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Contract - Gladwell - 2010-08-22 AGREEMENT FOR CONSULTANT SERVICES This Agreement is made and effective as of ka..w,at _11 2010 between the Costa Mesa Sanitary District, a sanitary district ("District' and Gladwell Governmental Services, Inc. ("Consultant") In consideration of the mutual covenants and conditions set forth herein the parties agree as follows. Recitals WHEREAS Consultant has represented that it is competent to render services to the District relating to record retention and destruction, and WHEREAS Consultant is knowledgeable about special districts public records requirements, and is specifically knowledgeable about record retention and destruction in accordance with those laws (Government Code Section 60200 et seq.) and any federal laws that may apply and WHEREAS Consultant is knowledgeable about the Secretary of States 'trusted system standards for copying documents so that the original hard copy can be destroyed and will recommend a record retention system that meets those standards, NOW THEREFORE the parties hereto do hereby agree as follows 1 TERM This Agreement shall commence on August 2010 and shall remain and continue in effect until tasks described herein are completed but in no event later than August, 2011 unless sooner terminated pursuant to the provisions of this Agreement. 2. SERVICES Consultant shall perform the tasks described and set forth in Exhibit A, attached hereto and incorporated herein as though set forth in full. Consultant shall complete the tasks according to the schedule of performance which is also set forth in Exhibit A. 3. PERFORMANCE Consultant shall, at all times, faithfully competently and to the best of his/her/its ability experience and talent perform all tasks described herein Consultant shall employ at a minimum, generally accepted standards and practices utilized by persons engaged in providing similar services as are required of Consultant hereunder in meeting its obligations under this Agreement. 1 4. DISTRICT MANAGEMENT District's General Manager shall represent District in all matters pertaining to the administration of this Agreement, review and approval of all products submitted by Consultant, but not including the authority to enlarge the Tasks to be performed or change the compensation due to Consultant. The General Manager shall be authorized to act on District's behalf and to execute all necessary documents which enlarge the Tasks to be Performed or change Consultant's compensation subject to Section 5 hereof 5. PAYMENT (a) The District agrees to pay Consultant in accordance with the payment rates, terms and schedule of payment as set forth in Exhibit A, attached hereto and incorporated herein by reference as though set forth in full, based upon actual time spent on the above tasks This amount shall not exceed Four Thousand Nine Hundred Dollars (($4 900 00) for the total term of this Agreement unless additional payment is approved as provided in this Agreement. (b) Consultant shall not be compensated for any services rendered in connection with its performance of this Agreement which are in addition to those set forth herein unless such additional services are authorized in advance and in writing by the General Manager Consultant shall be compensated for any additional services in the amounts and in the manner as agreed to by General Manager and Consultant at the time District's written authorization is given to Consultant for the performance of said services. (c) Consultant shall be paid at the conclusion of the work and upon acceptance thereof by the District. Payment shall be made within 30 days thereafter 6. SUSPENSION OR TERMINATION OF AGREEMENT WITHOUT CAUSE (a) The District may at any time, for any reasons, with or without cause, suspend or terminate this Agreement, or any portion hereof by serving upon the Consultant at least thirty (30) days prior written notice Upon receipt of said notice, the Consultant shall immediately cease all work under this Agreement, unless the notice provides otherwise If the District suspends or terminates a portion of this Agreement, such suspension or termination shall not make void or invalidate the remainder of this Agreement. (b) In the event this Agreement is terminated pursuant to this Section, the District shall pay to Consultant the actual value of the work performed up to the time of termination, provided that the work performed is of value to the District. Upon termination of the Agreement pursuant to this Section, the Consultant will submit an invoice to the District pursuant to Section 5 2 7 DEFAULT OF CONSULTANT (a) The Consultant's failure to comply with the provisions of this Agreement shall constitute a default. In the event that Consultant is in default for cause under the terms of this Agreement, District shall have no obligation or duty to continue compensating Consultant for any work performed after the date of default and can terminate this Agreement immediately by written notice to the Consultant. If such failure by the Consultant to make progress in the performance of work hereunder arises out of causes beyond the Consultant's control, and without fault of negligence of the Consultant, it shall not be considered a default. (b) If the General Manager or his/her delegate determines that the Consultant is in default in the performance of any of the terms or conditions of this Agreement, he/she shall cause to be served upon the Consultant a written notice of the default. The Consultant shall have ten (10) days after service upon it of said notice in which to cure the default by rendering a satisfactory performance. In the event that the Consultant fails to cure its default within such period of time the District shall have the right, notwithstanding any other provision of this Agreement, to terminate this Agreement without further notice and without prejudice to any other remedy to which it may be entitled at law in equity or under this Agreement. 