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HomeMy WebLinkAboutRPMG 11.04.2025Town of Los Altos Hills Page 1 of 3 Short form Updated 4/26/22 AGREEMENT THIS AGREEMENT is made and entered into on the 4th day of November, 2025 by and between the TOWN OF LOS ALTOS HILLS (hereinafter referred to as "TOWN") and Renne Public Management Group (hereinafter referred to as "CONTRACTOR"). In consideration of their mutual covenants, the parties hereto agree as follows: 1. CONTRACTOR. Shall provide or furnish the following specified services and/or materials: Facilitation of the two-year Council Work Plan workshop (2026-2027) 2. EXHIBITS. The following attached exhibits are hereby incorporated into and made a part of this Agreement: Proposal from CONTRACTOR dated September 15, 2025 3. TERMS. The services and/or materials furnished under this Agreement shall commence 09/01/25 and shall be completed by 03/31/26, unless terminated pursuant to Section 5(f). 4. COMPENSATION. For the full performance of this Agreement: a. TOWN shall pay CONTRACTOR an amount not to exceed fifteen thousand dollars and zero cents ($15,000.00), within thirty (30) days following receipt of invoice and completion/delivery of services/goods as detailed in Sections 1, 2, and 3 of this Agreement and only upon satisfactory delivery/completion of goods/service s in a manner consistent with professional/industry standards for the area in which CONTRACTOR operates. TOWN is not responsible for paying for any work done by CONTRACTOR or any subcontractor above and beyond the not to exceed amount. b. Town shall not reimburse for any of CONTRACTOR's costs or expenses to deliver any services/goods. Town shall not be responsible for any interest or late charges on any payments from Town to CONTRACTOR. c. CONTRACTOR is responsible for monitoring its own forces/employees/agents/ subcontractors to ensure delivery of goods/services within the terms of this Agreement. TOWN will not accept or compensate CONTRACTOR for incomplete goods/services. Town of Los Altos Hills Page 2 of 3 Short form Updated 4/26/22 5. GENERAL TERMS AND CONDITIONS. a. HOLD HARMLESS. CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability of personal injury (including death) and property damage of any nature, caused by or arising out of the performance of CONTRACTOR under this Agreement. With regard to CONTRACTOR’S work product, CONTRACTOR agrees to indemnify, defend and hold harmless the TOWN, its officers, agents and employees from any and all demands, claims or liability o f any nature to the extent caused by the negligent performance of CONTRACTOR under this Agreement. b. NON-DISCRIMINATION. No discrimination shall be made in the employment of persons under this Agreement because of the race, color, national origin, age, ancestry, religion or sex of such person. c. INTEREST OF CONTRACTOR. It is understood and agreed that this Agreement is not a contract of employment and does not create an employer-employee relationship between the TOWN and CONTRACTOR. At all times CONTRACTOR shall be an independent contractor and CONTRACTOR is not authorized to bind the TOWN to any contracts or other obligations without the express written consent of the TOWN. In executing this Agreement, CONTRACTOR certifies that no one who has or will have any financial interest under this Agreement is an officer or employee of TOWN. d. CHANGES. This Agreement shall not be assigned or transferred without advance written consent of the TOWN. No changes or variations of any kind are authorized without the written consent of the City Manager. This Agreement may only be amended by a written instrument signed by both parties. e. TERMINATION. This Agreement may be terminated by TOWN upon seven (7) days written notice to CONTRACTOR. Monies owed for work satisfactorily completed shall be paid to CONTRACTOR within 14 days of termination. f. RECORDS. All reports, data, maps, models, charts, studies, surveys, calculations, photographs, memoranda, plans, studies, specifications, records, files, or any other documents or materials, in electronic or any other form, that are prepared or obtained pursuant to this Agreement and that relate to the matters covered hereunder shall be the property of the TOWN. CONTRACTOR hereby agrees to deliver those documents to the TOWN at any time upon demand of the TOWN. It is understood and agreed that the documents and other materials, including but not limited to those described above, prepared pursuant to this Agreement are prepared specifically for the TOWN and are not nece ssarily suitable for any future or other use. Failure by CONTRACTOR to deliver these documents to the TOWN within a reasonable time period or as specified by the TOWN shall be a material breach of this Agreement. TOWN and CONTRACTOR agree that until final approval by TOWN, all data, plans, specifications, reports and other documents are preliminary drafts not kept by the TOWN in the ordinary Town of Los Altos Hills Page 3 of 3 Short form Updated 4/26/22 course of business and will not be disclosed to third parties without prior written consent of both parties. All work products submitted to the TOWN pursuant to this Agreement shall be deemed a "work for hire.” Upon submission of any work for hire pursuant to this Agreement, and acceptance by the TOWN as complete, non- exclusive title to copyright of said work for hire shall transfer to the TOWN. The compensation recited in Section 4 shall be deemed to be sufficient consideration for said transfer of copyright. CONTRACTOR retains the right to use any project records, documents and materials for marketing of their professional services. g. CONTRACT ADMINISTRATION. The TOWN hereby designates the Deputy City Manager and the City Manager as Contract Administrator for this agreement. The CONTRACTOR shall only take direction regarding the services provided under this Agreement from the Contract Administrator. Furthermore, CONTRACTOR agrees that the Contract Administrator shall be included any meeting, teleconference or written communication between any Town representative including Committee members and the CONTRACTOR. The TOWN may modify the Contract Administrator at any time upon providing written notice to the CONTRACTOR. h. ENTIRE AGREEMENT. This Agreement represents the entire agreement between the Parties. Any ambiguities or disputed terms between this Agreement and any attached Exhibits shall be interpreted according to the language in this Agreement and not the Exhibits. 