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HomeMy WebLinkAbout461405 TREBUCHET GROUP - CONTRACT - SOLE SOURCE - TREBUCHET GROUP First Amendment to the Services Agreement between the City of Fort Collins and Trebuchet Group International, LLC dba Trebuchet Group This First Amendment (“First Amendment”) is entered into by and between the City of Fort Collins, Colorado (the “City”) and Trebuchet Group International, LLC dba Trebuchet Group (the “Service Provider”) and amends the Services Agreement between the City and Service Provider, as set forth below. The City and Service Provider are hereafter referred to jointly as “Parties” and individually as “Party”. WHEREAS, the Parties entered into a Service Agreement for Executive Leadership Team Facilitation with a Contract Period of December 15, 2021 through December 31, 2022 (the “Agreement”); and WHEREAS, the services originally contemplated under the Agreement’s Exhibit A, Scope of Services have been completed; and WHEREAS, the Parties now wish to extend the Contract Period for a new Scope of Services in support of the Sustainability Services Department. NOW, THEREFORE, in consideration of the mutual covenants and agreements contained herein, the Parties agree as follows: 1. Paragraph 1, Scope of Services Delete the original Exhibit A, Scope of Services consisting of six (6) pages and replace with Exhibit A-1, attached hereto consisting of three (3) pages. The initial services will be limited to the Social Sustainability Department Lead Team – Strategic Session as detailed in Exhibit A-1. The City may elect to engage the Service Provider to perform additional services detailed in Exhibit A-1 by mutual written agreement. 2. Paragraph 2, Contract Period Replace the contract end date “December 31, 2022” with “December 31, 2023” with no other changes to this provision. 3. Paragraph 4, Early Termination by City/Notice Replace the City’s point of contact from “Jacquelin Kozak-Thiel” to “Josh Birks” with no other changes to this provision. 4. Paragraph 5, Compensation Add the following after the first sentence, with no other changes to this provision: “The initial services will be limited to the Social Sustainability Department Lead Team – Strategic Session as detailed in Exhibit A-1 for a total cost not to exceed $6,000. The City may elect to engage the Service Provider to perform additional services detailed in Exhibit A-1 by mutual written agreement. In no event shall the total cost of services performed hereunder exceed $60,000.” DocuSign Envelope ID: BFAAFD41-B201-47C6-AE0C-805C55CDFC58 Except as expressly amended by this Amendment #1, all other terms and conditions of the Agreement shall remain unchanged and in full force and effect. In the event of a conflict between the terms of the Agreement this Amendment #1, this Amendment #1 shall prevail. IN WITNESS WHEREOF, the parties have executed this First Amendment the day and year shown. CITY OF FORT COLLINS By: Gerry Paul, Purchasing Director Date: TREBUCHET GROUP INTERNATIONAL, LLC dba TREBUCHET GROUP By: Diana Hutchinson, Chief Operating Officer Date: DocuSign Envelope ID: BFAAFD41-B201-47C6-AE0C-805C55CDFC58 2/7/2023 2/7/2023 Exhibit A-1 Scope of Work - Facilitation and Development Support Co-created by Josh Birks, Beth Yonce, Diana Hutchinson and Chris Hutchinson – December 2022 Background 1. Josh Birks is the Deputy Sustainability Director for the City of Fort Collins. Beth Yonce is the Director of the Social Sustainability Department. 2. Josh would like to build on previous facilitation and coaching support their team has received from Trebuchet Group (the “Service Provider”). Primary Project Objective Sustainability Services teams are aligned around common purposes and working together effectively for the benefit of the City and the community. Services Provided 1. Social Sustainability Department Lead Team – Strategy Session Facilitation of a team retreat in late January, focused on the 3-5-7 year future state and staffing needs. Leader Time: 2 hours for planning, coordination, and debrief along with meeting time Participant Time: 1 day for meeting, plus preparation and implementation time as needed Funds: $6,000 2. Customized meeting facilitation