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HomeMy WebLinkAbout11/7/2001 - STAFF REPORTS (5) DATE: November 7, 2001 TO: City Council FROM: City Librarian AUTHORIZE THE CITY MANAGER TO EXECUTE A CONTRACT SERVICES AGREEMENT WITH IRENE NAVARRO, AN INDIVIDUAL, TO ACT AS FAMILY LITERACY SPECIALIST FOR THE PALM SPRINGS LIBRARY, FOR A PERIOD OF TEN MONTHS, WITH THE TOTAL COST TO BE PAID BY A GRANT FROM THE CALIFORNIA STATE LIBRARY. RECOMMENDATION: That the City Council authorize the City Manager to approve an agreement with Irene Navarro to provide professional services as Family Literacy Specialist at a rate of $15 per hour, working 28 hours per week, for the period of November 8, 2001 to September 8, 2002, with the total cost of services for that ten-month period not to exceed $16,800, which will be funded by a grant received from the California State Library Families for Literacy program. SUMMARY: The Library has received a grant from the State Library to work with local Head Start and Even Start programs to provide family literacy services, including family story times, family literacy classes, family activities and events, and English as a Second Language (ESL) programs for those families. The cost of these services is entirely funded by the grant, received in August, of $23,300. Any small additional costs will be borne by the Library Trust Fund and gifts from the Palm Springs Rotary Club. BACKGROUND: For over fifteen years, the Library has served as an adult literacy center. The Library staff and Outreach Coordinator, Carla Hope, have long been concerned about services to the youngest and poorest of our City's residents. The Library conducted a survey in March, 2000, that confirmed the concern that it was important to reach out to ethnic minorities and low-income families. To confirm that this was an important role for the Library, during the spring of 2001, a partnership was formed with the local Head Start program and the Desert Regional Medical Center for a six-month family literacy pilot project called Reading Partners. That project was extremely successful and formed the basis for a grant application to the California State Library. The grant was fully funded for a period of ten months in 2001- 02. A Request for Proposal was widely disseminated through day care centers, College of the Desert, Catholic Charities, and Shelter From the Storm, among others. There were no initial responses and the RFP was extended for an additional period. From the two respondents, Mrs. Navarro was recommended by a Library staff selection committee. Her work background meets all the criteria set forth in the RFP. She has 0�A strong and varied, clerical, computer and interpersonal skills. She has held a variety of increasingly responsible clerical positions in which she developed good organization skills, important since this is a new program for the Library. She has been a parent- volunteer at the Cielo Vista School and has done story times for two years for children ages 4 — 5. She speaks Spanish fluently. She is experienced in crisis intervention and counseling in both English and Spanish which are important qualifications when working with a segment of the community that often lacks resources, education, and is generally underserved. Funds are available for all of the expenses for this program from the grant, Trust Fund Account No. 1 5 1-44056. In addition, the Rotary Foundation International has awarded the Library $1,000 towards the computer needed for this program. Palm Springs SunUp Rotary Club has donated $575 for books to be given to the program participants. There will be no impact upon the General Fund. MARGARE B ROADES HAROLD E. GOOD City Librarian Director of Procurement and Contracts City Manager Attachments: (1) Minute Order (2) Agreement REVIEWED BY DEn Of FINANCE 1 W CITY OF PALM SPRINGS CONTRACT SERVICES AGREEMENT FOR --------------------------------- (SHORT FORM) THIS CONTRACT SERVICES AGREEMENT (herein "Agreement") is made and entered into this Eighth daV of November, 2001, by and between the CITY OF PALM SPRINGS, a municipal corporation (herein "City") and Irene Navarro (herein "Contractor"). NOW, THEREFORE, the parties hereto agree as follows: 1.0 SERVICES OF CONTRACTOR 1.1 Scope of Services. In compliance with all of the terms and conditions of this Agreement, the Contractor shall perform the work or services set forth in the "Scope of Services" attached hereto as Exhibit "A" and incorporated herein by reference. Contractor warrants that all work and services set forth in the Scope of Services will be performed in a competent, professional and satisfactory manner. 1.2 Compliance With Law. All work and services rendered hereunder shall be provided in accordance with all ordinances, resolutions, statutes, rules, and regulations of the City and any Federal, State or local governmental agency of competent jurisdiction. 1.3 Licenses, Permits. Fees and Assessments. Contractor shall obtain at its sole cost and expense such licenses, permits and approvals as may be required by law for the performance of the services required by this Agreement. 2.0 COMPENSATION 2.1 Contract Sum. For the services rendered pursuant to this Agreement, Contractor shall be compensated in accordance with the "Schedule of Compensation attached hereto as Exhibit "B" and incorporated herein by this reference, but not exceeding the maximum contract amount of Sixteen Thousand Eight Hundred Dollars ($16 800) ("Contract Sum"). 2.2 Method of Payment. Provided that Contractor is not in default under the terms of this Agreement, Contractor shall be paid $16,800. 