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CC 2014-05-27_08.j. Agreement Amendment Liebert Cassidy WhitmoreMEMORANDUM TO: CITY COUNCIL FROM: STEVEN ADAMS, CITY MANAGER# SUBJECT: CONSIDERATION OF AMENDMENT NO. 1 TO CONSULTANT SERVICES AGREEMENT WITH LIEBERT CASSIDY WHITMORE DATE: MAY 27, 2014 RECOMMENDATION: It is recommended the City Council approve and authorize the City Manager to execute Amendment No. 1 to the consultant services agreement with Liebert Cassidy Whitmore for labor negotiations services. IMPACT ON FINANCIAL AND PERSONNEL RESOURCES: The proposed amendment will result in an additional cost of $15,000. Sufficient funding is budgeted in the second year of the two-year budget. Therefore, if approved, staff will propose transferring $15,000 allocated in FY 2014-15 to FY 2013- 14 in the year-end budget adjustments. However, no net budget allocation will be necessary at this time. While a substantial time commitment is still required by City staff to coordinate the meet and confer process, the consultant services agreement significantly reduces this demand on staff time. BACKGROUND: On February 15, 2014, the City entered into a consultant services agreement with Liebert Cassidy Whitmore for labor negotiation services. Meet and confer meetings continue with both the Arroyo Grande Police Officers' Association and the Service Employees International Union Local 620. ANALYSIS OF ISSUES: It is anticipated that additional labor negotiation services will be necessary in order to complete ongoing negotiations with the City's union representatives. Item 8.j. - Page 1 CITY COUNCIL CONSIDERATION OF AMENDMENT NO. 1 TO CONSULTANT SERVICES AGREEMENT WITH LIEBERT CASSIDY WHITMORE MAY 27, 2014 PAGE2 ALTERNATIVES: The following alternatives are provided for City Council consideration: 1. Approve the Amendment; 2. Do not approve the Amendment and direct staff to seek other consultant services or complete negotiations with in-house staff; or 3. Provide staff other direction. ADVANTAGES: The amendment to the consultant services agreement will continue to provide the City with the expertise necessary to effectively conduct ongoing labor negotiations and comply with all State laws. DISADVANTAGES: The amendment results in additional costs. ENVIRONMENTAL REVIEW: No environmental review is required for this item. PUBLIC NOTIFICATION AND COMMENTS: The Agenda was posted in front of City Hall on Thursday, May 22, 2014 and on the City's website on Friday, May 23, 2014. No public comments were received. Attachment: 1. Consultant Services Agreement dated February 15, 2014 Item 8.j. - Page 2 CONSULT ANT SERVICES AGREEMENT AMENDMENT NO. 1 This First Amendment ("Second Amendment") to Consultant's Services Agreement ("CSA") by and between the CITY OF ARROYO GRANDE and LIEBERT CASSIDY WHITMORE, is made and entered into this day of April 2014, based on the following facts: WHEREAS, the parties entered into a CSA dated February 15, 2014 to perform labor negotiations services; and WHEREAS, the parties desire to modify the CSA as set forth herein. NOW, THEREFORE, for valuable consideration the receipt and sufficiency of which is hereby acknowledged, the parties agree as follow: 1. The not to exceed total amount of charges set forth in Exhibit B shall be increased from twenty-five thousand dollars ($25,000) to forty thousand dollars ($40,000.00). IN WITNESS WHEREOF, CITY and CONSULTANT have executed this First Amendment the day and year first above written. LIEBERT CASSIDY WHITMORE By: ________________________ __ Shelline Bennett, Managing Partner CITY OF ARROYO GRANDE By: ~--~~-------------------­Steven Adams, City Manager Attest: By: --------------------- Kelly Wetmore, City Clerk Approved As To Form: By: ----------------------Timothy J. Carmel, City Attorney Item 8.j. - Page 3 ATTACHMENT 1 AGREEMENT FOR CONSULTANT SERVICES THIS AGREEMENT is made and effective as of .,U,.~., /.>-2014, between Liebert Cassidy Whitmore. ("Consultanr), and the tiTYOF ARROYO GRANDE, a Municipal Corporation ("City"). In consideration of the mutual covenants and conditions set forth herein, the parties agree as follows: 1. TERM This Agreement shall commence on February 15, 2014 and shall remain and continue .in effect until December 31, 2014, unless sooner terminated pursuant to the provisions of this Agreement. 2. SERVICES Consultant shall perform the tasks described and comply with all terms and provisions set forth in Exhibit "A", attached hereto and incorporated herein by this reference. 3. PERFORMANCE Consultant shall at all times faithfully, competently and to the best of his/her ability, experience and talent, perform all tasks described herein. Consultant shall employ, at a minimum generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 4. AGREEMENT ADMINISTRATION City's City Manager shall represent City in all matters pertaining to the administration of this Agreement. Shelline Bennett shall represent Consultant in all matters pertaining to the administration of this Agreement. 5. PAYMENT The City agrees to pay the Consultant in accordance with the payment rates and terms set forth in Exhibit "BD, attached hereto and incorporated herein by this reference. 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The City may at any time, for any reason, with or without cause, suspend or terminate this Agreement, or any portion hereof, by serving upon the Consultant at least ten (1 0) days prior written notice. Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise. If the city suspends or terminates a portion of this Agreement such suspension or termination shall not make void or invalidate the remainder of this Agreement. Page 1 Item 8.j. - Page 4 (b) In the event this Agreement is terminated pursuant to this Section, the City shall pay ·to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the City. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the City pursuant to Section 5. 