to this Agreement shall be made available for inspection or audit, at any time during regular business hours, upon written request by the City Manager, City Attorney, City Finance Director, or a designated representative of these officers, Copies of such documents shall be provided to the City for inspection at Petaluma City Hall when it is practical to do so. Otherwise, unless an alternative is mutually agreed upon, the records shall be available at Contractors address indicated for receipt of notices in this Agreement. Resolution No. 2020-111 N.C.S. Page 9 D. Where City has reason to believe that such records or documents may be lost or discarded due to dissolution, disbandment or termination of Contractor's business, City may, by written request by any of the above-named officers, require that custody of the records be given to the City and that the records and documents be maintained in Petaluma City Hall. Access to such records and documents shall be granted to any party authorized by Contractor, Contractor's representatives, or Contractor's successor in interest. 33. Headings. The headings used in this Agreement are for convenience only and are not intended to affect the interpretation or construction of any provisions herein. 34. Survival. All obligations arising prior to the termination or expiration of this Agreement and all provisions of this Agreement allocating liability between City and Contractor shall survive the termination or expiration of this Agreement. 35. Entire Agreement. This Agreement, including the exhibits attached hereto and incorporated herein, constitutes the entire agreement between the Parties with respect to the Services, and supersedes all prior agreements or understandings, oral or written, between the Parties in this regard. IN WITNESS WHEREOF, the parties hereto have executed this document the day, month and year first above written. CITY OF PETALUMA City Manager ATTEST: City Clerk APPROVED AS TO FORM: City Attorney CONTRACTOR By Name { Title Address r City State Zip Taxpayer LD. Number Petaluma Business Tax Certificate Number Resolution No. 2020-111 N.C.S. Page 10 EXHIBIT A SCOPE OF SERVICES do'k� hrnruse evoy rhotic Hbaflers PO Box 293, Petaluma, CA 94953 (707) 789-9664 • www.dailyacts.org morcinfo@dailyacts.org City of Petaluma: Scope of Work Water Conservation and Stormwater Education and Outreach Program July 2020 ® June 2023 Purpose To support the City of Petaluma's (The City) water efficiency, stormwater and community engagement goals while emphasizing programs that address the nexus between water and climate. Background The City has adopted a Climate Emergency Resolution that provides the frameworlc for a strong set of goals and actions to mitigate die climate crisis, These goals and actions are aligned with the education and outreach requirements for its Water Efficiency targets, MS4 Stormwater Pernut and Trash Amendments. In order to maximize community engagement and create lasting behavior change, the City partners with Daily Acts (a Petaluma-bascd nonprofit) to deliver a package of educational programs to achieve its water efficiency and stormwater education goals. Several years ago, Daily Acts began integrating stormwater education into its water efficiency programs to save municipal resources and maximize benefits. There is now a similar opportunity to integrate the City's climate goals into its water programs to realize greater impact and efficient use of both staff and financial resources. Daily Acts was established in 2002 and their mission is to inspire transformative action that creates connected, equitable, climate resilient communities. Through educational programs, garden installations and community engagement, they inspire action to conserve resources and build local self-reliance, while transforming lives, homes, gardens, and neighborhoods. To maximize accessibility and community engagement, Daily Acts emphasizes low-cost, low-tech water conservation and stormwater solutions including sheet mulching, rainwater harvesting, graywater recycling systems, rain gardens and drought tolerant planting designed to increase carbon sequestration. Thcit programs facilitate local, place -based action, support development of local leaders and strengthen communities through inspiring educational models. ' Scope of Services Daily Acts will implement a range of strategic education and outreach programs aimed at reducing water use and stormwater pollution while advancing the City's climate goals. They will do this by building on past successes and continuing to engage