STAFF REPORT SUBJECT: Personnel Manual Update MEETING DATE: September 18, 2014 AGENDA ITEM: 5H STAFF CONTACT: Jim Kemp and Bobbi Didier RECOMMENDATION: Authorize release of Request for Proposals for human resources services to update SBCAG personnel policies and employee manual. DISCUSSION: SBCAG’s personnel policies, inherited from Santa Barbara County at SBCAG’s formation, have not been updated since 1990, when SBCAG separated from the County of Santa Barbara to become its own public agency. At the time of separation, the SBCAG Board adopted the County of Santa Barbara’s compensation plan and personnel policies. These policies have been modified periodically, but have not been comprehensively updated in 24 years. Update of the personnel policies is necessary to ensure legal compliance with current law and allow review and revision as needed. A compensation/benefits study is a necessary step in updating these documents, ensuring that SBCAG has a current compensation plan, classification system, job descriptions, and personnel policies to meet today’s staffing needs and current legal requirements. The compensation study also allows the Board to assess whether SBCAG compensation and benefits are competitive within the labor market. The last compensation and benefits study was completed over 7 years ago. Due to the specialized expertise required to complete the personnel manual and policies update, staff has prepared a Request for Proposals to hire a human resources firm that has the qualifications to assist SBCAG in completing this task. The RFP is hereby presented to the SBCAG Board for authorization to release. The scope of work of the RFP would include:

1. Review and revision as needed of existing personnel policies.

2. An update of the existing personnel manual to serve as a reference to employees and ensure compliance with current law.

3. A review and update of job descriptions as necessary to comply with current law. Exempt/non-exempt classifications will also be reviewed for compliance and will be added to job descriptions.

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4. A compensation/benefits study, including a salary survey of like organizations, as a point

of comparison in evaluating SBCAG’s job classification and compensation structure.

5. A new, comprehensive, long-term compensation plan that takes into account all employment costs and benefits in alignment with SBCAG’s size and mission.

The SBCAG Executive Committee has agreed to serve as the project’s “steering committee” to provide input as the studies/work progresses. The committee will meet with the HR consultant periodically during the project to provide Board member input. The committee will also make recommendations to the Board on the final consultant work products. Bobbi Didier, SBCAG’s Business Manager, will serve as the project manager. The approved FY 14/15 budget includes an appropriation of $60,000 for these consultant services. By hiring an HR consultant to undertake a single, comprehensive review, we anticipate SBCAG will keep overall costs of the work to a minimum within the allotted budget. COMMITTEE REVIEW: At its May 30, 2014 meeting, the SBCAG Executive Committee (Lavagnino, Schneider, Farr, Wolf, Linn) reviewed staff’s proposal for updating SBCAG’s personnel policies and recommended that the board authorize solicitation of proposals from qualified consultants. The committee also agreed to serve as the steering committee for the project.

RECOMMENDATION: Authorize the release of the attached Request for Proposals for human resources services to update SBCAG personnel policies and employee manual. ATTACHMENT: Request For Proposals: Human Resources Services To Update Personnel Policies And Employee Manual

REQUEST FOR PROPOSALS

HUMAN RESOURCES SERVICES TO UPDATE PERSONNEL POLICIES AND EMPLOYEE MANUAL

INTRODUCTION The Santa Barbara County Association of Governments, herein referred to as “SBCAG,” is soliciting proposals from qualified individuals or firms herein referred to as “CONSULTANT” to revise and update the agency’s personnel policies and employee manual. SBCAG’s existing personnel policies were adopted when the agency separated from the County of Santa Barbara and became an independent government agency in 1990. The policies are contained in many board resolutions and are summarized in an employee handbook that is provided to every SBCAG employee. SBCAG is seeking the services of a qualified human resources consultant to complete a comprehensive review and update of the policies to ensure that they are consistent with best practices, state and federal employment laws and the SBCAG board’s practices and priorities. It is expected that existing policies will be simplified and included in a new employee manual. Relevant tasks for updating the personnel policies and employee manual include completing a salary and benefits survey and reviewing and revising as appropriate SBCAG’s current employee compensation/classification system and job descriptions. In addition, SBCAG is currently a civil service employer and wishes to explore the feasibility of transitioning to an at will employment framework. The proposals shall be consistent with the requirements outlined in this RFP including the Scope of Services section. Evaluation of the proposals and ranking of the proposals will be performed as described in the Consultant Selection Process section of this RFP. Proposals must be submitted to SBCAG no later than 5:00 p.m. on _________________. BACKGROUND/OBJECTIVES The Santa Barbara County Association of Governments (SBCAG) is an association of city and county governments in Santa Barbara County. Many of the issues that face local governments and the people they serve, such as traffic, housing, air quality, and growth, extend beyond jurisdictional boundaries. SBCAG’s primary purpose is to assist local governments in solving common problems and addressing public policy issues that are regional or multi-jurisdictional. SBCAG exists to provide a forum for regional collaboration and cooperation between agencies. SBCAG was established in 1966 as a voluntary council of governments under a joint powers agreement executed by Santa Barbara County and each of the general purpose city governments in the county. Over the years, SBCAG has gone through many changes and added new responsibilities. In 1990, when SBCAG separated from the County of Santa Barbara to become its own public agency, the SBCAG board adopted the County of Santa Barbara’s compensation plan and personnel policies. An employee manual which summarizes the compensation plan and personnel policies was also prepared many years ago and is provided to each SBCAG employee as a reference. None of these documents has been substantially reviewed or updated in 23 years.

