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HomeMy WebLinkAbout09 - PSA for General Plan Update OutreachPORT CITY OF O � _ i NEWPORT BEACH City Council Staff Report <i FO RN June 25, 2019 Agenda Item No. 9 TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: Seimone Jurjis, Community Development Director - 949-644-3232, sjurjis@newportbeachca.gov PREPARED BY: Benjamin M. Zdeba, AICP, Associate Planner bzdeba@newportbeachca.gov PHONE: 949-644-3253 TITLE: Professional Services Agreement with Kearns & West for General Plan Update Outreach ABSTRACT - At its May 29, 2019 meeting, the General Plan Update Steering Committee (Steering Committee) provided a unanimous recommendation that the City Council consider contracting with Kearns & West (K&W) to prepare, implement, and facilitate community outreach related to a future update of the General Plan. K&W has extensive experience in engaging communities specific to updating complicated general plans. The Steering Committee believes K&W is well qualified and will capture the community's values and desires for consideration in the form of a "Vision Guide" document. The estimated cost for this phase of the General Plan Update project is $452,000. This amount is covered by the General Plan Update line item in the upcoming Capital Improvement Program (CIP) Budget. RECOMMENDATION: a) Determine this action is exempt from the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) and 15060(c)(3) of the CEQA Guidelines because this action will not result in a physical change to the environment, directly or indirectly; and b) Accept the General Plan Update Steering Committee's Recommendation and Authorize the Mayor and City Clerk to execute a Professional Services Agreement with Kearns & West to prepare, implement, and facilitate an outreach program to assist in preparation of a future General Plan update in an amount not to exceed $452,000. FUNDING REQUIREMENTS: If adopted, the Fiscal Year 2019-20 CIP Budget includes sufficient funding for this agreement as part of the General Plan Update project ($1,500,000). It will be expensed to the General Fund, 01201928-980000-20M11. 9-1 Professional Services Agreement with Kerns & West For General Plan Update Outreach June 25, 2019 Page 2 DISCUSSION: Background The Steering Committee met many times to review and discuss the draft request for proposals (RFP) for outreach related to a future general plan update. Members of the community were invited and encouraged to participate in the discussions. After many refinements to the RFP, it was released on March 25, 2019. Procurement Process The RFP (RFP#19-69) was posted on the City's public procurement system (PlanetBids) on March 25, 2019, and distributed directly to other engagement and public relations, or planning firms suggested by Still Protecting Our Newport (SPON). The evaluation panel assigned to this RFP consisted of Community Development Department staff providing technical expertise with oversight by the Steering Committee. Five proposals were received; however, only four were deemed qualified and responsive to the minimum requirements outlined in the RFP. The evaluation panel was responsible for reviewing the remaining four proposals and rating them on technical factors. The scores and resulting ranks are depicted in Table 1 below. Table 1, Technical scoring of the qualified proposers. Interviews and Due Diligence Review At its May 15, 2019, meeting, the Steering Committee interviewed the three of the four qualified proposers (S. Groner Associates, Inc. declined the request). The interview format was shared with each proposer ahead of the meeting and is reflected in Table 2 below. 9-2 Max. Kearns & MBI Strategic S. Groner FSB Core Points West Communications Associates, Inc. Strategies Qualifications and 60 52 42 32 27 Experience Understanding of Scope and Ability to Perform 30 28 23 18 13 References 10 10 10 5 5 Total Score 100 90 75 55 45 Overall Rank - 1 2 3 4 Interviews and Due Diligence Review At its May 15, 2019, meeting, the Steering Committee interviewed the three of the four qualified proposers (S. Groner Associates, Inc. declined the request). The interview format was shared with each proposer ahead of the meeting and is reflected in Table 2 below. 9-2 Professional Services Agreement with Kerns & West For General Plan Update Outreach June 25, 2019 Page 3 Table 2, RFP No. 19-69 interview format. Introduction — 5 minutes An opportunity to provide quick introductory remarks and introduce the assigned team. Engagement — 20 minutes The presenting firm will be asked to go over its most relevant prior experience and go into what it did to deliver the desired results. This will be an opportunity for the team to showcase its ability to engage in a meaningful way. Q&A -15 minutes The Committee will select standardized questions to ask the firm to close the interview. Additional follow-up questions could be asked if time permits. At the conclusion of the interviews, the Steering Committee unanimously agreed to pursue K&W and directed staff to review the cost estimate for feasibility and report back at the next meeting. In accordance with procurement procedures for professional services, the City only unsealed the cost estimate from K&W, as they were highest rated proposer following the RFP evaluation process. Cost estimates from all other proposers remained sealed and were not presented to staff or the Steering Committee. Conclusion of RFP Process At its May 29, 2019, meeting, the Steering Committee reviewed the K&W scope of services and cost schedule. A principal from K&W and the Project Manager attended the meeting, answered questions and provided additional clarifying information to the Committee on the various components of the scope of services and costs. The Steering Committee unanimously recommends City Council consider and authorize a professional services agreement with K&W. The draft minutes from the May 29 meeting are attached as Attachment B to this report. K&W Scope of Services K&W's scope of work (Exhibit A of Attachment A) is divided into three main tasks: (1) Familiarization with the General Plan; (2) Community Engagement and Outreach Program Preparation; and (3) Capturing Community Desires. The first task will include kick-off meetings with City staff and the Steering Committee and will focus on review of the current General Plan. The end products will be a General Plan "diagnostic" memo highlighting areas requiring updates for compliance with new State law and guidelines, as well as educational materials to be shared with the community. 9-3 Professional Services Agreement with Kerns & West For General Plan Update Outreach June 25, 2019 Page 4 The second task will focus on development of the community outreach program wherein K&W will work closely with the Steering Committee and staff for guidance on the program's framework and content. Included in this task is the activation of an online presence through an interactive web platform and social media. The citywide launch event will formally initiate the outreach program with various community workshops and pop-up engagement opportunities to follow. The digital content will complement and supplement the community dialogue. This task will conclude with a citywide summit that will inform the community of our findings with an opportunity for affirmation through live polling. The third and final task is the preparation of a "vision" guide that is intended to capture the community voices from the outreach program. It will include in-depth information about perceived needs, issues and opportunities, reactions to existing goals and policies, and a consensus statement validated through the citywide summit in the prior task. Project Cost The estimated project cost for this phase of the General Plan Update project is $410,913; however, staff recommends including a ten -percent contingency for a total contract amount of $452,000. ENVIRONMENTAL REVIEW: Staff recommends the City Council find this action is not subject to the California Environmental Quality Act (CEQA) pursuant to Sections 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and 15060(c)(3) (the activity is not a project as defined in Section 15378) of the CEQA Guidelines, California Code of Regulations, Title 14, Chapter 3, because it has no potential for resulting in physical change to the environment, directly or indirectly. NOTICING: The agenda item has been noticed according to the Brown Act (72 hours in advance of the meeting at which the City Council considers the item). ATTACHMENTS: Attachment A — Professional Services Agreement with Kearns & West Attachment B — Draft Minutes from the May 29, 2019 Steering Committee Meeting Attachment A Professional Services Agreement with Kearns & West 9-5 PROFESSIONAL SERVICES AGREEMENT WITH KEARNS & WEST, INC. FOR COMMUNITY ENGAGEMENT FOR FUTURE GENERAL PLAN UPDATE THIS PROFESSIONAL SERVICES AGREEMENT ("Agreement") is made and entered into as of this 25th day of June, 2019 ("Effective Date"), by and between the CITY OF NEWPORT BEACH, a California municipal corporation and charter city ("City"), and KEARNS & WEST, INC., a Massachusetts Corporation ("Consultant"), whose address is 233 Sansome Street, #400, San Francisco, California 94104, and is made with reference to the following: eKi_3W A. City is a municipal corporation duly organized and validly existing under the laws of the State of California with the power to carry on its business as it is now being conducted under the statutes of the State of California and the Charter of City. B. City desires to engage Consultant for community engagement related to the General Plan Update ("Project"). C. Consultant possesses the skill, experience, ability; background, certification and knowledge to provide the professional services described in this Agreement. D. City has solicited and received a proposal from Consultant, has reviewed the previous experience and evaluated the expertise of Consultant, and desires to retain Consultant to render professional services under the terms and conditions set forth in this Agreement. NOW, THEREFORE, it is mutually agreed by and between the undersigned parties as follows: 1. TERM The term of this Agreement shall commence on the Effective Date, and shall terminate on June 30, 2020, unless terminated earlier as set forth herein. 2. SERVICES TO BE PERFORMED Consultant shall diligently perform all the services described in the .Scope of Services attached hereto as Exhibit A and incorporated herein by reference ("Services" or "Work"). City may elect to delete certain Services within the Scope of Services at its sole discretion. 3. TIME OF PERFORMANCE 3.1 Time is of the essence in the performance of Services under this Agreement and Consultant shall perform the Services in accordance with the schedule included in Exhibit A. In the absence of a specific schedule, the Services shall be performed to completion in a diligent and timely manner. The failure by Consultant to strictly adhere to the schedule set forth in Exhibit A, if any, or perform the Services in a diligent and timely manner may result in termination of this Agreement by City. 3.2 Notwithstanding the foregoing, Consultant shall not be responsible for delays due to causes beyond Consultant's reasonable control. However, in the case of any such delay in the Services to be provided for the Project, each party hereby agrees to provide notice within two (2) calendar days of the occurrence causing the delay to the other party so that all delays can be addressed. 3.3 Consultant shall submit all requests for extensions of time for performance in writing to the Project Administrator as defined herein not later than ten (10) calendar days after the start of the condition that purportedly causes a delay. The Project Administrator shall review all such requests and may grant reasonable time extensions for unforeseeable delays that are beyond Consultant's control. 3.4 For all time periods not specifically set forth herein, Consultant shall respond in the most expedient and appropriate manner under the circumstances, by hand -delivery or mail. 4. COMPENSATION TO CONSULTANT 4.1 City shall pay Consultant for the Services on a time and expense not -to - exceed basis in accordance with the provisions of this Section and the Schedule of Billing Rates attached hereto as Exhibit B and incorporated herein by reference. Consultant's compensation for all Work performed in accordance with this Agreement, including all reimbursable items and subconsultant fees, shall not exceed Four Hundred Fifty Two Thousand Dollars and 001100 ($452,000.00), without prior written authorization from City. No billing rate changes shall be made during the term of this Agreement without the prior written approval of City. 4.2 Consultant shall submit monthly invoices to City describing the Work performed the preceding month. Consultant's bills shall include the name of the person who performed the Work, a brief description of the Services performed and/or the specific task in the Scope of Services to which it relates, the date the Services were performed, the number of hours spent on all Work billed on an hourly basis, and a description of any reimbursable expenditures. City shall pay Consultant no later than thirty (30) calendar days after approval of the monthly invoice by City staff. 4.3 City shall reimburse Consultant only forthose costs or expenses specifically identified in Exhibit B to this Agreement or specifically approved in writing in advance by City. 4.4 Consultant shall not receive any compensation for Extra Work performed without the prior written authorization of City. As used herein, "Extra Work" means any Work that is determined by City to be necessary for the proper completion of the Project, but which is not included within the Scope of Services and which the parties did not reasonably anticipate would be necessary at the execution of this Agreement. Kearns & West, Inc. Page 2 9-7 Compensation for any authorized Extra Work shall be paid in accordance with the Schedule of Billing Rates as set forth in Exhibit B. 5. PROJECT MANAGER 5.1 Consultant shall designate a Project Manager, who shall coordinate all phases of the Project. This Project Manager shall be available to City at all reasonable times during the Agreement term. Consultant has designated Jenna Tourje to be its Project Manager. Consultant shall not remove or reassign the Project Manager or any personnel listed in Exhibit A or assign any new or replacement personnel to the Project without the prior written consent of City. City's approval shall not be unreasonably withheld with respect to the removal or assignment of non -key personnel. 5.2 Consultant, at the sole discretion of City, shall remove from the Project any of its personnel assigned to the performance of Services upon written request of City. Consultant warrants that it will continuously furnish the necessary personnel to complete the Project on a timely basis as contemplated by this Agreement. 5.3 If Consultant is performing inspection services for City, the Project Manager and any other assigned staff shall be equipped with a cellular phone to communicate with City staff. The Project Manager's cellular phone number shall be provided to City. 6. ADMINISTRATION This Agreement will be administered by the Community Development Department_ City's Associate Planner or designee shall be the Project Administrator and shall have the authority to act for City under this Agreement. The Project Administrator shall represent City in all matters pertaining to the Services to be rendered pursuant to this Agreement. 7. CITY'S RESPONSIBILITIES To assist Consultant in the execution of its responsibilities under this Agreement, City agrees to provide access to and upon request of Consultant, one copy of all existing relevant information on file at City. City will provide all such materials in a timely manner so as not to cause delays in Consultant's Work schedule. 8. STANDARD OF CARE 8.1 All of the Services shall be performed by Consultant or under Consultant's supervision. Consultant represents that it possesses the professional and technical personnel required to perform the Services required by this Agreement, and that it will perform all Services in a manner commensurate with community professional standards and with the ordinary degree of skill and care that would be used by other reasonably competent practitioners of the same discipline under similar circumstances. All Services shall be performed by qualified and experienced personnel who are not employed by City. By delivery of completed Work, Consultant certifies that the Work conforms to the Kearns & West, Inc. Page 3 9-8 requirements of this Agreement, all applicable federal, state and local laws, and legally recognized professional standards. 8.2 Consultant represents and warrants to City that it has, shall obtain, and shall keep in full force and effect during the term hereof, at its sole cost and expense, all licenses, permits, qualifications, insurance and approvals of whatsoever nature that is legally required of Consultant to practice its profession. Consultant shall maintain a City of Newport Beach business license during the term of this Agreement. 8.3 Consultant shall not be responsible for delay, nor shall Consultant be responsible for damages or be in default or deemed to be in default by reason of strikes, lockouts, accidents, acts of God, or the failure of City to furnish timely information or to approve or disapprove Consultant's Work promptly, or delay or faulty performance by City, contractors, or governmental agencies. 