6. INVOICING. Send all invoices to the contract coordinator at the address below. This Agreement shall become effective upon its approval and execution by TOWN. In witness whereof, the parties have executed this Agreement the day and year first written above. CONTRACT COORDINATOR and representative for TOWN: CONTRACTOR: Cody Einfalt Acting City Manager Town of Los Altos Hills By: 26379 Fremont Road Signature Date Los Altos Hills, CA 94022 Print name, Title TOWN OF LOS ALTOS HILLS: By: Cody Einfalt, Acting City Manager Date Nelson Fialho, RPMG Executive Director 11/6/2025 11/6/25 350 Sansome Street | Suite 300 San Francisco, CA 94104 Nelson A. Fialho Executive Director 925-437-4002 nfialho@publiclawgroup.com September 15, 2025 Peter Pirnejad City Manager Town of Los Altos Hills 26379 Fremont Road Los Altos Hills, CA 94022 Re: Proposal to facilitate City Council Goal Setting for the Town of Los Altos Hills Dear Mr. Pirnejad, Thank you for the opportunity to submit this proposal to facilitate City Council Goal Setting for the Town of Los Altos Hills. Renne Public Management Group (RPMG) has the expertise and skills necessary to provide this assistance and we would be pleased to take part in this project. About Renne Public Management Group Renne Public Management Group (RPMG) is a division of the Renne Public Law Group based in San Francisco. Our firm’s attorneys, public policy experts, and executive leadership consultants provide services and solutions for the most pressing needs and challenges facing public agencies. RPMG services include everything required to support elected and appointed leaders. We offer a balance of perspectives with a practitioner’s mindset and proven record of successful implementation. This experience gives us a sensitivity that produces positive outcomes and ensures each of our projects are individually tailored to the unique needs of the client. Scope of Work Based on initial input from the City Manager, RPMG consultants will plan, design, and facilitate the Council’s 2026 Goal Setting workshop. The session will be held in the late-January to early- February timeframe. The work will build off input from the Council, staff, and various committees, as follows: • Plan, design, and facilitate a Council goal setting session. o Meet with staff and outside consultants to gain context and refine the process. o Interview each of the five Councilmembers and prepare a summary for the City Manager. City Council Goal Setting September 15, 2025 Page 2 o Develop an agenda and finalize with the City Manager. o Organize comments and work with staff to develop a PowerPoint presentation to share with the Council and facilitate the goal setting session in late-January to early-February timeframe. o Develop a final report for Council and staff to review and consider. Proposed Work Plan and Timeline: 1. Planning – Consultants will work with the City Manager to discuss desired outcomes and develop a plan and timeline. (Oct.-Nov.) 2. Interviews – Consultants will gather input from prior processes and facilitate 1:1 interviews with the five Councilmembers. (Nov.-Dec.) 3. Meeting Design – Based on interviews and input from the City Manager and Committees, consultants will develop a draft meeting process and agenda for review and approval by the City Manager. (Dec.-Jan.) 4. Meeting Facilitation – Consultants will facilitate the in-person goal setting session with a goal of identifying clearly defined actionable projects for the development of a two- year work plan based on mandatory items and previously approved Council items. The themes and priorities of the Council and Committees will be shared and the new “a la carte” method of adding items in the future will be discussed with the Council. (late Jan. or early Feb.) 5. Completion – Prepare a final report, to be reviewed by the City Manager and then shared with the City Council. (late Feb.) Term and Fee Proposal: Based on the scope of work described above, the client will be billed in accordance with the following terms: · Professional Services: Services will not exceed $15,000, billed hourly at the following rates: Dan Rich (Lead) at $300, Nelson Fialho (Advisor) at $300, and Samantha Smithies at $185. · In addition to the Professional Services above, normal and direct out-of-pocket expenses associated with the project are charged back to the client. Expenses for this assignment will City Council Goal Setting September 15, 2025 Page 3 not exceed $2,500. These expenses include, but are not limited to, clerical/administrative time, supplies, printing, postage, and consultant travel, as necessary. All expense items are reimbursed “at cost” and detailed and billed monthly. · Amendments to the budget and payment schedule will require mutual agreement by the client and RPMG. RPMG appreciates the opportunity to be of assistance. Please feel free to contact me directly at 925-437-4002 if you have any questions regarding this proposal. Sincerely, Nelson A. Fialho Executive Director, RPMG cc. Dan Rich, Senior Consultant, RPMG Samantha Smithies, Management Analyst, RPMG Accepted by: Name: _____________________ Title: _____________________ Date: _____________________ NF/C: RPMG LAH NF