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HomeMy WebLinkAboutAgenda Report - July 20, 2022 C-12CITY OF �:!40 01 w I� v CALIFORNIA AGENDA ITEM Cqo12 COUNCIL COMMUNICATION AGENDA TITLE: Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with McGregor Shott, Inc., of Newhall, CA for Graphic Design Services for Print and Digital Publication Marketing for Parks, Recreation and Cultural Services ($124,350) MEETING DATE: July 20, 2022 PREPARED BY: Parks, Recreation and Cultural Services Director RECOMMENDED ACTION: Adopt a resolution authorizing the City Manager to execute a Professional Services Agreement with McGregor Shott, Inc., of Newhall, CA for graphic design services for print and digital publications marketing for Parks, Recreation and Cultural Services Department ($124,350). BACKGROUND INFORMATION: Lodi Parks, Recreation and Cultural Services (PRCS) features a variety of recreational opportunities for youth and adults. PRCS marketing boasts beautiful printed materials, a robust social media presence and a comprehensive website highlighting the department's offerings. PRCS publishes a recreation Activity Guide three (3) times per calendar year. The guide is one of the primary marketing tools for the department's recreation division and is used by the greater community to select recreational activities, programs and events to participate in. PRCS also hosts various special events throughout the year. These events are marketed using graphic design pieces for the City's website, social media and print media. PRCS's previous graphic designer and part-time Marketing Assistant was promoted to the City's Public Information Officer (PIO). While the PIO will help the department push out its public relations, they will no longer create the materials. The part-time Marketing Assistant position was eliminated and as well as its annual salary and benefits ($35,997). Funds for a Miscellaneous Contract Services were included in the FY23 budget. PRCS issued a Request for Proposals (RFP) for Graphic Design Services to redesign/rebrand the current guide and provide graphic design for additional projects and was sent to nine (9) local graphic design businesses in the central valley. The RFP was also posted on the City's webpage for four (4) weeks. Six (6) proposals were received; McGregor Shott, Inc., Cummings Design + Advertising, The Marketing House, Pleasant Creative Company, LLC., Tripepi Smith Marketing, Technology, Public Affairs and Right Angle Design. APPROVED: Steve schwabauer Stephen Schwabauer, City Manager Adopt Resolution Authorizing City Manager to Execute Professional Services Agreement with McGregor Shott, Inc., of Newhall, CA for Graphic Design Services for Print and Digital Publication Marketing for Parks, Recreation and Cultural Services ($124,350) July 20, 222 Page 2 Per the City of Lodi Purchasing Policy for Professional Services, a selection committee made up of three (3) employees reviewed the six (6) proposals for their general quality and responsiveness, the specialized experience of the respective firms and their personnel, and their price breakdown. The selection committee chose to interview two (2) firms and found that McGregor Shott, Inc., provided the most complete proposal including a no conflict statement, fee proposal, resumes, examples of work and references. Their samples of work contained vibrant and exciting design work on activity guide brochures they've produced for other cities. They also shared their experience with working with ActiveNet, our current registration software. McGregor Shott's fee is $145 per page for a minimum 32 -page guide, three (3) times annually with an additional $95 per hours for post -print edits. Additional design service fees are $105 per hour. Additional duties may include graphic design services for special events, campaigns, classes, and other projects in the form of print media, digital media, social media, banners, flyers, editable flyer templates, digital graphics, signage, promotional items and branding. Staff asks that the Council approve the resolution authorizing the City Manager to execute a Professional Services Agreement for a three-year period, August 1, 2022 to July 31, 2025, with the option of two, one (1) - year extensions for a total amount not to exceed $124,350 over five (5) years to McGregor Shott, Inc. FISCAL IMPACT: Total not -to -exceed of $124,350 for the proposed three-year agreement with the two, one-year option to extend. FUNDING AVAILABLE: Funding included in Miscellaneous Contract Services 20070001.72499 beginning in FY 2022/23. r Andrew Keys Deputy City Manager/Internal Services Director Chri§tins Jaromaf Parks, Recreation and Cultural Services Director CJ/LJ:tl cc: City Attorney Attachment AGREEMENT FOR PROFESSIONAL SERVICES ARTICLE 