3.0 COORDINATION OF WORK 3.1 Representative of Contractor. Irene Navarro is hereby designated as being the principal and representative of Contractor authorized to act in its behalf with respect to the work and services specified herein and make all decisions in connection therewith. a� 3 3.2 Contract Officer. Margaret Roades, City Librarian is hereby designated as being the representative the City authorized to act in its behalf with respect to the work and services specified herein and make all decisions in connection therewith ("Contract Officer"), The City Manager of City shall have the right to designate another Contract Officer by providing written notice to Contractor. 3.3 Prohibition Against Subcontracting or Assignment. Contractor shall not contract with any entity to perform in whole or in part the work or services required hereunder without the express written approval of the City. Neither this Agreement nor any interest herein may be assigned or transferred, voluntarily or by operation of law, without the prior written approval of City. Any such prohibited assignment or transfer shall be void. 3.4 Independent Contractor. Neither the City nor any of its employees shall have any control over the manner, mode or means by which Contractor, its agents or employees, perform the services required herein, except as otherwise set forth. Contractor shall perform all services required herein as an independent contractor of City and shall remain under only such obligations as are consistent with that role. Contractor shall not at any time or in any manner represent that it or any of its agents or employees are agents or employees of City. 4.0 INSURANCE, INDEMNIFICATION AND BONDS 4.1 Insurance. The Contractor shall procure and maintain, at its sole cost and expense, in a form and content satisfactory to City, during the entire term of this Agreement including any extension thereof, the following policies of insurance: (a) Commercial General Liability Insurance. A policy of commercial general liability insurance written on a per occurrence basis with a combined single limit of a least $1 000,000 bodily iniury and property damage including coverages for contractual liability, personal iniury independent contractors broadform property damage, products and completed operations The General Liability Policy shall name the City of Palm Springs its officers employees and agents as additional insured in accordance with standard ISO additional insured endorsement form CG2010(1185) or equivalent language (b) Worker's Compensation Insurance. A policy of worker's compensation insurance in such amount as will fully comply with the laws of the State of California and which will include $1 000 000 employer's liability. (c) Business Automobile Insurance. A policy of business automobile liability insurance written on a per occurrence basis with a single limit liability in the amount of $1,000 000 bodily iniury and property damage, Said policy shall include coverage for owned, non-owned, leased and hired cars. (d) Additional Insurance. Policies of such other insurance, including a ,9 y professional liability insurance in a minimal amount of $1 000 000 if contract has Professional liability exposure, as may be required in the Special Requirements. All of the above policies of insurance shall be primary insurance. The insurer shall waive all rights of subrogation and contribution it may have against the City, its officers, employees and agents, and their respective insurers. In the event any of said policies of insurance are canceled, the Contractor shall, prior to the cancellation date, submit new evidence of insurance in conformance with this Section 4.1 to the Contract Officer. No work or services under this Agreement shall commence until the Contractor has provided the City with Certificates of Insurance or appropriate insurance binders evidencing the above insurance coverages and said Certificates of Insurance or binders are approved by the City. The contractor agrees that the provisions of this Section 4.1 shall not be construed as limiting in any way the extent to which the Contractor may be held responsible for the payment of damages to any persons or property resulting from the Contractor's activities or the activities of any person or person for which the Contractor is otherwise responsible. In the event the Contractor subcontracts any portion of the work in compliance with Section 3.3 of this Agreement the contract between the Contractor and such subcontractor shall require the subcontractor to maintain the same polices of insurance that the Contractor is required to maintain pursuant to this Section. 4.2 Indemnification. Contractor agrees to indemnify the City, its officers, agents and employees against, and will hold and save them and each of them harmless from, any and all actions, suits, claims, damages to persons or property, losses, costs, penalties, obligations, errors, omissions or liabilities, (herein "claims or liabilities") that may be asserted or claimed by any person, firm or entity arising out of or in connection with the negligent performance of the work, operations or activities of Contractor, its agents, employees, subcontractors, or invitees, provided for herein, or arising from the negligent acts or omissions of Contractor hereunder, or arising from Contractor's negligent performance of or failure to perform any term, provision, covenant or condition of this Agreement, whether or not there is concurrent passive or active negligence on the part of the City, its officers, agents or employees but excluding such claims or liabilities arising from the sole negligence or willful misconduct of the