9. HOLD HARMLESS 9.1 To the fullest extent permitted by law, Consultant shall indemnify, defend and hold harmless City, its City Council, boards and commissions, officers, agents, volunteers, employees and any person or entity owning or otherwise in legal control of the property upon which Consultant performs the Project and/or Services contemplated by this Agreement (collectively, the "Indemnified Parties") from and against any and all claims (including, without limitation, claims for bodily injury, death or damage to property), demands, obligations, damages, actions, causes of action, suits, losses, judgments, fines, penalties, liabilities, costs and expenses (including, without limitation, attorneys' fees, disbursements and court costs) of every kind and nature whatsoever (individually, a Claim; collectively, "Claims"), which may arise from or in any manner relate (directly or indirectly) to any breach of the terms and conditions of this Agreement, any Work performed or Services provided under this Agreement including, without limitation, defects in workmanship or materials or Consultant's presence or activities conducted on the Project (including the negligent, reckless, and/or willful acts, errors and/or omissions of Consultant, its principals, officers, agents, employees, vendors, suppliers, consultants, subcontractors, anyone employed directly or indirectly by any of them or for whose acts they may be liable, or any or all of them). 9.2 Notwithstanding the foregoing, nothing herein shall be construed to require Consultant to indemnify the Indemnified Parties from any Claim arising from the sole negligence or willful misconduct of the Indemnified Parties. Nothing in this indemnity shall be construed as authorizing any award of attorneys' fees in any action on or to enforce the terms of this Agreement. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as a limitation upon the amount of indemnification to be provided by Consultant. 10. INDEPENDENT CONTRACTOR It is understood that City retains Consultant on an independent contractor basis and Consultant is not an agent or employee of City. The manner and means of Kearns & West, Inc. Page 4 9-9 conducting the Work are under the control of Consultant, except to the extent they are limited by statute, rule or regulation and the expressed terms of this Agreement. No civil service status or other right of employment shall accrue to Consultant or its employees. Nothing in this Agreement shall be deemed to constitute approval for Consultant or any of Consultant's employees or agents, to be the agents or employees of City. Consultant shall have the responsibility for and control over the means of performing the Work, provided that Consultant is in compliance with the terms of this Agreement. Anything in this Agreement that may appear to give City the right to direct Consultant as to the details of the performance of the Work or to exercise a measure of control over Consultant shall mean only that Consultant shall follow the desires of City with respect to the results of the Services_ 11. COOPERATION Consultant agrees to work closely and cooperate fully with City's designated Project Administrator and any other agencies that may have jurisdiction or interest in the Work to be performed. City agrees to cooperate with the Consultant on the Project. 12. CITY POLICY Consultant shall discuss and review all matters relating to policy and Project direction with City's Project Administrator in advance of all critical decision points in order to ensure the Project proceeds in a manner consistent with City goals and policies. 13. PROGRESS Consultant is responsible for keeping the Project Administrator informed on a regular basis regarding the status and progress of the Project, activities performed and planned, and any meetings that have been scheduled or are desired. 14. INSURANCE Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement orfor other periods as specified in this Agreement, policies of insurance of the type, amounts, terms and conditions described in the Insurance Requirements attached hereto as Exhibit C, and incorporated herein by reference. 15. PROHIBITION AGAINST ASSIGNMENTS AND TRANSFERS Except as specifically authorized under this Agreement, the Services to be provided under this Agreement shall not be assigned, transferred contracted or subcontracted out without the prior written approval of City. Any of the following shall be construed as an assignment: The sale, assignment, transfer or other disposition of any of the issued and outstanding capital stock of Consultant, or of the interest of any general partner orjoint venturer or syndicate member or cotenant if Consultant is a partnership or joint -venture or syndicate or co -tenancy, which shall result in changing the control of Kearns & West, Inc. Page 5 9-10 Consultant. Control means fifty percent (50%) or more of the voting power or twenty-five percent (25%) or more of the assets of the corporation, partnership or joint -venture. iffl�111Moli7 ki kil:TIT011 l i<hr7 The subcontractors authorized by City, if any, to perform Work on this Project are identified in Exhibit A. Consultant shall be fully responsible to City for all acts and omissions of any subcontractor. Nothing in this Agreement shall create any contractual relationship between City and any subcontractor nor shall it create any obligation on the part of City to pay or to see to the payment of any monies due to any such subcontractor other than as otherwise required by law. City is an intended beneficiary of any Work performed by the subcontractor for purposes of establishing a duty of care between the subcontractor and City. Except as specifically authorized herein, the Services to be provided under this Agreement shall not be otherwise assigned, transferred, contracted or subcontracted out without the prior written approval of City. 17. OWNERSHIP OF DOCUMENTS 17.1 Each and every report, draft, map, record, plan, document and other writing produced, including but not limited to, websites, blogs, social media accounts and applications (hereinafter "Documents"), prepared or caused to be prepared by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Additionally, all material posted in cyberspace by Consultant, its officers, employees, agents and subcontractors, in the course of implementing this Agreement, shall become the exclusive property of City, and City shall have the sole right to use such materials in its discretion without further compensation to Consultant or any other party. Consultant shall, at Consultant's expense, provide such Documents, including all logins and password information to City upon prior written request. 17.2 Documents, including drawings and specifications, prepared by Consultant pursuant to this Agreement are not intended or represented to be suitable for reuse by City or others on any other project. Any use of completed Documents for other projects and any use of incomplete Documents without specific written authorization from Consultant will be at City's sole risk and without liability to Consultant. Further, any and all liability arising out of changes made to Consultant's deliverables under this Agreement by City or persons other than Consultant is waived against Consultant, and City assumes full responsibility for such changes unless City has given Consultant prior notice and has received from Consultant written consent for such changes. 17.3 All written documents shall be transmitted to City in formats compatible with Microsoft Office and/or viewable with Adobe Acrobat. Kearns & West, Inc. Page 6 9-11 18. CONFIDENTIALITY All Documents, including drafts, preliminary drawings or plans, notes and communications that result from the Services in this Agreement, shall be kept confidential unless City expressly authorizes in writing the release of information. i1I'll ki444X0i11_10�ZT9I»:4vaI1 1514�jl`IIII r'1 Consultant shall defend and indemnify City, its agents, officers, representatives and employees against any and all liability, including costs, for infringement or alleged infringement of any United States' letters patent, trademark, or copyright, including costs, contained in Consultant's Documents provided under this Agreement. +CT�1l.