neighbors, schools, businesses and local groups in these programs. Resolution No. 2020-111 N.C.S. Page 11 Activities will focus on four integrated areas of impact: Workshops, Presentations and Events; Conununity Engagement; Public Demonstration Gardens; and Education and Outreach. The anticipated start date for implementation of tivs Scope of Work is .July 1, 2020 with a completion date of June 30, 2023. Deliverable 1: Workshops Presentations & Events $35,265.00 All proposed events will be promoted through local networks and media to encourage attendance of City residents. A summary report for each event will be provided upon completion including contact details for program participants, program metrics, goals and outcomes and before, during and after photographs. 1a) Watershed -Friendly Landscape Installations Daily Acts will implement several (annual number to be determined based on each project size and scope) installation workshops to support businesses, schools and other institutions in the transformation of their lawns into water -wise, watershed -friendly landscapes. Installations will be 4-5 hours in length and will be designed to provide participants with the inspiration, skills, and resources to implement water conservation and stormwater mitigation strategies in their own gardens. On-site work may include: sheet mulching, low water -use planting, drip irrigation installation, earthworks, rain gardens and other Low Impact Development (LID) methods that address the water - climate news by increasing stormwater and rainwater retention and building healthier soil 1b) Water -Wise Skill Building Worlcshops Daily Acts will implement five, 2-4 hour workshops to provide Petaluma residents with the inspiration, skills, and resources they need to implement water -wise landscaping practices in their own gardens as well as reduce stormwater pollution. Specific topics will be determined based upon City priorities, community needs and/or seasonal appropriateness and will cover any of the following: sheet mulching, carbon gardening, water -,,vise plants, alternative lawns, garden design, drip irrigation, graywater systems, downspout disconnects, swales, rain gardens, and rainwater storage. When appropriate, the hands-on portion of each workshop will highlight low-cost, low-tech solutions, with an emphasis on the programs offered by the City of Petaluma. Implementation of workshops outlined in 1a) and '1 b) above will include development and distribution of resources related to the topic, information on the City's water conservation and stormwater programs (including Mulch Madness, Water Wise House Calls and other rebate programs) and a participant evaluation survey. 1c) Water -Wise Tours In consultation with the City, Daily Acts will identify residences, publicly -owned sites and businesses that are modeling water -wise and watershed -friendly landscaping solutions to showcase on seasonal community Resolution No. 2020-111 N.C.S. Page 12 tours, Tours could be hosted in partnership with the Sonoma County Water Agency's annual Eco -Friendly Garden Tour each spring or could be designed to support emergent priorities (e.g. rainwater harvesting, watershed -friendly (LID) practices, graywater systems, drought tolerant gardens, carbon sequestration practices, etc). Topic -specific resources will be developed for each tour and distributed to tour attendees, as will information on the City's water conservation and stormwatet programs (including Mulch Madness, Water Wise House Calls acid other rebate programs) and a participant evaluation survey. Deliverable 2• Stormwater $5,540.00 Daily Acts proposes to help the City reach compliance with the Track 2 of California State Water Resource Control Board's (SWRCB) Trash Amendments by providing outreach to educate on Zero Waste practices as a means of stormwater pollution prevention, In the event that additional support is needed, the City has the option to engage Daily Acts to work with volunteers to conduct rapid trash assessments and organize community trash clean-ups. A summary report for each event will be provided upon completion, including contact details for program participants, program metrics, goals and outcomes and before, during and after photographs. 2a) Zero Waste Workshops To curb the generation of waste, Daily Acts will host two Zero Waste worlcshops that provide Petaluma residents with low cost alternatives to single use disposable items, Workshops willalso focus on how regular household items can be upcycled to have a second life, thus avoiding their entry into the landfill. 