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JLA Public Involvement ~ C140003 Citi-of Tigard 1.3125 SW'Hall Bl- d. CONTRACT CHANGE ORDER/ Tigard, Oregon 97223 AMENDMENT SUMMARY FORM Phone- (503) 639-4171 Fax- (503) 684-7297 im , u-A,\-,.ti and-or. m Project Title: Tigard Triangle Strategic Plan Project Manager: Cheryl Caines Contractor: JLA Public Involvement Original Contract#: C140003 Effective Dates: 6/18/13 —6/30/15 Chane Order/Amendment Amount: $ 22,626.00 Accounting String: 100-3300-54001 Amendment Percentage Running Total: °'o AMENDMENT DETAILS Increase the contract amount from$39,999.00 to $62,625.00 for additional services needed for the Tigard Triangle Strategic Plan and River Terrace Community Plan projects. CHANGE ORDER DETAILS UNIT QTY UNIT$ TOTAL$ Additional Tigard Triangle public involvement 100-3300- $7,326.00 54001 Additional River Terrace public involvement and 100-3300- $15,300.00 facilitation 54001 REASONING FOR CHANGE ORDER/AMENDMENT Tigard Triangle -The original contract only included planning for two public meetings. Outreach and facilitation by staff. The revised contract includes outreach and facilitation of the public meeting by.jLA. River Terrace—planning and facilitation by JLA for additional Stakeholder Working Group meetings, and Communication materials. REQUESTING PROJECT MANAGER APPROVI 4CITY STAFF Signature Si nature ,,plqll ) Date Date Contractor is hereby authorized by the City of Tigard to perform CONTRACTOR the additional work described below in accordance with the terms and conditions detailed in the original contract along with all applicable rules, regulations, and laws that may be in effect for the work. The unit pricing in the original contract shall apply to Signature all additional work. A cop), of this form, once completed, is to be forwarded to the Purchasing Office to ensure all changes to the encumbrances are met. Remember—the cumulative total of Amendments cannot exceed theproject's FY budget. Ir Date CITY OF TIGARD,OREGON AMENDMENT TO CONTRACT TIGARD TRIANGLE PUBLIC INVOLVEMENT CONTRACT#C140003 AMENDMENT #1 The Agreement between the City of Tigard, a municipal corporation of the State of Oregon, hereinafter called City, and JLA Public Involvement, hereinafter referred to as Contractor, entered into on the 18`'' day of June, 2013, is hereby amended as follows: COMPENSATION City agrees to pay Contractor an amount not to exceed 00,1100 DeRars ($39,99sixty-two thousand three hundred twenty-five and No/100 ($62,625 00) for performance of those services described in this Agreement. Payment will be made based on Contractor's invoice, subject to the approval of the City, and not more frequently than monthly. Payment shall be payable within thirty (30) days from the date of the Contractor's invoice. IN WITNESS WHEREOF, City has caused this Amendment to be executed by its duly authorized undersigned officer and Contractor has executed this Amendment upon signature and date listed below. CITY OF TIGARD JLA PUBLIC INVOLVEMENT I �1�69QL I- +J—� Signature Signature �y1&C40- l�l� tvuvt Printed Name Printed Na �22 ' -1, 2o 1 - 16IIL� Date Date City of Tigard River Terrace Community Plan SWG Meeting Facilitation Project Background Working to refine the West Bull Mountain Concept Plan (WBMCP) with input and involvement from community stakeholders,the City of Tigard aims to adopt a River Terrace Community Plan in 2014. The River Terrace Community Plan will implement,to the extent practical,the WBMCP and consist of specific regulatory land use maps, public facility and transportation master plans, infrastructure financing mechanisms, and codes and regulations. Specifically,the community plan will address: • Land Use (zoning and regulations) • Transportation • Public Facilities and Services • Parks and Trails • Natural Resources • Infrastructure Financing Specific Tasks Committee Meeting Facilitation & Public Meetings • Plan and facilitate up to five 2-hour Stakeholder Working Group Meetings.JLA will take notes and provide a meeting summary for each meeting. Communication Materials • Assist in development of materials to convey important project messages and solicit participation (e.g. newsletter articles,flyers,website posts,videos, etc.). Tigard Triangle Open House Prepared by: ILA Public Involvement December, 2013 PI Specialist 