�?L�Ifli1�� Consultant shall keep records and invoices in connection with the Services to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any Services, expenditures and disbursements charged to City, for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of City to examine, audit and make transcripts or copies of such records and invoices during regular business hours. Consultant shall allow inspection of all Work, data, Documents, proceedings and activities related to the Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 21. WITHHOLDINGS City may withhold payment to Consultant of any disputed sums until satisfaction of the dispute with respect to such payment. Such withholding shall not be deemed to constitute a failure to pay according to the terms of this Agreement. Consultant shall not discontinue Work as a result of such withholding. Consultant shall have an immediate right to appeal to the City Manager or designee with respect to such disputed sums. Consultant shall be entitled to receive interest on any withheld sums at the rate of return that City earned on its investments during the time period, from the date of withholding of any amounts found to have been improperly withheld. 22. ERRORS AND OMISSIONS In the event of errors or omissions that are due to the negligence or professional inexperience of Consultant which result in expense to City greater than what would have resulted if there were not errors or omissions in the Work accomplished by Consultant, the additional design, construction and/or restoration expense shall be borne by Consultant. Nothing in this Section is intended to limit City's rights under the law or any other sections of this Agreement. Kearns & West, Inc. Page 7 9-12 23. CITY'S RIGHT TO EMPLOY OTHER CONSULTANTS City reserves the right to employ other Consultants in connection with the Project. 24. CONFLICTS OF INTEREST 24.1 Consultant or its employees may be subject to the provisions of the California Political Reform Act of 1974 (the "Act") and/or Government Code §§ 1090 et seq., which (1) require such persons to disclose any financial interest that may foreseeably be materially affected by the Work performed under this Agreement, and (2) prohibit such persons from making, or participating in making, decisions that will foreseeably financially affect such interest. 24.2 If subject to the Act and/or Government Code §§ 1090 et seq., Consultant shall conform to all requirements therein. Failure to do so constitutes a material breach and is grounds for immediate termination of this Agreement by City. Consultant shall indemnify and hold harmless City for any and all claims for damages resulting from Consultant's violation of this Section. 25. NOTICES 25.1 All notices, demands, requests or approvals, including any change in mailing address, to be given under the terms of this Agreement shall be given in writing, and conclusively shall be deemed served when delivered personally, or on the third business day after the deposit thereof in the United States mail, postage prepaid, first- class mail, addressed as hereinafter provided. 25.2 All notices, demands, requests or approvals from Consultant to City shall be addressed to City at: Attn: Associate Planner Community Development Department City of Newport Beach 100 Civic Center Drive PO Box 1768 Newport Beach, CA 92658 25.3 All notices, demands, requests or approvals from City to Consultant shall be addressed to Consultant at: Attn: Jenna Tourje Kearns & West, Inc. 270 Baker Street E, Suite 200 Costa Mesa, CA 92626 Kearns & West, Inc. Page 8 9-13 26. CLAIMS Unless a shorter time is specified elsewhere in this Agreement, before making its final request for payment under this Agreement, Consultant shall submit to City, in writing, all claims for compensation under or arising out of this Agreement. Consultant's acceptance of the final payment shall constitute a waiver of all claims for compensation under or arising out of this Agreement except those previously made in writing and identified by Consultant in writing as unsettled at the time of its final request for payment. Consultant and City expressly agree that in addition to any claims filing requirements set forth in the Agreement, Consultant shall be required to file any claim Consultant may have against City in strict conformance with the Government Claims Act (Government Code sections 900 of seq.). 27. TERMINATION 27.1 In the event that either party fails or refuses to perform any of the provisions of this Agreement at the time and in the manner required, that party shall be deemed in default in the performance of this Agreement. If such default is not cured within a period of two (2) calendar days, or if more than two (2) calendar days are reasonably required to cure the default and the defaulting party fails to give adequate assurance of due performance within two (2) calendar days after receipt of written notice of default, specifying the nature of such default and the steps necessary to cure such default, and thereafter diligently take steps to cure the default, the non -defaulting party may terminate the Agreement forthwith by giving to the defaulting party written notice thereof. 27.2 Notwithstanding the above provisions, City shall have the right, at its sole and absolute discretion and without cause, of terminating this Agreement at any time by giving no less than seven (7) calendar days' prior written notice to Consultant. In the event of termination under this Section, City shall pay Consultant for Services satisfactorily performed and costs incurred up to the effective date of termination for which Consultant has not been previously paid. On the effective date of termination, Consultant shall deliver to City all reports, Documents and other information developed or accumulated in the performance of this Agreement, whether in draft or final form. 28. STANDARD PROVISIONS 28.1 Recitals. City and Consultant acknowledge that the above Recitals are true and correct and are hereby incorporated by reference into this Agreement. 28.2 Compliance with all Laws. Consultant shall, at its own cost and expense, comply with all statutes, ordinances, regulations and requirements of all governmental entities, including federal, state, county or municipal, whether now in force or hereinafter enacted. In addition, all Work prepared by Consultant shall conform to applicable City, county, state and federal laws, rules, regulations and permit requirements and be subject to approval of the Project Administrator and City. 28.3 Waiver. A waiver by either party of any breach, of any term, covenant or condition contained herein shall not be deemed to be a waiver of any subsequent breach Kearns & West, Inc. Page 9 9-14 of the same or any other term, covenant or condition contained herein, whether of the same or a different character. 28.4 Integrated Contract. This Agreement represents the full and complete understanding of every kind or nature whatsoever between the parties hereto, and all preliminary negotiations and agreements of whatsoever kind or nature are merged herein. No verbal agreement or implied covenant shall be held to vary the provisions herein. 28.5 Conflicts or Inconsistencies. In the event there are any conflicts or inconsistencies between this Agreement and the Scope of Services or any other attachments attached hereto, the terms of this Agreement small govern. 28.6 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of the Agreement or any other rule of construction which might otherwise apply. 28.7 Amendments. This Agreement may be modified or amended only by a written document executed by both Consultant and City and approved as to form by the City Attorney. 28.8 Severability. If any term or portion of this Agreement is held to be invalid, illegal, or otherwise unenforceable by a court of competent jurisdiction, the remaining provisions of this Agreement shall continue in full force and effect. 28.9 Controlling Law and Venue. The laws of the State of California shall govern this Agreement and all matters relating to it and any action brought relating to this Agreement shall be adjudicated in a court of competent jurisdiction in the County of Orange, State of California. 