7. TERMINATION ON OCCURRENCE OF STATED EVENTS This Agreement shall terminate automatically on the occurrence of any of the following events: (a) Bankruptcy or insolvency of any party; (b) Sale of Consultant's business; or (c) Assignment of this Agreement by Consultant without the consent of City. (d) End of the Agreement term specified in Section 1. 8. DEFAULT OF CONSULTANT (a) The Consultant's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, City shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant's control, and without fault or negligence of the Consultant, it shall not be considered a default. (b) If the City Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (1 0) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure· its default within such period of time, the City shall have the right, notwithstanding any other provision of this Agreement to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law, in equity or under this Agreement. 9. LAWS TO BE OBSERVED. Consultant shall: (a) Procure all permits and licenses, pay all charges and fees, and give all notices which may be necessary and incidental to the due and lawful prosecution of the services to be performed by Consultant under this Agreement; (b) Keep itself fully informed of all existing and proposed federal, state and local laws, ordinances, regulations, orders, and decrees which may affect those engaged or employed under this Agreement, any materials used in Consultant's Page 2 Item 8.j. - Page 5 performance under this Agreement, or the conduct of the services under this Agreement; (c) At all times observe and comply with, and cause all of its employees to observe and comply with all of said laws, ordinances, regulations, orders, and decrees mentioned above; (d) Immediately report to the City's Contract Manager in writing any discrepancy or inconsistency it discovers in said laws, ordinances, regulations, orders, and decrees mentioned above in relation to any plans, drawings, specifications, or provisions of this Agreement. (e) The City, and its officers, agents and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 10. OWNERSHIP OF DOCUMENTS (a) 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 the representatives of City or its designees at reasonable times to such books and records; shall give City the right to examine and audit said books and records; shall permit City to make transcripts therefrom as necessary; and shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement. Such records, together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. (b) Upon completion of, or in the event of termination or suspension of this Agreement, all original documents, designs, drawings, maps, models, computer files, surveys, notes, and other documents prepared in the course of providing the services to be performed pursuant to this Agreement shall become the sole property of the City and may be used, reused, or otherwise disposed of by the City without the permission of the Consultant. Wrth respect to computer files, Consultant shall make available to the City, at the Consultant's office and upon reasonable written request by the City, the necessary computer software and hardware for purposes of accessing, compiling, transferring, and printing computer files. 11. INDEMNIFICATION (a) lndemnffication for Professional Liability. When the law establishes a professional standard of care for Consultant's Services, to the fullest extent permitted by law, Consultant shall indemnify, protect, defend and hold harmless City and any and all of its· officials, employees and agents ("Indemnified Parties") from and against any and Page 3 Item 8.j. - Page 6 all losses, liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers, agents, employees or subContractors (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this agreement. (b) · Indemnification for Other Than Professional Liability. Other than in the performance of professional services and to the full extent permitted by law, Consultant shall indemnify, defend and hold harmless City, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits, actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind, whether actual, alleged or threatened, including attorneys fees and costs, court costs, interest, defense costs, and expert witness fees), where the same arise out of, are a consequence of, or are in any way attributable to, in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable, including but not limited to officers, agents, employees or subContractors of Consultant (c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subContractor or any other person or entity involved by, for, with or on behalf of Consultant in the performance of this agreement. In the event Consultant fails to obtain such indemnity obligations from others as required here, Consultant agrees to be fully responsible according to the terms of this section. Failure of City to monitor compliance with these requirements imposes no additional obligations on City and will in no way act as a waiver of any rights hereunder. This obligation to indemnify and defend City as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this agreement or this section. 12. INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit "C" attached hereto and incorporated herein as though set forth in full. 13. INDEPENDENT CONSULTANT ( (a) Consultant is and shall at all times remain as to the City a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither City nor any of its officers,· employees, or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers. employees, or agents are in any manner officers, employees, or agents of the City. Consultant shall not incur or have the power to incur any debt, obligation, or liability whatever against City, or bind City in any manner. Page 4 Item 8.j. - Page 7 (b) No employee benefrts shall be available to Consultant in connection with performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, City shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for City. City shall not be liable for compensation or indemQ_jfication to Consultant for injury or sickness arising out of performing services hereunder. 