The Service Provider will help the City design and facilitate the meeting to maximize participation for highest effectiveness so the City can achieve the desired outcomes. Includes documentation of results, recommendations, and debrief. For online meetings, the Service Provider will provide Zoom hosting and online decision-making tools. Leader Time: 1-1½ hours for planning, coordination, and debrief along with meeting time Participant Time: 1 day for meeting, plus preparation and implementation time as needed Funds: $2,500 for meetings up to 2 hours, $4,000 up to 4 hours, and $6,000 for full day up to 8 hours 3. Teambuilding Workshops Customized team development, focused on the apparent as well as underlying issues related to building peer-to-peer leadership and conflict skills. These workshops may be online or in-person. Leader Time: 2 hours for planning, coordination, and debrief along with meeting time DocuSign Envelope ID: BFAAFD41-B201-47C6-AE0C-805C55CDFC58 Participant Time: 3-4 hours Funds: $4,000 4. Executive and Leadership Coaching Coaching is often integrated with organizational or team development. The Service Provider will co-create plans for development based on individual goals and including input from others. Individual assessments or 360 feedback can provide insights and inputs to the development plan. Within that plan, the Service Provider’s coaching is responsive to the needs of the moment as well as proactively in service to the development goals. The Service Provider will work with the City, challenging assumptions, encouraging multiple perspectives and using questions to uncover new ways of thinking. The Service Provider will provide a sounding board and a thinking partner for trying out new approaches. - Executive leadership coaching Coaching in person, by video, phone, and email, typically through regularly scheduled meetings of 50 minutes 1-2 times monthly, including on-demand coaching as needed. Participant Time: 1-2 hours per week for meetings and implementation Funds: $6,000 per quarter - Leadership coaching Coaching in person, by video, phone, and email, typically through regularly scheduled meetings of 50 minutes twice monthly. Participant Time: 1-2 hours per week for meetings and implementation Funds: $4,500 per quarter Expectations Throughout the program the City can expect the Service Provider to: - Provide support as needed to successfully complete the project objectives - Transfer skills so dependence on the Service Provider steadily diminishes throughout the project - Be flexible and responsive to the needs of your organization In turn the Service Provider will need the City to: - Enable access to key leaders and personnel in person and via phone, video calls, and email - Ensure everyone involved in the work has the technical ability to connect to the Internet for group videoconferencing and enter information into a separate online tool - Invest the time and energy needed for meetings and improvement efforts - Provide payment in conformance with the terms above DocuSign Envelope ID: BFAAFD41-B201-47C6-AE0C-805C55CDFC58 The Parties will need each other to: - Alert each other of anything we learn that may affect the success of this plan (e.g. key people leaving, shifts in strategy, personnel conflicts, etc.) - Respect each other’s confidentiality and proprietary materials and approaches - Be willing to assess progress throughout the program and make adjustments as required Assurances During the project the Parties will take time together to ensure ourselves the project is meeting expectations and make any adjustments up or down needed. If for any reason it is not meeting expectations, we may also suspend the program at that point without any future obligation. Also, any of us can call for a review point at any time to ensure we remain effective working together. The Service Provider wants the City to receive what it expects and what the Service Provider agrees to provide. The City’s satisfaction is very important and the City will be asked for feedback regularly as the project proceeds. DocuSign Envelope ID: BFAAFD41-B201-47C6-AE0C-805C55CDFC58 CERTIFICATE HOLDER © 1988-2010 ACORD CORPORATION. All rights reserved. ACORD 25 (2010/05) AUTHORIZED REPRESENTATIVE CANCELLATION DATE (MM/DD/YYYY)CERTIFICATE OF LIABILITY INSURANCE LOCJECTPRO-POLICY GEN'L AGGREGATE LIMIT APPLIES PER: OCCURCLAIMS-MADE COMMERCIAL GENERAL LIABILITY GENERAL LIABILITY PREMISES (Ea occurrence)$DAMAGE TO RENTED EACH OCCURRENCE $ MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ PRODUCTS - COMP/OP AGG $ $RETENTIONDED CLAIMS-MADE OCCUR $ AGGREGATE $ EACH OCCURRENCE $ UMBRELLA LIAB EXCESS LIAB DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) INSRLTR TYPE OF INSURANCE POLICY NUMBER POLICY EFF(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)LIMITS WC STATU-TORY LIMITS OTH-ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE E.L. DISEASE - POLICY LIMIT $ $ $ ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICE/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below WORKERS COMPENSATION AND EMPLOYERS' LIABILITY Y / N AUTOMOBILE LIABILITY ANY AUTO ALL OWNED SCHEDULED HIRED AUTOS NON-OWNEDAUTOSAUTOS AUTOS COMBINED SINGLE LIMIT BODILY INJURY (Per person) BODILY INJURY (Per accident) PROPERTY DAMAGE $ $ $ $ THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR ADDL WVD SUBR N / A $ $ (Ea accident) (Per accident) THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). The ACORD name and logo are registered marks of ACORD COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: INSURED PHONE(A/C, No, Ext): PRODUCER ADDRESS:E-MAIL FAX(A/C, No): CONTACTNAME: NAIC # INSURER A : INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : INSURER(S) AFFORDING COVERAGE SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. 02/07/2023 AP INTEGO INSURANCE GROUP, LLC AP Intego Insurance Group, LLC 888-289-2939 375 Woodcliff Dr.certs@apintego.com Suite 103 Fairport NY 14450 Trebuchet Group International, 405 Mason Ct # 113 Fort Collins CO 80524 Travelers Casualty And Surety 19038 A UB8M50461A 03/01/2022 03/01/2023 100,000 100,000 500,000 City of Fort Collins PO Box 580 Fort Collins CO 80522 Clear All DocuSign Envelope ID: BFAAFD41-B201-47C6-AE0C-805C55CDFC58 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. INSURER(S) AFFORDING COVERAGE INSURER F : INSURER E : INSURER D : INSURER C : INSURER B : INSURER A : NAIC # NAME:CONTACT (A/C, No):FAX E-MAILADDRESS: PRODUCER (A/C, No, Ext):PHONE INSURED REVISION NUMBER:CERTIFICATE NUMBER:COVERAGES IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. OTHER: (Per accident) (Ea accident) $ $ N / A SUBR WVD ADDL INSD THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. $ $ $ $PROPERTY DAMAGE BODILY INJURY (Per accident) BODILY INJURY (Per person) COMBINED SINGLE LIMIT AUTOS ONLY AUTOSAUTOS ONLY NON-OWNED SCHEDULEDOWNED ANY AUTO AUTOMOBILE LIABILITY Y / N WORKERS COMPENSATION AND EMPLOYERS' LIABILITY OFFICER/MEMBER EXCLUDED? (Mandatory in NH) DESCRIPTION OF OPERATIONS below If yes, describe under ANY PROPRIETOR/PARTNER/EXECUTIVE $ $ $ E.L. DISEASE - POLICY LIMIT E.L. DISEASE - EA EMPLOYEE E.L. EACH ACCIDENT EROTH-STATUTEPER LIMITS(MM/DD/YYYY)POLICY EXP(MM/DD/YYYY)POLICY EFFPOLICY NUMBERTYPE OF INSURANCELTRINSR DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) EXCESS LIAB UMBRELLA LIAB $EACH OCCURRENCE $AGGREGATE $ OCCUR CLAIMS-MADE DED RETENTION $ $PRODUCTS - COMP/OP AGG $GENERAL AGGREGATE $PERSONAL & ADV INJURY $MED EXP (Any one person) $EACH OCCURRENCE DAMAGE TO RENTED $PREMISES (Ea occurrence) COMMERCIAL GENERAL LIABILITY CLAIMS-MADE OCCUR GEN'L AGGREGATE LIMIT APPLIES PER: POLICY PRO-JECT LOC CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) CANCELLATION AUTHORIZED REPRESENTATIVE ACORD 25 (2016/03) © 1988-2015 ACORD CORPORATION. All rights reserved. CERTIFICATE HOLDER The ACORD name and logo are registered marks of ACORD HIRED AUTOS ONLY 02/07/2023 Hiscox Inc. 5 Concourse Parkway Suite 2150 Atlanta GA, 30328 (888) 202-3007 contact@hiscox.com Hiscox Insurance Company Inc 10200 Trebuchet Group 405 Mason Ct Ste 111 Fort Collins, CO 80524 X X X CGL is on BOP Form A X Y UDC-5101329-BOP-22 03/03/2022 03/03/2023 1,000,000 100,000 5,000 S/T Each Occ. 2,000,000 S/T Gen. Agg. A X X UDC-5101329-BOP-22 03/03/2022 03/03/2023 Facilitation and coaching City of Fort Collins PO Box 580 Fort Collins CO 80522 DocuSign Envelope ID: BFAAFD41-B201-47C6-AE0C-805C55CDFC58