8. OWNERSHIP OF DOCUMENTS (a) Consultant shall maintain complete and accurate records with respect to the professional services required by this Agreement and will produce the work product specified in Exhibit A and other such information required by District that relate to the performance of services under this Agreement. Consultant shall maintain adequate records of services provided in sufficient detail to permit an evaluation of services. All such records shall be maintained in accordance with generally accepted accounting principles and shall be clearly identified and readily accessible Consultant shall provide free access to the representatives of District or its designees at reasonable times to such books and records, shall give District the right to examine and audit said books and records shall permit District to make transcripts therefrom as necessary and shall allow inspection of all work, data, documents, proceedings and activities related to this Agreement. Such records together with supporting documents, shall be maintained for a period of three (3) years after receipt of final payment. (b) District agrees and acknowledges that Consultant owns the right, title and interest in certain materials provided as part of this Agreement. 9 INDEMNIFICATION (a) Indemnification for Professional Liability When the law establishes a professional standard of care for Consultant's services, to the fullest extent permitted by law Consultant shall indemnify protect, defend and hold harmless District and any and 3 all of its officials employees and agents (Indemnified Parties') from and against any and all losses, liabilities, damages, costs and expenses, including attorney's fees and costs to the extent same are caused in whole or in part by any negligent or wrongful act, error or omission of Consultant, its officers agents employees or subconsultants (or any entity or individual that Consultant shall bear the legal liability thereof) in the performance of professional services under this Agreement. (b) Indemnification for Other than Professional Liability Other than in the performance of professional services and to the full extent permitted by law Consultant shall indemnify defend and hold harmless District, and any and all of its employees, officials and agents from and against any liability (including liability for claims, suits actions, arbitration proceedings, administrative proceedings, regulatory proceedings, losses, expenses or costs of any kind whether actual, alleged or threatened including attorney's fees and costs, court costs, interest, defense costs and expert witness fees) where the same arise out of are a consequence of or are in any way attributable to in whole or in part, the performance of this Agreement by Consultant or by any individual or entity for which Consultant is legally liable including but not limited to officers, agent, employees or subconsultants of Consultant. (c) General Indemnification Provisions. Consultant agrees to obtain executed indemnity agreements with provisions identical to those set forth here in this section from each and every subconsultant or any other person or entity involved by for with or on behalf of Consultant in the performance of this Agreement. In the event Consultant fails to obtain such indemnity obligations from others as required herein Consultant agrees to be fully responsible according to the terms of this section. Failure of District to monitor compliance with these requirements imposes no additional obligations on District and will in no way act as a waiver of any rights hereunder This obligation to indemnify and defend District as set forth here is binding on the successors, assigns or heirs of Consultant and shall survive the termination of this Agreement or this section. 10 INSURANCE Consultant shall maintain prior to the beginning of and for the duration of this Agreement insurance coverage as specified in Exhibit B attached to and part of this Agreement. 11 INDEPENDENT CONSULTANT (a) Consultant is and shall at all times remain as to the District a wholly independent Consultant. The personnel performing the services under this Agreement on behalf of Consultant shall at all times be under Consultant's exclusive direction and control. Neither District nor any of its officers, employees or agents shall have control over the conduct of Consultant or any of Consultant's officers, employees, or agents, except as set forth in this Agreement. Consultant shall not at any time or in any manner represent that it or any of its officers, employees, or agents are in any manner officers, employees, or agents of the District. Consultant shall not incur or have the power to 4 incur any debt, obligation, or liability whatever against District, or bind District in any manner (b) No employee benefits shall be available to Consultant in connection with the performance of this Agreement. Except for the fees paid to Consultant as provided in the Agreement, District shall not pay salaries, wages, or other compensation to Consultant for performing services hereunder for District. District shall not be liable for compensation or indemnification to Consultant for injury or sickness arising out of performing services hereunder 12. LEGAL RESPONSIBILITIES The Consultant shall keep itself informed of State and Federal laws and regulations which in any manner affect those employed by it or in any way affect the performance of its service pursuant to this Agreement. The Consultant shall at all times observe and comply with all such laws and regulations. The District, and its officers and employees, shall not be liable at law or in equity occasioned by failure of the Consultant to comply with this Section. 