14. UNDUEINFLUENCE Consultant declares and warrants that no undue influence or pressure was or is used against or in concert with any officer or employee of the City of Arroyo Grande in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement,_ or financial · inducement. No officer or employee of the City of Arroyo Grande will receive compensation, directly or indirectly, from Consultant, or from any officer, employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the City to any and all remedies at law or in equity. 15. NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member, officer, or employee of City, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the project during his/her tenure or for one year thereafter, shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceeds thereof, for work to be performed in connection with the project performed under this Agreement. 16. RELEASE OF-INFORMATION/CONFLICTS OF INTEREST (a} All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without City's prior written authorization. Consultant, its officers, employees, agents, or subContractors, shall not without written authorization from the City Manager or unless requested by the City Attorney, voluntarily provide declarations, letters of support, testimony at depositions, response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the Gity. Response to a subpoena or court order shall not be considered "voluntary" provided Consultant gives City notice of such court order or subpoena. (b) Consultant shall promptly notify City should Consultant, its officers, employees, agents, or subContractors be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, request for admissions, or other discovery request, court order, or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to Page 5 Item 8.j. - Page 8 any project or property located within the City. City retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing, or similar proceeding. Consultant agrees to cooperate fully with City and to provide the opportunity to review any response to discovery requests provided by Consultant. However, City's right to review any such response does not imply or mean the right by City to control, direct, or rewrite said response. 17. NOTICES Any notice which either party may desire to give to the other party under this Agreement must be in writing and may be given either by (i) personal service, (ii) delivery by a reputable document delivery service, such as but not limited to, Federal Express, which provides a receipt showing date and time of delivery, or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice: To City: To Consultant: 18. ASSIGNMENT City of Arroyo Grande Steven Adams 300 E. Branch Street Arroyo Grande, CA 93420 Shelline Bennett 5250 North Palm Avenue, Suite 310 Fresno, California 93704 The Consultant shall not assign the performance of this Agreement, nor any part thereof, without the prior written consent of the City. 19. GOVERNING LAW The City and Consultant understand and agree that the laws of the State of California shall govern the rights, obligations, duties, and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the superior or federal district court with jurisdiction over the City of Arroyo Grande. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations, and statements, or written, are merged ·into this Agreement and shall be of no further force or effect. Each party is entering into Page6 Item 8.j. - Page 9 this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 21. TIME City and Consultant agree that time is of the essence in this Agreement. 22. CONTENTS OF REQUEST FOR PROPOSAL AND PROPOSAL Consultant is bound by the contents of the proposal submitted by the Consultant, Exhibit "C", attached hereto and incorporated herein by this reference. 23. CONSTRUCTION The parties agree that each has had an opportunity to have their counsel review this Agreement and that any rule of construction to the effect that ambiguities are to be resolved against the drafting party shall not apply in the interpretation .of this Agreement or any amendments or exhibits thereto. The captions of the sections are for convenience and reference only, and are not intended to be construed to define or limit the provisions to which they relate. 24. AMENDMENTS Amendments to this Agreement shall be in writing and shall be made only with the mutual written consent of all of the parties to this Agreement. 25. AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the ·consultant and has the authority to bind Consultant to the performance of its obligations hereunder. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed the dayand year first above written. Page 7 Item 8.j. - Page 10 CITY OF ARROYO GRANDE .By:&<~ . steven Adams, City Manager Approved As To Form: Page 8 Item 8.j. - Page 11 EXHIBIT A SCOPE OF WORK The principal function of the chief labor negotiator will be to conduct labor negotiations with the official representatives of the Arroyo Grande Police Officers' Association and Service Employees International Union Local 620 Arroyo Grande Chapter. Services to be performed include, but may not be limited to, the following: 1. Strategic planning meetings with designated Crty staff. 2. Discuss negotiations, set parameters, and obtain authority and direction from the Crty Council or designee. 3. Assist with the preparation of Memorandum of Understanding proposals and language. 4. Conduct Labor Negotiations and side bar meetings. 5. Attendance in person or by telephone conference call at City Council closed session meetings for Labor Negotiator updates as requested. 6. Provide legal consultation and/or representation regarding any legal matters that may arise out of the labor negotiation process. 7. Represent the Crty in mediation, fact finding or other processes that may be involved with the labor negotiation process. 