1 PARTIES AND PURPOSE Section 1.1 Parties THIS AGREEMENT is entered into on 20 by and between the CITY OF LODI, a municipal corporation (hereinafter "CITY"), and McGregor Shott, Inc. (hereinafter "CONTRACTOR"). Section 1.2 Purpose CITY selected the CONTRACTOR to provide the services required in accordance with attached Scope of Services, Exhibit A, attached and incorporated by this reference. CITY wishes to enter into an agreement with CONTRACTOR for Grapahic Design Services (hereinafter "Project") as set forth in the Scope of Services attached here as Exhibit A. CONTRACTOR acknowledges that it is qualified to provide such services to CITY. ARTICLE 2 SCOPE OF SERVICES Section 2.1 Scope of Services CONTRACTOR, for the benefit and at the direction of CITY, shall perform the Scope of Services as set forth in Exhibit A. Section 2.2 Time For Commencement and Completion of Work CONTRACTOR shall commence work pursuant to this Agreement, upon receipt of a written notice to proceed from CITY or on the date set forth in Section 2.6, whichever occurs first, and shall perform all services diligently and complete work under this Agreement based on a mutually agreed upon timeline or as otherwise designated in the Scope of Services. CONTRACTOR shall submit to CITY such reports, diagrams, drawings and other work products as may be designated in the Scope of Services. CONTRACTOR shall not be responsible for delays caused by the failure of CITY staff to provide required data or review documents within the appropriate time frames. The review time by CITY and any other agencies involved in the project shall not be counted against CONTRACTOR's contract performance period. Also, any delays due to weather, vandalism, acts of God, etc., shall not be counted. CONTRACTOR shall remain in contact with reviewing agencies and make all efforts to review and return all comments. 1 Section 2.3 Meetings CONTRACTOR shall attend meetings as may be set forth in the Scope of Services. Section 2.4 Staffing CONTRACTOR acknowledges that CITY has relied on CONTRACTOR's capabilities and on the qualifications of CONTRACTOR's principals and staff as identified in its proposal to CITY. The Scope of Services shall be performed by CONTRACTOR, unless agreed to otherwise by CITY in writing. CITY shall be notified by CONTRACTOR of any change of Project Manager and CITY is granted the right of approval of all original, additional and replacement personnel at CITY's sole discretion and shall be notified by CONTRACTOR of any changes of CONTRACTOR's project staff prior to any change. CONTRACTOR represents it is prepared to and can perform all services within the Scope of Services (Exhibit A) and is prepared to and can perform all services specified therein. CONTRACTOR represents that it has, or will have at the time this Agreement is executed, all licenses, permits, qualifications, insurance and approvals of whatsoever nature are legally required for CONTRACTOR to practice its profession, and that CONTRACTOR shall, at its own cost and expense, keep in effect during the life of this Agreement all such licenses, permits, qualifications, insurance and approvals, and shall indemnify, defend and hold harmless CITY against any costs associated with such licenses, permits, qualifications, insurance and approvals which may be imposed against CITY under this Agreement. Section 2.5 Subcontracts Unless prior written approval of CITY is obtained, CONTRACTOR shall not enter into any subcontract with any other party for purposes of providing any work or services covered by this Agreement. Section 2.6 Term The term of this Agreement commences on August 1, 2022 and terminates upon the completion of the Scope of Services or on July 30, 2025, whichever occurs first. Section 2.7 Option to Extend Term of Agreement At its option, City may extend the terms of this Agreement for an additional two (2) one (1) -year extensions; provided, City gives Contractor no less than thirty (30) days written notice of its intent prior to expiration of the existing term. In the event City exercises any option under this paragraph, all other terms and conditions of this Agreement continue and remain in full force and effect. The total duration of this Agreement, including the exercise of any option under this paragraph, shall not exceed five (5) years. ARTICLE 3 COMPENSATION Section 3.1 Compensation CONTRACTOR's compensation for all work under this Agreement shall conform to the provisions of the Fee Proposal, attached hereto as Exhibit B and incorporated by this reference. CONTRACTOR shall not undertake any work beyond the scope of this Agreement unless such additional work is approved in advance and in writing by CITY. Section 3.2 Method of Payment CONTRACTOR shall submit invoices for completed work on a monthly