Loading...
HomeMy WebLinkAboutMIG, Inc.AGREEMENT THIS AGREEMENT is made and entered into on the 18th day of March 2022 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and MIG, Inc. (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows: 1. CONTRACTOR. Shall provide or furnish the following specified services and/or materials: CONTRACTOR shall conduct a community facilities needs assessment that includes community engagement, reports, milestone deliverables as set forth in Exhibit A and pursuant to the deadlines set for the in Exhibit "A." 2. EXHIBITS. The following attached exhibits are hereby incorporated into and made a part of this Agreement: Proposal from CONTRACTOR as described in Exhibit "A" along with compensation. 3. TERMS. The services and/or materials furnished under this Agreement shall commence March 18th, 2022 and shall be completed by August 31, 2022 unless terminated pursuant to Section 5(f). 4. COMPENSATION. For the full performance of this Agreement: a. TOWN shall pay CONTRACTOR an amount not to exceed sixty thousand dollars and zero cents ($60,000.00) within thirty (30) days following completion/delivery of services/goods as detailed in Sections 1 and 2 of this Agreement and only upon satisfactory delivery/completion of goods/services in a manner consistent with professional/industry standards for the area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount. The cost allocation for this Agreement is set forth in Exhibit B. b. TOWN shall not reimburse for any of CONTRACTOR's costs or expenses to deliver any services/goods. TOWN shall not be responsible for any interest or late charges on any payments from TOWN to CONTRACTOR. c. CONTRACTOR is responsible for monitoring its own forces/employees/agents/ subcontractors to ensure delivery of goods/services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/services. Town of Los Altos Hills and MIG, Inc. Agreement 5. GENERAL TERMS AND CONDITIONS. a. HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of personal injury (including death) and property damage of any nature, caused by or arising out of the performance of CONTRACTOR under this Agreement. With regard to CONTRACTOR'S work product, CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of any nature to the extent caused by the negligent performance of CONTRACTOR under this Agreement. b. INSURANCE. CONTRACTOR shall file with the TOWN a certificate of insurance before commencing any services under this Agreement as follows: L COMMERCIAL GENERAL LIABILITY AND PROPERTY DAMAGE INSURANCE: General Liability and Property Damage Combined. $1,000,000.00 per occurrence including commercial form, personal injury, broad form personal damage, contractual and premises/operation, all on an occurrence basis. If an aggregate limit exists, it shall apply separately or be no less than two (2) times the occurrence limit. ii. NOTICE OF CANCELLATION: The City requires 30 days written notice of cancellation. Additionally, the notice statement on the certificate should not include the wording "endeavor to" or "but failure to mail such notice shall impose no obligation or liability of any kind upon the company, its agents or representatives." iii. CERTIFICATE OF INSURANCE: Prior to commencement of services, evidence of insurance coverage must be shown by a properly executed certificate of insurance and it shall name "The Town of Los Altos Hills, its elective and appointed officers, employees, and volunteers" as additional insureds to the general and auto liability policies. iv. To prevent delay and ensure compliance with this Agreement, the insurance certificates and endorsements must be submitted to: Town of Los Altos Hills - Contracts 26379 Fremont Road Los Altos Hills, CA 94022 c. NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person. d. INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the TOWN and CONTRACTOR. At all times CONTRACTOR shall be an independent contractor and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or Town of Los Altos Hills and MIG, Inc. Agreement will have any financial interest under this Agreement is an officer or employee of TOWN. e. CHANGES. This Agreement shall not be assigned or transferred without advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. f. TERMINATION. This Agreement may be terminated by TOWN upon seven (7) days written notice to CONTRACTOR. Monies owed for work satisfactorily completed shall be paid to CONTRACTOR within 14 days of termination. g. RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the TOWN and are not necessarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be a material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports and other documents are preliminary drafts not kept by the TOWN in the ordinary course of business and will not be disclosed to third parties without