8. Collaboration in other labor relations matters areas as requested by the Crty Manager. Page9 Item 8.j. - Page 12 EXHIBIT B PAYMENT SCHEDULE Consultant shall invoice the City monthly for actual time worked at an hourty rate as follows: Shelline Bennett Che Johnson $300 (increasing to $325 on 7/1/14) $215 (increasing to $235 on 7/1/14) Other charges include the following: $.25 per page for outgoing faxes Travel time (outside the retainer) charged at the hourly rate, for the time it takes to travel to/from the home office of the negotiator to the client or the time it takes to/from the negotiator's residence to the client, whichever is less. Total charges shall not exceed a total amount of twenty-five thousand dollars ($25,000.00). Page 10 Item 8.j. - Page 13 EXHIBIT C INSURANCE REQUIREMENTS Prior to the beginning of and throughout the duration of the Worl<', Consultant will maintain insurance in conformance with the requirements set forth below. Consultant will use existing coverage to comply with these requirements. If that existing coverage does not meet the requirements set forth here, Consultant agrees to amend, supplement or endorse the existing coverage to do so. Consultant acknowledges that the insurance coverage and policy limits set forth in this section constitute the minimum amount of coverage required. Any insurance proceeds available to City in excess of the limits and coverage required in this agreement and which is applicable to a given Joss, will be available to City. Consultant shall provide the following types and amounts of insurance: Commercial General Liability Insurance ~sing Insurance Services Office "Commercial General Liability" policy from CG 00 01 or the exact equivalent. Defense costs must be paid in addition to limits. There shall be no cross liability exclusion for claims or suits by one insured against another. Limits are subject to review but in no event less than $1,000,000 per occurrence. Business Auto Coverage on ISO Business Auto Coverage from CA 00 01 including symbol 1 (Any Auto) or the exact equivalent. Limits are subject to review, but in no event to be less than $1,000,000 per accident. If Consultant owns no vehicles, this requirement may be satisfied by a non-owned auto endorsement to the general liability policy described above. If Consultant or Consultant's employees will use personal autos in any way on this project, Consultant shall provide evidence of personal auto liability coverage for each such person. Professional Liability or Errors and Omissions Insurance as appropriate shall be written on a policy form coverage specifically designated to protect against acts, errors or omissions of the Consultant and "Covered Professional Services" as designated in the policy must specifically include work performed under this agreement. The policy limit shall be no less than $1,000,000 per claim and in the aggregate. The policy must "pay on behalf or the insured and must include a provision establishing the insurer's duty to defend. The policy retroactive date shall be on or before the effective date of this agreement. Insurance procured pursuant to these requirements shall be written by insurer that are admitted carriers in the state California and with an AM. Bests rating of A-or better and · a minimum financial size VII. Page 11 Item 8.j. - Page 14 General conditions pertaining to provision of insurance coverage by Consultant. Consultant and City agree to the following with respect to insurance provided by Consultant: 1. Consultant agrees to have its insurer endorse the third party general liability coverage required herein to include as additional insureds City, its officials employees _and agents, using standard ISO endorsement No. CG 2010 with an edition prior to 1992. Consultant also agrees to require all Consultants, and subContractors to do likewise. 2. No liability insurance coverage provided to comply with this Agreement shall prohibit Consultant, or Consultant's employees, or agents, from waiving the right of subrogation prior to a loss. Consultant agrees to waive subrogation rights against City regardless of the applicability of any insurance proceeds, and to require all Consultants and subContractors to do likewise. 3. All insurance coverage and limits provided by Consultant and available or applicable to this agreement are intended to apply to the full extent of the policies. Nothing contained in this Agreement or any other agreement relating to the City or its operations limits the application of such insurance coverage. 4. None of the coverages required herein will be in compliance with these requirements if they include any limiting endorsement of any kind that has not been first submitted to City and approved of in writing. 5. No liability policy shall contain any provision or definition that would serve to eliminate so-called "third party action over" claims, including any exclusion for bodily injury to an employee of the insured or of any Consultant or subcontractor. 6. All coverage types and limits required are subject to approval, modification and additional requirements by the City, as the need arises. Consultant shall not make any reductions in scope of coverage (e.g. elimination of contractual liability or reduction of discovery period) that may affect City's protection without City's prior written consent. 7. Proof of compliance with these insurance requirements, consisting of certificates of insurance evidencing all of the coverages required and an additional insured endorsement to Consultant's general liability policy, shall be delivered to City at or prior to the execution of this Agreement. In the event such proof of any insurance is not delivered as required, or in the event such insurance is canceled at any time and no replacement coverage is provided, City has the right, but not the duty, to obtain any insurance it deems necessary to protect its interests under this or any other agreement and to pay the premium. Any premium so paid by City shall be charged to and promptly paid by Consultant or deducted from sums due Consultant, at City option. Page 12 Item 8.j. - Page 15 8. Certificate(s) are to reflect that the insurer will provide 30 days notice to City of any cancellation of coverage. Consultant agrees to require its insurer to modify such certificates to delete any exculpatory wording stating that failure of the insurer to mail written notice of can~llation imposes no obligation, or that any party will "endeavor" (as opposed to being required) to comply with the requirements of the certificate. 