basis, or as otherwise agreed, providing, without limitation, details as to amount of hours, individual performing said work, hourly rate, and indicating to what aspect of the Scope of Services said work is attributable. CONTRACTOR's compensation for all work under this Agreement shall not exceed the amount of the Fee Proposal. Section 3.3 Costs The Fee Proposal shall include all reimbursable costs required for the performance of the Scope of Services. Payment of additional reimbursable costs considered to be over and above those inherent in the original Scope of Services shall be approved in advanced and in writing, by CITY. Section 3.4 Auditinq CITY reserves the right to periodically audit all charges made by CONTRACTOR to CITY for services under this Agreement. Upon request, CONTRACTOR agrees to furnish CITY, or a designated representative, with necessary information and assistance needed to conduct such an audit. CONTRACTOR agrees that CITY or its delegate will have the right to review, obtain and copy all records pertaining to performance of this Agreement. CONTRACTOR agrees to provide CITY or its delegate with any relevant information requested and shall permit CITY or its delegate access to its premises, upon reasonable notice, during normal business hours for the purpose of interviewing employees and inspecting and copying such books, records, accounts, and other material that may be relevant to a matter under investigation for the purpose of determining compliance with 3 this requirement. CONTRACTOR further agrees to maintain such records for a period of three (3) years after final payment under this Agreement. ARTICLE 4 MISCELLANEOUS PROVISIONS Section 4.1 Nondiscrimination In performing services under this Agreement, CONTRACTOR shall not discriminate in the employment of its employees or in the engagement of any sub CONTRACTOR on the basis of race, color, religion, sex, sexual orientation, marital status, national origin, ancestry, age, or any other criteria prohibited by law. Section 4.2 ADA Compliance In performing services under this Agreement, CONTRACTOR shall comply with the Americans with Disabilities Act (ADA) of 1990, and all amendments thereto, as well as all applicable regulations and guidelines issued pursuant to the ADA. Section 4.3 Indemnification and Responsibility for Damage CONTRACTOR to the fullest extent permitted by law, shall indemnify and hold harmless CITY, its elected and appointed officials, directors, officers, employees and volunteers from and against any claims, damages, losses, and expenses (including reasonable attorney's fees and costs), arising out of performance of the services to be performed under this Agreement, provided that any such claim, damage, loss, or expense is caused by the negligent acts, errors or omissions of CONTRACTOR, any subcontractor employed directly by CONTRACTOR, anyone directly or indirectly employed by any of them, or anyone for whose acts they may be liable, except those injuries or damages arising out of the active negligence, sole negligence, or sole willful misconduct of the City of Lodi, its elected and appointed officials, directors, officers, employees and volunteers. CITY may, at its election, conduct the defense or participate in the defense of any claim related in any way to this indemnification. If CITY chooses at its own election to conduct its own defense, participate in its own defense, or obtain independent legal counsel in defense of any claim related to this indemnification, CONTRACTOR shall pay all of the costs related thereto, including without limitation reasonable attorney fees and costs. The defense and indemnification obligations required by this Agreement are undertaken in addition to, and shall not in any way be limited by the insurance obligations set forth herein. Section 4.4 No Personal Liability 4 Neither the City Council, nor any other officer or authorized assistant or agent or City employee shall be personally responsible for any liability arising under this Agreement. Section 4.5 Responsibility of CITY CITY shall not be held responsible for the care or protection of any material or parts of the work described in the Scope of Services prior to final acceptance by CITY, except as expressly provided herein. Section 4.6 Insurance Requirements for CONTRACTOR CONTRACTOR shall take out and maintain during the life of this Agreement, insurance coverage as set forth in Exhibit C attached hereto and incorporated by this reference. Section 4.7 Successors and Assigns CITY and CONTRACTOR each bind themselves, their partners, successors, assigns, and legal representatives to this Agreement without the written consent of the others. CONTRACTOR shall not assign or transfer any interest in this Agreement without the prior written consent of