2b) OVTA Support (optional)* Working with the On -land Visual Trash Assessment model developed by EVO Inc., Daily Acts will lead two volunteer groups in the assessment of prioritized tracts to determine baseline levels of trash. Assessments would be timed with schedule of routine management measures such as street sweeping and trash collection. Daily Acts will provide a summary report identifying priority sites for community clean-ups. 2c) Community Trash Clean -Up (optional)* Daily Acts will provide three half-day trash clean up events. Events will prioritize collaboration with schools and other community groups on tributaries to the Petaluma River. Content will focus on the connection between the health of creeks, streams, and the ocean by removing trash before it enters waterways. Participants will receive information on proper disposal of hazardous waste, trash and harmful pollutants. *Delit)emble 26) and 2c) are ob ional and twill notpioceed williottt nnitten aetthoti.-,(lion fiom the GO. Deliverable 3' Demonstration Landscapes Maintenance $1%020,00 3a) Seasonal Maintenance Workshops Resolution No. 2020-111 N.C.S. Page 13 Daily Acts will provide twelve half-day, seasonal maintenance workshops at Cavanagh Center, Petaluma City Hall, Petaluma. Library, Fire Stations and/ or other demonstration landscapes. Volunteer groups from the community, such as Santa Rosa Junior College students and local businesses, will be recruited to complete projects such as mulching, weeding and planting, Daily Acts will also perform minor ongoing maintenance to demonstration sites as needed. Deliverable 4• Education & Outreach $20,335.00 4a) Mulch Madness Program Support Healthy soils with a higher carbon content ate better able to retain water, support more extensive root systems, and sequester more carbon. To increase the uptake of the City's Mulch Madness Program and to encourage carbon sequestration on a residential scale, Daily Acts will create a series of educational resources on how to maximize carbon sequestration through sheet mulching. For participants who need additional information and support, Daily Acts will provide al -2 hour garden consultation to Petaluma residents who have already qualified for the City's Mulch Madness program. Note. The coat estioIate forAlulch 1111adness Piogmm Sifly)od is bared on conducting 12 site i4sits. If more me rerinixed due to populaiily of iognwl, loan a conhact a»>endnnent can be Negotiated to firouide additional consultations. 4b) Action Campaign Daily Acts consistently rises to the challenge, whether it be drought, fire, or pandemic, The Action Campaign is a flexible tool designed to both adapt to community needs in a crisis and address long term goals the City has committed to regarding the climate emergency. Our Action Campaign will provide the tools, resources, and inspiration for residents to take simple actions that address the current need, while strengthening the health, safety and resilience of the community. This could look like the following; ® Encouraging home scale perennial food production e Creating and distributing resources • Strengthening community networks ® Supporting neighborhood home scale landscape transformations 4c) Signage Daily Acts will design and develop content for permanent signage at newly created demonstration gardens, Low -Impact Development sites and right-of-ways to educate the community on water conservation and carbon sequestration strategies and stormwater recharge features such as sheet mulching, water -wise plant selection, drip irrigation, downspout disconnects, rain gardens, bioswales and permeable pavement, Note; Coats for sign fabrication and installation an not included aspad of Ibis Scope of II`oik, 4d) Staff Training Daily Acts will organize and provide an annual tout, presentation and/or educational opportunity for staff from The City's Department of Public Works, Parks and Recreation, Building and Permit and elected officials to encourage collaboration and information sharing on sustainable practices and lessons learned. Resolution No. 2020-111 N.C.S. Page 14 Tours may include visits to public model sites to view and discuss stormwater LID and BMP strategies, Presentations may be provided to City Council, Design Review Committee or other identified City groups, 4e) Targeted Outreach Daily Acts will provide targeted outreach to businesses, institutions and residents via presentations, mailers and tabling events. Specific outreach topics will be determined based upon City priorities and/or seasonal appropriateness and will highlight water conservation