9. It is acknowledged by the parties of this agreement that all insurance coverage required to be provided by Consultant or any subContractor, is intended to apply first and on a primary, noncontributing basis in relation to any other insurance or self insurance available to City. 1 0. Consultant agrees to ensure that subContractors, and any other party involved with the project who is brought onto or involved in the project by Consultant, provide the same minimum insurance coverage required of Consultant. Consultant agrees to monitor and review all such coverage and assumes all responsibility for ensuring that such coverage is provided in conformity with the requirements of this section. Consultant agrees that upon request, all agreements with subContractors and others engaged in the project will be submitted to City for review. 11. Consultant agrees not to self-insure or to use any self-insured retentions or deductibles on any portion of the insurance required herein and further agrees that it will not allow any Consultant, subContractor, Architect, Engineer or other entity or person in any way involved in the performance of work on the project contemplated by this agreement to self-insure its obligations to City. If Consultant's existing coverage includes a deductible or self-insured retention, the deductible or self-insured retention must be declared to· the City. At the time the City shall review options with the ·Consultant, which may include reduction or elimination of the deductible or self-insured retention, substitution of other coverage, or other solutions. 12. The City reserves the right at any time during the term of the contract to change the amounts and types of insurance required by giving the Consultant ninety (90) days advance written notice of such change. If such change results in substantial additional cost to the Consultant, the City will negotiate additional compensation proportional to the increase benefit to City. 13. For purposes of applying insurance coverage only, this Agreement will be deemed to have been executed immediately upon any party hereto taking any steps that can be deemed to be in furtherance of or towards performance of this Agreement. 14. Consultant acknowledges and agrees, that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any insurance requirements in no way imposes any additional obligations on City nor does it waive any rights hereunder in this or any other regard. Page 13 Item 8.j. - Page 16 15. Consultant will renew the required coverage annually as long as City, or its employees or agents face an exposure from operations of any type pursuant to this agreement. This obligation applies whether or not the agreement is canceled or terminated for any reason. Termination of this obligation is not effective until City executes a written statement to that effect. 16. Consultant shall provide proof that policies of insurance required herein expiring during the term of this Agreement have been renewed or replaced with other policies providing at least the same coverage. Proof that such coverage has been ordered shall be submitted prior to expiration. A coverage binder or letter from Consultant's insurance agent to this effect is acceptable. A certificate of insurance and/or addrtional insured endorsement as required in these specifications applicable to the renewing or new coverage must be provided to City wrthin five days of the expiration of the coverages. 17. The provisions of any workers' compensation or similar act will not limrt the obligations of Consultant under this agreement. Consultant expressly agrees not to use any statutory immunity defenses under such laws with respect to City, rts employees, officials and agents. 18. Requirements of specific coverage features or limrts contained in this section are not intended as limitations on coverage, limrts or other requirements nor as a waiver of any coverage normally provided by any given policy. Specific reference to a given coverage feature is for purposes of clarification only as rt pertains to a given issue, and is not intended by any party or insured to be limiting or all-inclusive. 19. These insurance requirements are intended to be separate and distinct from any other provision in this agreement and are intended by the parties here to be interpreted as such. 20. The requirements in this Section supersede all other sections and provisions of this Agreement to the extent that any other section or provision conflicts wrth or impairs the provisions of this Section. 21. Consultant agrees to be responsible for ensuring that no contract used by any party involved in any way with the project reserves the right to charge City or Consultant for the cost of addrtional insurance coverage required by this agreement. Any such provisions are to be deleted wrth reference to City. It is not the intent of City to reimburse any third party for the cost of complying wrth these requirements. There shall be no recourse against City for payment of premiums or other amounts with respect thereto. 22. Consultant agrees to provide immediate notice to City of any claim or loss against Consultant arising out of the work performed under this agreement. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monrtor the handling of any such claim or claims if they are likely to involve City. Page 14 Item 8.j. - Page 17 EXHIBITD PROPOSAL Page 15 Item 8.j. - Page 18 liM LIEBERT CAssrnv WHITMORE January 17. 