CITY. Consent to any such transfer shall be at the sole discretion of CITY. Section 4.8 Notices Any notice required to be given by the terms of this Agreement shall be in writing signed by an authorized representative of the sender and shall be deemed to have been given when the same is personally served or upon receipt by express or overnight delivery, postage prepaid, or three (3) days from the time of mailing if sent by first class or certified mail, postage prepaid, addressed to the respective parties as follows: To CITY: City of Lodi 221 West Pine Street P.O. Box 3006 Lodi, CA 95241-1910 Attn: Laura Johnston, Deputy Director To CONTRACTOR: McGregor Shott, Inc. Lois McGregor, PrincipalBeth Shott, Principal 243254 Main Street #101 Newhall, CA 91321 Section 4.9 Cooperation of CITY CITY shall cooperate fully and in a timely manner in providing relevant information it has at its disposal relevant to the Scope of Services. 5 Section 4.10 CONTRACTOR is Not an Employee of CITY CONTRACTOR agrees that in undertaking the duties to be performed under this Agreement, it shall act as an independent contractor for and on behalf of CITY and not an employee of CITY. CITY shall not direct the work and means for accomplishment of the services and work to be performed hereunder. CITY, however, retains the right to require that work performed by CONTRACTOR meet specific standards without regard to the manner and means of accomplishment thereof. Section 4.11 Termination CITY may terminate this Agreement, with or without cause, by giving CONTRACTOR at least ten (10) days written notice. Where phases are anticipated within the Scope of Services, at which an intermediate decision is required concerning whether to proceed further, CITY may terminate at the conclusion of any such phase. Upon termination, CONTRACTOR shall be entitled to payment as set forth in the attached Exhibit B to the extent that the work has been performed. Upon termination, CONTRACTOR shall immediately suspend all work on the Project and deliver any documents or work in progress to CITY. However, CITY shall assume no liability for costs, expenses or lost profits resulting from services not completed or for contracts entered into by CONTRACTOR with third parties in reliance upon this Agreement. Section 4.12 Confidentiality CONTRACTOR agrees to maintain confidentiality of all work and work products produced under this Agreement, except to the extent otherwise required by law or permitted in writing by CITY. CITY agrees to maintain confidentiality of any documents owned by CONTRACTOR and clearly marked by CONTRACTOR as "Confidential" or "Proprietary", except to the extent otherwise required by law or permitted in writing by CONTRACTOR. CONTRACTOR acknowledges that CITY is subject to the California Public Records Act. Section 4.13 Applicable Law, Jurisdiction, Severability, and Attorney's Fees This Agreement shall be governed by the laws of the State of California. Jurisdiction of litigation arising from this Agreement shall be venued with the San Joaquin County Superior Court. If any part of this Agreement is found to conflict with applicable laws, such part shall be inoperative, null, and void insofar as it is in conflict with said laws, but the remainder of this Agreement shall be in force and effect. In the event any dispute between the parties arises under or regarding this Agreement, the prevailing party in any litigation of the dispute shall be entitled to reasonable attorney's fees from the party who does not prevail as determined by the San Joaquin County Superior Court. 6 Section 4.14 City Business License Requirement CONTRACTOR acknowledges that Lodi Municipal Code Section 3.01.020 requires CONTRACTOR to have a city business license and CONTRACTOR agrees to secure such license and pay the appropriate fees prior to performing any work hereunder. Section 4.15 Captions The captions of the sections and subsections of this Agreement are for convenience only and shall not be deemed to be relevant in resolving any question or interpretation or intent hereunder. Section 4.16 Integration and Modification This Agreement represents the entire understanding of CITY and CONTRACTOR as to those matters contained herein. No prior oral or written understanding shall be of any force or effect with respect to those matters covered hereunder. This Agreement may not be modified or altered except in writing, signed by both parties. Section 4.17 Contract Terms Prevail All exhibits and this Agreement are intended to be construed as a single document. Should any inconsistency occur between the specific terms of this Agreement and the attached exhibits, the terms of this Agreement shall prevail. Section 4.18 Severability The invalidity in whole or in part of any provision of this Agreement shall