7, PI Specialist Z F4 Specialist 3, Eryn K2he Jessica PickLd Sylvia C3bommld EXPENSE DETAIL Task# $151.71 /hr $ 83.65 /hr $ 83.65 /hr TOWS Task/ Printing Printing& Mleage& Graphics Other Total TasWSubtasIG Qwtty Hours Cast Fbirs Cost Eburs cost Subtasks Copies Parking Experres 1.0 Meeting notification 1.0 Meeting notification 1.1 Press release 2 1.1 Press $0 P dstnbLbon $152 $84 $0 $235 $0 $235 release mwde press release content to Ot/staff for 1.2 Interested Parties E-mail 1.5 1.2 Interested $0 $0 $160 Provide e-rml content to Oty staff for $76 Parties E-mail ofstnbc6on $84 $0 $160 $0 $15 1.3 Postcard Wing 2-5 1.3 Postcard Develop postcard matler forprinft and rmfing 1 $167 $0 $243 $15 $258 Mailing y Oty staff $76 1.4 Posters 2.5 1.4 Posters $100 Develop poster"sa-duch board stgrk-v-ge $76 $167 $0 $243 $100 $343 1.5 Door to door outreach 10 1.5 Door to astnwe posters sa-mm boaras and $100 targeted outreach to T door outreach narKie $0 $837 $100 $937 $0 $837 1.6 VXbbsite Content 2.5 1.6V\bbsite $0 Provide"riften content(nmbng wymwff# Content and other matenals)to Oty staff to post an $76 $167 $243 $0 $243 ed"ebsite A Task 1.0 Subtotal 3 $455 18 $1,506 0 $0 21 $1,961 $215 $Z176 $o $165 $50 $0 $0 $215 10 AReefing Materials 3.0 Meeting Materials 3.1 Display Boards $0 4 3.1 Display Review codent of ted"cal chWays developed Boards by Qty staff and dgvdcp other general of-Ways $303 $167 $0 $471 $0 $471 (2 to 3). 0-"ays to be parked by C#y Comment forms, agenda and other 3.2 ConTrent 3.2 misc. materials 6 fours,agenda $50 $303 $335 $0 $638 $50 $ and other msc. M m4fmAs, A Task 3.0 Subtotal 4 $607 6 M 0 $0 10 $1,109 $50 $1,159 $o $50 $o $o $50 Tigard Triangle Open House Prepared by: JLC Fublic lwoivement December, 2013 131 Specialist 7, PI Specialist Z PI Specialist 3, EXPENSE DErAL Eryn Kehe Jessica Pickul Sylvia aborovisid $151.71 Mir $ 83.65 /hr $ 83.65 /hr Totals Task/ ConTnunications Printing& Mileage& Graphics other Total T.-V*# TasW&btaSl� Quan%, kbuts Cost hours Cost hours Cost Subtasks Copes ParkingBpenses 4,0 Open House 4,0 Open Horse 4.1 AttendancetenAttendance&Faalitation 12 41 Attendance $0 A take down and travel $910 $502 $0 $1;412 $0 $1,412 1 &Facilitation swrw 2 5 hour ne�ehqg plus event set-up, 4.2 Documentation 5 42 $0 I from the rreefing $152 $335 $0 $486 $0 $486 Docun-entation Includes a wTrmy report of public ccm rds e A Task U Subtotal 7 $1,062 10 $837 0 $0 17 $1,898 $0 898 $0 $0 $0 $0 $0 $0 A A A A 14 34 0 48 $4968 $265 $5,233 -4 Check Totals $z $5,233 -4 Check Totals $0 $215 $50 $0 $0 $265 $2z, $0 -4 48 $4,968 $265 Spanish Outreach-CONTINGENCY 0.0 Spanish Outreach-CONTINGENCY Spanish langage outreach&meeting 0.0 Spanish ms $200 coordi nad on 21 langage outreach& Translation of outreach materia14 targeted 1 n-eeting atreach to-,pwsh speaking c"n"ty $303 $335 $1,255 $1,893 $200 $ZO93 coordination C00rdrk-bcn,doarrutation and atta)d�rw at ca nanty meeting vwth-gwysh interpretatict i Task 0.0 Subtotal 2 $303 4 $335 15 $1,255 21 $1,893 $200 093 $0 $50 $0 $0 $150 $200 CITY OF TXGARD OREGON CONTRACT SUMMARY FORM (FoRAf MUST ACCOMPANYEACH CON RAC7-FOR AUTHORIZA7TOA) Contract'Title: Ti and Triangle Stxate is Plan Number: ! Contractor: Public Involvement Contract Total: $39,999.00 Contract Overview: Assist«rith stakeholder identification and inter-views facilitate Citizen Advisory Committee and Public meetings,develop informational materials and videos for public outreach. Tvpe: [] Purchase Agreement Start Date.: June 18, 2013 Reid Date: lune 30, 2015 Personal Service [] Public Improvement LC'.RP Award-, Department- Comm. Dev. [] IGA Other: Contract Manager: ChtW1 Caines Quotes/Bids/Proposal: FIRM _ AMQUNT/SC-ORE JLA Public Involvement $39,999.00 Spencer Consultants Declined request forquote. Baldwin Consulting Declined request for quote. Account String.: Fund-Division-Acc yon Project-Fund-Phase Amount Year 1 100-3300-54001 2012-2013 1,000.00 Year 2 100-3300-54001 2013-2014 $34,000.00 Year 3 100_-3300-54001 2014-2015 $4,999.00 Year 4 Year 5 Approvals Department Comments: Department Signature: Purchasing Comments: _ Purchasin 1-gnature: City Manager Comments: City Manager Signator - -. f � After securing all required approvals, forward original copy to the Contracting and Purchasing Office along with a completed Contract Checklist. Contract# CITY OF TIGARD,OREGON