28.10 Equal Opportunity Employment_. Consultant represents that it is an equal opportunity employer and it shall not discriminate against any subcontractor, employee or applicant for employment because race, religious creed, color, national origin, ancestry, physical handicap, medical condition, marital status, sex, sexual orientation, age or any other impermissible basis under law. 28.11 No Attorneys' Fees. In the event of any dispute or legal action arising under this Agreement, the prevailing party shall not be entitled to attorneys' fees. 28.12 Counterparts. This Agreement may be executed in two (2) or more counterparts, each of which shall be deemed an original and all of which together shall constitute one (1) and the same instrument. [SIGNATURES ON NEXT PAGE] Kearns & West, Inc. Page 10 9-15 IN WITNESS WHEREOF, the parties have caused this Agreement to be executed on the dates written below. APPROVED AS TO FORM: CITY ATTORNEY'S OFFICE Date: CITY OF NEWPORT BEACH, a California municipal corporation Date: By: y: Aaron .j Harp 1-,U Diane B City AftcVney too l` Mayor ATTEST: Date: go Leilani I. Brown City Clerk Dixon CONSULTANT: Kearns & West, Inc., a Massachusetts Corporation Date: By: Anna West Chief Executive Officer Date: By: Kent Schwartz Chief Financial Officer [END OF SIGNATURES] Attachments: Exhibit A — Scope of Services Exhibit B — Schedule of Billing Rates Exhibit C — Insurance Requirements Kearns & West, Inc. Page 11 9-16 ��►i4 r�� SCOPE OF SERVICES Kearns & West, Inc. Page A-1 9-17 Scope of Services Community Engagement Related to a Future General Plan Update Task 1: Consultant Familiarization with the General Plan 1.1 Kick-off Meeting f Team Meetings As a first step, the Kearns & West team will lead a kickoff meeting with City staff and the Steering Committee to review and confirm the project scope and schedule, to identify stakeholder groups, and outline project priorities. At the project kickoff meeting, Kearns & West will conduct an outreach assessment, which will involve a discussion of the benefits and drawbacks of various outreach strategies and digital tools, along with a staff and steering committee discussion of past community engagement efforts, successes, and lessons learned. The assessment will also address any communication needs that are unique to Newport Beach. Based on the input received, Kearns & West will develop the Community Engagement and Outreach Program in Task 2.1. Kearns & West will also hold bi-weekly team meetings with the City. These can be in person or on the phone as determined by the City and project team. Task 1.1 Deliverables: • Develop agenda and attend Kick-off Meeting • Provide summary of Kick-off Meeting • Outreach assessment facilitation • Attend bi-weekly project team meetings 1.2 Steering Committee Meetings The General Plan Steering Committee will play a vital role in the outreach program. Kearns & West will be in attendance at Steering Committee meetings and report back on the status of the outreach program and incorporate guidance on outreach objectives. The Project Manager will attend Steering Committee meetings during the Listen & Learn, with additional project team members joining at key points during the process as necessary to observe, participate, and prepare detailed minutes. We will also provide a monthly written briefing to the Steering Committee with key outreach insights. Task 1.2 Deliverables: • Attendance of 12 Steering Committee meetings • Summary/minutes for each Steering Committee • One-page project brief each month provided to the Steering Committee RFP #19-69 - Community Engagement Related to a Future General Plan Update 1 • :J 1.3 General Plan Diagnostic & Materials As an initial step to provide context for the community engagement to follow, the Kearns & West team, including Dyett & Bhatia, will conduct a diagnostic of the current General Plan and prepare a memo highlighting updates are needed to ensure compliance with new laws and guidelines. The memo will be used by the project team to inform the community as to the purpose and need of the General Plan Update project, as well as to frame key issues that should be part of the community conversation. This Task will also include creating one -sheet brochures on each General Plan element to be used as educational materials, as well as additional General Plan education materials needed throughout the process. We will work with City staff to share all educational and engagement materials, along with project updates, via the City's website, the project website and engagement tool, existing communication and stakeholder networks, and social media outlets. Decisions about materials will be made when we prepare Community Engagement and Outreach Plan in Task 2.1. Task 1.3 Deliverable: • One (1) General Plan Diagnostic Memo • Twelve (12) informational brochures on General Plan elements and issues Task 2. Community Engagement and Outreach Program Preparation Program Development 2.1 Outreach Program Following the project kick off meeting, outreach assessment and development of the diagnostic memo in Task 1, the Kearns & West team will prepare a Community Engagement and Outreach Program. The Program will include elements necessary for the Kearns & West team, City staff, and the Steering Committee to ensure active public engagement in the Newport Beach General Plan through developing an outreach and participation program for residents and stakeholders. The Program will incorporate stakeholder analysis, an outreach program, a communications plan, roles and responsibilities, and a calendar. Task 2.1 Deliverable: • One (1) draft and one (1) Final Community Engagement and Outreach Program RFP #19-69 - Community Engagement Related to a Future General Plan Update 2 9-19 2.2 Graphic Identity In coordination with City staff and the steering committee, the Kearns & West team will create a unique graphic identity to establish a visual language for Listen & Learn process to communicate the goals of the project and garner ongoing enthusiasm for participation that can be translated into the General Plan update. Along with developing a visual identity, the team will work with the City and Steering Committee to identify key messaging to communicate what is different about this process than others. Task 2.2 Deliverables: • One (1) draft and one (1) final visual identity concept • One (1) draft and one (1) final messaging memo Online Activation 2.3 EngagementHQ EngagementHQ (also known as Bang the Table) will be used for digital activation and engagement throughout the life of the project and beyond. It can replace or supplement the existing project website and be wrapped in the graphic identity developed in Task 2.2. The EngagementHQ site can be updated throughout the project with new polls, forums, or mapping activities, will host a project schedule, documents and outreach summaries. It will be integrated with social media and can be branded to match the project and City graphic identity. Feedback gathered through EngagementHQ can be exported through their visually rich report - back format with exportable charts & benchmarking, an insight dashboard, and a comment analysis. EngagementHQ will be used to host the Final Vision Guide that will include every comment received during the Listen & Learn process. Task 2.3 Deliverables a Development and maintenance of the EngagementHQ website a Data & relationship info from EngagementHQ 2.4 Social Media and Email Campaigns Kearns & West will develop a social media strategy to communicate about the Listen & Learn process. These will include shorthand project updates and educational content in the form of Tweets, Facebook posts, infographics for Instagram, and NextDoor posts. The strategy will encourage people to engage in the process and direct community members to the website. As part of the social media strategy, the project team will develop suggested emails and newsletters to share information about the project and to guide recipients to the project website and community engagement events. Emails could go out through the City Manager's Newsletter, RFP #19-69 - Community Engagement Related to a Future General Plan Update 9-20 to residents who have opted -in to receiving emails from the City. Email advertisements can also be sent through partner and organizational email lists. Task 2.4 Deliverables: • One (1) draft and one (1) final Social Media Strategy • Four (4) series of suggested social media blurbs • One (1) suggested email draft for each outreach activity Community Dialogues 2.5 Citywide Launch Event The launch event's strategic functions are to introduce the community to Listen & Learn, and energize Newport Beach identity and connection to place and people, motivation and commitment to participate, and robust sign-ups for the online platform for future announcements about Listen & Learn events. The launch will also serve as the first opportunity to introduce the existing General Plan Vision, framed by dialogue questions about what might be different since its conception in 2006, and what might be the same. As part of preparing the Community Outreach and Engagement Plan, we will establish the shape and form of the citywide launch event. It could involve public art projects, local music and entertainment, a photo mosaic made with contributions from community members, a storytelling festival, a fair with booths for community organizations, interactive public art wall, kids and teen activities, a world cafe discussion format, social media streaming. Task 2.5 Deliverables• • One (1) draft and one (1) final Logistics Plan • Dry Run • Coordination, set up and facilitation of the Citywide Launch Event 2.6 