and stortnwater pollution prevention programs. Deliverable 5: Facilitation $0 5a) Climate Emergency Framework (optional)* The City has committed to cleating a Climate Emergency framework that develops goals and actions to reduce the effects of climate change. Daily Acts will work with the City to facilitate expert stakeholders, lead community engagement, and conduct research to inform the short-term and long-term climate action plans, Development of die framework is scheduled to happen over 6 months during which an implementation strategy will be created to integrate framework goals into the existing scope of work. The implementation of framework goals where possible will happen throughout the contract timeframe through the programs outlined above, Delivetztble Sa) is optimal and will iiotproceed i4thoiit;,Wflen aldboitaliot from the 0 ', Cost of this de/hlelable is ceptured it, the table below, Deliverable 6: Fund Development $0 6a) Grant Writing (optional)* Daily Acts will work with the City to identify and write grants to hind programs and projects that help achieve die City's connected water resilience, climate and urban greening objectives. *Deliverable 6a) is optional and will notproceed without wiillett atttImitalion fiom the Ciy. Cort of this delitm-able is ctptured it, the table below, Deliverable 7• Contract Management $4,793.00 7a) Contract Meetings Daily Acts will schedule quarterly meetings with City staff to evaluate completed work and review priorities, 7b) Invoicing and Reporting Daily Acts will invoice the City on an agreed upon schedule and will provide a summary report for work completed during the invoicing period. Resolution No. 2020-111 N.C.S. Page 15 Deliverable 8: Other Costs $2,809.00 8a) Costs Expected administrative costs, mileage, and small incidentals such as flyer printing fees and tabling supplies. All other expenses such as mulch, irrigation, and plants will be expensed as usual. Timeframes and Costs Deliverable Timeframe Cost 1. Workshops, Presentations & Events 1a) Watershed -Friendly Landscape Installation Workshops Q1 -Q4 $17,020.00 1b) Water -Wise Skill Building Workshops Q1 -Q2 $14,145.00 1c) Water -Wise Tours Q1 -Q4 $4,100.00 2. 5tormwater 2a) Zero Waste Workshops Q2 -Q4 $5,540.00 3. Demonstration Landscapes 3a) Seasonal Maintenance Workshops Q1 -Q4 $18,020.00 4. Education & Outreach 4a) Mulch Madness Program Support Q3 -Q1 $4,765.00 4b) Action Campaign Q1 -Q4 $8,750.00 4c) Signage Q1 -Q4 $2,720.00 4d) Staff Training Q1 -Q4 $2,330.00 4e) Targeted Outreach Q1 -Q4 $1,770.00 5. Facilitation —see optional deliverables* 6. Fund Development — see aptrnnal dellvewbles* 7. Project Management 7a) Contract Meetings Q1 —Q4 $11373.00 7b) Invoicing & Reporting Q1—Q4 $3,420.00 8. Other Costs 8a) Costs Q1 —Q4 $2,809.00 Optional Deliverables' 2b) OVTA Assessments Q1 -Q2 $3,615.00 2c) Community Trash Clean -Up Q1 -Q4 $5,390.00 5a) Climate Emergency Framework Q1 -Q4 $15,685.00 Resolution No. 2020-111 N.C.S. Page 16 Ca) Grant Writing v Q1 -Q4 $5,700.00 Total $117,152.00 Billing Rates e Executive Director/Programs Director: $105 hour Program and project design, oversight and development, contract and relationship management. Senior Programs Coordinator: $90/hour Relationship management, invoicing and reporting, event coordination, outreach and logistics, presentations, and community engagement e Programs Coordinator: $70/hour Event coordination, outreach and logistics, evaluation, presentations and community engagement, Note: In wt} cojttinct_peiiod in wbkb pfite inaearer will be conride)ed, tLe ngy�eg�te of the i�rnearer of my con/rrrct/i)rcer rball nat exceed 3%. Resolution No. 2020-111 N.C.S. Page 17 )E± XMBIT B INSURANCE REQUME, ME, NTS FOR ALL AGREEMENTS Contr'actor's performance of the Services ander this Agreement shall not conunence until Contractor shall have obtained all insurance required under this paragraph and such insurance shall have been approved by the City Attorney as to form and the Risk Manager as to carrier and sufficiency. All requirements herein provided shall appear either in the body of the insurance policies or as endorsements and shall specifically bind the insurance carrier. Contractor shall procure and maintain for the duration of the contract all necessary insurance against claims now and in the future for injuries to persons or damages to property which may arise from or in connection with the performance of the Services by the Contractor, the Contractor's agents, representatives, employees and subcontractors. A. Required Minimum Scope of Insurance ❑ Coverage