not void or affect the validity of any other provision of this Agreement. Section 4.19 Ownership of Documents All documents, photographs, reports, analyses, audits, computer media, or other material documents or data, and working papers, whether or not in final form, which have been obtained or prepared under this Agreement, shall be deemed the property of CITY. Upon CITY's request, CONTRACTOR shall allow CITY to inspect all such documents during CONTRACTOR's regular business hours. Upon termination or completion of services under this Agreement, all information collected, work product and documents shall be delivered by CONTRACTOR to CITY within ten (10) calendar days. CITY agrees to indemnify, defend and hold CONTRACTOR harmless from any liability resulting from CITY's use of such documents for any purpose other than the purpose for which they were intended. Section 4.20 Authority The undersigned hereby represent and warrant that they are authorized by the parties to execute this Agreement. Section 4.21 Federal Transit Funding Conditions 7 ❑ If the box at left is checked, the Federal Transit Funding conditions attached as Exhibit D apply to this Agreement. In the event of a conflict between the terms of this Agreement or any of its other exhibits, and the Federal Transit Funding Conditions, the Federal Transit Funding Conditions will control. Section 4.22 Counterparts and Electronic Signatures This Agreement and other documents to be delivered pursuant to this Agreement may be executed in one or more counterparts, each of which will be deemed to be an original copy and all of which, when taken together, will be deemed to constitute one and the same agreement or document, and will be effective when counterparts have been signed by each of the parties and delivered to the other parties. Each party agrees that the electronic signatures, whether digital or encrypted, of the parties included in this Agreement are intended to authenticate this writing and to have the same force and effect as manual signatures. Delivery of a copy of this Agreement or any other document contemplated hereby, bearing an original manual or electronic signature by facsimile transmission (including a facsimile delivered via the Internet), by electronic mail in "portable document format" (".pdf') or similar format intended to preserve the original graphic and pictorial appearance of a document, or through the use of electronic signature software will have the same effect as physical delivery of the paper document bearing an original signature. // s IN WITNESS WHEREOF, CITY and CONTRACTOR have executed this Agreement as of the date first above written. ATTEST: OLIVIA NASHED City Clerk APPROVED AS TO FORM: JANICE D. MAGDICH, City Attorney ma CITY OF LODI, a municipal corporation STEPHEN SCHWABAUER City Manager MCGREGOR SHOTT, INC., a California Corporation Bv: Name: LOIS MCGREGOR Title: Principal Bv: Name: BETH SHOTT Title: Principal Attachments: Exhibit A - Scope of Services Exhibit B - Fee Proposal Exhibit C - Insurance Requirements Exhibit D - Federal Transit Funding Conditions (if applicable) Funding Source: 20070001.72499 (Business Unit & Account No.) Doc ID: CA:Rev.05.2022.LT 9 Exhibit A Scope of Work GUIDE PRODUCTION • For our customers we currently create a new template with tables in InDesign. Some city staff like to input their own class information utilizing InCopy, an adjoining Adobe online product. • We will work with the City of Lodi and the printer to provide quality control of the product. • Printing services and estimates available upon request. • City will provide all copy with McGregor Shott providing any additional photos or page design graphics as needed. • We will provide printer and City with final PDF files and archive CD. • We will create digital -ready PDF files for website. This is how we would proceed with a typical project assignment, such as an event or brochure • McGregor Shott provides a design estimate and a separate printing estimate if needed. • We meet over phone, video or in person to gather information pertaining to the job, which can include marketing strategy, design criteria, target audience, location, budget, and final deliverables. • Size, color, visuals (e.g., illustration or photography), paper and printing methods, available area photography and the specific "look" and purpose of the project may be discussed. • McGregor Shott designs creative of an event, complete with color, imagery and mockups. • General revisions, directional changes, and decisions from staff will be discussed. • After approval of one layout or direction, McGregor Shott will begin assembling the elements and services necessary, including photography, illustration, and copy. • A revised comp is presented, often as pdf files for the client