Alyssa Gasca Consulting ~ C140013 City of Tigard
13125 SW Hall Blvd.
CONTRACT CHANGE ORDER Tigard, Oregon 97223
AMENDMENT SUMMARY FORM
1 Phone- (503) 639-4171
r Fax- (503) 684-7297
www.tigard-or.gov
Project: Strategic Planning &Facilitation Services Project Manager: Marty Wine
Contractor: Alyssa Gasca Consulting Original Contract #: C140013
Effective Dates: February 20, 2014 -June 30, 2014 Change Order/Amendment Amount: $10,000
Accounting String: 600-1000-54001 Amendment Percentage Running Total: %
AMENDMENT DETAILS
Increasing the contractors pay from $51,000 to $61,000 covers two extra month of work on the project.
CHANGE ORDER DETAILS UNIT QTY UNIT$ TOTAL$
$5,000 per month for consultant's assistance 2 $5,000 $10,000
REASONING FOR CHANGE ORDER/AMENDMENT
Increase in contractor pay accounts for expanded scope of work for Strategic Planning services.
This includes plan for all city communications, content of strategic communications plan and a plan for
communicating Tigard's Strategic Plan progress to stakeholders.
QUESTING PROJECT MANAGER APPROVING CI STAFF
Signature i nature
March 6, 2014 _ e .
Date Date
Contractor is hereby authorized by the City of Tigard to CONTRACTOR
perform 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 Signature
that may be in effect for the work. The unit pricing in the
original contract shall apply to all additional work. A copy
of this form, once completed, is to be forwarded to the
Purchasing Office to ensure all changes to the encumbrances Date
are met. Remember - the cumulative total of
Amendments cannot exceed theproject's FY budget.
CITY OF TIGARD,OREGON
AMENDMENT TO CONTRACT
STRATEGIC PLANNING&FACILITATION SERVICES
CONTRACT#C140013
AMENDMENT #2
The Agreement between the City of Tigard, a municipal corporation of the State of Oregon,
hereinafter called City, and Alyssa Gasca Consulting, hereinafter referred to as Contractor, entered
into on the 29th day of July,2013,is hereby amended as follows:
COMPENSATION
City agrees to pay Contractor an amount not to exceed Sixty One Thousand and No/100 Dollars
($61000.00 for performance of those services
described in this Agreement, including attached Scope of Work. 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.
EXHIBIT A—SCOPE OF WORK
The following shall be added to the scope of work for this Agreement:
Project Outcomes:
1. Tigard Strategic Communications Plan (Scope: ALL City Communications)
• Drafted by Comms Work Team
• Reviewed&Agreed to by Executive Staff
• Communicated to All Tigard Employees
Content of Strategic Communications Plan includes:
1. Purpose of Tigard Strategic Communications Plan
2. Stakeholders/Audience Groups and Communication Goals for each Group
3. Communication Methods currently in place;purpose and guidelines for each method
(Does NOT include e.%ploring neiv/dierent methods at this time)
4. Communication Method Owners and description of this "owner" role (e.g. coordinates
getting the content&publishing it—does not own writing the content)
5. Content Owners for each content type and description of this role (e.g. Project Managers
own gathering&writing content to be published for each project;Department Managers
own gathering&writing content to be published for Department efforts, etc...)
6. Process and Templates for Content Owners to submit content to Communication
Method Owners
7. Communications Calendar with all key communication events for the upcoming year
2. Plan to communicate Tigard Strategic Plan progress to Stakeholders
• Key Messages drafted to communicate Progress of Tigard Strategic Plan to each
stakeholder group
• Timeline with Owners,Dates, and Methods to complete first round of communications
about strategic plan progress
Fees and Duration
$5000/month for 2 months
Includes:
• 2 half-day work sessions/month
• Work offline as needed with Liz Newton& Comms Team to coach/drive the work forward
in between work sessions
• Consult with Liz Newton/Comms team to ensure job description for Comms Coordinator
is completed and filled to seamlessly move this work forward
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 ALYSSA OWSCA CONSULTING
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Signature ignature
CL A
Printed Name Printed
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Date Date
City of Tigard
13125 SW Hall Blvd.
- CONTRACT CHANGE ORDER/ Tigard, Oregon 97223
.AMENDMENT SUMMARY FORM
Phone - (503) 639-4171
Fax- (503) 684-7297
www.tigard-or.gov
Project Title: Strategic Planning Project Manager: Marty Wine
Contractor: Alyssa Gasca Consulting Original Contract #: C140013
Effective Dates: Januar 1 -June 30, 2014 Change Order/Amendment Amount: $51,000
Accounting String: 600-1000-54001 Amendment Percentage Running Total:
AMENDMENT DETAILS
CHANGE ORDER DETAILS UNIT QTY UNIT$ TOTAL$
Contract extended six (6) months to assist Strategic 6 $8,500 $51,000
Plan implementation
REASONING FOR CHANGE ORDER/AMENDMENT
Contract extended to assist staff with roll-out and implementation of citywide Strategic Plan.