shall be at least as broad as: Insurance Services Office Commercial General Liability coverage: a, Personal injury; b. Contractual liability. ❑ Insurance Services Office form covering Automobile Liability (any auto), ❑ Workers' Compensation insurance as required by the State of California and Employer's Liability Insurance. ❑ Professional Liability/Errors and Omissions ❑ Crime/Employee Blanket Fidelity Bond ❑ Property Insurance against all risks of loss to any tenant improvements or betterments. ❑ Pollution Liability Insurance ❑ Garage Liability ❑ Garagekeepers Insurance ❑ Technology Professional Liability Errors and Omissions Insurance (11' Consultant)/Cyber Liability ❑ Abuse or Molestation Liability Coverage A.l Required for All Contracts ® Policy Endorsement or Excerpts from the Policy Pursuant to Section D © Copy of the Declarations and Policy Endorsements Page for the CGL Policy B. Minimum Limits of Insurance Consultant shall maintain limits no less than: ❑ General Liability: $1,000,000 per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate liability is used, cither the general aggregate limit shall apply separately to this Agreement or the general aggregate limit shall be twice the required occurrence limit. ❑ Products/Completed Operations: $1,000,000 per occurrence/aggregate. ❑ Automobile Liability: $1,000,000 per accident for bodily injtuy and property damage. ❑ Employer's Liability: Bodily Injury by Accident - $1,000,000 each accident. Bodily Injury by Disease - $1,000,000 policy limit. Resolution No. 2020-111 N.C.S. Page 18 Bodily hijiuy by Disease - $1,000,000 each employee. ❑ Professional Liability/Errors and Omissions: $1,000,000 per occurrence or claim, If the policy provides coverage on a claims -made basis, the retroactive date must be shown and must be before the date of the Agreement or the beginning of the contract work. ❑ Crime/Employee Blanket Fidelity Bond - $1,000,000: Contractor, at its own cost and expense, must maintain a Crime/Employee Blanket Fidelity Bond in the amount of $1,000,000 per employee covering dishonesty, forgery, alteration, theft, disappearance, destruction (inside or outside). ❑ All Risk Property Insurance: Full replacement cost, ❑ Pollution legal liability with limits no less than $1,000,000 per occurrence or claim and $2,000,000 policy aggregate. If the policy provides coverage on a claims -made basis, the retroactive date must be shown and must be before the date of the Agreement or the beginning of the contract work. ❑ Garage Liability: $1,000,000 per occurrence, ❑ Garagekeepers Insurance: $1,000,000 per occurrence. ❑ Technology Professional Liability Errors and Omissions Insurance appropriate to the Consultant's profession and work hereunder, with limits not less than $1,000,000 per occurrence. Coverage shall be sufficiently broad to respond to the duties and obligations as is undertaken by the Vendor in this agreement and shall include, but not be limited to, claims involving infringement of intellectual property, copyright, trademark, invasion of privacy violations, information theft, release of private information, extortion and network security. The policy shall provide coverage for breach response costs as well as regulatory fines and penalties as well as credit monitoring expenses with limits sufficient to respond to these obligations. 1. The Policy shall include, or be endorsed to include, property damage liability coverage for damage to, alteration of, loss of, or destruction of electronic data and/or information "property" of the City in the care, custody, or control of the Consultant. If not covered under the Consultant's liability policy, such "property" coverage of the City may be endorsed onto the Consultant's Cyber Liability as covered property as follows: 2. Cyber Liability coverage in an amount sufficient to cover the full replacement value of damage to, alteration of, loss of, or destruction of electronic data and/or information "property" of the City that will be in the care, custody, or control of the Consultant. 