City, its officers, agents or employees, who are directly responsible to the City, and in connection therewith: (a) Contractor will defend any action or actions filed in connection with any of said claims or liabilities and will pay all costs and expenses, including legal costs and attorneys' fees incurred in connection therewith; (b) Contractor will promptly pay any judgment rendered against the City, its officers, agents or employees for any such claims or liabilities arising out of or in connection with the negligent performance of or failure to perform such work, aAs operations or activities of Contractor hereunder; and Contractor agrees to save and hold the City, its officers, agents, and employees harmless therefrom; (c) In the event the City, its officers, agents or employees is made a party to any action or proceeding filed or prosecuted against Contractor for such damages or other claims arising out of or in connection with the negligent performance of or failure to perform the work, operation or activities of Contractor hereunder, Contractor agrees to pay to the City, its officers, agents or employees, any and all costs and expenses incurred by the City, its officers, agents or employees in such action or proceeding, including but not limited to, legal costs and attorneys' fees. 5.0 TERM 5.1 Term. Unless earlier terminated in accordance with Section 5.2 below, this Agreement shall continue in full force until September 8, 2002. 5.2 Termination Prior to Expiration of Term. Either party may terminate this Agreement at any time, with or without cause, upon thirty (30) days' written notice to the other party. Upon receipt of the notice of termination, the Contractor shall immediately cease all work or services hereunder except as may be specifically approved by the Contract Officer. In the event of termination by the City, Contractor shall be entitled to compensation for all services rendered prior to the effectiveness of the notice of termination and for such additional services specifically authorized by the Contract Officer and City shall be entitled to reimbursement for any compensation paid in excess of the services rendered. 6.0 MISCELLANEOUS 6.1 Covenant Against Discrimination. Contractor covenants that, by and for itself, its heirs, executors, assigns and all persons claiming under or through them, that there shall be no discrimination against or segregation of, any person or group of persons on account of race, color, creed, religion, sex, marital status, national origin, or ancestry in the performance of this Agreement. Contractor shall take affirmative action to ensure that applicants are employed and that employees are treated during employment without regard to their race, color, creed, religion, sex, marital status, national origin or ancestry. 6.2 Non-liability of City Officers and Employees. No officer or employee of the City shall be personally liable to the Contractor, or any successor in interest, in the event of any default or breach by the City or for any amount which may become due to the Contractor or to its successor, or for breach of any obligation of the terms of this Agreement. 6.3 Conflict of Interest. No officer or employee of the City shall have any financial interest, direct or indirect, in this Agreement nor shall any such officer or employee participate in any decision relating to the Agreement which effects his financial interest or the financial interest of any corporation, partnership or association in which he is, directly or indirectly, interested, in violation of any State statute or ;2A ( regulation. The Contractor warrants that it has not paid or given and will not pay or give any third party any money or other consideration for obtaining this Agreement. 6.4 Notice. Any notice, demand, request, document, consent, approval, or communication either party desires or is required to give to the other party or any other person shall be in writing and either served personally or sent by prepaid, first-class mail, in the case of the City, to the City Manager and to the attention of the Contract Officer, CITY OF PALM SPRINGS, P.O. Box 2743, Palm Springs, California 92263, and in the case of the Contractor, to the person at the address designated on the execution page of this Agreement. 6.5 Interpretation. The terms of this Agreement shall be construed in accordance with the meaning of the language used and shall not be construed for or against either party by reason of the authorship of this Agreement or any other rule of construction which might otherwise apply. 6.6 Integration; Amendment. It is understood that there are no oral agreements between the parties hereto affecting this Agreement and this Agreement supersedes and cancels any and all previous negotiations, arrangements, agreements and understandings, if any, between the parties, and none shall be used to interpret this Agreement. This Agreement may be amended at any time by the mutual consent of the parties by an instrument in writing. 6.7 Severability. In the event that part of this Agreement shall be declared invalid or unenforceable by a valid judgment or decree of a court of competent jurisdiction, such invalidity or unenforceability shall not affect any of the remaining portions of this Agreement which are hereby declared as severable and shall be interpreted to carry out the intent of the parties hereunder unless the invalid provision is so material that its invalidity deprives either party of the basic benefit of their bargain or renders this Agreement meaningless. 