prior written consent of both parties. All work products submitted to the TOWN pursuant to this Agreement shall be deemed a "work for hire." Upon submission of any work for hire pursuant to this Agreement, and acceptance by the TOWN as complete, non-exclusive title to copyright of said work for hire shall transfer to the TOWN. The compensation recited in Section 4 shall be deemed to be sufficient consideration for said transfer of copyright. CONTRACTOR retains the right to use any project records, documents and materials for marketing of their professional services. h. ENTIRE AGREEMENT. This Agreement represents the entire agreement between the Parties. Any ambiguities or disputed terms between this Agreement and any attached Exhibits shall be interpreted according to the language in this Agreement and not the Exhibits. 6. INVOICING. Send all invoices to the contract coordinator at the address below. This Agreement shall become effective upon its approval and execution by TOWN. In witness whereof, the parties have executed this Agreement the day and year first written above. CONTRACT COORDINATOR and representative for TOWN: CONTRACTOR: Sarah Robustelli Town of Los Altos Hills and MIG, Inc. Agreement Sr. Community Services Supervisor Town of Los Altos Hills 26379 Fremont Road Los Altos Hills, CA 94022 srobustelli@losaltoshills.ca.gov 5080259.1 Town of Los Altos Hills and MIG, Inc. Agreement By: L 3/22/22 TOM IN Signature Date Jon Pheanis, Principal Print name, Title C1 ��� Exhibit A March 4, 2022 Peter Pirnejad City Manager Town of Los Altos Hills 26379 Fremont Road, Los Altos Hills, CA 94022 Re: MIG Proposal for a Community Facility Needs Assessment Dear Mr. Pirnejad: Thank you for asking MIG to help design and facilitate an engagement process and document needs for a civic and community facility in Los Altos Hills. MIG is a national leader in park and public facility planning, with expertise in facilitating a community -driven process to identify indoor/outdoor needs and actionable strategies for creating public spaces that support. community use, town business, and recreation. We are well known for leading visioning, facilitation, consensus -building, capacity building, and public processes to unite communities around common goals. MIG works together with key stakeholders, City leaders, and staff in collaborative work efforts that are open, transparent, and inclusive. Our nationally recognized process of facilitation and consensus building is rooted in creative engagement strategies that use a broad set of traditional and cutting-edge tools. MIG has conducted numerous strategic community engagement processes for cities, districts and other public agencies in California, across the West, and beyond. This includes civic center planning with the City of Napa, community center planning and design in Los Altos, as well as parks and recreation system planning in Palo Alto, Cupertino, and Irvine, where planning for major community facilities was part of these efforts. Descriptions of key projects are available on request. For this project, we offer the multi -disciplinary expertise of our firmwide team of approximately 300 staff. Key leaders for this effort include: • Kate Joncas, Director of Urban Strategy and Development; • Cindy Mendoza, Director of Parks and Recreation; and • Ryan Mottau, Director of Digital Engagement. Ryan will serve as the primary point of contact and Project Manager for MIG. Resumes for each of the key team members are attached. MIG's proposed scope of work is designed to deliver what the Los Altos Hills staff and City Council will need to make decisions around the potential expansion of community facilities. As the project moves forward, our team will remain flexible, responding to the evolving needs of the community. Additional detail about the billing rates, amount of time per task, and anticipated cost of this work is provided in the attached budget spreadsheet. PLANNING I DESIGN I COMMUNICATIONS I M A N A G E M E N T I SCI ENCEI TECHNOLOGY 800 Hearst Avenue • Berkeley, CA 94710 USA • 510-845-7549 • www.migcom.com Offices in: California • Colorado Oregon • Texas • Washington We are excited to assist Los Altos Hills with this project and ready to move forward quickly after approval of the scope and fee. If you have any questions, please reach out to Ryan Mottau (ryanmQmigcom.com) or myself (cindyrn(a,migcom.com). We look forward to working with you. Sincerely, Cindy Mendoza, CPRP Director of Parks and Recreation 503-297-1005 x2100 MIG, Inc. Attachment A: Scope of Work 1. Project Initiation (March) Following a notice to proceed, the MIG team will promptly schedule a meeting with the City's Project Team to refine the project schedule, establish communications protocols, and clarify any remaining questions. The MIG team will also review any further