REQUESTING PROJEqfMANAGER AVVAL0yfVG CIJ711 STAFF
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S I krfature _ VS nature
2-01 � • � _ _
Date Date
Contractor is hereby authorized by the City of Tigard to CONTRACTOR
perform 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 Signature
that may be in effect for the work. The unit pricing in the
original contract shall apply to all additional work. A copy
of this form, once completed, is to be forwarded to the
Purchasing Office to ensure all changes to the encumbrances Date
are met. Remember - the cumulative total of
Amendments cannot exceed theproject's FY budget.
CITY OF TIGARD,OREGON
AMENDMENT TO CONTRACT
STRATEGIC PLANNING&FACILITATION SERVICES,
No.C140013
AMENDMENT#1
The Agreement between the City of Tigard, a municipal corporation of the State of Oregon, hereinafter
called City, and Alyssa Gasca Consulting, hereinafter referred to as Contractor, entered into on the 29`h day
of July,2013 is hereby amended as follows:
EFFECTIVE DATE AND DURATION
This Agreement shall become effective upon signature by both parties and shall expire, unless otherwise
terminated or extended, on Deeember-31, 29133 June 30; 2014. 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 Fifty — One thousand and 00/100
Dollars ($22651,000) 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 ALYSS ASCA CONSULTING
Signature e
MARTY WINE. City Manager
Printed Name Printed Name
Date Date
CITY OF TIGARD, OREGON
CONTRACT SUMMARY FORM
(FORMMUST ACCOMPANYEACH CONTRACT FOR AUTHORiZAmN)
Contract Title: Strategic Planning & Facilitation Services Number: (2, 00/3
Contractor: Alyssa Gasca Consulting Contract Total: (0,000
Contract Overview: Design and facilitate a strategic planning process to assist Tigard's Executive
Staff and City Council in developing a citywide Strategic Plan.
Type: ❑ Purchase Agreement Start Date: July 29, 2013 End Date: December 31, 2013
® Personal Service
❑ Public Improvement LCRB Award: Department: City Mgmt
❑ IGA
❑ Other: Contract Manager: Marty Wine, City Manager
Quotes/Bids/Proposal: FIRM AMOUNT/SCORE
Account String: Fund-Division-Account Work Order - Activity Ty_pe Amount
Year 1 600-1000-54001 Monthly billing, contract not to exceed$26,000
Year 2
Year 3
Year 4
Year 5
Approvals
Department Comments: �YJ Gl/l �� /1- S-6f
Department Signature:
Purchasing Comments:
Purchasing Signature:
City Manager Comments:
City Manager Signature:
After securing all required approvals,forward original copy to the Contracting and Purchasing Office along with a
completed Contract Checklist.
Contract Zlgzz�:�
CITY OF TIGARD,OREGON
PERSONAL SERVICES AGREEMENT
STRATEGIC PLANNING&FACILITATION SERVICES
THIS AGREEMENT made and entered into this July 29,2013 by and between the City of Tigard,
a municipal corporation of the State of Oregon,hereinafter called City, and Alyssa Gasca Consulting,
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, City has determined that Contractor is qualified and capable of performing the
professional services as City does hereinafter require,under those terms and conditions set 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.
EFFECTIVE DATE AND DURATION
This Agreement shall become effective upon signature by both parties and shall expire, unless
otherwise terminated or extended, on December 31, 2013. 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 Twenty six thousand and 00/100 Dollars
($26,000) 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.
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 ALYSSA GASCA CONSULTING
Attn: Marty Wine Attn: Alyssa Gasca
Address: 13125 SW Hall Boulevard Address: 2038 NE Davis Street
Tigard, Oregon 97223 Portland, OR 97232
Phone: 503 718-2486 Phone: 503.810.7661
Fax: 503 684-7297 Fax:
Email: m d-or. ov Email: Wyssa@glyssagasca.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 City or third parry) 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 material 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 them 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 parry 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 Liability 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:
Coverage Limit
Personal Services Agreement—Short Form 2 1 P a g e
Revision Date: 12/20/2012
General Aggregate 1,000,000
Products-Completed Operations Aggregate 500,000
Each Occurrence 500,000
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$500,000.
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 this 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 656.126. 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 without 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 December 31, 2013 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 1 P a g e
Revision 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 LAw
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 279C 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 Fund 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 furnished. Contractor further agrees to pay to the Department
of Revenue all sums withheld from employees pursuant to ORS 316.167.