Today, SBCAG is an independent public agency governed by a 13-member board of directors consisting of all five county supervisors and one city council member from each of the eight cities within the County. The agency employs a staff of 20 and has an annual operating budget of $3.7 million. The services of a consultant are being sought through this RFP to comprehensively review and update SBCAG’s personnel policies and to ensure that SBCAG has a current compensation plan, classification system, job descriptions and personnel policies that not only address the staffing and retention challenges of today but also ensure legal compliance with current requirements. Furthermore, SBCAG wishes to explore transition from being a civil service employer to an at will employer, which may require modifications to existing policies and other documents in order to be legally compliant. A compensation/benefit study will be completed by the selected consultant. The study is intended to evaluate whether SBCAG is offering competitive compensation and benefits so that the agency can attract and retain qualified staff. The study will develop proper labor market relationships for comparable positions as well as establish appropriate internal alignments. Considering that SBCAG employees are not represented by any bargaining units, the study will evaluate and recommend policies and procedures for proposing and implementing future salary and benefit adjustments, including salary cost of living adjustments. These policies and procedures will be incorporated into the newly revised employee handbook/personnel policies. PROJECTCOORDINATION SBCAG will be the lead agency for the project and it will be administered by SBCAG staff. The consultant’s day-to-day activity will be directed by Bobbi Didier. The Executive Committee of the SBCAG board will provide policy direction. The Executive Committee is comprised of five members of the SBCAG board. It is expected that the CONSUTLANT will meet periodically with staff and the Executive Committee to present draft work products and to receive input and direction. The final personnel manual will be presented to the full SBCAG board for approval. The project will be conducted by the CONSULTANT, selected through the RFP process. The consultant will provide the leadership, management, and technical services required to accomplish the project objectives. SCOPE OF WORK & DELIVERABLES The preliminary scope of work for the project is included below. It identifies study objectives, work tasks, deliverables, meetings, etc. Proposers may suggest changes to the Scope of Work that they deem necessary or advantageous for SBCAG. The final scope of work agreed upon by the selected contractor and SBCAG will be included as an attachment to the contract. All products will be provided electronically in Microsoft Word/Excel format. Consultant will plan, if possible, to commence work on the project within two weeks of the notice-to-proceed date.

1. CONSULTANT will meet with SBCAG staff and Executive Committee to review project planning, coordination, classifications, job descriptions, salaries and employee handbook

and personnel policies to be updated and studied, in order to clarify study objectives, issues and concerns. It is expected that the consultant will need to meet with the Executive Committee approximately 5 times during the course of the project to review interim work products and receive direction and input from the Executive Committee and full Board.

2. CONSULTANT will obtain all pertinent SBCAG documents, such as current classification specifications, organization charts, pay schedules, job descriptions, employee handbook/personnel policies and other documents as required to fulfill contract.

3. CONSULTANT will prepare updated job descriptions for all approved positions including proper classification as exempt/non-exempt, based on staff and management input.

4. CONSULTANT will survey 6-10 comparable agencies for the salary ranges, benefits offered, job descriptions and classification systems for all approved positions. CONSULTANT will evaluate all current positions to ensure that they are slotted in the appropriate salary grade with respect to external labor markets and internal alignment of positions within SBCAG. CONSULTANT will perform a comprehensive study to evaluate whether the compensation classification is fair and equitable by determining the competitive pay ranges with respect to comparable public sector employment markets locally and regionally.

5. CONSULTANT will prepare a draft written report describing the compensation and classification study, methodology, survey results and findings. CONSULTANT will provide recommendations for revising classification and compensation system along with recommendations for salary or benefit adjustments for all approved positions. If necessary, CONSULTANT will make recommendations regarding any need to establish new job titles or to consolidate, add and/or eliminate any current position classifications.

6. CONSULTANT will develop proposed policies and procedures to be followed with regard to future SBCAG salary adjustments for inclusion in the revised employee handbook.

7. CONSULTANT will complete an evaluation of the feasibility of transitioning from Civil Service to At-Will employment and all associated issues.

8. CONSULTANT will prepare a draft update of the current employee handbook/personnel policies to reflect best practices and recently developed policies and to ensure legal compliance with current legislation. CONSULTANT shall make every effort to streamline the employee handbook so that it is an easy-to-use guide for both employees and SBCAG management.

9. CONSULTANT will review the draft update to the Personnel Handbook/Policies, draft revised job descriptions and draft compensation and classification recommendations along with suggested salary adjustments with SBCAG staff and SBCAG Executive Committee. CONSULTANT will include a cost analysis of any recommendations that will impact the SBCAG budget either negatively or positively.

10. CONSULTANT will prepare a final personnel policies/employee handbook incorporating revisions resulting from SBCAG staff and SBCAG Executive Committee review. During the board and staff evaluation process, CONSULTANT agrees to respond to any additional requests for information or clarifications and agrees to allow corrections of errors or omissions.

11. CONSULTANT will present the final compensation and classification recommendations, job descriptions, salary adjustments and employee handbook/personnel policies to the SBCAG board of directors for adoption including an analysis of the feasibility of transitioning to at will employment.

12. CONSULTANT will provide curriculum and a PowerPoint presentation for orientation of employees on survey findings; updates to job descriptions, classification system and compensation system; and new employee handbook/personnel policies.

13. CONSULTANT will provide all deliverables in electronic format suitable for ongoing customization and revision.

SUMMARY OF DELIVERABLES 1. Updated job descriptions for each position including review of existing and proposed job

titles

2. Memo providing evaluation of transition from civil service to at-will employment

3. Compensation/benefits survey results and recommendations for changes in compensation

or benefits.

4. Memo evaluating current compensation system and potential options for

updating/modifying system

5. Personnel policies and employee handbook (draft and final)

6. Curriculum and PowerPoint for communicating changes to employees

7. Training on administration of any new systems

Costs will be reimbursed on a time and materials basis up to a defined and agreed upon maximum. SBCAG has budgeted $60,000 for completion of all work identified in this RFP. SBCAG may provide the CONSULTANT with workspace and computer access. SBCAG may also provide limited support service for clerical tasks such as copying. PROPOSAL REQUIREMENTS Responders are requested to provide the following information in response to this RFP:

1. A proposal for services for this project including identification of proposed tasks, deliverables and schedule.

2. Statement of qualifications and responsibilities for each person assigned to project. List of ongoing commitments on other projects and availability of staff assigned to project.

3. Summary of experience with similar scope of services.

4. Cost proposal, including: billing rates for each person anticipated to work on the project

including sub consultants, and, an identification of rates for direct expenses such as reproduction and mileage.