Two Series of Community Workshops We propose a series of two separate workshop series in each Council District to gather feedback on both goals and policies, as well as the Vision. The series will be two "Immersion Weeks" in each Council District. This expands the number workshops in each Council District yet provides opportunities for cost saving and efficiencies while gathering needed and meaningful input in the process. The first series will be designed to facilitate a dialogue about the purpose, intent, and structure of the General Plan and to review community values in assessing the Vision statement. The second series of workshops will be a review of key issues in the community and whether the current goals and policies in the General Plan reflect the community needs and values. There will RFP #19-69 - Community Engagement Related to a Future General Plan Update 4 9-21 also be an opportunity to solicit input on a Vision related to the new General Plan requirements most relevant to Newport Beach. Task 2.6 Deliverables: • Preparation of one (1) draft and one (1) final logistics memo before each workshop series • Workshop attendance and facilitation by two facilitators and a project coordinator • Coordination City and Steering Committee on presentation and material content • Facilitation of a Dry Run before each workshop series 2.7 Pop -Up Outreach (4) We proposes up to four (4) Pop -Up Events to engage community members in Listen & Learn for the General Plan Update during community activities where many people gather. These Pop -Ups will be designed for City staff to be able to replicate at additional events. Potential pop-up events can occur at the following events, as well as through other activities identified in Task 2.1: o Balboa Island Art Walk - May o Corona del Mar Scenic 5k - June • 16th Annual Art in the Park - September o Concerts on the Green - August - September o Earth Day at the Bay - April 2020 o Newport Beach Certified Farmers Market - ongoing Task 2.7 Deliverables: • Design and facilitation of up to four (4) Pop -Up Workshops • One (1) draft and one (1) final summary report of input received during the Pop -Up events Stakeholder Dialogues 2.8 Stakeholder Dialogues Kearns & West will conduct interviews and conversations with stakeholders identified through the Outreach Program to gather a broad range of perspectives are integrated into the outreach process. Up to two members of the consultant team are anticipated to attend these meetings. While a total number of stakeholder dialogues has not been identified, we anticipate up to 20 stakeholder dialogues at the front end of the process to quickly get the word out about the project, convey the involvement process, ask for help in getting the word out, getting advice on the best ways to engage the community. RFP #19-69 - Community Engagement Related to a Future General Plan Update 5 9-22 Dialogues will take place with both stakeholders inside and outside Newport Beach (ie. City of Costa Mesa, City of Huntington Beach, County of Orange Watershed and Coastal Resources Division). Task 2.8 Deliverables: • Develop stakeholder list • Facilitation of dialogue with stakeholders in Newport Beach at a cost -per -meeting basis • Summary of key findings 2.9 Go -to Outreach Using a "go to them" strategy, the Kearns & West Team team will attend up to ten (10) regularly scheduled meetings of local groups, organizations, and/or churches to build community enthusiasm and interest in the Listen & Learn process. Community organizations and interest groups could include local churches and parishes, youth and senior groups, and philanthropic groups as determined during Task 2.1. A short PowerPoint and/or set of display boards and handouts will be prepared for use at these meetings, and made available for staff use at additional meetings to expand the number of organizations reached through Go -to meetings. Task 2.9 Deliverables: • Attendance at up to ten (10) meetings • Presentation materials • One (1) draft and one (1) final summary of input received Citywide Consensus 2.10 Citywide Summit During the Citywide summit, the project team and Steering Committee will report back what we have heard throughout the process, including insight on the existing goals and policies. The team will then present alternative articulations of the General Plan Vision developed through previous community engagement for participants to review and move towards consensus. While the format of the Citywide Summit will be determined through the Community Engagement and Outreach Program and alongside City staff and the Steering Committee, we envision a large community forum with breakout sessions and diving deep into Vision alternatives. After the small group breakout, attendees would gather back together and participate in live polling activities to affirm different elements of the Vision. Task 2.10 Deliverables• • Preparation, coordination, set-up and facilitation of the Citywide Summit • One (1) draft and one (1) final of all materials developed for Summit • One (1) draft and one (1) final logistics plan prepared before Summit RFP #19-69 - Community Engagement Related to a Future General Plan Update 6 9-23 • One (1) draft and one (1) final summary of input received Task 3. Capturing Community Desires 3.1 Draft Vision Guide Kearns & West will incorporate summaries and voices from each stage in the engagement process and develop a draft Vision Guide. The draft Vision Guide will provide the following: • In-depth information about perceived needs, issues, and opportunities • Reactions that residents and stakeholders have to the existing goals and goal structure • Consensus statement validated through both the City summit and online engagement The draft will be in a format for City staff and Steering Committee to review and comment upon. Feedback will be incorporated into the Vision Guide to be hosted on the online portal. Task 3.1 Deliverable: • One (1) draft Vision Guide 3.2 Final Vision Guide Based on the feedback and guidance from City staff and the Steering Committee, the Vision Guide will be updated and formatted into a "final" version. The guide will be available through the EngagementHQ online platform, or portal. This platform will be a continuation of the project website and engagement tools and serve as a compendium of all the voices engaged in the process, from neighborhood discussions to online mapping and citywide summits. Task 3.2 Deliverables: • One (1) draft review of the online portal and Final Vision Guide • Final Vision Guide RI=P #19-69 - Community Engagement Related to a Future General Plan Update 7 9-24 EXHIBIT B SCHEDULE OF BILLING RATES Kearns & West, Inc. Page B-1 9-25 Fee Schedule lap Dir•clorf Pr•Hcl --- S. Projad Dnphic -- - ProJed Yat•1PraJed Mama , 17inclpa! Aaa 6m C-,dinalor Da•Igner Pvinar Viu P".. P.1 Planner GIB Asaialam Brentl lead T-1 Mfac Coal $165 $225 $150 $125 $15 6245 1210 5130 $125 $95 s110 O - 1-1 _ WCA.dI k" a rmm Mw5r ....._._ _:_ . _ d 4 4 A A 4 2 _ &5,400 $625 St -.g [omm,Itm Mmhrgs luswmvs l2, -1 r:.rr 176l e 137 8 m 8 B $59.990 51,553 1,2 nuolrp ssew) _ 1,3 Gonna& In., Dkq-hc 6 Rklt-n . 26 12 40 95 4 1B B 2 &22,303 4 PrnMm Dawtupm•nt 2.1 Ou!?ezlcn pruglum 15 4 _20 `II I B t $7,135 $13.5050 ( $1 Onlln• AdMU•n 2.3 Erryu�rrnunl FlD _ I 25 H 20 IIII iI {9,875 Str,l%111_ -. 14 I 35 2.3 I C7plo•IfwCi�wbFshgt xcupudw$10 0,500/ I 769 7 1711 ..204..... -- 8 &1121 �00 511x150 S.OW r' 2.9 2.7 PoOuPGWrrach f4i S`StgOar urEnlr 90 I 16 _. _I 1J0 50 _I 9-- �— I &40,490 1500 152.5500 r, Btak•mww DW10"" 2.9 Stakofwlmrflnloyvlw {aswmrs 2Qj 40 - I w __ I I 1 I I $14.10D $225 2,9 _ 1.. .. _ ._ Go.lo Thom Ws r qs I 65 I 1 r 90 ( B I - .. _ B _[ i 4 i $2 .603 5300 &500 ",Mo. C.- 2.10 GIy S—A 43 1" 4s 59 6 - $29.355 5725 57.W0 © L 7.1 Aran Vrslun G. 3Q 10 7 &21,210 .. _ 3.7 -- - _ - Fmd Vrs�wr Gu�du 20 7 _ 20 -_ - 46511,975 1 1 YY Amwnprbnx'- P,,,W s u Ina ay.Wrrphns vRNxha}f Ihu IusA Justulaunx n llMe propos, wd m Ift aWvu BWpuf, Ifni kA,w U <ap'y Fru ,12 S1_,v Carrcnrlov mlx4rgs laxf armr-Ay w4rwxfl K.'s d W15r *6 Wu- a furl ,arxf un pulrpnrh r vvtlekYor Q fukw Cw w Nw*= 4 +tYH d n'N lmnursr✓n' Ww , j,wrASMyr wrnxl Fa—Ww ks hl bug 1, ¢ v sn A h✓ k,,; lc , pbrrrrrg, and 10 rv.w Gnu Wu6n 0anvf v xrsvn yv.vkcy ilW hr of p,aJwls FJMrY lws. 4N w✓4✓r Rr4. rvhvS+�mM+S ;+rvr utnn f✓clry reals an, uuwrvrd to m Nu rospur+adlY 4I1w Cty 4Nuxpu'1 bah 'ALxculamarrs OIX''usfmatus sfwxn �Ipowu•uyu'1uru1CW as -I. per VSc al ryrsMn#,.+a 1W A.W,.J-d d.61pWrG'r- tw r U✓1norrrtnld-VAMns.