3. The Insurance obligations under this agreement shall be the greater of 1) all the Insurance coverage and limits carried by or available to the Consultant; or 2) the minimum bisurance requirements shown in this Agreement. Any insurance proceeds in excess of the specified limits and coverage required, which are applicable to a given loss, shall be available to the City. No representation is made that the minimum Insurance requirements of this Agreement are sufficient to cover the indemnity or other obligations of the Consultant under this agreement. ❑ Abuse or Molestation Liability Coverage: $1,000,000 per occurrence; $2,000,000 aggregate. C. Deductibles and Self -Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either: the insurer shall reduce or eliminate such deductibles or self- insured retentions as respects the City, its officers, officials, employees, and volunteers; or the Resolution No. 2020-111 N.C.S. Page 19 Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. Policies containing any self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be satisfied by either the named insured (Contractor) or the City. City reserves the right to review any and all of the required insurance policies, declaration pages, and/or endorsements, but has no obligation to do so. City's failure to demand evidence of full compliance with the insurance requirements set forth in this Agreement or City's failure to identify any insurance deficiency shall not relieve Contractor from, nor be construed or deemed a waiver of, its obligation to maintain the required insurance at all times during the performance of this Agreement. D. Other Insurance Provisions The required general liability and automobile policies are to contain, or be endorsed to contain the following provisions: 1. Additional Insured: Tire City, its officers, officials, employees, agents and volunteers are to be covered as Additional insureds as respects: liability arising out of activities performed by or on behalf of the Consultant; products and completed operations of the Consultant; premises owned, occupied or used by the Consultant; or automobiles owned, leased, hired or borrowed by the Consultant, The coverage shall contain no special limitations on the scope of protection afforded to the City, its officers, officials, employees, agents or volunteers. 2. Primary and Non -Contributory: For any claims related to this project, the Consultant's insurance coverage shall be primary insurance as respects the City, its officers, officials, employees, agents and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees, agents or volunteers shall be excess of the Consultant's insurance and shall not contribute with it. 3. Any failure to comply with reporting or other provisions of the policies including breaches of warranties shall not affect coverage provided to the City, its officers, officials, employees, agents or volunteers. 4. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought except, with respect to the limits of the insurer's liability. S. Each insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice by certified mail, return receipt requested, has been given to the City. 6. Waiver of Subrogation: Consultant agrees to waive subrogation rights for commercial general liability, automobile liability and worker's compensation against City regardless of the applicability of any insurance proceeds, and to require all contractors, subcontractors or others involved in any way with the Services to do likewise. 7. It shall be a requirement under this Agreement that any available insurance proceeds broader than or in excess of the specified minimum insurance coverage requirement and/or limits shall be available to the additional insured. Furthermore, the requirement for coverage and limits shall be (1) the minimum coverage and limits specified in this Agreement, or (2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds available to the named insured; whichever is greater. 8. The limits of insurance required in this Agreement may be satisfied by a combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall contain or be endorsed to contain a provision that such coverage shall also apply on a primary and non-contributory basis for the benefit of the City of Petalurna before the Resolution No. 2020-111 N.C.S. Page 20 City of Petaluma's own insurance or self-insurance shall be called upon to protect it as a named insured. E. Acceptability of Insurers bnsurance is to be placed with insurers with a current A.M. Best's rating of no less than A: VII. F. Verification of Coverage NOTE: The City of Petaluma is now using an online insurance program, PINS Advantage. Once you have been awarded a contract with the City of Petaluma, you will receive an e-mail from PINS Advantage/City of Petaluma requesting that you forward the e-mail to your insurance agent(s). Consultant shall furnish the City with Certificate of Insurance along with Declarations and Endorsements effecting coverage required by this clause. The endorsements are to be signed by a person authorized by that insurer to bind coverage on its behalf, All