5. Client list of at least three contacts so that we may check references.

6. Examples of similar work completed for other clients (?)

CONSULTANT SELECTION PROCESS SBCAG will assemble a panel of qualified professionals to assist in evaluating consultant proposals, evaluating oral presentations and making recommendations for selection. The selection panel will evaluate the proposals based on the outlined content requirements described below. The selection panel will consider the following criteria in ranking the proposals:

1. Technical Approach. Responsiveness to RFP; comprehension of scope; technical approach; and, identification of deliverables; potential problems; and schedule.

2. Management Approach. Presentation of organization, responsibilities,

management approach, and budget and schedule adherence.

3. Experience/Expertise of Key Personnel and/or firm. Similar experience, education, and performance on prior projects, including client satisfaction.

4. Dedication of Resources. Staffing capabilities; present workload; local presence,

accessibility of project team and resources.

5. Cost.

SBCAG will assemble an aggregate scoring of the proposals from the Selection Panel to rank PROPOSING CONSULTANTS. Top ranked firms may be invited to interview and make oral presentations of their proposals. After evaluating the written proposals and, if necessary, oral presentations, the Selection Panel will make a recommendation of the top-ranked proposing consultant to SBCAG’s Executive Director for approval. SBCAG will invite the top-ranked CONSULTANT to contract for project services which will then be submitted to the SBCAG board for approval. If a contract negotiation with the top-ranked firm is not successful, the second-ranked proposer may be invited to contract for project management services. GENERAL INFORMATION A. Contract

Attachment A contains the Standard Agreement used by SBCAG for Professional Services. SBCAG and CONSULTANT will negotiate a final scope of services (Attachment A/ Exhibit A) and payment arrangements (Exhibit B) which will be part of the executed agreement.

B. Proposal Submittal

1. Proposal. Each proposing consultant shall submit six (6) copies of the proposal to SBCAG. Proposals must be submitted in a sealed envelope in response to this RFP. Proposals must be received no later than 5:00 p.m., , , 2014 at the following address:

Santa Barbara County Association of Governments 260 North San Antonio Road, Suite B Santa Barbara, CA 93110 Attention: Bobbi Didier

2. Late Submittal. SBCAG shall deem a proposal is late if received at any time after 5:00 p.m. (according to the date stamp at the SBCAG reception desk), on , , 2014. Proposals received after this time on this date will be marked "LATE PROPOSAL", will not be considered and will be returned to the consultant unopened.

3. Proposal Property. All proposals become the property of SBCAG upon submission.

SBCAG shall keep all proposals confidential (with the exception of the proposal of the selected CONTRACTOR, which becomes public information upon acceptance and award of contract by SBCAG).

4. Amendments to RFP. SBCAG reserves the right to amend the RFP by addendum or to

waive minor irregularities. If necessary the proposal submittal deadline will be extended to allow proposers additional time to respond to the RFP addendum.

5. Non-Commitment of SBCAG. This RFP does not commit SBCAG to award an

Agreement, to pay any costs incurred in the preparation of a proposal for this request,

or to procure or contract for services. SBCAG reserves the right to accept or reject any or all proposals received as a result of this request, or to modify or cancel in part or in its entirety the RFP if SBCAG determines it is in the best interests of the SBCAG to do so.

6. Costs of Proposal Preparation. The SBCAG shall not be liable for any pre-contractual

expenses incurred by any proposing consultant, whether selected or not. Each proposing consultant shall protect, defend, indemnify, and hold harmless the SBCAG from any and all liability, claims, or expenses whosoever incurred by, or on behalf of the entity participating in the preparation of its response to this RFP. Pre-contractual expenses include any of the following: Preparing proposal and related information in response to this RFP. Negotiations with the SBCAG on any matter related to this procurement. Costs associated with interviews, meetings, travel or presentations. All other expenses incurred by PROPOSING CONSULTANT prior to the date of

award and a formal notice to proceed.

7. Schedule: Activity Completion Date RFP Distributed Deadline for submittal of proposals Evaluation by review panel complete Oral interviews Recommendation to SBCAG Board

8. Inquiries. Inquiries concerning this RFP should be directed to:

Bobbi Didier Santa Barbara County Association of Governments

(805) 961-8903 bdidier@sbcag.org

Exhibit A, Page 1

Attachment A

AGREEMENT FOR SERVICES OF INDEPENDENT CONTRACTOR THIS AGREEMENT (hereafter Agreement) is made by and between the SANTA BARBARA COUNTY ASSOCIATION OF GOVERNMENTS (hereafter “SBCAG”) and ___________________, having its principal place of business at _________________________________________ (hereafter CONTRACTOR), wherein CONTRACTOR agrees to provide and SBCAG agrees to accept the services specified herein. WHEREAS, CONTRACTOR represents that it is specially trained, skilled, experienced, and competent to perform the special services required by SBCAG and SBCAG desires to retain the services of CONTRACTOR pursuant to the terms, covenants, and conditions herein set forth; NOW, THEREFORE, in consideration of the mutual covenants and conditions contained herein, the parties agree as follows: 1. DESIGNATED REPRESENTATIVES. Bobbi Didier at phone number 805-961-8903 is the representative of SBCAG and will administer this Agreement for and on behalf of SBCAG. _______________ at phone number ____________________ is the authorized representative for CONTRACTOR. Changes in designated representatives shall be made only after advance written notice to the other party. 2. NOTICES. Any notice or consent required or permitted to be given under this Agreement shall be given to the respective parties in writing, by first class mail, postage prepaid, or otherwise delivered as follows: To SBCAG: Santa Barbara County Association of Governments 260 North San Antonio Road, Suite B Santa Barbara, CA 93110 Attention: Jim Kemp, Executive Director To CONTRACTOR: ____________________________________ ____________________________________ ____________________________________ ____________________________________ or at such other address or to such other person that the parties may from time to time designate in accordance with this Notice section. Notices and consents under this section, which are sent by mail, shall be deemed to be received five (5) days following their deposit in the U.S. mail. This Notices section shall not be construed as meaning that either party agrees to service of process except as required by applicable law. 3. SCOPE OF SERVICES. CONTRACTOR agrees to provide services to SBCAG in accordance with Exhibit A, attached hereto and incorporated herein by reference. 4. TERM.

