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HomeMy WebLinkAbout2017-196 Contract-Centralpoint Leadership Services Contract for GOODS AND SERVICES Small Procurement Less than $5,000 CITY OF INDEPENDENT CONTRACTOR: Centerpoint Leadershp Services ASHLAND CONTACT: Kelly Williams 20 East Main Street ADDRESS: 801 O'Hare Parkway, #101 Ashland, Oregon 97520 Telephone: 541/488-6002 Medford, OR 97504 Fax: 541/488-5311 TELEPHONE: 541-245-0789 FAX: 866-454-9789 BEGINNING DATE: 7/7/2017 COMPLETION DATE: TBD COMPENSATION: $3,100.00 GOODS AND SERVICES TO BE PROVIDED: See Exhibit C - Develop and provide customer service training for planning staff. In the event of conflicts or discrepancies among Contract Documents, this form of the City of Ashland Contract will be primary and take precedence, and any exhibits or ancillary contracts or agreements having redundant or contrary provisions will be subordinate to and interpreted in a manner that will not conflict with this form City of Ashland Contract. NOW THEREFORE, pursuant to AMC 2.50.090 and after consideration of the mutual covenants contained herein the CITY AND CONTRACTOR AGREE as follows: 1. All Costs by Contractor: Contractor shall, provide all goods as specified above and shall at its own risk and expense, perform any work described above and, unless otherwise specified, furnish all labor, equipment and materials required for the proper performance of such work. 2. Qualified Work: Contractor has represented, and by entering into this contract now represents, that any personnel assigned to the work required under this contract are fully qualified to perform the work to which they will be assigned in a skilled and worker-like manner and, if required to be registered, licensed or bonded by the State of Oregon, are so registered, licensed and bonded. Contractor must also maintain a current City business license. 3. Ownership of Production: All documents, materials or items produced by Contractor pursuant to this contract shall be the property of City. 4. Statutory Requirements: ORS 279B.220, 2798.225, 279B.230, 2798.235, ORS Chapter 244 and ORS 670.600 are made part of this contract. 5. Indemnification: Contractor agrees to defend, indemnify and save City, its officers, employees and agents harmless from those losses, expenses, or other damages resulting from injury to any person or damage to property arising out of or incident to the negligent performance of this contract by Contractor its employees, or agents. Contractor shall not be held responsible for any losses, expenses, or other damages, directly, solely, and proximately caused by the negligence of City. 6. Termination: City's Convenience. This contract may be terminated at any time by the City. 7. Independent Contractor Status: Contractor is an independent Contractor and not an employee of the City. Contractor shall have the complete responsibility for the performance of this contract. 8. Non-discrimination Certification: The undersigned certifies that the undersigned Contractor has not discriminated against minority, women or emerging small businesses enterprises in obtaining any required subcontracts. Contractor further certifies that it shall not discriminate in the award of such subcontracts, if any. 9. Asbestos Abatement License: If required under ORS 468A.710, Contractor or Subcontractor shall possess an asbestos abatement license. 10. Use of Recyclable Products: Contractor shall use recyclable products to the maximum extent economically feasible in the performance of the contract work set forth in this document. 11. Default. The Contractor shall be in default of this agreement if Contractor commits any material breach or default of any covenant, warranty, certification, or obligation it owes under the Contract. 12. Insurance. Contractor shall at its own expense provide the following: a. Workers' Compensation insurance in compliance with ORS 656.017, if work is performed by employees or volunteers or certification of exemption from such coverage. (Exhibit B - Exemption from Workers' Compensation Insurance). BY INITIALING THIS SENTENCE, CONTRACTOR CERTIFIES UNDER PENALTY OF LAW THAT THE WORK REQUIRED BY THIS CONTRAC*'eoccurrence E PERFORMED SOLELY BY THE UNDERSIGNED or by subcontractors who are covered by Workers' Compensationinuho certify they are exempt from such coverage by completing Exhibit B and delivering it to the undersigned City official. : b. General Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 ffor Bodily Injury and Property Damage. Not Applicable c. Automobile Liability insurance with a combined single limit, or the equivalent, of not less than $1,000,000 for each