endorsements are to be received and approved by the City before the Services commence. Resolution No. 2020-111 N.C.S. Page 21 EXIIIBIT C ACKNOWLEDGEMENT AND CERTIFICATION PURSUANT TO CITY OF PETALUMA LIVING WAGE ORDINANCE PETALUMA MUNICIPAL CODE CHAPTER 8.36 The City of Petaluma Living Wage Ordinance ("Ordinance"), Petaluma Municipal Code Chapter 8.36, applies to certain service contracts, leases, franchises and other agreements or funding mechanisms providing financial assistance (referred to hereafter as an "Agreement") between the City of Petaluma ("City") and/or the Petaluma Community Development Commission ("PCDC") and contractors, lessees, franchisees, and/or recipients of City and/or PCDC funding or financial benefits ("covered entities"). Pursuant to Petaluma Municipal Code Section 8,36.120, as part of any bid, application or proposal for any Agreement subject to the Ordinance, the covered entity shall: Acknowledge that the covered entity is aware of the Ordinance and intends to comply with its provisions. Complete the Report of Charges, Complaints, Citations and/or Findings contained in this Acknowledgement and Certification by providing information, including the date, subject matter and manner of resolution, if any, of all wage, hour, collective bargaining, workplace safety, environmental or consumer protection charges, complaints, citations, and/or findings of violation of law or regulation by any regulatory agency or court including but not limited to the California Department of Fair Employment and Housing, Division of Occupational Safety and Health (OSHA), California Department of Industrial Relations (Labor Commissioner), Environmental Protection Agency and/or National Labor Relations Board, which have been filed or presented to the covered entity within the ten years i mnediately prior to the bid, proposal, submission or request. Pursuant to Petaluma Municipal Code Section 8.36,120, before the beginning of the term of any covered Agreement, or prior to the execution of said Agreement by the City or the PCDC, each covered entity shall certify that its employees are paid a living wage that is consistent with Petaluma Municipal Code Chapter 8.36. By executing this Acknowledgement and Certification, the covered entity (i) acknowledges that it is aware of the Ordinance and intends to comply with its provisions, (ii) attests to the accuracy and completeness of information provided in the Report of Charges, Complaints, Citations and/or Findings contained herein, (iii) certifies that it pays its covered employees a Living Wage as defined in Petaluma Municipal Code Chapter 8.36 and (iv) attests that the person executing this Acknowledgement and Certification is authorized to bind the covered entity as to the matters covered in this Acknowledgment and Certification. Resolution No. 2020-111 N.C.S. Page 22 SO ACKNOWLEDGED and CERTIFIED: Project or Contract LD: ��3'0 Uc4, Aa� Date: (Print Na4 of Covered Entity/Business Capacity) (Print Name) (Signature) Its E e, c i e-, 6-)*,T-C-6,�4,' (Title /Capacity of Authorized Signer) Resolution No. 2020-111 N.C.S. Page 23 REPORT OF CHARGES, COMPLAINTS, CITATIONS AND/OR FINDINGS PURSUANT TO PETALUMA MUNICIPAL CODE SECTION 8.36.120 FOR. EACH WAGE, HOUR, COLLECTIVE BARGAINING, WORKPLACE SAFETY, ENVIRONMENTAL OR CONSUMER PROTECTION CHARGE, COMPLAINT, CITATION, AND/OR FINDING OF VIOLATION OF LAW OR REGULATION BY ANY REGULATORY AGENCY OR COURT, INCLUDING BUT NOT LIMITED TO THE CALIFORNIA DEPARTMENT OF FAIR EMPLOYMENT AND HOUSING, DIVISION OF OCCUPATIONAL SAFETY AND HEALTH (OSHA), CALIFORNIA DEPARTMENT OF INDUSTRIAL RELATIONS 'LABOR COMMISSIONER), ENVIRONMENTAL PROTECTION AGENCY AND/OR NATIONAL LABOR RELATIONS BOARD, WHICH: AFFECTS YOU AS A PROSPECTIVE CONTRACTOR, SUBCONTRACTOR, LESSEE, FRANCHISEE AND/OR PARTY TO ANY CITY OF PETALUMA AND/OR PETALUMA COMMUNITY DEVELOPMENT COMMISSION -FUNDED AGREEMENT OR BENEFIT SUBJECT TO PETALUMA MUNICIPAL CODE CHAPTER 8.36 LIVING NAGE ORDINANCE), AND d HAS BEEN FILED OR PRESENTED TO YOU WITHIN THE TEN YEARS IMMEDIATELY PRIOR TO THE BID, PROPOSAL, SUBMISSION OR REQUEST FOR WHICH THIS ACKNOWLEDGEMENT AND CERTIFICATION IS MADE. PLEASE PROVIDE THE DATE, THE REGULATORY AGENCY OR COURT MAKING THE CHARGE COMPLAINT, CITATION OR FINDING, THE SUBJECT MATTER AND THE MANNER OF RESOLUTION, IF ANY, FOR EACH SUCH CHARGE COMPLAINT, CITATION OR FINDING, IF NONE, PLEASE STATE "NONE": 1 L)' ATTACH ADDITIONAL PAGES IF NEEDED. Date: Regulatory Agency or Court: Subject Matter: Resolution, if any: Expected resolution, if known: Resolution No. 2020-111 N.C.S. Page 24