Exhibit A, Page 2

A. CONTRACTOR shall commence performance after this Agreement has been executed and notice to proceed has been issued to CONTRACTOR by SBCAG. All work described herein shall be completed within the time period and according to the schedule specified in Exhibit A, unless otherwise directed by SBCAG or unless earlier terminated. B. The Executive Director of SBCAG may extend the time of performance of this Agreement for a period of one year by giving written notice of extension to CONTRACTOR 30 days prior to the completion date specified in Section 4(A), above. 5. COMPENSATION OF CONTRACTOR. In full consideration for CONTRACTOR’s services, CONTRACTOR shall be paid for performance under this Agreement in accordance with the terms of Exhibit B attached hereto and incorporated herein by reference. Billing shall be made by invoice, which shall include the contract number assigned by SBCAG and which is delivered to the address given in Section 2, NOTICES, above, following completion of the increments identified in Exhibit B. Unless otherwise specified in Exhibit B, payment shall be net thirty (30) days from presentation of invoice. 6. INDEPENDENT CONTRACTOR. It is mutually understood and agreed that CONTRACTOR, (including any and all of its officers, agents, and employees), shall perform all of its services under this Agreement as an independent contractor as to SBCAG and not as an officer, agent, servant, employee, joint venturer, partner, or associate of SBCAG. Furthermore, SBCAG shall have no right to control, supervise, or direct the manner or method by which CONTRACTOR shall perform its work and function. However, SBCAG shall retain the right to administer this Agreement so as to verify that CONTRACTOR is performing its obligations in accordance with the terms and conditions hereof. CONTRACTOR understands and acknowledges that it shall not be entitled to any of the benefits of a SBCAG employee, including but not limited to vacation, sick leave, administrative leave, health insurance, disability insurance, retirement, unemployment insurance, workers' compensation and protection of tenure. CONTRACTOR shall be solely liable and responsible for providing to, or on behalf of, its employees all legally-required employee benefits. In addition, CONTRACTOR shall be solely responsible and save SBCAG harmless from all matters relating to payment of CONTRACTOR’s employees, including compliance with Social Security withholding and all other regulations governing such matters. It is acknowledged that during the term of this Agreement, CONTRACTOR may be providing services to others unrelated to the SBCAG or to this Agreement. 7. STANDARD OF PERFORMANCE. CONTRACTOR represents that it has the skills, expertise, and licenses/permits necessary to perform the services required under this Agreement. Accordingly, CONTRACTOR shall perform all such services in the manner and according to the standards observed by a competent practitioner of the same profession in which CONTRACTOR is engaged. All products of whatsoever nature which CONTRACTOR delivers to SBCAG pursuant to this Agreement shall be prepared in a professional and workmanlike manner and shall conform to the standards of quality normally observed by a person practicing in CONTRACTOR's profession. CONTRACTOR shall correct or revise any errors or omissions at SBCAG's request without additional compensation. Permits and/or licenses shall be obtained and maintained by CONTRACTOR without additional compensation.

8. DEBARMENT AND SUSPENSION. CONTRACTOR certifies to SBCAG that it and its employees and principals are not debarred, suspended, or otherwise excluded from or ineligible for, participation in federal, state or local government contracts. CONTRACTOR certifies that it shall not contract with a subcontractor that is so debarred or suspended.

9. TAXES. CONTRACTOR shall pay all taxes, levies, duties, and assessments of every nature due in connection with any work under this Agreement and shall make any and all payroll deductions required by law. SBCAG shall not be responsible for paying any taxes on CONTRACTOR's behalf and, should SBCAG be required to do so by State, federal, or local taxing agencies, CONTRACTOR agrees to

Exhibit A, Page 3

promptly reimburse SBCAG for the full value of such paid taxes plus interest and penalty, if any. These taxes shall include, but not be limited to, the following: FICA (Social Security), unemployment insurance contributions, income tax, disability insurance, and workers' compensation insurance. CONTRACTOR shall provide its social security number or tax identification number to SBCAG, which SBCAG shall keep on file at its offices. 10. CONFLICT OF INTEREST. CONTRACTOR covenants that CONTRACTOR presently has no employment or interest and shall not acquire any employment or interest, direct or indirect, including any interest in any business, property, or source of income, which would conflict in any manner or degree with the performance of services required to be performed under this Agreement. CONTRACTOR further covenants that in the performance of this Agreement, no person having any such interest shall be employed by CONTRACTOR. SBCAG retains the right to waive a conflict of interest disclosed by CONTRACTOR if SBCAG determines it to be immaterial, and such waiver is only effective if provided by SBCAG to CONTRACTOR in writing. 11. OWNERSHIP OF DOCUMENTS AND INTELLECTUAL PROPERTY. SBCAG shall be the owner of the following items incidental to this Agreement upon production, whether or not completed: all data collected, all documents of any type whatsoever, all photos, designs, sound or audiovisual recordings, software code, inventions, technologies, and other materials, and any material necessary for the practical use of such items from the time of collection and/or production whether or not performance under this Agreement is completed or terminated prior to completion. CONTRACTOR shall not release any of such items to other parties, except after prior written approval of SBCAG. Unless otherwise specified in Exhibit A, CONTRACTOR hereby assigns to SBCAG all copyright, patent, and other intellectual property and proprietary rights to all data, documents, reports, photos, designs, sound or audiovisual recordings, software code, inventions, technologies, and other materials prepared or provided by CONTRACTOR pursuant to this Agreement (collectively referred to herein as “Copyrightable Works and Inventions”). SBCAG shall have the unrestricted authority to copy, adapt, perform, display, publish, disclose, distribute, create derivative works from, and otherwise use in whole or in part, any Copyrightable Works and Inventions reports, data, documents or other materials prepared under this Agreement. CONTRACTOR agrees to take such actions and execute and deliver such documents as may be needed to validate, protect and confirm the rights and assignments provided hereunder. CONTRACTOR warrants that any Copyrightable Works and Inventions and other items provided under this Agreement will not infringe upon any intellectual property or proprietary rights of any third party. CONTRACTOR at its own expense shall defend, indemnify, and hold harmless SBCAG against any claim that any Copyrightable Works or Inventions or other items provided by CONTRACTOR hereunder infringe upon any intellectual property or other proprietary rights of a third party, and CONTRACTOR shall pay any damages, costs, settlement amounts, and fees (including attorneys’ fees) that may be incurred by SBCAG in connection with any such claims. This Ownership of Documents and Intellectual Property provision shall survive expiration or termination of the Agreement. 12. NO PUBLICITY OR ENDORSEMENT. CONTRACTOR shall not use SBCAG’s name or logo or any variation of such name or logo in any publicity, advertising or promotional materials. CONTRACTOR shall not use SBCAG’s name or logo in any manner that would give the appearance that the SBCAG is endorsing CONTRACTOR. CONTRACTOR shall not in any way contract on behalf of or in the name of SBCAG’s. CONTRACTOR shall not release any informational pamphlets, notices, press releases, research reports, or similar public notices concerning the SBCAG or its projects without obtaining the prior written approval of SBCAG.