accident for Bodily Injury and Property Damage, including coverage for owned, hired or non-owned vehicles, as applicable. Not Applicable 13. Governing Law; Jurisdiction; Venue: This contract shall be governed and construed in accordance with the laws of the State of Oregon 14. THIS CONTRACT AN TTACHED EXHIBITS CONSTITUTE THE ENTIRE AGREEMEI~T BETWEEN THE PARTIES. NO WAIVER, CONSENT, MODIFICATION OJOF TERMS OF THIS CONTRACT SHALL BIND EITHER PARTY U LESS IN WRITING AND SIGNED BY BOTH PARTIES. /Certification. Contract the certification attached hereto as Exhibit Armand he PLrLjnearp ra d by reference. Contractor: City of Ashland: By py , f S' ature De~arrtment Heady C Pr t N me Pint Name Title Date O W-9 One copy of a W-9 is to be submitted with the signed contract. Purchase Order NO. EXHIBIT A CERTIFICATIONS/REPRESENTATIONS: Contractor, under penalty of perjury, certifies that (a) the number shown on the attached W-9 form is its correct taxpayer ID (or is waiting for the number to be issued to it and (b) Contractor is not subject to backup withholding because (i) it is exempt from backup withholding or (ii) it has not been notified by the Internal Revenue Service (IRS) that it is subject to backup withholding as a result of a failure to report all interest or dividends, or (iii) the IRS has notified it that it is no longer subject to backup withholding. Contractor further represents and warrants to City that (a) it has the power and authority to enter into and perform the work, (b) the Contract, when executed and delivered, shall be a valid and binding obligation of Contractor enforceable in accordance with its terms, (c) the work under the Contract shall be performed in accordance with the highest professional standards, and (d) Contractor is qualified, professionally competent and duly licensed to perform the work. Contractor also certifies under penalty of perjury that its business is not in violation of any Oregon tax laws, and it is a corporation authorized to act on behalf of the entity designated above and authorized to do business in Oregon or is an independent Contractor as defined in the cc~rtract documents, and has checked four or more of the following criteria: V! (1) 1 carry out the labor or services at a location separate from my residence or is in a specific / portion of my residence, set aside as the location of the business. ✓ (2) Commercial advertising or business cards or a trade association membership are purchased for / the business. (3) Telephone listing is used for the business separate from the personal residence listing. (4) Labor or services are performed only pursuant to written contracts. (5) Labor or services are performed for two or more different persons within a period of one year. (6) 1 assume financial responsibility for defective workmanship or for service not provided as evidenced by the ownership of performance bonds, warranties, errors and omission insurance or liability i r ce relating to the labor or services to be provided. Contractor (Date EXHIBIT B CERTIFICATION OF EXEMPTION FROM WORKERS' COMPENSATION INSURANCE REQUIREMENTS Contractor and its subcontractor are exempt from the requirement to obtain workers compensation insurance under ORS Chapter 656 for the following reason. Contractor and subcontractor, respectively, are to initial the appropriate box as follows: 1CONTRACTOR AS C CORPORATION - FOR PROFIT (Init ■ Contractor's business is incorporated; and ■ All employees of the corporation arc officers and directors and have a substantial ownership interest* in the corporation, and ■ All work will be performed by the officers and directors; Contractor will not hire other employees to perform this yy contract. SUB-CONTRACTOR AS SOLE. PROPRIETOR (Initials) ■ Contractor is a sole proprietor, and ■ Contractor has no employees, and ■ Contractor will not hire employees or subcontractors to perform this contract. or SUB-CONTRACTOR AS LIMITED LIABILITY COMPANY (Initials) ■ Contractor is a limited liability company, and ■ Contractor has no employees, and ■ All work will be performed by the members; Contractor will not hire employees or subcontractors to perform this contract, and • If Contractor has more than one member, Contractor is not engaged in work performed in direct connection with the constr ion, alteration, repair, improvement, moving or demolition of an i provement to real property or app na es thereto. - - (Signature o rized Signer for C Corporation) (Date) (Signer's Title) (Signatute 6f Authorized Signer for Sub-Contractor) (Date) (Sig er's Title) Ir, *NOTE: Under OAR436-50-050 a shareholder has a "substantial ownership" interest if the shareholder owns 10% of the corporation, or if less than 10% is owned, the shareholder has ownership that is at least equal to or greater than the average percentage of ownership of all shareholders. 