HomeMy WebLinkAbout1997-03-25 - AGENDA REPORTS - UCLA SOLID WASTE MGMT SUMMIT (2)AGENDA REPORT
City Manager Appro-v
Item to be presented
George A. Caravalho
CONSENT CALENDAR
DATE: March 25, 1997
SUBJECT: PRESENTATION OF LETTER OF AGREEMENT WITH UCLA FOR
SOLID WASTE MANAGEMENT SUMMIT
DEPARTMENT: City Manager
As part of the on-going effort to generate awareness and discussion of the future of solid waste
management public policy in Los Angeles County, the City, in partnership with County Public
Works, other cities, and private industry, in sponsoring a policy summit to be hosted and facilitated
by Dr. J. Eugene Grigsby of the UCLA Advanced Policy Institute. The summit will be held on the
UCLA campus April 23 & 24,1997.
The attached Letter of Agreement serves as the formal contractual arrangement between the City and
UCLA identifying the roles and responsibilites of the parties, the scope of work and budget for the
summit, and required legal text regarding indemnification, liability, and product ownership. The
Agreement was executed on March 7, 1997.
The total budget for the summit is $65,000, which will be shared among the summit sponsors and
co-sponsors. The City's share under this arrangement is not to exceed $20,000, anticipated and
approved as part of the FY 96/97 budget in Account No. 1210-8110. The remaining funds ($45,000)
have already been pledged by the other sponsors and co-sponsors. We have a written understanding
that UCLA's expenditure s are not to exceed $20,000 until such time as these other funds have been
received. We are informed that UCLA has received $10,000 to date. The County's share, also
$20,000, should be received by March 20, 1997. If additional co-sponsors are identified and chose
to participate, the City's share and the County's will be reduced accordingly.
I Me I
Receive and file.
ATTACHMENT
Letter of Agreement
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99 Agrenda Ituill
February 24, 19 97
Dr. J. Grigsby
Director, Advanced Policy Institute
UCLA, School of Public Policy and Social Research
3250 Public Policy Bldg.
Los Angeles, CA 90095
SUBJECT: LETTER OF AGREENIE'NT FOR TBE PROPOSED UCLA CONFERENCE ON
THE FUTURE OF SOLID WASTE IN LOS ANGELES COUNTY
Dear Dr. Grigsby:
Pursuant to our recent discussions, the City of Santa Clarita ("City'), in association with others,
wishes to enter into a Letter of Agreement ("Agreement") with the UCLA School of Public Policy
and Social Research, Advanced Policy Institute ("UCLA" or "Apr,) for services to be provided as
set forth below. This Agreement is to serve as a short letter ofAgreement for services to be provided
by UCLA to coordinate, promote, and host the above -referenced conference on April 23/24, 1997.
Roles/Responsibilities (Scope of Work)
A. It shall be the role of API to organize and hold a two-day conference on solid waste management
public policy. Activities include responsibility for the following actions:
1)
2)
3)
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8)
Meet with City staff by phone, FAX and in person to plan, develop and report
on the progress of the conference,
Secure an adequate and acceptable facility/venue for the conference.
Make all conference arrangements (food selectio i n/catering, parking arrangements,
acquisition for audiovisual and other support equipment, etc.)
Identify and retain conference facilitator.
Act as fiscal agent for any funds raised to sponsor the conference, and provide
documentation identifying and supporting all expenditures.
Mail invitations, advertise, promote, and follow-up with conference attendees.
Provide staff for small "break out' 'groups during the conference.
Produce a final conference report, setting forth discussions, actions, results, etc., of
the conference.
Letter of Agreement for the Proposed UCLA Conference on the Future of Solid Waste in Los
Angeles County - Page 2
B. It shall be the responsibility of the City to undertake the following activities:
1) Pursue all fund raising necessary to produce the conference, subject to the
agreed upon budget.
2) Provide regular assistance, guidance, and direction to UCLA staff, and respond
to requests for information and direction from same.
3) Assist in the identification of desired conference participants, specific
individuals, by kind/character/fimction.
Compensation
The City and its co-sponsors agree to reimburse API for services and facilities provided based
on the budget identified for the conference work effort. The total cost of the conference work
effort shall not exceed Sixty -Five Thousand Dollars ($65,000). This represents the total
compensation to be paid to UCLA by the City for all facilities and services to be provided
by UCLA under this Agreement. API is to invoice the City and its cosponsors the full budget
amount upon execution of this Agreement. This amount is due on or before April 23, 1997.
Indemnification
The City shall indemnify, defend, and hold harmless UCLA, its officers, agents, and
employees from and against any claims, damages, and expenses, including an amount
equal to reasonable attorney's fees, or liabilities arising out of or in any way connected with
this Agreement including, without limitation, claims, damages, expenses or liabilities for loss
or damage to any property or death or injury to any person or persons, but only in proportion
to and to the extent that such claims, damages, expenses, or liabilities arise from the
negligence or willful acts or omissions of the City's officers, agents, or employees.
UCLA shall indemnify, defend, and hold harmless the City, its officers, agents, and
employees from and against any claims, damages, and expenses, including an amount equal
to reasonable attorney's fees, or liabilities arising out of or in any way connected with this
Agreement including, without limitation, claims, damages, expenses or liabilities for loss or
damage to any property or death or injury to any person or persons, but only in proportion
to and to the extent that such claims, damages, expenses, or liabilities arise from the
negligence or willftil acts or omissions of UCLA's. officers, agents, or employees.
Liabilfty
UCLA shall be responsible for obtaining the services of all persons required to perform the
work required by this Agreement, including but not limited to such subcontractors as UCLA
desires to employ as such, unless otherwise agreed to by the City in writing. It is
understood and agreed that the City, its officers, employees, and
Letter of Agreement for the Proposed UCLA Conference on the Future of Solid Waste in Los
Angeles County - Page 3
agents are not liable for activities performed by or on behalf of UCLA, by persons or entities
other than the City, its officers, employees, and agents, including claims for damages for
bodily injury, including accidental death, as well as from any claim for property damage that
may arise from activities performed under this Agreement.
Product Ownership
Unless otherwise agreed to in writing by the City, any work product accomplished under this
Agreement shall be deemed the property of the City and other co-sponsors of the conference.
This includes, but is not limited to research material, slogans and conceptual themes. UCLA
may claim production and coordination credit for all materials produced, and may use the
materials in a portfolio, or as work samples for other projects or events.
APPROVED AND ACKNOWLEDGED BY:
Lo'u Villadsen, Chief Administrative Officer, Date
Schoolo7 c Policy and Social Research,
UCLA
79/1, 11Z4 V IWJ JtQJ 7/7
/A. CaravAlho, City Manager Da�
anta Clarita
ATTEST:
1�� 49L(OLJ�� - 3 / -) / 9 �
S h a r o n L. Dawson, City Clerk Date
APPROVED AS TO FORM:
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Caih-New—ton, Ci Attorney Dat'e