Exhibit A, Page 4

13. SBCAG PROPERTY AND INFORMATION. All of SBCAG’s property, documents, and information provided for CONTRACTOR’s use in connection with the services shall remain SBCAG’s property, and CONTRACTOR shall return any such items whenever requested by SBCAG and whenever required according to the Termination section of this Agreement. CONTRACTOR may use such items only in connection with providing the services. CONTRACTOR shall not disseminate any SBCAG property, documents, or information without SBCAG prior written consent. 14. RECORDS, AUDIT, AND REVIEW. CONTRACTOR shall keep such business records pursuant to this Agreement as would be kept by a reasonably prudent practitioner of CONTRACTOR's profession and shall maintain such records for at least four (4) years following the termination of this Agreement. All accounting records shall be kept in accordance with generally accepted accounting practices. SBCAG shall have the right to audit and review all such documents and records at any time during CONTRACTOR's regular business hours or upon reasonable notice. In addition, if this Agreement exceeds ten thousand dollars ($10,000.00) CONTRACTOR shall be subject to the examination and audit of the State Auditor General for a period of three (3) years after final payment under the Agreement (Cal. Govt. Code Section 8546.7). CONTRACTOR shall participate in any audits and review, whether by SBCAG or the State, at no charge to SBCAG. 15. INDEMNIFICATION AND INSURANCE. CONTRACTOR agrees to defend, indemnify and hold harmless the SBCAG and to procure and maintain insurance in accordance with the provisions of Exhibit C, attached hereto and incorporated herein by reference. 16. NONDISCRIMINATION. CONTRACTOR shall comply with Title VI of the Civil Rights Act of 1964, as amended, and with the provisions contained in 49 CFR 21 through Appendix C and 23 CFR 710.405(b). During the performance of this Agreement, the CONTRACTOR, for itself, its assignees and successors in interest agrees as follows:

A. Compliance with Regulations: CONTRACTOR shall comply with the regulations relative to nondiscrimination in federally-assisted programs of the Department of Transportation (hereinafter, "DOT") Title 49, Code of Federal Regulations, Part 21, as they may be amended from time to time (hereinafter referred to as the Regulations), which are herein incorporated by reference and made a part of this contract. B. Nondiscrimination: The CONTRACTOR or subcontractor shall not discriminate on the basis of race, color, national origin, or sex in the performance of this contract. The CONTRACTOR shall carry out applicable requirements of 49 CFR Part 26 in the award and administration of DOT-assisted contracts. Failure by the contractor to carry out these requirements is a material breach of this contract, which may result in the termination of this contract or such other remedy as recipient deems appropriate. CONTRACTOR, with regard to the work performed by it during the agreement, shall not discriminate on the grounds of race, religion, color, sex, age or national origin in the selection or retention of subcontractors, including procurement of materials and leases of equipment. CONTRACTOR shall not participate either directly or indirectly in the discrimination prohibited by Section 21.5 of the Regulations, including employment practices when the contract covers a program set forth in Appendix B of the regulations. C. Solicitations for Subcontractors, including Procurement of Materials and Equipment: In all solicitations either by competitive bidding or negotiations made by CONTRACTOR for work to be performed under the subcontract, including procurement of materials or leases of equipment, each potential subcontractor or supplier shall be notified by CONTRACTOR of CONTRACTOR's obligations under this agreement, and the Regulations relative to nondiscrimination on the grounds of race, religion, color, sex, age or national origin.

Exhibit A, Page 5

D. Information and Reports: CONTRACTOR shall provide all information and reports required by the Regulations or directives issued pursuant thereto, and shall permit access to its books, records, accounts, other sources of information and its facilities as may be determined by SBCAG to be pertinent to ascertain compliance with such Regulations, orders and instructions. Where any information required of a CONTRACTOR is in the exclusive possession of another who fails or refuses to furnish this information, CONTRACTOR shall so certify to SBCAG, and shall set forth what efforts it has made to obtain the information. E. Sanctions for Noncompliance: In the event of CONTRACTOR's noncompliance with the nondiscrimination provisions of this Agreement, SBCAG shall impose such contract sanctions as it may determine to be appropriate, including, but not limited to: 1. Withholding of payments to CONTRACTOR under this Agreement until CONTRACTOR complies, and/or 2. Cancellation, termination or suspension of the Agreement in whole or in part. 17. NON-EXCLUSIVE AGREEMENT. CONTRACTOR understands that this is not an exclusive agreement and that SBCAG shall have the right to negotiate with and enter into contracts with others providing the same or similar services as those provided by CONTRACTOR as the SBCAG desires. 18. NON-ASSIGNMENT. CONTRACTOR shall not assign, transfer or subcontract this Agreement or any of its rights or obligations under this Agreement without the prior written consent of SBCAG and any attempt to so assign or so subcontract or transfer without such consent shall be void and without legal effect and shall constitute grounds for termination. 19. TERMINATION. A. By SBCAG. SBCAG may, by written notice to CONTRACTOR, terminate this Agreement in whole or in part, whether for SBCAG's convenience, for non-appropriation of funds, or because of the failure of CONTRACTOR to fulfill the obligations herein. 1. For Convenience. SBCAG may terminate this Agreement in whole or in part upon thirty (30) days written notice. During the thirty (30) day period, CONTRACTOR shall, as directed by SBCAG, wind down and cease its services as quickly and efficiently as reasonably possible, without performing unnecessary services or activities and by minimizing negative effects on SBCAG from such winding down and cessation of services. 2. For Non-appropriation of Funds. Notwithstanding any other provision of this Agreement, in the event that no funds or insufficient funds are appropriated or budgeted by federal, state or local governments, or funds are not otherwise available for payments in the fiscal year(s) covered by the term of this Agreement, then SBCAG will notify CONTRACTOR of such occurrence and SBCAG may terminate or suspend this Agreement in whole or in part, with or without a prior notice period. Subsequent to termination of this Agreement under this provision, SBCAG shall have no obligation to make payments with regard to the remainder of the term. 3. For Cause. Should CONTRACTOR default in the performance of this Agreement or materially breach any of its provisions, SBCAG may, at SBCAG's sole option, terminate or suspend this Agreement in whole or in part by written notice. Upon receipt of notice, CONTRACTOR shall immediately discontinue all services affected (unless the notice directs otherwise) and notify SBCAG as to