2 EXHIBIT C CENTERPOINT Leadership Services March 19th, 2017 Maria Harris Planning Manager Community Development Department City of Ashland Re: Service Excellence; City of Ashland Planners- Proposal Dear Maria, Thank you for affording Centerpoint the opportunity to support the Planning Division in the pursuit of customer service excelk;mce. Our Understanding of Your Needs We understand you would like to improve the customer service quality of the Planning Division. You have been able to describe the difficulty in providing excellent service in the role of a Planner, often having to provide regulations and answers that can be frustrating to customers. We discussed customer feedback that indicates a need to enhance empathy and the ability to understand the customer's perspective especially when it's necessary to provide difficult information. We also discussed your explanation of the varied needs of the Planning Division. Specifically, the need to focus on foundational customer service skills, including empathy, for the new Planners that are at the beginning of their careers and learning to share governmental regulations in an effective manner. We understand that the experienced Planner has a strong customer service base but may need individual coaching to support consistence and maintaining positive perspective. Our Approach Centerpoint will work directlY with Maria to define clear customer service expectations, determine the critical competencies of customer service, and the goals of training for the Planners. We will also facilitate two skill-building training sessions for the new Planners and separate customer service coaching for the experienced Planner to enhance current skills. Cily of Ashland -Service Excellence Development with Planner team 1 ot3 CaTRPOINI Our Approach (cont.) Process Collaboration Centerpoint will work with Maria Harris in reviewing and refining this proposal including the Approach and Timeline. We will partner to identify the best competencies for the Planning Division, clear expectations of service, and a timely schedule for delivering our agreed upon solutions. Development Based on the results of the collaboration process, we will develop clear service expectations and a training program to facilitate skill-building. We will consult as R we develop training and tools for the department. Implementation k Centerpoint will provide training that will include technical materiaL demonstrations, and customer service scenarios for the newer staff. We will also provide one-on-one coaching for the experienced Planner. Coaching The coaching sessions will be established with a sponsor meeting between Kelly, Maria and the experienced Planner. Following the sponsor meeting the experienced Planner can access coaching services as needed in 20 minute increments. Additional details regarding the coaching process will be shared during the collaboration process. t Timeline and Consulting Hours Collaboration: TBD (up to 3 hours) Development: TBD (up to 6 hours) Implementation: Skill Building Training Sessions up to 4 hours s I Individual Coaching Customer Service Coaching up to 3 Hours v Staffing Kelly Williams will be the Lead consultant for Centerpoint. Fees Centerpoint fees include all consulting, preparation, training and consulting time, materials, travel and expenses. Fees are $3,100.00 for all components of this proposal. Our invoice will be sent upon completion of the training session and individual coaching. Terms are net 30 days. City of Ashland-Service Excellence Development with Planner team 2 of3 CENTERPOINT Leadership Services Conclusion We look forward to the opportunity to work with you on this important project. Please contact us to discuss our proposal further and/or to begin work. Thank you, CENTERPOINT Kelly Williams Cily of Ashland -Service Excellence Development with Planner learn 3of3 Certificate of Insurance (Proof of Coverage) 05/11/2017 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND, OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Insured Name and Mailing Address* Program Administrator reskenis Perrin Associates, Inc Administered By: Guy Perrin CPH and Associates 95 E. Main Street #9 711 S. Dearborn, Suite 205 Ashland, OR 97520 Chicago, IL 60605 P.312-987-9823 F.312-987-0902 *Additional insured locations are often requested by individual business owners who info(gcthins.com have more than one office. Your coverage is portable, meaning that you are covered at Underwritten