background documents or information surfaced by the team. Deliverables: Project Team Initiation Meeting Background Information Review/Community Reconnaissance 2. Community Engagement (April —June) MIG will define a community engagement strategy and provide a memo for City review. This will include key information about the audiences, information needs, methods, schedule, and target outcomes. As part of this task we anticipate offering the following: consultation on one or two planned City-wide surveys using Flashvote; two town hall -style meetings facilitated in a digital format with a component for those who cannot attend; a committee and community input toolkit to assist City staff in involving the City's standing committees and diverse community groups; and a series of up to 10 stakeholder interviews for one-on-one interaction with key influencers. MIG will provide collective summary of all engagement activities to identify unique cross -cutting themes and community priorities across all activities. Deliverables: • Engagement Strategy Memo • Flashmte survey design consultation • Town Hall Meetings (2), including agenda, digital meeting format, and materials for posting to City website. • Committee & Community Input Toolkit • Stakeholder lntemims (10) • Consolidated summary memo of community engagement findings 3. City Council Engagement (March — August) The project team will keep the City Council informed throughout the project by providing an update at each Council meeting while the project is active. MIG will provide five updates in document (pdo or presentation (PowerPoint) form to encourage City Council members to ask questions and provide any additional context or guidance to contribute to the project. MIG will present these updates to Council (via video meeting) in three meetings. Deliverables: Update Materials (5 written updates) Presentation to Council (3 meetings) 4. City Staff Engagement (April —July) MIG will work with the City's selected architect to develop an understanding of the needs of City staff for office and meeting space. MIG will develop a short survey for all staff to provide initial input on the current and anticipated needs for working space. Using information on comparable work spaces (provided MIG, Inc. by the City's architect), MIG will analyze survey results within the context of typical needs in similar communities. The project team will keep City staff updated along with targeted questions that tap into the professional staff members' knowledge of the community. Deliverables: • Coordination meeting with City selected architect • Vorking space needs survey • Comparison to standards far civic/ community space in similar communities (standards provided by City contracted architects) 5. Community Facilities Needs Assessment Report (July — August) Combining the input of the community, City Council, staff and the technical knowledge of the project team, MIG will draft a summary assessment of needs to expand or create an indoor/outdoor public space that serves community gathering, recreation, and City business needs. This draft willalso include general approaches to meeting each of these needs, based on the developed understanding of Los Altos Hills. The draft will be delivered to the City staff on the project team for review, with an opportunity for one round of consolidated comments before delivery to City Council for consideration. The final report will be prepared following any comments or revisions by City Council. Deliverables: Administrative Draft Report Council Draft Report Final Report 6. Project Management and Administration (5 months) MIG will maintain regular communication, as established in the Project Initiation phase, which will include schedule, budget updates, and invoicing. The budgeted resources in this phase of work assumes 5 months of project duration. Deliverables: Monthly invoicing and communications Organ.ted and packaged project files MIG, Inc. 4 w N N N Vi Q Q� Z •1� �u m Ll - .CE C E W V =u N Ln O N a� O O 0 42 2 N 0 N C O U c 00 O O c t2 +5 c ami 'v C Q Q N -o 'O p�= v.qU E V DO O a U Q- . . c > '+ V N 4� N 7 h ICUQ C p N N O �-C a 0 o oE$ 0 [2a� CLuQ o N E U N �> > �� O co =uE 1� CCLLupFp- > > > 4T E c O � w N N N Vi Q Q� Z •1� �u m Ll - .CE C E W V =u N Ln O N a� O O 0 42 2 N 0 N C O U c 00 O O c t2 +5 c ami 'v C Q Q N -o 'O p�= v.qU E V DO O a U Q- . . u E m = H E w �Vm G V LU N c > '+ V N 4� N 7 h ICUQ C p N N O �-C a V =p o oE$ 3� [2a� CLuQ o N E U N �> > �� O co =uE co p p O_ CCLLupFp- > > > 4T E c O � =3 LU c u 0- �O C +, _Y C '� C C Q, E @ a, 3 . u E m = H E w �Vm G V LU N c > '+ � E p f, w N o N 7 h ICUQ C p N N O �-C a V =p o oE$ 3� [2a� CLuQ o N E U N �> > �� v � E c O p N N O �-C a V =p E 'ice �O N L C N E U N o'>(Uo p a O co =uE co p p O_ CCLLupFp- > > > a> > > Q> > c O � 0 V) N F- M.0 0)O! _ @ C c _ .