Exhibit A, Page 6

the status of its performance. The date of termination shall be the date the notice is received by CONTRACTOR, unless the notice directs otherwise. B. By CONTRACTOR. Except where SBCAG withholds payment pursuant to other terms of this Agreement, should SBCAG fail to pay CONTRACTOR all or any part of the payment set forth in Exhibit B, CONTRACTOR may, at CONTRACTOR's option, terminate this agreement, if such failure is not remedied by SBCAG within thirty (30) days of written notice to SBCAG of such late payment. C. Upon termination, CONTRACTOR shall deliver to SBCAG all data, estimates, graphs, summaries, reports, and all other property, records, documents or papers as may have been accumulated or produced by CONTRACTOR in performing this Agreement, whether completed or in process, except such items as SBCAG may, by written permission, permit CONTRACTOR to retain. Notwithstanding any other payment provision of this Agreement, SBCAG shall pay CONTRACTOR for satisfactory services performed to the date of termination to include a prorated amount of compensation due hereunder less payments, if any, previously made. In no event shall CONTRACTOR be paid an amount in excess of the full price under this Agreement nor for profit on unperformed portions of service. CONTRACTOR shall furnish to SBCAG such financial information as in the judgment of SBCAG is necessary to determine the reasonable value of the services rendered by CONTRACTOR. In the event of a dispute as to the reasonable value of the services rendered by CONTRACTOR, the decision of SBCAG shall be final. The foregoing is cumulative and shall not affect any right or remedy which SBCAG may have in law or equity. 20. SECTION HEADINGS. The headings of the several sections, and any table of contents appended hereto, shall be solely for convenience of reference and shall not affect the meaning, construction or effect hereof. 21. SEVERABILITY. If any one or more of the provisions contained herein shall for any reason be held to be invalid, illegal or unenforceable in any respect, then such provision or provisions shall be deemed severable from the remaining provisions hereof, and such invalidity, illegality or unenforceability shall not affect any other provision hereof, and this Agreement shall be construed as if such invalid, illegal or unenforceable provision had never been contained herein. 22. REMEDIES NOT EXCLUSIVE. No remedy herein conferred upon or reserved to SBCAG is intended to be exclusive of any other remedy or remedies, and each and every such remedy, to the extent permitted by law, shall be cumulative and in addition to any other remedy given hereunder or now or hereafter existing at law or in equity or otherwise. 23. TIME IS OF THE ESSENCE. Time is of the essence in this Agreement and each covenant and term is a condition herein. 24. NO WAIVER OF DEFAULT. No delay or omission of SBCAG to exercise any right or power arising upon the occurrence of any event of default shall impair any such right or power or shall be construed to be a waiver of any such default or an acquiescence therein; and every power and remedy given by this Agreement to SBCAG shall be exercised from time to time and as often as may be deemed expedient in the sole discretion of SBCAG. 25. ENTIRE AGREEMENT AND AMENDMENT. In conjunction with the matters considered herein, this Agreement contains the entire understanding and agreement of the parties and there have been no promises, representations, agreements, warranties or undertakings by any of the parties, either oral or written, of any character or nature hereafter binding except as set forth herein. This Agreement may be altered, amended or modified only by an instrument in writing, executed by the parties to this Agreement

Exhibit A, Page 7

and by no other means. Each party waives their future right to claim, contest or assert that this Agreement was modified, canceled, superseded, or changed by any oral agreements, course of conduct, waiver or estoppel. 26. SUCCESSORS AND ASSIGNS. All representations, covenants and warranties set forth in this Agreement, by or on behalf of, or for the benefit of any or all of the parties hereto, shall be binding upon and inure to the benefit of such party, its successors and assigns. 27. COMPLIANCE WITH LAW. CONTRACTOR shall, at its sole cost and expense, comply with all SBCAG, State and federal ordinances and statutes, including regulations now in force or which may hereafter be in force with regard to this Agreement. The judgment of any court of competent jurisdiction, or the admission of CONTRACTOR in any action or proceeding against CONTRACTOR, whether SBCAG is a party thereto or not, that CONTRACTOR has violated any such ordinance statute, or regulation, shall be conclusive of that fact as between CONTRACTOR and SBCAG. 28. CALIFORNIA LAW AND JURISDICTION. This Agreement shall be governed by the laws of the State of California. Any litigation regarding this Agreement or its contents shall be filed in the County of Santa Barbara, if in State court, or in the federal district court nearest to Santa Barbara County, if in federal court. 29. EXECUTION OF COUNTERPARTS. This Agreement may be executed in any number of counterparts and each of such counterparts shall for all purposes be deemed to be an original; and all such counterparts, or as many of them as the parties shall preserve undestroyed, shall together constitute one and the same instrument. 30. AUTHORITY. All signatories and parties to this Agreement warrant and represent that they have the power and authority to enter into this Agreement in the names, titles and capacities herein stated and on behalf of any entities, persons, or firms represented or purported to be represented by such entity (ies), person(s), or firm(s) and that all formal requirements necessary or required by any State and/or federal law in order to enter into this Agreement have been fully complied with. Furthermore, by entering into this Agreement, CONTRACTOR hereby warrants that it shall not have breached the terms or conditions of any other contract or agreement to which CONTRACTOR is obligated, which breach would have a material effect hereon. 31. SURVIVAL. All provisions of this Agreement which by their nature are intended to survive the termination or expiration of this Agreement shall survive such termination or expiration. 32. PRECEDENCE. In the event of conflict between the provisions contained in the numbered sections of this Agreement and the provisions contained in the Exhibits, the provisions of the numbered sections shall prevail over those in the Exhibits. 30. HANDLING OF CONFIDENTIAL INFORMATION. CONTRACTOR understands and agrees that certain information which CONTRACTOR may have access to while performing services under this Agreement will be confidential information. This information is to be subject to the following special provisions: A. CONTRACTOR shall not disclose confidential information to any other persons or entities, except with the express written consent of SBCAG. SBCAG will identify information as confidential by any of the following means:

Exhibit A, Page 8

1. marking the information as confidential when it is disclosed to CONTRACTOR; 2. identifying the information as confidential, if the information is resident on equipment being serviced or used by CONTRACTOR and is needed to perform the services contracted for; or 3. if orally disclosed, reduced to a written summary similarly marked and delivered to CONTRACTOR within thirty (30) days after disclosure by SBCAG. B. CONTRACTOR will take all steps necessary to prevent disclosure of the information to any person except those personnel of CONTRACTOR working on the project who have a need to have access to the information. No reproduction or duplication of the information shall be made without the express written consent of SBCAG. CONTRACTOR shall notify SBCAG promptly by telephone, confirmed in writing, if to CONTRACTOR's knowledge the confidentiality of any information is compromised. CONTRACTOR's obligation under this paragraph shall survive termination of the Agreement. C. CONTRACTOR will not have any obligation with respect to information that: 1. is already rightfully known to CONTRACTOR; 2. is or becomes publicly known through no wrongful act of CONTRACTOR; or 3. is rightfully obtained by CONTRACTOR from a third party without similar restrictions and without breach of this Agreement. D. CONTRACTOR shall return all confidential information to SBCAG or certify to SBCAG its destruction upon conclusion of CONTRACTOR’s work. As to this Article, CONTRACTOR understands and agrees that any party who has provided confidential information which is disclosed to CONTRACTOR by SBCAG and identified by SBCAG as proprietary information as required by Subsection (a) above, shall be a third party beneficiary to this Agreement and, as such, shall have the benefit of all legal rights to protect any such confidential information it has provided SBCAG and which SBCAG has disclosed to CONTRACTOR. These obligations shall bind CONTRACTOR both during and after the term of the Agreement.

Exhibit A, Page 9

IN WITNESS WHEREOF, the parties have executed this Agreement to be effective on the date when fully executed by both parties. SANTA BARBARA COUNTY ASSOCIATION OF GOVERNMENTS ATTEST By: ______________________________ JIM KEMP Chairperson, Steve Lavagnino Executive Officer Date: ____________________ By: ______________________________

Clerk of the Board CONTRACTOR By: ______________________________ APPROVED AS TO FORM MICHAEL GHIZZONI COUNTY COUNSEL By: ______________________________

William Dillon Deputy County Counsel

Exhibit A, Scope of Services

EXHIBIT A SCOPE OF SERVICES

(To be determined)

Exhibit B Page 1

EXHIBIT B

PAYMENT ARRANGEMENTS

Periodic Compensation (with attached Schedule of Fees) A. For CONTRACTOR services to be rendered under this contract, CONTRACTOR shall be paid a total contract amount, including cost reimbursements, not to exceed $60,000. B. Payment for services and /or reimbursement of costs shall be made upon CONTRACTOR's satisfactory performance, based upon the scope and methodology contained in Exhibit A as determined by SBCAG. Payment for services and/or reimbursement of costs shall be based upon the costs, expenses, overhead charges and hourly rates for personnel, as defined below in Attachment B1 (Cost Proposal). Invoices submitted for payment that are based upon Attachment B1 must contain sufficient detail to enable an audit of the charges and provide supporting documentation if so specified in Exhibit A. C. CONTRACTOR, shall submit to the SBCAG Designated Representative an invoice or certified claim for the service performed over the period specified. SBCAG’s Designated Representative shall evaluate the quality of the service performed and, if found to be satisfactory and within the cost basis of Attachment B1, shall initiate payment processing. SBCAG shall pay invoices or claims for satisfactory work within 30 days of presentation. D. SBCAG's failure to discover or object to any unsatisfactory work or billings prior to payment will not constitute a waiver of SBCAG’s right to require CONTRACTOR to correct such work or billings or seek any other legal remedy.