PERSONAL SERVICES AGREEMENT Is TTGARD TRIANGLE PUBLIC INVOLVEMENT THIS AGREEMENT made and entered into this 18th day of June,2013 by and between the City of Tigard, a municipal corporation of the State of Oregon, hereinafter called City, and JLA Public Involvement,hereinafter called Contractor. RECITALS WHEREAS, City has need for the services of a company with a particular training, ability, knowledge,and experience possessed by Contractor,and WHEREAS, Cite has detemained that Contractor is qualified and capable of performing the professional services as City does hereinafter require,under those terms acrd conditions sex forth: THEREFORE, the parties agree as follows: SCOPE OF WORK Contractor shall initiate services upon receipt of City's notice to proceed together with an executed copy of this Agreement. Contractor agrees to complete work that is detailed in Exhibit A — Scope of Work and by this reference made a part hereof. EFFEcTrvE DATE AND DURATION This Agreement shall become effective upon signature by both parties and shall expire, unless otherwise terminated or extended, on June 30, 2015. All work under this Agreement shall be completed prior to the expiration of this Agreement. COMPENSATION City agrees to pay Contractor an amount not to exceed thirty-nine thousand nine hundred ninety nine and 00/100 Dollars ($39,999.00) for performance of those services described in this Agreement. Payment will be made based on Contractor's invoice, subject to the approval of the City, and not more frequently than monthly. Payment shall be payable \Nithin thirty (30) days from the date of the Contractor's invoice. CONTACT INFORMATION All notices,bills, and payments shall be made in writing and may be given by personal delivery,mail, or fax. Payments may be delivered by personal delivery, mail, or electronic transfer. The following addresses and contacts shall be used to transmit notices,bills,payments, and other information: CITY OF TIGARD JLA PUBLIC INVOLVEMENT Attn: Cheryl Caines Attn; E n Deerneing 1Cehe,Principal Address: 13125 SW Hall Boulevard Address: 1110 SE)rider St.,Suite 301 Tigard, Oregon 97223 Portland, OR 97214 Phone: 503 718-2437 Phone: 503-235-5881 Fax: (503)_718-2748 Fax: 503-230-4877 Email: the lc ti rd-or. ov Email: e n la.us.com CONTRACTOR As INDEPENDENT CONTRACTOR Contractor acknowledges that for all purposes related to this Agreement, Contractor is and shall be deemed to be an independent contractor as defined by ORS 670.600 and not an employee of City,shall not be entitled to benefits of any kind to which an employee of City is entitled and shall be solely responsible for all payments and taxes required by law. Furthermore, in the event that Contractor is found by a court of law or any administrative agency to be an employee of City for any purpose, City shall be entitled to offset compensation due, or to demand repayment of any amounts paid to Contractor under the terms of this Agreement, to the full extent of any benefits or other remuneration Contractor receives (from Citi- or third party) as a result of said finding and to the full extent of any payments that City is required to make (to Contractor or to a third party) as a result of said finding. Contractor acknowledges that for all purposes related to this Agreement, Contractor is not an officer, employee,or agent of the City as those terms are used in ORS 30.265. INDEMNIFICATION City has relied upon the professional ability and training of Contractor as a rnaterial inducement to enter into this Agreement. Contractor warrants that all its work will be performed in accordance with generally accepted professional practices and standards as well as the requirements of applicable federal, state and local laws,it being understood that acceptance of a contractor's work by City shall not operate as a waiver or release. Contractor and City agree to indemnify and defend the other, and the other's officers, agents and employees and hold thein harmless from any and all liability, causes of action, claims, losses, damages, judgments or other costs or expenses including attorney's fees and witness costs and (at both trial and appeal level, whether or not a trial or appeal ever takes place) incurred by the party being indemnified resulting from the indemnifying party's acts (or failure to act when action is