By: any location for practice under the occupation(s) listed on your policy. Philadelphia Indemnity Insurance Company Coverage Policy 025209 Effective Date: 06/10/2017 [Expiration Date: 06/10/2018 HE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. Limits of Liability EACH OCCURRENCE AGGREGATE Coverage Part (Per individual claim) (Total amount per policy year) $1,000,000 $3,000,000 Professional Liability Commercial General Liability N/A N/A (Includes: General Liability, Fire & Water Legal Liability, and Personal Liability) N/A N/A Property Coverage $1,000,000 $3,000,000 Supplemental Liability Unlimited Unlimited Defense Expense Coverage $35,000 $35,000 State Licensing Board Investigation Defense Coverage $15,000 $15,000 Assault Coverage $10,000 $35,000 Deposition Expense Benefit S5,000/ person $50,000 Medical Expense Coverage $15,000 $15,000 First Aid Coverage Description/Special Provisions: Certificate Holder Cancellation Should any of the above described policy be cancelled before the expiration date thereof, he issuing insurer will endeavor to mail 30 days written notice to the certificate holder named to the left, but failure to do so shall impose no obligation or liability of any kind PROOF OF COVERAGE upon the insurer, its agents or representatives. Holder has also been added to the policy as an additional insured:** YeslXNo **If the certificate holder is an ADDITIONAL INSURED, the policy (ies) must be endorsed. A statement on this certificate does not Authorized Representative confer rights to the certificate holder in lieu of such endorsement C. Philip Hodson (s). DISCLAIMER: The Certificate of Insurance does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend, or alter the coverage afforded by the policies listed thereon. Purchase Order Fiscal Year 2018 Page: '1 of: 1 THIS PO NUMBER MUST APPEAR ON ALL B City of Ashland INVOICES, AND SHIPPING DOCUMENTS. ATTN: Accounts Payable L 20 E. Ashland, Main OR 97520 Order# Purchase 20180878 T Phone: 5411552-2010 O Email: payable@ashland.or.us V H C/O Planning Division E CENTERPOINT 1 51 Winburn Way N 295 E MAIN STREET #9 p Ashland, OR 97520 D ASHLAND, OR 97520 Phone: 5411488-5305 O T Fax: 541/552-2050 R O Vendor Phone Numberdn= UmDer= =Beutstr Qm - ~.i _ erg 541 245-0789 Maria Harris Date Ordered ~Lendo~F(umberta Begvv i# Mi~tfitr_6~r, -Qepartment/Lneafion = 09/25/2017 909 FOB ASHLAND OR/NET30 Cit Accounts Payable Item# Beserl t~orrlParf - - VIEW =nit Price Extended PneEM Customer Service Training 1 Develop and provide customer service training for planning staff. 1 $3,100.0000 $3,100.00 Contract for Goods and Services Small Procurement Less than $5,000 Beginning date: 07/07/2017 Completion date: TBD Project Account: GL SUMMARY 092700 - 604100 $3,100.00 Date: By Aut~rizedSIgnature `PO Total 3,100.001 FORM 43 `CITY OF ASHLAND REQUISITION Date of request: 7/7/2017 Required date for delivery: 12/31/2017 Vendor Name CentarPnint I eadership Servi PC Address, City, State, Zip 801 O'Hare Parkway #101 Medfortl OR 97504 Contact Name & Telephone Number Kelly Williams, (541) 245-0789 Fax Number (866) 454-9789 SOURCING METHOD ❑ Exempt from Competitive Bidding ❑ Emergency ❑ Reason for exemption: ❑ Invitation to Bid (Copies on file) ❑ Form #13, Written findings and Authorization ❑ AMC 2.50 Date approved by Council: ❑ Written quote or proposal attached ❑ Written quote or proposal attached -(Attach co of council communication If council a royal required, attach co of CC ❑ Small Procurement Cooperative Procurement Less than $5,000 ❑ Request for Proposal (Copies on file) ❑ State of Oregon Date approved by Council: X Direct Award Contract # ❑ Verbal/Written quote(s) or proposal(s) (Attach copy of council communication) ❑ State of Washington Intermediate Procurement ❑ Sole Source Contract # GOODS & SERVICES ❑ Applicable Form (#5,6, 7 or 8) ❑ Other government agency contract $5,000 to $100,000 ❑ Written quote or proposal attached Agency ❑ (3) Written quotes and solicitation attached ❑ Form #4, Personal Services $5K to $75K Contract # PERSONAL SERVICES El Special Procurement Intergovernmental Agreement $5,000 to $75,000 El Form #9, Request for Approval El Agency 1771 Less than $35,000, by direct appointment El Written quote or proposal attached Date original contract approved by Council: ❑ (3) Written proposals/written solicitation Date approved of Council: (Date) El Form #4, Personal Services $5K to $75K Valid until: Date - (Attach copy of council communication) Description of SERVICES Total Cost Develop and provide customer service training for planning staff. $3,100.00 Item # Quantity Unit Description of MATERIALS Unit Price Total Cost TOTAL COST X Per