-AdrrM VwH W.. pcnvnR,.rx ry wmrf+Y rn,l dr*nwve W r. Inv '4r�c+�awny twG -elr:jar vyrrrefa TOTAL COST: $410,913.00 10% CONTINGENCY -TOTAL NOT TO EXCEED: $452,000.00 RFP 01%99 - Cmnmun ty Engap—I Rrlalad I- Falurn Gmw,J Plwr GPdalu 9-26 1*4w1 *9• INSURANCE REQUIREMENTS — PROFESSIONAL SERVICES 1. Provision of Insurance. Without limiting Consultant's indemnification of City, and prior to commencement of Work, Consultant shall obtain, provide and maintain at its own expense during the term of this Agreement, policies of insurance of the type and amounts described below and in a form satisfactory to City. Consultant agrees to provide insurance in accordance with requirements set forth here. If Consultant uses existing coverage to comply and that coverage does not meet these requirements, Consultant agrees to amend, supplement or endorse the existing coverage. 2. Acceptable Insurers. All insurance policies shall be issued by an insurance company currently authorized by the Insurance Commissioner to transact business of insurance in the State of California, with an assigned policyholders' Rating of A- (or higher) and Financial Size Category Class VII (or larger) in accordance with the latest edition of Best's Key Rating Guide, unless otherwise approved by the City's Risk Manager. 3. Coverage Requirements. A. Workers' Compensation Insurance. Consultant shall maintain Workers' Compensation Insurance, statutory limits, and Employer's Liability Insurance with limits of at least one million dollars ($1,000,000) each accident for bodily injury by accident and each employee for bodily injury by disease in accordance with the laws of the State of California, Section 3700 of the Labor Code. Consultant shall submit to City, along with the certificate of insurance, a Waiver of Subrogation endorsement in favor of City, its City Council, boards and commissions, officers, agents, volunteers, employees and any person or entity owning or otherwise in legal control of the property upon which Consultant performs the Project and/or Services contemplated by this Agreement. B. General Liability Insurance. Consultant shall maintain commercial general liability insurance, and if necessary umbrella liability insurance, with coverage at least as broad as provided by Insurance Services Office form CG 00 01, in an amount not less than one million dollars ($1,000,000) per occurrence, two million dollars ($2,000,000) general aggregate. The policy shall cover liability arising from premises, operations, personal and advertising injury, and liability assumed under an insured contract (including the tort liability of another assumed in a business contract). C. Automobile Liability insurance. Consultant shall maintain automobile insurance at least as broad as Insurance Services Office form CA 00 01 covering bodily injury and property damage for all activities of Consultant arising out of or in connection with Work to be performed under this Kearns & West, Inc. Page C-1 9-27 Agreement, including coverage for any owned, hired, non -owned or rented vehicles, in an amount not less than one million dollars ($1,000,000) combined single limit each accident. D. Professional Liability (Errors & Omissions) Insurance. Consultant shall maintain professional liability insurance that covers the Services to be performed in connection with this Agreement, in the minimum amount of one million dollars ($1,000,000) per claim and two million dollars ($2,000,000) in the aggregate. Any policy inception date, continuity date, or retroactive date must be before the Effective Date of this Agreement and Consultant agrees to maintain continuous coverage through a period no less than three years after completion of the Services required by this Agreement. 4. Other Insurance Requirements. The policies are to contain, or be endorsed to contain, the following provisions: A. Waiver of Subrogation. All insurance coverage maintained or procured pursuant to this Agreement shall be endorsed to waive subrogation against City, its City Council, boards and commissions, officers, agents, volunteers, employees and any person or entity owning or otherwise in legal control of the property upon which Consultant performs the Project and/or Services contemplated by this Agreement or shall specifically allow Consultant or others providing insurance evidence in compliance with these requirements to waive their right of recovery prior to a loss. Consultant hereby waives its own right of recovery against City, and shall require similar written express waivers from each of its subconsuitants. B. Additional Insured Status_ All liability policies including general liability, excess liability, pollution liability, and automobile liability, if required, but not including professional liability, shall provide or be endorsed to provide that City, its City Council, boards and commissions, officers, agents, volunteers, employees and any person or entity owning or otherwise in legal control of the property upon which Consultant performs the Project and/or Services contemplated by this Agreement shall be included as insureds under such policies. C. Primary and Non ContributorX. All liability coverage shall apply on a primary basis and shall not require contribution from any insurance or self-insurance maintained by City. D. Notice of Cancellation. All policies shall provide City with thirty (30) calendar days' notice of cancellation (except for nonpayment for which ten (10) calendar days' notice is required) or nonrenewal of coverage for each required coverage. 5. Additional Agreements Between the Parties. The parties hereby agree to the following: Kearns & West, Inc. Page C-2 9-28 A. Evidence of Insurance. Consultant shall provide certificates of insurance to City as evidence of the insurance coverage required herein, along with a waiver of subrogation endorsement for workers' compensation and other endorsements as specified herein for each coverage. Insurance certificates and endorsement must be approved by City's Risk Manager prior to commencement of performance. Current certification of insurance shall be kept on file with City at all times during the term of this Agreement. City reserves the right to require complete, certified copies of all required insurance policies, at any time. B. City's Right to Revise Requirements. City reserves the right at any time during the term of the Agreement to change the amounts and types of insurance required by giving Consultant sixty (60) calendar days' advance written notice of such change. If such change results in substantial additional cost to Consultant, City and Consultant may renegotiate Consultant's compensation. C. Enforcement of Agreement Provisions. Consultant acknowledges and agrees that any actual or alleged failure on the part of City to inform Consultant of non-compliance with any requirement imposes no additional obligations on City nor does it waive any rights hereunder. D. Requirements not Limiting. Requirements of specific coverage features or limits contained in this Section are not intended as a limitation on coverage, limits or other requirements, or a waiver of any coverage normally provided by any insurance. Specific reference to a given coverage feature is for purposes of clarification only as it pertains to a given issue and is not intended by any party or insured to be all inclusive, or to the exclusion of other coverage, or a waiver of any type. If the Consultant maintains higher limits than the minimums shown above, the City requires and shall be entitled to coverage for higher limits maintained by the Consultant. Any available insurance proceeds in excess of the specified minimum limits of insurance and coverage shall be available to the City. E. Self-insured Retentions. Any self-insured retentions must be declared to and approved by City. City reserves the right to require that self-insured retentions be eliminated, lowered, or replaced by a deductible. Self- insurance will not be considered to comply with these requirements unless approved by City. F. City Remedies for Non -Compliance. If Consultant or any subconsultant fails to provide and maintain insurance as required herein, then City shall have the right but not the obligation, to purchase such insurance, to terminate this Agreement, or to suspend Consultant's right to proceed until proper evidence of insurance is provided. Any amounts paid by City shall, at City's sole option, be deducted from amounts payable to Consultant or reimbursed by Consultant upon demand. Kearns & West, Inc. Page C-3 9-29 G. Timely Notice of Claims. Consultant shall give City prompt and timely notice of claims made or suits instituted that arise out of or result from Consultant's performance under this Agreement, and that involve or may involve coverage under any of the required liability policies. City assumes no obligation or liability by such notice, but has the right (but not the duty) to monitor the handling of any such claim or claims if they are likely to involve