appropriate) that may be asserted by any person or entity which in any way arise from or relate to this Agreement or the performance of obligations under this agreement, except liability arising out of the sole negligence of the party being indemnified. The indemnification by Contractor of the City shall also cover claims brought against the City under state or federal worker's compensation laws. If any aspect of this indemnity shall be found to be illegal or invalid for any reason whatsoever, such illegality or invalidity shall not affect the validity of the remainder of this indemnification. INSURANCE Contractor shall maintain insurance acceptable to City in full force and effect throughout the term of this contract. Such insurance shall cover all risks arising directly or indirectly out of Contractor's activities or work hereunder. The policy or policies of insurance maintained by the Contractor shall provide at least the following limits and coverages: 1. Commercial General Liabilijy Insurance Contractor shall obtain, at Contractor's expense, and keep in effect during the term of this contract, Comprehensive General Liability Insurance covering Bodily Injury and Property Damage on an "occurrence" form (1996 ISO or equivalent). This coverage shall include Contractual Liability insurance for the indemnity provided under this contract. The following insurance will be carried: Personal'Services Agrectnent—:Short Form 2 I P a g e Re-6sion Date: 12;'20/2012 Coverage Limit General Aggregate $4,000,000 Products-Completed Operations Aggregate $500,000 Each Occurrence $2,00,000 Fire Damage (any one fire) 50,000 Medical Expense (any one person) 5,000 2. Business Automobile Liability Insurance Contractor shall also obtain, at contractor's expense,and keep in effect during the term of the contract, Commercial .Automobile Liability coverage including coverage for all owned, hired, and non-owned vehicles. The Combined. Single Limit per occurrence shall not be less than $2,000,000. Said insurance shall name City as an additional insured. If Contractor hires a carrier to make delivery,Contractor shall ensure that said carrier complies with this paragraph. 3. 'Workers' Compensation Insurance The Contractor and all employers providing work, labor or materials under tl-iis Contract that are either subject employers under the Oregon Workers' Compensation Law and shall comply with ORS 656.017, which requires them to provide workers' compensation coverage that satisfies Oregon law for all their subject workers or employers that are exempt under ORS 656.1.26. Out-of-state employers must provide Oregon workers' compensation coverage for their workers who work at a single location within Oregon for more than 30 days in a calendar year. Contractors who perform work v4thout the assistance or labor of any employee need not obtain such coverage. This shall include Employer's Liability Insurance with coverage limits of not less than$500,000 each accident. 4. Insurance Carrier Rating Coverages provided by the Contractor must be underwritten by an insurance company deemed acceptable by the City. The City reserves the right to reject all or any insurance carrier(s) with an unacceptable financial rating. 5. Certificates of Insurance or Copies of Auto Insurance Coverage As evidence of the insurance coverage required by the contract, the Contractor shall furnish a Certificate of Insurance or copies of their auto insurance to the City. No contract shall be effected until the required certificates have been received and approved by the City. The procuring of such required insurance shall not be construed to limit contractor's liability hereunder. Notwithstanding said insurance, Contractor shall be obligated for the total amount of any damage, injury,or loss caused by negligence or neglect connected with this contract. TERMINATION The parties agree that any decision by either party to terminate this Agreement before either before the work is completed or the 31st day of December, 2014, shall be accompanied by thirty (30) days written notice to the other party prior to the date termination would take effect. There shall be no penalty for early termination. If City terminates the contract pursuant to this paragraph, it shall pay Contractor for services rendered prorated to the date of termination. AGREEMENT