6.8 Waiver. No delay or omission in the exercise of any right or remedy by a nondefaulting party on any default shall impair such right or remedy or be construed as a waiver. A party's consent to or approval of any act by the other party requiring the party's consent or approval shall not be deemed to waive or render unnecessary the other party's consent to or approval of any subsequent act. Any waiver by either party of any default must be in writing and shall not be a waiver of any other default concerning the same or any other provision of this Agreement. 6.9 Attorneys' Fees. If either party to this Agreement is required to initiate or defend or made a party to any action or proceeding in any way connected with this Agreement, the prevailing party in such action or proceeding, in addition to any other relief which may be granted, whether legal or equitable, shall be entitled to reasonable attorney's fees, whether or not the matter proceeds to judgment. 6.10 Corporate Authority. The persons executing this Agreement on behalf of the parties hereto warrant that (i) such party is duly organized and existing, (ii) a ,� they are duly authorized to execute and deliver this Agreement on behalf of said party, ON) by so executing this Agreement, such party is formally bound to the provisions of this Agreement, and (iv) the entering into this Agreement does not violate any provision of any other Agreement to which said party is bound. IN WITNESS WHEREOF, the parties have executed and entered into this Agreement as of the date first written above. ATTEST: By By City Clerk Svgnature (Notarized) APPROVED AS TO FORM: Print Name & Title By By City Attorney Signature (Notarized) CITY OF PALM SPRINGS, a municipal corporaion Print Name & title Mailing Address By City Manager c ,faz a :1 C<lcl? . C,, r 2 Corporations require two notarized signatures: one from each of the following: A. Chairman of Board, President, or any Vice President; and B. Secretary, Assistant Secretary, Treasurer, Assistant Treasurer, or Chief Financial Officer CONTRACTOR: Irene Navarro 68785 Javana Rd. Cathedral City, CA 92234 760-864-8688 aA � EXHIBIT `A' SCOPE OF SERVICES In exchange for the compensations defined in Exhibit "B° of this Agreement, the contractor commits b providing at least the following services under the direction of the Outreach Coordinator or her designee in support of the Family Literacy Program at the Library: 1) Recruit and enroll eligible families in the Family Literacy Program at the Library. (10% of time) 2) Plan and implement Family Story Time for eligible families and for outreach to underserved populations in the community. (25%of time) 3) Coordinate and participate in the activities of the Library's Family Literacy Program with Palm Springs Unified School District's Head Start and Adult Education programs, and the Desert Regional Medical Center. (10%of time) 4) Assist the Outreach Coordinator in creating and managing an English as a Second Language (ESL) literacy program at the Library, including recruiting and training tutors. (20% of time) 5) Provide liaison services for Families For Literacy eligible parents enrolled in the Library's Adult Literacy or ESL Program or in the Palm Springs Unified School District's Adult Education Program. (10% of time) 6) Provide specific training concerning family literacy concepts for tutors working with enrolled Families for Literacy adult learners. (3% of time) 7) Maintain clerical records necessary to the operation of the Families For Literacy Program. (15% of time) B) Assist the Outreach Coordinator with publicity and promotional activities for the Family Literacy Program. (2% of time) 9) Assist with fundraising and outreach efforts for the Family Literacy Program. (2% of time) 10) Participate in regional literacy committee meetings and activities as needed. (3% of time) EXHIBIT `A' SCOPE OF SERVICES Exhibit"B" Compensation Schedule For the year 20W-2002, the Contractor shall receive compensation in the amount of$15 per hour. The Contractor shall work 28 hours per week, or 112 hours per month, with compensation per month not exceeding $1,680. The Contract will extend for 10 months for the period beginning November 8, 2001 and ending September 8, 2002, and the total compensation for the ten-month period shall not exceed $16,800 per the approved line item in the budget of the Library's California Library Services Act (CLSA) Families for Literacy Grant for 2001-2002. Pursuant to the terms of the grant, compensation for this position shall be that approved by the California State Library under the terms of the CLSA Families For Literacy Grant. All compensation is to be from the CLSA Families For Literacy Grant in support of the Family Literacy Program. Should the Families For Literacy Program be cancelled for any reason, this agreement will be terminated and payment will be made at an hourly rate of $15 for those hours previously worked. /D MINUTE ORDER NO. AUTHORIZING THE CITY MANAGER TO EXECUTE A CONTRACT SERVICES AGREEMENT WITH IRENE NAVARRO, AN INDIVIDUAL, TO ACT AS FAMILY LITERACY SPECIALIST FOR THE PALM SPRINGS LIBRARY, FOR A PERIOD OF TEN MONTHS, WITH THE TOTAL COST, NOT TO EXCEED $16,800, TO BE PAID BY A GRANT FROM THE CALIFORNIA STATE LIBRARY. I HEREBY CERTIFY that this Minute Order, authorizing the City Manager to execute a Contract Services Agreement with Irene Navarro, an individual, to act as Family Literacy Specialist for the Palm Springs Library, for a period of ten months, with the total cost to be paid by a grant from the California State Library, not to exceed $16,800, was adopted by the City Council of the City of Palm Springs, California, in a meeting thereof held on the seventh day of November, 2001. PATRICIA A. SANDERS City Clerk