13. UNDUE INFLUENCE Consultant declares and warrants that no undue influence or pressure has been used against or in concert with any officer or employee of the Costa Mesa Sanitary District in connection with the award, terms or implementation of this Agreement, including any method of coercion, confidential financial arrangement or financial inducement. No officer or employee of the Costa Mesa Sanitary District will receive compensation, directly or indirectly from Consultant, or from any officer employee or agent of Consultant, in connection with the award of this Agreement or any work to be conducted as a result of this Agreement. Violation of this Section shall be a material breach of this Agreement entitling the District to any and all remedies at law or in equity 14 NO BENEFIT TO ARISE TO LOCAL EMPLOYEES No member officer or employee of District, or their designees or agents, and no public official who exercises authority over or responsibilities with respect to the Project during his/her tenure or for one year thereafter shall have any interest, direct or indirect, in any agreement or sub-agreement, or the proceed thereof for work to be performed in connection with the Project performed under this Agreement. 15. RELEASE OF INFORMATION / CONFLICTS OF INTEREST (a) All information gained by Consultant in performance of this Agreement shall be considered confidential and shall not be released by Consultant without District's prior written authorization. Consultant, its officers, employees, agents or subconsultants, shall not without written authorization from the District Manager or unless requested by 5 the District Counsel, voluntarily provide declarations letters of support, testimony at depositions response to interrogatories, or other information concerning the work performed under this Agreement or relating to any project or property located within the District. Response to a subpoena or court order shall not be considered 'voluntary' provided Consultant gives District notice of such court order or subpoena. (b) Consultant shall promptly notify District should Consultant, its officers employees, agents or subconsultants be served with any summons, complaint, subpoena, notice of deposition, request for documents, interrogatories, requests for admissions, or other discovery request, court order or subpoena from any person or party regarding this Agreement and the work performed thereunder or with respect to any project or property located within the District. District retains the right, but has no obligation, to represent Consultant and/or be present at any deposition, hearing or similar proceeding Consultant agrees to cooperate fully with District and to provide the opportunity to review any response to discovery requests provided by Consultant. However District's right to review any such response does not imply or mean the right by District to control, direct, or rewrite said response 16. NOTICES Any notices which either party may desire to give to the other party under this Agreement must be in writing and may be given by (i) personal service (ii) delivery by a reputable document delivery service, such as but not limited to Federal Express which provides a receipt showing date and time of delivery or (iii) mailing in the United States Mail, certified mail, postage prepaid, return receipt requested, addressed to the address of the party as set forth below or at any other address as that party may later designate by notice. To District: Costa Mesa Sanitary District 628 West 19th Street Costa Mesa, California 92627 Attn. District Clerk To Consultant: Gladwell Governmental Services, Inc. P O Box 62 1028 Tirol Lane Lake Arrowhead CA 92352-0062 Attn. Diane R. Gladwell, MMC 17 ASSIGNMENT The Consultant shall not assign the performance of this Agreement, nor any part thereof nor any monies due hereunder without prior written consent of the District. Because of the personal nature of the services to be rendered pursuant to this 6 Agreement, only Diane R. Gladwell, MMC Gladwell Governmental Services, Inc. shall perform the services described in this Agreement. Diane R. Gladwell may use assistants, under its direct supervision to perform some of the services under this Agreement; Consultant shall provide District fourteen (14) day's notice prior to the departure of Diane Gladwell from Consultant's employ Should he/she leave Consultant's employ the District shall have the option to immediately terminate this Agreement, within three (3) days of the close of said notice period Upon termination of this agreement, Consultant's sole compensation shall be payment for actual services performed up to and including, the date of termination or as may be otherwise agreed to in writing between the Board of Directors and the Consultant. 