MODIFICATIONS Modifications to this Agreement are valid only if made in writing and signed by all parties. Personal Services agreement—Short Form 3 f P a g e Reirision Date: 12;'20!2012 OWNERSHIP OF WORK PRODUCT City shall be the owner of and shall be entitled to possession of any and all-work products of Contractor which result from this Agreement,including any computations,plans,correspondence or pertinent data and information gathered by or computed by Contractor prior to termination of this Agreement by Contractor or upon completion of the work pursuant to this Agreement. GovERNING LAS' Contractor shall comply with all applicable federal,state and local laws,and rules and regulations on non-discrimination in employment because of race, color, ancestry, national origin, religion, sex, marital status, age, medical condition or disability. The provisions of this Agreement shall be construed in accordance with the provisions of the laws of the State of Oregon. All provisions required by ORS Chapters 279A,279B,and 2790 to be included in a contract of this type are incorporated into this Agreement as though fully set forth herein. Any action or suits involving any question arising under this Agreement must be brought in the appropriate court of the State of Oregon. CONDITIONS OF SUPPLYING A PUBLIC AGENCY 'Where applicable,Contractor must make payment promptly as due to persons supplying Contractor labor or materials for the execution of the work provided by this order. Contractor must pay all contributions or amounts due from Contractor to the Industrial Accident Bund incurred in the performance of this order. Contractor shall not permit any lien or claim to be filed or prosecuted against Buyer or any subdivision of City on account of any labor or material to be fixrnished. Contractor further agrees to pay to the Department of Revenue all sums withheld from employees pursuant to ORS 316.167. C©mPLETE AGREEMENT This Agreement and attached exhibit constitutes the entire Agreement between the parties. No waiver, consent, modification, or change of terms of this Agreement shall bind either party unless in writing and signed by both parties. Such waiver, consent, modification, or change if made, shall be effective only in specific instances and for the specific purpose given. There are no understandings, agreements, or representations, oral or written, not specified herein regarding this Agreement. Contractor, by the signature of its authorized representative, hereby acknowledges that they have read this Agreement, understands it and agrees to be bound by its terms and conditions. IN WITNESS WHEREOF, City has caused this Agreement to be executed by its duly authorized undersigned officer and Contractor has executed this Agreement on the date hereinabove first written. CITY OF TIGARD JLA PUBLIC INvoLvEMENT two By: Authoriz City staff By: Auth rized Agent of Contractor 7. 1- �2-ol�3 (647 13 Date Date Personal:services Agreement—Short Form 4 1 P a g e Revision Date: 12/20/2012 Exhibit A Tigard Triangle Strategic Plan Scope of Work Stakeholder Identification Assist with stakeholder identification by reviewing and providing feedback on the City's stakeholder list and assist in determining which stakeholders are interviewed and/or appointed advisory committee members. Stakeholder Interviews Conduct up to 12 phone interviews (includes development of questions and a short summary report). Committee Meeting Facilitation&Public Meetings • Plan and facilitate seven 2-hour Citizen Advisory Committee Meetings. JLA staff will take notes and provide a meeting summary for each meeting. The planning includes minimal communications with committee members between meetings. • Plan two public meetings that will be facilitated by city staff. • Attend up to four(4) project team meetings to ensure coordination. Online Survey&Videos Develop,produce and implement: • One (1) online survey (template development integration with communication materials, graphic,editing,question development,and summary). • Up to five (5) short,30-60 second video. Other Communication Materials Assist in development of materials to convey important project messages and solicit participation (e.g. newsletter articles, flyers,website posts,etc.) Personal Services Agreement—Short Forza 5[P a g e Revision hate: 12/20/2012