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1985-127-Authorizing The Town Manager To Negotiate And Execute An Agreement With Scientific Services, Inc.RESOLUTION NO. 1985 -127 A RESOLUTION AUTHORIZING THE TOWN MANAGER TO NEGOTIATE AND EXECUTE AN AGREEMENT WITH SCIENTIFIC SERVICES, INC. WHEREAS, the Town of Los Gatos has received a grant from the State Seismic Safety Commission to develop and implement a neigh- borhood self -help earthquake program; and WHEREAS, the Town wishes to engage expert assistance in the implemen- tation of the program; and WHEREAS, requests for proposals were sent out; and WHEREAS, following interviews of consultant candidates before a selected board, the firm of Scientific Services, Inc. of Redwood City has been recommended; NOW, THEREFORE, the Town Council does hereby authorize the Acting Town Manager to negotiate and execute an agreement with Scientific Services, Inc. of Redwood City. PASSED AND ADOPTED BY THE TOWN COUNCIL OF THE TOWN OF LOS GATOS, CALIFORNIA, at a regular meeting held this 1985, by the following vote: AYES: NOES: 19th day of August , COUNCILMEMBERS Terrence J. Dail homas J. Ferrito, Brent N. Ventura and Mayor Joanne Benjamin COUNCILMEMBERS None ABSENT: COUNCILMEMBERS Eric D. Carlson ABSTAIN: COUNCILMEMBERS None SIGNED:L 11tiYVK UV THE TOWN OF LOS�/ ATOS ATTEST: CLERK OF THE TOWN U F L OS OS AGREEMENT This agreement is made and entered into on�j�� 0. 1 ice 1985 by the TOWN OF LOS GATOS (TOWN) and SCIENTIFIC SERVICE,. INC. (SSI ).s WHEREAS 1: The TOWN has received a grant from the State Seismic Safety Commission for the design and conduct of a self -help earthquake preparedness project. 2. The TOWN desires to contract for the performance of the aforementioned project. 3.. SSI is willing to perform such professional services upon the terms and conditions herein set forth. SERVICES TO BE PROVIDED 1. SSI will perform the services described in the document entitled "Scope of Services attached as Exhibit "A ". 2. SSI will provide all materials and services called for-in Exhibit "A ". 3. Payment to SSI for services provided will be made as.-described in Exhibit "B %, entitled "Compensation ", <- 4. This contract may be terminated by either party. Termination would occur 30 days after mailing: of a ''Notice of Cancellation TERMINATION In the event of termination by either party, SSI shall be compensated "for material ordered or services authorized prior to certified receipt of notice of cancellation' -whether or not such materials °or services have actually been delivered, provided that SSI are not themselves able to cancel such orders for materials or for services of others. 'SSI shall make reasonable efforts and use due diligence'to cancel such orderS4 for materials or services of others. ASSIGNABILITY SSI shall not assign or transfer interest in this contract except as authorized in Exhibit "A" without the prior written - consent -of the Town. AMENDMENT It is mutually understood and agreed that no alteration or variation of the terms. of this contract shall be valid unless made in writing, signed by the parties hereto,_ and approved by all necessary parties. INSURANCE SSI shall provide satisfactory evidence to Town that, during the term of this agree - ment, SSI individually has the following coverages: 1. Comprehensive Automobile and Comprehensive General Liability Insurance, including: a. Bodily injury and property damage limits of not less than $500,000 each occurrence; b. Full personal injury coverage, including but not necessarily limited to offenses generally categorized as-.Groups A,B, and C; c. Contractual liability coverage sufficiently broad so as to include the liability assumed by the SSI in the indemnity or hold - harmless article included in this agreement. d. Extension of coverage to the TOWN as named or additional insured. HOLD HARMLESS SSI agrees to defend, indemnify and hold TOWN, its boards, officers, agents', and employees harmless of, from and against any claims, charges, damages, costs, expenses (including attorney fees), judgments, liabilities or losses of any kind of nature whatsoever- which may be sustained or suffered by or secured against. TOWN, its boards, officers, agents, and employees by reasan of bodily injury or property damage arising from acts or omissions of contracts arising from performance as required, by this agreement. COMPLIANCE WITH TOWN CODE SSI shall comply with al? applicable provisions of the Town Code of the Town of Los Gatos. NOTICE Notice required to be given to SSI shall be deemed to be duly and properly given if - mailed to SSI postage prepaid and addressed to: Scientific Service, Incorporated 5*Xx9Xx9x,g%m 35 Arch Street — Redwood City, CA, 2 *62x 94062 or personally delivered to SSI at such address. -2- Notice required to be giver to TOWN shall be deemed-to be % ly and properly given if mailed to TOWN, postage pr�,,id and addressed to: Town Clerk Town of Los Gatos P.O. Box 949 Los Gatos, California 95031 APPROVED AS TO FORM: Mary Jo L g Town.A ttirne APPROVED AS TO CONTENT: Al Regina A. Falkner,I Community Services Specialist TOWN OF LOS GATOS 0 SCIENTIFIC SERVICE, INC, By 2/17/86 James V. Zaccor, Vice President ATTEST: _ Date:- /� -�ro_ Rose Aldag, Town Clerk -3- EXHIBIT A: SCOPE OF SERVICES I. Scientific Services, Inc, agrees to complete the following: PHASE ONE Prepare a "Program Development Plan ". The plan will: -- clearly define the nature of the Town's long term earthquake preparedness program including goals, objectives, components, and structure -- identify all necessary resources to create this program -- describe the methods most likely to secure these resources -- outline the use of multiple media and the use of volunteers in a wide variety of ways -- identify number of users of outreach materials (i.e., videotapes and brochures) necessary to carry out the outreach activities -- develop a list of ways to reach opinion leaders -- list ways to identify funding and in -kind support sources -- develop a plan to market the self -help portion of the program to corporation's for a fee for them to utilize as a benefit to their employees -- identify appropriate community groups -- geographically define neighborhoods within the-Town -- develop a mechanism to perpetuate the neighborhood self -help program over a multi -year period -- identify mechanism to receive donations Submit Plan to Community Services Specialist for approval. PHASE TWO Review existing videotapes and printed materials. Existing materials should be heavily drawn on in recommending and preparing distribution materials: -- review video tapes -- research existing brochure formats, select preliminary content and develop text of "interchangeable" sheets, if possible. Both the video tape and brochure should be able to stand alone as educational and motivational pieces, but should also augment each other to a reasonable degree. The scope of educational and motivational information should be focused on a few key preparedness measures. PHASE THREE Prepare and select earthquake preparedness mediums: -- finalize the videotape selection. Seek approval of selection from Community Services Specialist -2- -- conceive, design, aid produce the mock -up for the printed piece upon approval of Community Services Specialist -- identify appropriate vendors for brochure printing and video duplication and obtain quotes for varying volumes of product. PHASE FOUR Utilize network identified in Phase One to solicit funds needed to supplement the existing duplication budget for brochures and videotapes as identified in the Program Development Plan. -- make contacts with key business and professional persons, leaders of business and professional associations, government and institutional leaders, potential large donors and leaders of community organizations -- identify mechanisms to receive funds -- involve local media -- arrange with appropriate business for the duplication of brochures and videotapes using earmarked funds. PHASE FIVE Disseminate material and implement the "self- help" portion of the Project. -- disseminate the brochures and videotape to target audiences within the community using available channels. -- project coordinator and volunteers organize and present the self -help sessions in the neighborhoods -- identify individuals within each neighborhood to be program Coordinator -- train Neighborhood Preparedness Coordinators. Monitor their performance. -- involve local media PHASE SIX Program evaluation, itemization of generic elements of Program Development Plan, and final report. -- analyze the feedback mechanism incorporated in the volunteer process and brochure. Results should be measured, primarily, by actual preparedness measures taken -- re- evaluate the Program Development Plan in light of the progress of the project -- identify and itemize elements of the Program Development Plan which are generic for subsequent replication by other jurisdictions. This "how -to" document should include any factors that another jurisdiction undertaking a similar project might have to consider. -- prepare and submit final report -3- II. PROJECT SCHEDULE AND ,c.Y PERSONNEL The project will be completed within six months of the date of this agreement. Project Phases will be completed according to the timetable below. Key personnel involved in the completion of each phase are also listed. WEEK KEY PERSONNEL SSI ROANOKE PHASE ONE 1 - 3 Reitherman: Church Moore Cauahlan PHASE TWO 3 = 5 Reitherman: Church, Caughlan PHASE THREE 4 - 7 Reitherman: Moore,Caughlan PHASE FOUR 3 - 20 Church, Caughlan PHASE FIVE 10 - 24 PHASE SIX III. PROJECT MANAGEMENT 23 - 26 Reitherman to be hired,Church, Caughlan Church, Moore TOWN'S Community Services Specialist will act as project monitor and should be informed of progress regularly; once per week at minimum. _ Reports containing the following shall be submitted once per month on the agreed upon dates -- narrative on progress of overall effor$ and its cdmponent parts (actual _ progress and /or further planning refinement) ` -- problems experienced during the period -- future steps -- briefing on vendor /contractor work, if any -- attachments as necessary IV. LOCATION OF WORK SSI will operate out of the office provided by the Town of Los Gatos during Phase Five and other Phases as appropriate. EXHIBIT "B "• COMPENSATION AMOUNT OF PAYMENT The amount of this contract shall not exceed twenty -two thousand and three hundred dollars ($22,300). Reimbursement for duplication of outreach materials shall not exceed 54,000; and, reimbursement for consultant and overhead charges shall not exceed $10,300. A breakdown of costs is listed below. 1. Duplication of Outreach Materials _.. $4,000 2. Postage 200 3. Communications 400 4. Travel 500 5. Miscellaneous Office Supplies 200 6. Photographic Services 0 7. Equipment Rental 0 8. Professional Services 17,000_ Total operating costs: $22,300 Any variance within line items must be authorized by the Acting Town Manager, METHOD OF PAYMENT Invoices for reimbursement must be submitted on a monthly basis and must be accompanied by the monthly report as detailed in Exhibit "A ". Invoices will be forwarded for pay- ment to the State upon approval by the Town Manager. The Town will withhold an amount equal to 10% of the total funding pending satisfactory completion of the project and acceptance of the final product(s). "Acceptance" is de- fined as BAREPP approval of the adequacy and completeness of the deliverable products as measured against the agreement and work to be performed. . INVOICE FORMAT Invoices should be broken down into the categories listed above. A brief narrative explanation should be included for the billing. When specific invoices for isolated services (printing by outside vendor, equipment rental, consultants for example) are available, copies should he attached. SSI should attach travel claim forms to invoices to demonstrate what costs are being reimbursed; the Town will only reimburse costs that are allowable under Town rules for State employees.