2014 VIA EMAD...: sadams@arroyognmde.org Steve Adams City Manager City of Arroyo Grande 300 East Branch Street Arroyo Grande, CA 93420 RE: LUbert Cassidy Whitmore Negotilllion Services Dear Mr. Adams, 52SONamiP.W.. AVENUE,Sllm!310 FREsNo, CAl.JI:oaNIA 9371M T: 559.2S6.7800 F: 55U4U535 Richard forwarded your email to me. I would be happy to assist the City with your labor negotiations. Enclosed below is a brief summary of our work. Statement of Qualifications Liebert Cassidy Whitmore provides responsive and highly competent legal advice, representation, litigation services, negotiations and training to public entities throughout California. Our competitive advantage over other firms is that we focus our practice on public sector labor relations and employment law and are committed to providing high quality, cost effective and practical solutions for the challenges faced by California's public agencies. One particular area of expertise is our labor relations representation services in all forms of collective bargaining and impasse resolution processes, such as mediation, factfinding and interest arbitration. Our attorneys are well- versed at handling multiple bargaining tables and are experienced in utilization of different bargaining techniques in order to successfully conclude negotiations. Members of our firm have negotiated literally hundreds of memoranda of understanding with all varieties of general and safety employee groups including: AFSCME, ffiEW. IUOE, SEIU, CLOC~ Teamsters, and various police, fire and general employee associations. We have negotiated virtually every issue within the scope of bargaining. including such issues as: wages, hours, health and retirement benefits, leaves and discipline. We believe that our experienced and practical approach to negotiations, as well as our problem-solving orientation, results in a smoother and more expeditious negotiating process, fewer sustainable grievances or unfair labor practice charges, and ultimately, a 244749.1 J..C300.008 Las Ang1!les I San Fnmdsca I Frema I San Diego -.k:wlegal.A::om Item 8.j. - Page 19 'LIEBERT CAssiDY WHITMORE more cost-effective method of collective bargaining. In addition to conducting negotiations for public employers, we continually work with public agencies that employ staff to do their own negotiations. lbis arrangement has involved all aspects of consultation and related services, including preparation of initial bargaining proposals, reviewing counter-proposals, providing training and advice concerning negotiating strategies, representation through impasse procedures and giving general advice when particular problems arise. Lieben Cassidy Whitmore bas offices in San Francisco, Los Angeles, Fresno and San Diego and has been in existence since 1980. We have 78 attorneys and three paralegals. Our Firm Resume detailing our labor and employment practice is attached. Subject Matter EXj)ertise LCW negotiators have expertise in the following key subject areas: Retirement Benefits· The firm's negotiators are trained in the implementation of the laws and regulations pertaining to public employee retirement plans, including the Public Employee Retirement System {''PERS''), the County 1937 Retirement Act, and local agency retirement laws, as well as on retiree health benefit issues. In particular, LCW negotiators are well versed on the details of the new Public Employees Pension Reform Act of2013 ("PEPRA'') and how the new law impacts agency obligations at the bargaining table regarding retirement formulas, employer-employee pension contributions and rules on reportable compensation. In addition, our negotiators regularly provide advice and counsel on how to negotiate pension contract amendments, disability retirement procedures and obligations, service credit, GASB issues, unfunded liability issues, retiree health benefits and vested rights issues. Impasse Resolution -LCW negotiators have been directly involved in hundreds of impasse resolution proceedings, including mediation, fact-finding and interest arbitrations. Related to this area, our firm bas conducted numerous trainings and briefings on the new fact-finding requirements imposed by AB 646 for agencies subject to the Meyers-Milias-Brown Act, and our negotiators have handled a fair number of actual fact-findings under the new law. In addition, our labor negotiations practice group bas developed strategic plans for navigating the laws and regulations on impasse resolution procedures, including unilateral implementation of the agency's last, best and final offer. Fair Labor Standards Act -LCW bas a thriving practice advising public agencies on compliance with the Fair Labor Standards Act ("FLSA") and our negotiators have particular expertise addressing FLSA issues at the bargaining table. This includes knowledge on the extent to which FLSA issues are subject to negotiation, identification of higher overtime benefits provided by the labor agreement, overtime exemption challenges and regular rate of pay issues. 244749.1 LCJOCHJOS Los Angeles I San Francisco I Fresno 1 5an Diego www.kwlegal.mm Item 8.j. - Page 20 llliiW LIEBERT CAssiDY WHITMORE Unfair Labor Practices -Members of the fum have many years of experience representing our clients in all phases of proceedings before the Public Employment Relations Board ( .. PERB"), from consultation and responses to unfair labor practice charges through PERB hearings and court appeals. This experience is utilized by the firm's negotiators to identify bargaining practices and positions that could compromise the agency's position before PERB. And. if our clients are charged with an unfair labor practice, LCW is able to provide the full range of representational services in defending the charge before PERB. Municipal Bankruptcy -LCW negotiators have been involved in negotiations with public agencies in, or contemplating, municipal bankruptcy. This includes working with agencies to develop creative labor relations solutions and alternatives to avoid bankruptcy as well as advice and counsel on the impact on labor relations