to review and make copy or layout corrections. • Once approved, a final printer ready file or online product is created and reviewed for release. • Files created by McGregor Shott are uploaded to the printer by Dropbox, Google Drive, or any other number of digital upload platforms. • If print, the printer will produce a color proof (pdf) for approval, after which a press check may be necessary. • The client will be notified once the job has been sent to the printer and when it is due for delivery. • We would also prepare any social media posts to spec and save out logos and graphics in various formats as needed. • Lois or Beth will always be available at any stage of the project to talk with city staff, vendors or planners. We want to make sure all departments and parties have exactly what they need and on time. • Throughout the project process we are continually proofing and grammar checking all files. We are meticulous with our designs and software production and we always make sure all layout is accurate, consistent, adhering to branding guidelines and on target with graphic design best practices. • We also have reliable procedures for developing recreation guides, which include input of class scheduling through InCopy while the guide is being designed and formatted. COMMUNICATION INCLUDES: • Developing accurate expectations at the start of every project. • Working together with City of Lodi staff to create a timeline with pertinent deadlines. • Keeping the City of Lodi informed as to each stage of the job and next stages. ■ Being continuously available to discuss status of project, progress, and deadlines. ■ Internal communications for McGregor Shott include writing creative brief, setting deadlines and key dates to deliver to client, such as comps and designs. Exhibit B Fee Proposal McGregor Shott Inc., shall be billed at $145.00 per page for a 32 -page activity guide, 3 times annually; $95.00 per hour for post -print edits at 20 hours per guide, 3 times annually; $105 per hour for additional marketing products at 5 projects annually, 10 hours per project. The total fee is not to exceed $124,350 for 3 seasonal activity guides, 60 hours of post -print work and 50 hours for additional projects over the course of three years (August 1, 2022 -July 31, 2025). E44 EXHIBIT C NOTE. The City of Lodi is now using the online insurance program PINS Advantage. Once you have been awarded a contract you will receive an email from the City's online insurance program requesting you to forward the email to your insurance provider(s) to submit the required insurance documentation electronically Insurance Reguirements for Most Contracts {Not construction or requiring proiession_a_I liability) Contractor shall procure and maintain for the duration of the contract insurance against claims for injuries to persons or damages to property which may arise from or in connection with the performance of the work hereunder and the results of that work by the Contractor, his agents, representatives, employees or subcontractors MINIMUM SCOPE AND LIMIT OF INSURANCE Coverage shall be at least as broad as: 1. Commercial General Liability (CGL): Insurance Services Office Form CG 00 01 covering CGL on an "occurrence" basis, including products and completed operations, property damage, bodily injury and personal & advertising injury with limits no less than $2,000,000 per occurrence If a general aggregate limit applies, either the general aggregate limit shall apply separately to this project/location (ISO CG 25 03 or 25 04) or the general aggregate limit shall be twice the required occurrence limit. 2. Automobile Liability: ISO Form Number CA 00 01 covering any auto or if Contractor has no owned autos, then hired, and non - owned autos with limit no less than $1,000,000 per accident for bodily injury and property damage. 3. Workers' Compensation: as required by the State of California, with Statutory Limits, and Employer's Liability Insurance with limit of no less than $1,000,000 per accident for bodily injury or disease. Other Insurance Provisions: (a) Additional Named Insured Status The City of Lodi, its elected and appointed boards, commissions, officers, agents, employees, and volunteers are to be covered as additional insureds on the CGL and auto policy with respect to liability arising out of work or operations performed by or on behalf of the Contractor including materials, parts, or equipment furnished in connection with such work or operations. General liability coverage can be provided in the form of an endorsement to the Contractor's insurance (at least as broad as ISO Form CG 20 10 11 85 or if not available, through the addition of both CG 20 10, CG 20 26, CG 20 33, or CG 20 38; and CG 20 37 if a later edition is used (b) Primary and Non -Contributory