attached quote/proposal $ Project Number _ _ _ _ _ _ - _ _ _ Account Number 092700.604100 Account Number - Account Number _ _ _ - 'Expenditure must be charged to the appropriate account numbers for the financials to accurately reflect the actual expenditures. IT Director in collaboration with department to approve all hardware and softw a purchas t T Director Date Support -Yes / No By signing this requisition fiorm, I certify that the City's public contracting requirements have been satisfie . Employee: Department Head: (Equal to or greater than $5,000) Department Manager/Supervisor: City Administra r: (Equal to or greater thanl$25,000) ~ i Funds appropriated for current fiscal year i'E / NO l an e Director ual to or greater than $5,000) bate Comments: Form #3 - Requisition Cr CENTERPOI NT Leadership Services March 19th, 2017 Maria Harris Planning Manager Community Development Department City of Ashland Re: Service Excellence; City of Ashland Planners - Proposal Dear Maria, Thank you for affording Centerpoint the opportunity to support the Planning Division in the pursuit of customer service excellence. Our Understanding of Your Needs We understand you would like to improve the customer service quality of the Planning Division. You have been able to describe the difficulty in providing excellent service in the role of a Planner, often having to provide regulations and answers that can be frustrating to customers. We discussed customer feedback that indicates a need to enhance empathy and the ability to understand the customer's perspective especially when it's necessary to provide difficult information. We also discussed your explanation of the varied needs of the Planning Division. Specifically, the need to focus on foundational customer service skills, including empathy, for the new Planners that are at the beginning of their careers and learning to share governmental regulations in an effective manner. We understand that the experienced Planner has a strong customer service base but may need individual coaching to support consistence and maintaining positive perspective. Our Approach Centerpoint will work directly with Maria to define clear customer service expectations, determine the critical competencies of customer service, and the goals of training for the Planners. We will also facilitate two skill-building training sessions for the new Planners and separate customer service coaching for the experienced Planner to enhance current skills. City of Ashland - Service Excellence Development with Planner team 1 of 3 CLNTERPOINT Leadership Services Our Approach (cont.) Process Collaboration Centerpoint will work with Maria Harris in reviewing and refining this proposal, including the Approach and Timeline. We will partner to identify the best competencies for the Planning Division, clear expectations of service, and a timely schedule for delivering our agreed upon solutions. Development Based on the results of the collaboration process, we will develop clear service expectations and a training program to facilitate skill-building. We will consult as we develop training and tools for the department. Implementation Centerpoint will provide training that will include technical material, demonstrations, and customer service scenarios for the newer staff. We will also provide one-on-one coaching for the experienced Planner. Coaching The coaching sessions will be established with a sponsor meeting between Kelly, Maria and the experienced Planner. Following the sponsor meeting the experienced Planner can access coaching services as needed in 20 minute increments. Additional details regarding the coaching process will be shared during the collaboration process. Timeline and Consulting Hours Collaboration: TBD (up to 3 hours) Development: TBD (up to 6 hours) Implementation: Skill Building Training Sessions up to 4 hours Individual Coaching Customer Service Coaching up to 3 Hours Staffing Kelly Williams will be the Lead consultant for Centerpoint. Fees Centerpoint fees include all consulting, preparation, training and consulting time, materials, travel and expenses. Fees are $3,100.00 for all components of this proposal. Our invoice will be sent upon completion of the training session and individual coaching. Terms are net 30 days. City of Ashland - Service Excellence Development with Planner team 2 of 3 Cr CENTERPOI NT Leadership Services Conclusion We look forward to the opportunity to work with you on this important project. Please contact us to discuss our proposal further and/or to begin work. Thank you, CENTERPOIN7 Kelly Williams City of Ashland - Service Excellence Development with Planner team 3 of 3