matters in the event an agency files for bankruptcy protection. Our aim in this area is to promote a disciplined and cautious approach, with the goal to avoid bankruptcy, even in times of fiscal distress. Proposed Staff Our negotiators are all highly skilled, experienced and effective. They are also creative, practical and excel in effective communications (written and oral presentations, listening skills). They have negotiated with both safety and miscellaneous employees bargaining units. They work hard to reach an agreement while also preparing to be in the best position in the event of impasse, fact-finding or unilateral implementation. We recognize that having the right fit between client and negotiator is an important component of successful negotiations. One of the distinguishing characteristics of our firm is that we have a variety of personalities and styles from which our clients can choose to find the right person for their negotiating needs. I am enclosing both my resume as weU as that of Fresno A.ssociate Che Johnson. We invite you to interview either of us, either in person or via telephone, at no cost to the City. Ourresumes are included for your reference. Our Approach to Negotiations: Our approach to negotiations will be guided by the philosophy, goals and objectives of our clients, the financial situation in which our client finds itself, as well as a number of other factors. In general however, our approach includes the following: • We work with and for the City Manager and his designated staff, and through him with the City Council. We provide professional advice to assist the City in determining its policy goals and objectives, which then become our goals and 244749 .I I..C300-008 l.o3 AnFJes I San Fnmdacu I Fn:sno I San Diego www .lcwlegal.cmn Item 8.j. - Page 21 IIDIW LtEBERT CAssiDY WHITMORE objectives; we see our job as applying our best efforts and skills to achieving them. • We believe in carefully organizing for negotiations, with goals and objectives kept well in mind. The negotiating process, we believe, consists of definable stages, from preparatory activities to the preliminary bargaining phases, ''hard bargaining," and finally to agreement or impasse procedure. Each stage of the process requires an organiud approach in order to maximize the chances of attaining bargaining objectives. • Where we reasonably anticipate adversarial bargaining, concession bargaining, factfindinglbinding arbitration, unilateral implementation, or other particularly challenging bargaining issues, we work closely with our clients to ensure they are best prepared and positioned for a successful outcome when agreements cannot be reached. We stress that preparation for an impasse hearing process must occur throughout all stages of bargaining where factfinding or binding interest arbitration is required. • We assist our clients in identifying and obtaining practical solutions to the financial difficulties public agencies are experiencing. • Our philosophy is not one of ''union busting," but rather one of using a professional approach that seeks to achieve and maintain professional relationships, notwithstanding the adversarial aspects of the process. We attempt to contribute positively to the long-standing labor relationship between our clients and their employee organizations; however, we are experienced with and prepared to respond to the hard-line approach and tactics used by certain employee organizations. • We assist our clients in protecting and maximizing their management rights and the discretion to set standards of service and retain the prerogative to direct, assign, evaluate, hire, fire and reorganize. • We see the conclusion of negotiations as a framework for establishing a constructive employer-employee, organization-employee relations strUcture, which requires management training and ongoing involvement with agency management on our part. Services Provided The services offered by our LCW negotiators are generally as follows, subject to the particular preferences in any agency which can and do bring about modifications to our role: • Meet with City staff and elected officials prior to commencement of 244749.1 LCJ00-008 Los Angeles I San Frandsco I Fresno I San Diego www.lcwlegal.com Item 8.j. - Page 22 IICri·LIEBERT CAssiDY WHITMORE negotiations in order to best understand (and perhaps formulate) the goals and objectives ofthe City in addressing the potential bargaining issues, and to be made aware of the financial/political limitations upon reaching those goals and objectives. • Provide leadership in formulating the strategies which will be employed in meeting the goals and objectives at the bargaining table. (This may include asking that various City negotiation team members or resource personnel prepare budget presentations, detailed cost/revenue analyses or other financial data which may be discussed during negotiations). • Administer and/or oversee classification and compensation studies to gather the data necessary to formulate and present the agency's bargaining objectives and proposals. • Review and analyze all pertinent charter provisions, ordinances, rules and regulations, and existing memoranda of understanding, in order to verify their impact upon the goals and objectives that are being pursued. • Act as principal spokesperson and strategist during the bargaining process. • Participate in closed sessions to provide guidance to and receive direction from elected officials. • Represent the City at impasse proceedings (including preparation and representation through the impasse process, preparation of press releases, supervising media relations, meeting with elected officials, and making those appearances provided for by the City employee relations ordinance, as requested by the City). Members of the fum have handled multiple concurrent negotiations. In fact, most of our negotiation work involves multiple units. We typically attempt to schedule meetings with various units back to back as to reduce travel time. We