Insurance Endorsement The limits of insurance coverage required may be satisfied by a combination of primary and umbrella or excess insurance. For any claims related to this contract, the Contractor's insurance coverage shall be primary coverage at least as broad as ISO CG 20 01 04 13 as respects the Entity, its officers, officials, employees, and volunteers. Any insurance or self-insurance maintained by the Entity, its officers, officials, employees, or volunteers shall be excess of the Contractor's insurance and shall not contribute with it. (c) Waiver ofSubrogation Contractor hereby grants to City of Lodi a waiver of any right to subrogation which any insurer of said Contractor may acquire against the City of Lodi by virtue of the payment of any loss under such insurance. Contractor agrees to obtain any endorsement that may be necessary to affect this waiver of subrogation, but this provision applies regardless of whether or not the City of Lodi has received a waiver of subrogation endorsement from the insurer NOTE: (1) The street address of the CITY OF LODI must be shown along with (a) and (b) and (c) above: 221 West Pine Street, Lodi, California, 95240; (2) The insurance certificate must state, on its face or as an endorsement, a description of therp oiect that it is insuring. (d) Severability -of Interest Clause The term "insured" is used severally and not collectively, but the inclusion herein of more than one insured shall not operate to increase the limit of the company's liability under the Contractors commercial general liability and automobile liability policies. (e) Notice of Cancellation or Change in Coverage Endorsement This policy may not be canceled nor the coverage reduced by the company without 30 days' prior written notice of such cancellation or reduction in coverage to the Risk Manager, City of Lodi, 221 West Pine St, Lodi, CA 95240. Page 1 I oft pages 1 Risk: rev. 3/1/2018 (f) Continuity of Coverage All policies shall be in effect on or before the first day of the Term of this Agreement. At least thirty (30) days prior to the expiration of each insurance policy, Contractor shall furnish a certificate(s) showing that a new or extended policy has been obtained which meets the minimum requirements of this Agreement. Contractor shall provide proof of continuing insurance on at least an annual basis during the Term. If Contractor's insurance lapses or is discontinued for any reason, Contractor shall immediately notify the City and immediately obtain replacement insurance. Contractor agrees and stipulates that any insurance coverage provided to the City of Lodi shall provide for a claims period following termination of coverage which is at least consistent with the claims period or statutes of limitations found in the California Tort Claims Act (California Government Code Section 810 et seq.). (g) Failure to Comply If Contractor fails or refuses to obtain and maintain the required insurance, or fails to provide proof of coverage, the City may obtain the insurance. Contractor shall reimburse the City for premiums paid, with interest on the premium paid by the City at the maximum allowable legal rate then in effect in California. The City shall notify Contractor of such payment of premiums within thirty (30) days of payment stating the amount paid, the name(s) of the insurer(s), and rate of interest Contractor shall pay such reimbursement and interest on the first (1 st) day of the month following the City's notice. Notwithstanding any other provision of this Agreement, if Contractor fails or refuses to obtain or maintain insurance as required by this agreement, or fails to provide proof of insurance, the City may terminate this Agreement upon such breach Upon such termination, Contractor shall immediately cease use of the Site or facilities and commence and diligently pursue the removal of any and all of its personal property from the site or facilities. (h) Verification of Coverage Consultant shall furnish the City with a copy of the policy declaration and endorsement page(s), original certificates and amendatory endorsements or copies of the applicable policy language effecting coverage required by this clause All certificates and endorsements are to be received and approved by the City before work commences. However, failure to obtain the required documents prior to the work beginning shall not waive the Consultant's obligation to provide them. The City reserves the right to require complete, certified copies of all required insurance policies, including endorsements required by these specifications, at any time. Failure to exercise this right shall not constitute a waiver of the City's right to exercise after the effective date. (i) Self -Insured Retentions Self-insured retentions must be declared