� C O N "E T p L �O C +, _Y C '� C C Q, E @ a, 3 V, m�ut�nl��hw a �au�in �> > 2> > > v 0 0 V) 1 0 cu a>i �-C a �� +, = �O o o'>(Uo tEE� •L O. O.' In co p p O_ Q •LZVU a> > > Q> > v 0 0 C � +, C O M �, p ,- +, = aU E L V ? > i p t+- N N (U.'3 � � 10 > O - v V n to w vt > > U� > AREAS OF EXPERTISE » Park and Recreation Planning Recreation Programming Community Needs Assessment Recreation Trends EDUCATION >) MA, Geography, (Teaching Fellowship), University of Oregon » BS, Geography (Honors Scholar), minors in Environmental Studies and English, James Madison University REGISTRATIONS » NRPA Certified Park and Recreation Professional PROFESSIONAL AFFILIATIONS Certified Park and Recreation Professional California SCORP Advisory Focus Group AWARDS _ CPRS Creating Community Award for Excellence, Apple Valley Parks and Recreation Master Plan, 2014 ORPA Vision Insight Planning Award, Gresham Parks & Recreation, Trails and Natural Areas Master Plan, 2010 M G Cindy Mendoza, CPRP DIRECTOR, PARK AND RECREATION Cindy Mendoza's leadership and award-winning expertise in park and recreation planning is a catalyst for community livability across the nation. Her affinity for developing parks and programs began 35 years ago as a recreation leader and soccer coach for underserved kids in her community. Through this work, she saw firsthand the life -changing benefits of parks, programs, and natural areas to youth and their families. Clients and colleagues find Cindy to be a solution - oriented pragmatist, working collaboratively to strategize the right mix of programs, facilities, and policies to maximize resources and meet each community's unique needs. As a writer and facilitator, she brings together diverse perspectives, synthesizing outreach findings and technical data to articulate desired outcomes and support action. An authority in the field, she has published and spoken extensively at the state and national level on the evolution of parks and recreation and its contributions to community livability. As MIG's Director of Parks and Recreation, Cindy offers best practices and the capacity to make all communities thrive though people, parks, and programs. SELECTED PROJECT EXPERIENCE >> Parks and Recreation Master Plan (ORPA Planning Award), Tualatin, OR >> Tualatin Basalt Creek Recreation Plan, Tualatin, OR » Parks, Recreation, and Open Space Master Plan, SDCs, and Rogers Park Design, Forest Grove, OR » Recreational Programs Plan, Tigard, OR >> Parks and Recreation Master Plan (CPRS Award for Excellence), Apple Valley, CA » Parks, Recreation, and Open Space Master Plan, West Linn, OR » Park Master Plan for New Developments, Tracy, CA » Parks and Recreation, Trails, and Natural Areas Master Plan (ORPA Vision, Insight, Planning Award), Gresham, OR » Park Facility Development Guidelines, Irvine, CA >> Parks and Recreation Master Plan, Apple Valley, CA » Parks and Recreation Master Plan, Arcata, CA » Parks and Recreation Master Plan, Sunnyvale, CA » Parks, Trails and Recreation Master Plan, South Lake Tahoe, CA » Parks and Recreation Master Plan, Murray, UT >> Parks and Recreation System Plan, Cupertino, CA >> Parks, Recreation, and Open Lands Plan, Loveland, CO >> Park Development Ordinance and Site Selection Criteria, Parker, CO >> Park Dedication and Development Standards, Amarillo, TX EDUCATION » BBA, Urban Geography joint major, Simon Fraser University, Burnaby, British Columbia PRESENTATIONS Out'Reach: Beyond the Usual Limits of Engagement, NRPA 2015 » Go Big or Go Home! Creating Successful Destination Venues, NRPA 2013, 2014 Reinvigorating the Mature Park and Recreation System, NRPA 2013, 2014 » Why Can't We Play Here? and 1/4 Mile to What and Where?, NRPA 2012 DIGITAL TOOL PROFICIENCY (SELECTED) » Zoom » Maptionnaire Map -based Survey » Lime Survey » Google Forms Survey Monkey >> Wufoo OpenGov Ryan M®ttau DIRECTOR OF DIGITAL ENGAGEMENT Ryan Mottau is a national expert in recreation and public facility planning who has prepared system plans that develop and improve park, trail, recreation, and education facilities for communities around the country. The potential of parks and recreation to enhance urban livability drew Ryan to this area of specialization. The emerging consensus about parks, recreation, and natural spaces as important contributors to urban economics, environmental impacts, and physical and mental health pushes him forward. He creatively adapts and applies community engagement and data collection tools—such as online platforms that increase turnout and broaden outreach—to test community priorities, evaluate park and recreation services, and gather valuable input for action -oriented decision making. As a project manager, Ryan combines his extensive content knowledge—drawing upon 18 years of project experience and continuous tracking of national and international trends—with skillful