also work carefully with agency sta.ffto ensure that negotiations with multiple units are coordinated to be consistent where necessary but different, where differing issues so require. Rate and Service Structure Invoices are payable upon receipt and due within 30 days. Pricing offered on a time-and-materials basis would be based on the standard hourly rates listed below: Shelline Bennett ......... $300-increasing to $325 on July 1 Che Johnson ............... $215-increasing to $235 on July 1 244749.1 LCJOO.OOS Los Angeles I San Fr:ancis= I Fresno I San Diego www .k:wlrgal..com Item 8.j. - Page 23 INW LIEBERT CAssiDY WHITMORE Expenses We do not charge for secretarial time, telephone charges or photocopying (unless copying is done at the request of the client, in which case it is charged at fifteen cents ($.15) per page). We charge $.25 per page for outgoing faxes. There is no charge for incoming faxes. Travel time (outside the retainer) is charged at the hourly rate, for the time it takes to travel to/from the home office of the negotiator to the client or the time it takes to/from the negotiator•s residence to the client. whichever is less. We recognize that your purpose is to serve the needs of the community and so our goal is to help you achieve this mission. We are most rewarded when we have the opportunity to coUaborate with our clients to create solutions that make them successful. We offer the City a broad range of experienced labor relations services including negotiations, training, advice and representation. We bring both historicaJ and current experience worlcing with public entities to aid the City. We also offer a range of rates to fit the City•s budget. Finally we offer our commitment to the City to provide it with superior service, timely and efficient work product and professional people with whom to work. In short we would welcome the opportunity to work with you on these negotiations. For more information about our ~ please visit our website at www.lcwlegal.com . If we can answer additional questions, please contact me at 559. 256-7800 or sbennett@lcwlegal.com. 244749.1 LCJD0-008 Sincerely, Sbelline Bennett Managing Partner, Fresno Office Las Angeles I San Fl8l1Cisco I Fresno I San Diego www .lcwlegal.com Item 8.j. - Page 24 ._LCW: LIEBERT CASSIDY WHITMORE Shelline Bennett '". Partner Fresno · sbennett@lcwlegal.com Tel: 559.256.7800 Fax; 559.449.4535 SheiDne Bennett has represented management in labor and employment-taw matters for 17 years. She has worked with both private and public employers, including cities, counties, special districts, housing authorities, and community colleges. She has an extensive litigation background in both federaJ and state courts. She!Une's practice also includes representation in disciplinary appeals, adminisb'ative hearings, arbitrations, mediations, investigations, and labor relations and negotiations, including serving as lead negotiator at bargaining tables. She advises and counsels in aD labor and employment-taw matters, including the meet and confer process, wage and hour issues, disability and leave issues, and due process and discipUnary matters. Shelline represents employers not only in court but before the Department of Fair Employment and Housing, the Equal Employment Opportunity Commission, the Labor Commissioner, the Workers' Compensation Appeals Board, the California Unemployment Insurance Appeals Board, arbitrators, and Personnel and Civil Service Commissions. A$ Managing Partner of the Fresno office, Shelline brings her extensive legal and management expertise to the numerous trainings and worbhops she presents on topics including discrimination, harassment, retaliation, wage and hour, managing perfcn'nance through evaluations, medlcaJ leave, discipline, hlrtng, firing, legal updates, Brawn Ad., ethics, and prevention of litlgatlon. Shelllne was recognized as a Northern C&lifomia Super Lawyer in the years 2004, 2006, 2008, 2009 end 2010. ShelDne was also chosen as Fresno Magazine's Employment and labor Super LaWyer in 2009. SheiUne has served as the Chair, Vice Chair, and Secretary/Treasurer for the Litigation Section of the Federal Bar Association. Prior to joining Liebert C8ssidy Whitmore, She!Dne was a Managing Shareholder for a large national labor and employment law firm and managed their Central Valley office. Education JD, University of California, Hastings College of Law BA, California State University, Fresno Legal Expertise Employment Law Labor Relations and Negotiation Services Litigation Services Retirement e 2014 Uebert cassldy Whitmore. All rights reserved. 1 Item 8.j. - Page 25 IIIL~WI LIEBERT CASSIDY WHITMORE Che I. Johnson Associate Fresno cjohnson@lcwlegal.com Tel: 559.256.7805 . Fax: 559.449.4535 Che Johnson counsels and represents dients in all aspects of labor relations and employment law including wage and hour, employee discipline, and daims of disaimination and harassment Che has extensive experience in handling all aspects of pre4Jiallitigation, including depOsition and discovery, law and motion matters and trial preparation. He has also represented clients in arbitration, mediation, before the State Personnel Board, and before the Public Employment Relations Board. Che's experience includes employment related litigation, including federal and state litigation and administrative proceedings. Prior to joining LCW, Che worked with a national fu!J-service firm where he represented employers in employment litigation matters. Che has represented various State agencies and departments in labor and employment matters arising under the Ralph C. Oms Act. Che has also worked in the General Counsers Office for the Public Employment Relations Board as a Board Agent. Education JD, University of the Pacific, McGeorge School of Law BA. University of California, Berke.ley Legal Expertise Class Action Litigation Employment Law Labor Relations and Negotiation Services Litigation Services e 2014 Uebert Cassidy Whitmore. All rights reserved. 1 Item 8.j. - Page 26