18. LICENSES At all times during the term of this Agreement, Consultant shall have in full force and effect, all licenses required of it by law for the performance of the services described in this Agreement. 19 GOVERNING LAW The District and Consultant understand and agree that the laws of the State of California shall govern the rights obligations, duties and liabilities of the parties to this Agreement and also govern the interpretation of this Agreement. Any litigation concerning this Agreement shall take place in the municipal, superior or federal district court with jurisdiction over the Costa Mesa Sanitary District. 20. ENTIRE AGREEMENT This Agreement contains the entire understanding between the parties relating to the obligations of the parties described in this Agreement. All prior or contemporaneous agreements, understandings, representations and statements, oral or written, are merged into this Agreement and shall be of no further force or effect. Each party is entering into this Agreement based solely upon the representations set forth herein and upon each party's own independent investigation of any and all facts such party deems material. 21 AUTHORITY TO EXECUTE THIS AGREEMENT The person or persons executing this Agreement on behalf of Consultant warrants and represents that he/she has the authority to execute this Agreement on behalf of the Consultant and has the authority to bind Consultant to the performance of its obligations hereunder 7 22. INTERPRETATION In the event of conflict or inconsistency between this Agreement and any other document, including any proposal or Exhibit hereto this Agreement shall control unless a contrary intent is clearly stated IN WITNESS WHEREOF the parties hereto have caused this Agreement to be executed this day and year first above written. COSTA MESA SANITARY DISTRICT k Ift,Hut AiodtV in flat-al ` N'e.e5,\ , a ��� I bill. / /tII IAA District Manager � ` ig ¶ture i t 7 AT3EST IYcw,r 4 j a tI =- - Typed Name __Ar Dis r,t Cieri< AerMtaf/1ltf- Title APPRO D AS TO FORM: District Counsel 8 ATTACHMENT A PROPOSAL / SCOPE OF WORK Phase 1: Records Retention Schedules/On-Site "Best Practices" Meetings GGS will meet individually with each department / function (with the records schedules already prepared) to provide an interactive, educational approach: Employees will be trained, have a high level of ownership, and will be making well-informed decisions based upon the best practices of other special districts. GGS provides detailed citations and rational, identifies vital records, and provides recommendations on what records series should be imaged, and which records may have the paper version destroyed after imaging and quality checking. GGS provides training and education relating to various laws and standards interactively during the meetings, as well as informing each department about standard business practices in like departments throughout the State. This enables each department to make well-informed decisions relating to their records retention policy providing a high level of ownership and buy-in for the program. Deliverables: • Meetings with each Department / Function to review and/or update their Records Retention Schedules, including various other information (vital records, what to image, etc.) • One day of on-site meetings • Records Retention Schedules for each department • One retention schedule for records common to all departments • Index to retention schedules • Draft resolution of adoption • Draft staff report Cost: $960 Phase 2: Destruction Procedures & Training — Off-Site Storage Units GGS will develop and provide destruction policies and procedures, and develop all forms, logistics (equipment / scheduling) and training schedule/agenda for the `Free the Files' or destruction day The day will be focused on destroying as many unnecessary records as possible from the two storage units, with the goal or reducing or eliminating the monthly rental for at least one of the units. Attachment A, page 1 Deliverables: • Policies, Procedures & Forms • Logistics/ Scheduling • Training • 1 day on site Cost: $960 (Additional Days are $960 each) Phase 3: Destruction Procedures & Training — District Central Filing Systems Focusing on the two filing systems that support District-wide records on the 2"d floor GGS will review and prepare records for destruction on a folder-by-folder basis, interactively training employees from the District about the filing system, and `Best Practices' of other Special Districts. Deliverables: • Policies, Procedures & Forms • Logistics /Scheduling • Training • 1 day on site Cost: $960 Phase 4: Imaging / ECMS Assistance GGS is an expert in effective and efficient procedures on how to scan, index, quality control, and various procedures that surround the process (tracking, document preparation, re- assembly etc.) In addition, GGS is an expert in compliance with California Law for Special Districts and can ensure legal compliance with policies and procedures that are mandated by law GGS would come on site, provide various set-up (of indexing fields, folder structure, etc.) for the system, and train employees on various logs. Includes 'Quickstarts' to make the process easy for employees. Deliverables: • Policies, Procedures & Forms for the ECMS • Quickstarts • Indexing and Folder Structure development • Training • 2 'h days on site Cost: $960 Total of all Phases: $3,840 Attachment A, page 2 Recommended budget: $4,900 to allow for additional on-site services, if necessary (as directed by the District) Attachment A, page 3