process design, facilitation, and analysis to ensure that communities develop politically and financially feasible implementation plans. RELATED EXPERIENCE » SACOG Regional Trails Plan Interactive Map Engagement, Sacramento, CA » Parks, Recreation and Open Space Master Plan, Palo Alto, CA » Online Engagement for Inclusive Play Area Design, Hillsboro, OR » Equity in Parks and Recration Survey, Bend Park and Recreation District, Bend, OR » Online Priorities Workshop, Sherwood PRMP, OR » Parks and Recreation Community Questionnaire, Tukwila, WA » Parks, Recreation, Open Space and Natural Resources Plan, Renton, WA » Pasadena Community College Education Master Plan Outreach, Pasadena, CA » Rhody Rising Main Street Redevelopment Plan Online Questionnaire, Clackamas County, OR » Denver Play Strategy Questionnaire, Denver, CO » Recreation Survey & Community Recreation Questionnaire, Coeur d'Alene, ID » Sonoma County Integrated Parks Plan Questionnaire, Sonoma County, CA » San Jose Greenprint, Trails Strategic Plan, San Jose, CA » Stevens Creek Interactive Mapping Outreach, Cupertino, CA » Education Master Plan Outreach, Pasadena, CA » Long Beach Development Kate J®ncas EDUCATION Plan, Los Angeles, CA Long Beach, CA DIRECTOR OF URBAN STRATEGY AND DEVELOPMENT » BS, Community Sciences, Business District Strategy, University of Wisconsin- Kate Joncas is an urban development expert with a proven track record of Green Bay, Cum Laude implementation. By fostering public and private sector collaboration, she SELECT COMMUNITY designs innovative strategies that address complex problems in urban areas of ENGAGEMENT all sizes. As Seattle Deputy Mayor, she led waterfront redevelopment and the Houston, TX negotiations for the Convention Center expansion. While CEO of the Downtown » Bellwether Housing Board Seattle Association, she led one of the most successful revitalization projects in of Trustees (current) the country, including advocacy for two Convention Center additions. She has >> Seattle Community Police % successfully tackled a wide range of challenges facing communities in an era of Commission (2012— 2014) rapid change and rising disparity. PRESENTATIONS As MIG's Director of Urban Strategy and Development, Kate offers her finely IDA Webinar "Connecting honed expertise and skills as a facilitator and strategist to bring people of with Downtown ' different backgrounds and perspectives together in defining and pursuing a Neighborhoods shared strategic vision to improve their communities. Her intimate knowledge » ULI Webinar "Sustaining of public, private, and nonprofit sectors; urban project management; real estate Downtowns Post COVID" development; governance; and decision-making combined with her deep experience in stakeholder engagement and politics enables her to interact with » IDA Master Talk: "Alexa, all parties of interest. She is active in the international downtown community What Happened to My City?" and sits on boards and commissions in service to the profession. RELATED EXPERIENCE » Long Beach Development » South Park Los Angeles Strategic Corporation Strategic Plan, Plan, Los Angeles, CA Long Beach, CA » Olympia Downtown Alliance » City of Seattle, Strategic Advisor, Business District Strategy, Business Improvement Districts, Olympia, WA Seattle, WA Results for America, Research » Central Houston, Future Priorities on Performance Metrics for Presentation and Work Session, Workforce Development Houston, TX Programs » Strategic Advisory Services and » Downtown Sacramento Implementation of the City of Partnership Strategic Plan, Napa/Civic Center Campus Sacramento, CA Project, » Green River College Equity Napa, CA Centered Strategic Vision, » Downtown Kansas City 2030 Auburn, WA Strategic Plan, Kansas, MO » Third Street Promenade Stabilization and Economic Vitality Plan, Santa Monica, CA z SW 2/ 'U'^) vJ W ^ '' U) //Q� V/ 0' W W Z COV W J_ ^ U LL Z D 0- N O J 0 0 0 0 00 �n o vl o 0 0 0 0 0 0 0 0 o �n • p.z.,. MW FA 69 M6A 69 to 69 69 � 59 M 1 69 69 6b9 M MM 69 69 69 69 69 69 h � Y.� z c'�e 6s 6M9 :; i 6R9 I w �-4 - Z9 u, w w w Zi 14 I -Q p� M r O O R R C �n R q M M R ti T ery R R ti 0 Q �' M O N� O yOy W 00 69 O O W O 0�0 O b 69 h � vNi � O WI �D 6b9 KI O 69 O 0 Il 69 N 0 69 0 N 69 o � � 69 69 O � O b 69 O O Vi O N 0 0 0 0 0 0 0 O N O 609 609 O O O p 0 0 O� O O� O O O O " O O O O O O O ■ 69 69 69 � 69 V3 fr9 69 69 69 N N O �O 00 O er V o0 N � W 00 N N �� N � • 69 � 69 69 MM cad� d." 69 69 � 59 69 Vi MM 69 CI Vi ■ O O- O O O O V1! N fn N N t% U �Cp C N � O N c N Z � � c E G N m E y c c m E 0 o v m w m c U 0 of E :E 4 � m E m m .> a 'o E 0 Q T u m �- S at0i Z of o E QID °0 00 o m 0) N 4k E 3 E E ° v o 0 'o N E• m `o O1 0 E z O m N d s Z m N E m p, ° U O c In U U Ol D N K O • E a 41) Q V • m o 4 N N o m m a c v • • c c E N E m N00 ,di c°io {0 U In 0 0 Q 0 LLL. LL. �. • C11 Iq O al