Attachment B1 COST PROPOSAL

TO BE COMPLETED BY CONTRACTOR

Exhibit C, Page 1

EXHIBIT C

STANDARD INDEMNIFICATION AND INSURANCE PROVISIONS INDEMNIFICATION Indemnification pertaining to other than Professional Services: CONTRACTOR shall defend, indemnify and save harmless the SBCAG, its officers, agents and employees from any and all claims, demands, damages, costs, expenses (including attorney's fees), judgments or liabilities arising out of this Agreement or occasioned by the performance or attempted performance of the provisions hereof; including, but not limited to, any act or omission to act on the part of the CONTRACTOR or his agents or employees or other independent contractors directly responsible to him; except those claims, demands, damages, costs, expenses (including attorney's fees), judgments or liabilities resulting from the sole negligence or willful misconduct of the SBCAG. CONTRACTOR shall notify the SBCAG immediately in the event of any accident or injury arising out of or in connection with this Agreement. Indemnification pertaining to Professional Services: CONTRACTOR shall indemnify and save harmless the SBCAG, its officers, agents and employees from any and all claims, demands, damages, costs, expenses (including attorney's fees), judgments or liabilities arising out of the negligent performance or attempted performance of the provisions hereof; including any willful or negligent act or omission to act on the part of the CONTRACTOR or his agents or employees or other independent contractors directly responsible to him to the fullest extent allowable by law. CONTRACTOR shall notify the SBCAG immediately in the event of any accident or injury arising out of or in connection with this Agreement. INSURANCE Without limiting the CONTRACTOR's indemnification of SBCAG, the CONTRACTOR shall procure the following required insurance coverage at its sole cost and expense. All insurance coverage is to be placed with insurers which (1) have a Best's rating of no less than A: VII, and (2) are licensed, admitted insurance companies in the State of California. All other insurers require the prior approval of the SBCAG. Such insurance coverage shall be maintained during the term of this Agreement. Failure to comply with the insurance requirements shall place CONTRACTOR in default. Upon request by the SBCAG, CONTRACTOR shall provide a certified copy of any insurance policy to the SBCAG within ten (10) working days. 1. Workers' Compensation Insurance: Statutory Workers' Compensation and Employers Liability Insurance shall cover all CONTRACTOR's staff while performing any work incidental to the performance of this Agreement. The policy shall provide that no cancellation or expiration shall be effective or occur until at least thirty (30) days after receipt of such notice by the SBCAG. In the event CONTRACTOR is self-insured, it shall furnish a copy of Certificate of Consent to Self-Insure issued by the Department of Industrial Relations for the State of California. This provision does not apply if CONTRACTOR has no employees as defined in Labor Code Section 3350 et seq. during the entire period of this Agreement and CONTRACTOR submits a written statement to the SBCAG stating that fact. The Workers’ Compensation insurance shall include a waiver by the insurer of any rights of subrogation against SBCAG. 2. General and Automobile Liability Insurance: The general liability insurance shall include bodily injury, property damage and personal injury liability coverage, shall afford coverage for all premises, operations, products and completed operations of CONTRACTOR and shall include contractual liability coverage sufficiently broad so as to include the insurable liability assumed by the CONTRACTOR in the indemnity and hold harmless provisions [above] of the Indemnification Section of this Agreement between SBCAG and CONTRACTOR. The automobile liability insurance shall cover all owned, non-owned and hired motor vehicles that are operated on behalf of CONTRACTOR pursuant to CONTRACTOR's activities hereunder. CONTRACTOR shall require all subcontractors to be included under its policies or furnish separate certificates and endorsements to meet the standards of these provisions by each subcontractor. SBCAG, its

Exhibit C, Page 2

officers, agents, and employees shall be Additional Insured status on all policies. A cross-liability clause, or equivalent wording, stating that coverage will apply separately to each named or additional insured as if separate policies had been issued to each shall be included in the policies. A copy of the endorsement evidencing that the policy has been changed to reflect the Additional Insured status must be attached to the certificate of insurance. The limit of liability of said policy or policies for general and automobile liability insurance shall not be less than $1,000,000 per occurrence and $2,000,000 in the aggregate. Any deductible or Self-Insured Retention {SIR} over $10,000 requires approval by the SBCAG. Said policy or policies shall include severability of interest, or cross liability clause, or equivalent wording. Said policy or policies shall contain a provision of the following form:

"Such insurance as is afforded by this policy shall be primary and if the SBCAG has other valid and collectible insurance, that other insurance shall be excess and non-contributory."

If the policy providing liability coverage is on a ‘claims-made’ form, the CONTRACTOR is required to maintain such coverage for a minimum of three years following completion of the performance or attempted performance of the provisions of this agreement. Said policy or policies shall provide that the SBCAG shall be given thirty (30) days written notice prior to cancellation or expiration of the policy or reduction in coverage. 3. Professional Liability Insurance. Professional liability insurance shall include coverage for the activities of CONTRACTOR's professional staff with a combined single limit of not less than $1,000,000 per occurrence or claim and $2,000,000 in the aggregate. Said policy or policies shall provide that SBCAG shall be given thirty (30) days written notice prior to cancellation or expiration of the policy. If the policy providing professional liability coverage is a on ‘claims-made’ form, the CONTRACTOR is required to maintain such coverage for a minimum of three (3) years (ten years [10] for Construction Defect Claims) following completion of the performance or attempted performance of the provisions of this agreement. CONTRACTOR shall submit to the office of the designated SBCAG representative certificate(s) of insurance documenting the required insurance as specified above prior to this Agreement becoming effective. SBCAG shall maintain current certificate(s) of insurance at all times in the office of the designated SBCAG representative as a condition precedent to any payment under this Agreement. Approval of insurance by SBCAG or acceptance of the certificate of insurance by SBCAG shall not relieve or decrease the extent to which the CONTRACTOR may be held responsible for payment of damages resulting from CONTRACTOR's services of operation pursuant to the contract, nor shall it be deemed a waiver of SBCAG's rights to insurance coverage hereunder. SBCAG reserves the right to request complete copies of the CONTRACTOR's insurance policies. If requested, CONTRACTOR will provide complete copies of policies with two (2) weeks. In the event the CONTRACTOR is not able to comply with the SBCAG’s insurance requirements, SBCAG may, at its sole discretion and at the CONTRACTOR’s expense, provide compliant coverage. The above insurance requirements are subject to periodic review by the SBCAG. The SBCAG’s Executive Officer is authorized to change the above insurance requirements, with the concurrence of County Counsel, to include additional types of insurance coverage or higher coverage limits, provided that such change is reasonable based on changed risk of loss or in light of past claims against the SBCAG or inflation.

This option may be exercised during any amendment of this Agreement that results in an increase in the nature of SBCAG's risk and such change of provisions will be in effect for the term of the amended Agreement. Such change pertaining to types of insurance coverage or higher coverage limits must be made by written amendment to this Agreement. CONTRACTOR agrees to execute any such amendment within thirty (30) days of acceptance of the amendment or modification.