to and approved by the City. The City may require the Consultant to provide proof of ability to pay losses and related investigations, claim administration, and defense expenses within the retention. The policy language shall provide, or be endorsed to provide, that the self-insured retention may be satisfied by either the named insured or City. (j) Insurance Limits The limits of insurance described herein shall not limit the liability of the Contractor and Contractor's officers, employees, agents, representatives or subcontractors. Contractor's obligation to defend, indemnify and hold the City and its officers, officials, employees, agents and volunteers harmless under the provisions of this paragraph is not limited to or restricted by any requirement in the Agreement for Contractor to procure and maintain a policy of insurance. (k) Subcontractors Consultant shall require and verify that all subcontractors maintain insurance meeting all the requirements stated herein, and Consultant shall ensure that City is an additional insured on insurance required from subcontractors (1) Qualified Insurer{s] All insurance required by the terms of this Agreement must be provided by insurers licensed to do business in the State of California which are rated at least "A-, VI" by the AM Best Ratings Guide, and which are acceptable to the City. Non -admitted surplus lines carriers may be accepted provided they are included on the most recent list of California eligible surplus lines insurers (LESLI list) and otherwise meet City requirements Page 2 1 of 2 pages Risk: rev. 3/1/2018 QUOTE SUMMARY Date: May 26, 2022 Quote: COMPANY: McGregor Shott Cummings Design + Tripepi Smith Advertising Marketing — Publishing - Graphic design 23425 Main Street, 2166 Gerber Drive PO Box 52152 Newhall, CA 91321 Stockton, CA 95209 Irvine, CA 92619 PHONE NO.: 661-702-0765 209-518-1881 626-536-2173_ SALES REP.: Lois McGregor Tim Cummins Ryder Todd Smith QTY I UOM DESCRIPTION 1 Per a e 32 -page guide. 3 seasons annual) $145 $13,920 $90 $8,640 $235 $22,560 1 Per hour Post -print digital edits, 20 hours per guide, 3 guides $95 $5,700 $90 $5,400 $85 $5,100 annual) 1 Per hour Hourly rate for additional projects; 5 projects annually; 10 $105 $5,250 $90 $4,500 $85 $4,250 hours per project ►SGC. SUBTOTAL: SALES TAX: FREIGHT: GRAND TOTAL: $24,8701 $18,540 I $31,910 SIGNATURE: -7;r DATE: May 26, 2022 RESOLUTION NO. 2022-174 A RESOLUTION OF THE LODI CITY COUNCIL AUTHORIZING THE CITY MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH MCGREGOR SHOTT, INC., OF NEWHALL, FOR GRAPHIC DESIGN SERVICES FOR PRINT AND DIGITAL PUBLICATION MARKETING FOR PARKS, RECREATION AND CULTURAL SERVICES WHEREAS, the Lodi Parks, Recreation and Cultural Services (PRCS) marketing boasts beautiful printed materials, a robust social media presence, and a comprehensive website highlighting the department's offerings and special events, including a recreation Activity Guide, the primary marketing tool used by the greater community to select recreational activities, programs and events to participate in; and WHEREAS, the previous PRCS Part-time Marketing Assistant was promoted to Public Information Officer, and the position was eliminated, leaving the department a need to hire a professional graphic designer; and WHEREAS, PRCS issued a Request for Proposals for Graphic Design Services to redesign/rebrand the current guide and provide graphic design for additional projects. Six responses were received; and WHEREAS, a selection committee made up of three employees reviewed the proposals for their general quality and responsiveness; two firms were interviewed and McGregor Shott, Inc., was found to be the most responsive. NOW, THEREFORE, BE IT RESOLVED that the Lodi City Council does hereby authorize the City Manager to execute the Professional Services Agreement with McGregor Shott, Inc., of Newhall, California, for the term of three years, with the option to extend the agreement for two one-year terms, for graphic design services for Parks, Recreation and Cultural Services in the amount of $124,350 over the five-year term; and BE IT FURTHER RESOLVED pursuant Manual (Res. No. 2019-223), the City Attorney i the above -referenced document(s) that do not clerical corrections as necessary. Dated: July 20, 2022 to Section 6.3q of the City Council Protocol s hereby authorized to make minor revisions to alter the compensation or term, and to make I hereby certify that Resolution No. 2022-174 was passed and adopted by the City Council of the City of Lodi in a regular meeting held July 20, 2022, by the following vote: AYES: COUNCIL MEMBERS — Khan, Kuehne, Nakanishi, and Mayor Chandler NOES: COUNCIL MEMBERS — None ABSENT: COUNCIL MEMBERS — Hothi ABSTAIN: COUNCIL MEMBERS — None Wl l OLIVIA NASHED City Clerk 2022-174