City. H. Consultant's Insurance. Consultant shall also procure and maintain, at its own cost and expense, any additional kinds of insurance, which in its own judgment may be necessary for its proper protection and prosecution of the Work. Kearns & West, Inc. Page C-4 9-30 Attachment B Draft Minutes from the May 29, 2019 General Plan Update Steering Committee Meeting 9-31 CITY OF NEWPORT BEACH GENERAL PLAN UPDATE STEERING COMMITTEE MINUTES CITY COUNCIL CHAMBERS — 100 CIVIC CENTER DRIVE WEDNESDAY, MAY 29, 2019 REGULAR MEETING — 6:00 P.M. CALL MEETING TO ORDER — 6:00 p.m. II. WELCOME AND ROLL CALL MEMBERS PRESENT: Chair Nancy Gardner, James Carlson, Catherine O'Hara, Ed Selich, Debbie Stevens, Larry Tucker, Paul Watkins, (Ex Officio Member) Mayor Diane Dixon MEMBERS ABSENT: None Staff Present: Community Development Director Seimone Jurjis, Deputy Community Development Director Jim Campbell, Associate Planner Benjamin Zdeba, Administrative Support Technician Amanda Lee III. PUBLIC COMMENTS Jim Mosher remarked that five responses to the Request for Proposals (RFP) are not unusual, as evidenced by the responses received to similar RFPs in two other cities. He hoped staff will explain the constraints and flexibility the Steering Committee has in recommending a scope of work to the City Council. Community Development Director Seimone Jurjis advised that the Steering Committee is following the standard City process with respect to the RFP. IV. CURRENT BUSINESS a. Review Minutes of the May 15, 2019 Meeting Recommended Action: Approve the minutes of May 15, 2019. Motion by Committee Member Selich, seconded by Committee Member Watkins, to approve the minutes of the May 15, 2019 meeting as presented. Motion passed 7-0. b. Kearns & West Scope of Services, Fee Schedule and Recommendation Recommended Action: Review and discuss the Scope of Services and Fee Schedule. Provide direction on items needing to be revisited with the proposer, and if appropriate, recommend City Council approval of a professional services agreement with Kearns & West. Deputy Community Development Director Jim Campbell reported staff has been working with Kearns & West to refine the scope of work. Approximately $410,000 has been allocated for outreach. 9-32 General Plan Update Steering Committee Minutes May 29, 2019 Associate Planner Benjamin Zdeba advised that the scope of work includes Kearns & West familiarizing themselves with the City's General Plan, meeting with the Steering Committee and staff, preparing educational materials, developing the program, activating social media, and facilitating community events. Jenna Tourje, Kearns & West, demonstrated the Bang the Table or EngagementHQ platform and its use by the City of Truckee as an example. Engagement tools used with Bang the Table can be shared via social media and the City's website. In response to questions from the Steering Committee, Ms. Tourje indicated Bang the Table will moderate comments submitted to the website based on parameters set by staff and the Steering Committee. Comments containing profanity or hate speech can be excluded. Comments posted online and offered at public meetings can be categorized and posted on Bang the Table. Users' IP addresses and email addresses will be reviewed to minimize attempts to bias results. Associate Planner Zdeba continued the presentation, stating Kearns & West will prepare a Vision Guide, which captures the community's desires and consensus. Kearns & West has provided a cost per meeting and the estimated time devoted to each task. Staff anticipates presenting the professional services agreement to Council on June 25, 2019. The kickoff could be start July with the community launch event following in August. The culminating summit event could be held in the spring of 2020. Ms. Tourje clarified that the kickoff event would begin the project with preparation of educational materials, the website, and online engagement and with creation of the community outreach program. Associate Planner Zdeba indicated staff anticipates a total cost of about $2.5 million for the entire General Plan Update project. The estimated cost for the Listen and Learn Phase is $410,000 plus a 10 -percent contingency. The actual General Plan Update Phase is estimated to cost $1.25 million. Staff has budgeted $750,000 for preparation of the Environmental Impact Report and has included $100,000 for miscellaneous costs. In reply to queries, Associate Planner Zdeba advised that staff does not have an itemized list of costs at this point in time. The amounts provided to the Steering Committee are general estimates. Deputy Community Development Director Campbell felt staff is aware of General Plan deficiencies, but a review could be helpful. He preferred having the General Plan diagnostic occur early in the process. Community Development Director Jurjis clarified that staff interprets the Listen and Learn Phase as an opportunity for the community to comment regarding all components of the General Plan. Joan Isaacson, Kearns & West, explained that online activities will mirror meeting activities so that the community can respond either in person or online. Many of the Steering Committee's questions will be answered during preparation of the community engagement plan. Deputy Community Development Director Campbell felt the community engagement plan could be structured so that release of the draft Regional Housing Needs Allocation (RHNA) numbers in February 2020 will not require additional meetings. Ms. Tourje added that a brochure could be prepared to explain RHNA numbers. The community engagement plan can include outreach related to the RHNA numbers. The RHNA numbers should not drive the conversation but be included in it. Community Development Director Jurjis reported the Steering Committee will control the process and the speed of the process throughout the Listen and Learn Phase. Ms. Isaacson explained that the cost per meeting is composed of preparing materials, working with staff, and attending the meeting. Page 2 of 3 9-33 General Plan Update Steering Committee Minutes May 29, 2019 Committee Members Selich and Tucker remarked regarding the community's concerns about zoning issues rather than General Plan issues. Ms. Isaacson reported one of the first deliverables is the community engagement plan, which will include a timeline for tasks. Ms. Tourje added that the kickoff meeting will occur after the Council approves the contract. The projected 12 Steering Committee meetings will be spread throughout the process. The General Plan diagnostic and materials and the outreach plan will be created within the first month. Outreach will be structured and planned to elicit specific outcomes and objectives, such as capturing community values. The stakeholder dialogs and interviews may be frontloaded in order to understand their concerns. Unstructured engagement will occur throughout the process. Deputy Community Development Director Campbell clarified that Steering Committee meetings will be scheduled as deliverables come in and as staff needs guidance. The contract will be a time and materials contract with a not -to -exceed amount based on the scope of work. The cost breakdown is basically a budget. Staff can provide the Steering Committee with budget updates. Committee Member Tucker suggested the consultants review the 2014 revision of the General Plan. Chair Gardner remarked that the 2014 revision was not adopted. Charles Klobe encouraged the City to have a representative at Southern California Association of Governments (SCAG) meetings regarding the RHNA numbers. The community needs to understand that the State requires zoning for the RHNA numbers. Jim Mosher noted differences between the cost breakdown and a prior version. He expressed his belief that the consultant's work in San Jacinto appears to be rather weak. Ms. Tourje explained that Kearns & West is a subcontractor for the General Plan Update in San Jacinto. The process, outcomes, and objectives for San Jacinto are very different from those in Newport Beach. Hoiyin Ip remarked that the community will be concerned about the RHNA numbers. Someone could come to Newport Beach to comment on activities so that their IP address is registered in Newport Beach. Motion by Committee Member Selich, seconded by Committee Member Carlson, to recommend City Council approval of a professional services agreement with Kearns & West. Motion passed 7-0. V. COMMITTEE ANNOUNCEMENTS OR MATTERS WHICH MEMBERS WOULD LIKE PLACED ON A FUTURE AGENDA FOR DISCUSSION, ACTION OR REPORT (NON -DISCUSSION ITEM) Community Development Director Jurjis advised that the Steering Committee probably will not need to meet again until July 10. VI. ADJOURNMENT — 7:27 p.m. Next Meeting: TBD Page 3 of 3 9-34