COMPLETE 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 gy:
ASCA CONSULTING
staff
By: Authorized City orized Agent of Contractor
Date Date
Personal Services Agreement—Short Form 4 1 P a g e
Revision Date: 12/20/2012
EXHIBIT A- SCOPE OF WORK
July 15, 2013
CLIENT: Marty Wine, City Manager
City of Tigard
13125 SW Hall Blvd
Tigard, OR 97223
Phone: 503-718-2486/ Mobile: 206-419-8081
Email: marty(cbtigard-or.gov
PROJECT: City of Tigard Strategic Plan Facilitation
OBJECTIVE
Design and facilitate a strategic planning process to assist the City of Tigard's Executive Staff and City
Council in developing a citywide Strategic Plan. The purpose of the plan is to articulate a clear focus for
the direction of the city over the next five years and direction for city decisions, actions and investments.
SCOPE OF SERVICES
Services requested include the design and facilitation of a strategic planning process, to include:
• Identify desired outcomes, timelines, and stakeholder roles for the planning process
• Facilitate meetings and drive the Strategic Planning Team to complete the following outcomes:
o A Shared Vision for the city's future
o A Current State and Gap Analysis (i.e. SWOT, environmental scan, trends,
financial/competitive analyses) to develop a common understanding of today's reality and
barriers and enablers for success
o Strategic Goals and Initiatives to move the city from current to future state
o Creation of a Draft Strategic Plan to review with City Council and the
Community, along with a process to gather their input&revise the plan accordingly
o Develop a Tactical Plan for the next 2+ years that includes Measurable Outcomes with
Assigned Owners,Teams/Resources, and Dates
o Develop a process to implement,track,and measure progress to the tactical and
strategic plan and ensure follow up, execution and accountability
ESTIMATED TIMING
Work will begin immediately upon signing of this agreement, with an estimated completion date of
December 31, 2013, the following estimated time frames for completion:
• July/Aug Finalize Goals &Outcomes
• August
o Mayor approve Strategic Plan approach
o Coordinate with Solid Ground Consulting regarding Council goals
• Sept
0 Middle Council Goals Set, Council/Exec Staff Workshop to Finalize/Agree Goals,
o End Draft Plan
• Oct Council &Community Review, Community Survey
• Nov Tactical Plan
i
STANDARD TERMS AND CONDITIONS
Scope of Representation
Thank you for selecting Alyssa Gasca Consulting to provide services. The scope of our initial services will
be as described in the accompanying proposal. The scope of our services may expand as specifically
agreed in writing, to the extent of the work actually rendered and billed, or if we are engaged for
additional projects and/or matters.
Nature of Services
We reserve the right to determine the method, manner, and means by which the services will be
performed. Our employees and agents are not required to perform the services during a fixed hourly or
daily time and if the services are performed at your premises, then our time spent at the premises is to
be at our discretion; subject to your normal business hours and security requirements. You will not be
required to furnish or provide any training to our employees to enable them to perform the services
required. Our employees and agents shall not be required to devote their full time to the performance of
the services required, and it is acknowledged that we have and offer services to other clients. The order
or sequence in which the work is to be performed shall be under our control. Except to the extent that
our work must be performed on or with your computer or existing software, all materials used in
providing the services shall be provided by us. We are not in a partnership or joint venture with you and
there are no third party beneficiaries to our agreement.
Our Fees and Billing Policy
Unless otherwise agreed upon in writing, we bill on a monthly basis and our statements are due and
payable upon receipt. Should you have any questions or comments about services, billing practices,work
performed, or expenses incurred, please contact us promptly.
Invoices for fees and costs remaining unpaid after 30 days from the date of the invoice will accrue interest
at the rate of 1% per month, but only to the extent that such rate does not exceed the maximum rate
permitted by state law.
Indemnification; Limitation of Liability
You agree to indemnify, defend, and hold harmless Alyssa Gasca Consulting and its employees, agents,
representatives, and affiliates from and against any claim, suit, demand, liability, cause of action, damage
or cost(including reasonable attorney fees)arising from the performance of services under this Agreement,
except to the extent of our willful misconduct or negligence. In no event shall the aggregate liability of
Alyssa Gasca Consulting and its employees, agents, representatives, and affiliates exceed the amount of
fees charged by Alyssa Gasca Consulting for performance of services for you. In no event shall either party
or their employees,agents, representatives,and affiliates be liable for incidental or consequential damages.
Legal Disputes,Venue Governing Law
In the unlikely event that we are required to institute legal proceedings to collect fees and costs owed to
us by you or for any other reason, the prevailing party in such an action would be entitled to reasonable
attorney fees and other costs of collection. Venue for any legal action would be Hillsboro, Washington
County, Oregon. Our relationship with you and the provisions of this Standard Terms of Conditions and
the accompanying Engagement Letter shall be construed and interpreted according to the laws of the
State of Oregon, without giving effect to its conflict or choice of law rules.