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HomeMy WebLinkAboutLocal Government Commission "LGC" - 2017-09-05 AGREEMENT FOR SERVICES OF INDEPENDENT CONTRACTOR "1 THIS AGREEMENT is made and entered into as of 2ol}by and between the City of Huntington Beach ("Partner') and the Local Govemnien Commission ("LGC"). RECITALS A. Partner desires to engage LGC to provide certain scrviccs through the CivieSpark program. B. CivicSpark is a federally funded AmcriCorps program operated by LGC. in which LGC recruits. hires, and supervises emerging professionals. C. The CivicSpark Program provides climate change capacity building services to local governments in California through project implementation activities performed by LGC (cams: LGC staff and CivicSpark Fellows (Fellows). Fellows can only work on contracted and allowable service activities (Exhibit "A"). CivicSpark will provide this service to local governments by conducting assessments, implementing planning or action projects, engaging volunteers, and transferring knowledge to local government staff. D. LGC desires to provide those services and to be compensated accordingly. L. The Partner and LGC enter into this Agreement in order to memorialize the terms concerning LGC's performance of the services and the Partner's obligations with respect thereto. AGREEMENT NOW. THEIREFORE. in consideration ofthe foregoing recitals and the mutual agreements set forth herein. the Partner and LGC hereby covenant and agree as follows: 1. Appointment. The Partner hereby appoints LGC as an independent contractor to perform the services described in Exhibit "13", "Scope of Services" attached hereto. LGC hereby accepts such appointment on the terms and conditions set forth herein. The Partner also agrees to the responsibilities and roles as described in Exhibit "C`, as they relate to the Partner's participation in the CivicSpark program. The Partner hereby accepts such responsibilities on the terms and conditions set forth herein. Neither party may vary the scope of services described in Exhibit "13" or responsibilities in Exhibit "C" except as cxpressIv agreed to in writing by the other party. The budgets [Ior direct labor and expenses are based on the services described in Exhibit "13." Any modification of the scope of services may affect direct labor costs and project expenses and must be approved in writing b_v Partner 2. Performance ofConsultina Services. LGC shall perform the services in a diligent, competent and professional manner. 17-5943/163366/RLS 7/27/17/1)0 Paae 1 of 10 3. Consulting, I-ce: Reimbursable Expenses. (a) The Partner shall pay LGC a fee for the services provided. as described in Exhibit "D," "Description of Compensation." attached hereto. (b) LGC shall be entitled to reimbursement for out-of-pocket expenses incurred in the performance of this Agreement, limited to those expenses listed in Exhibit "E." "Reimbursable Expenses." attached hereto, up to the maximum amount set forth in Exhibit "E." Upon receipt of LGC's invoice. Partner shall notify LGC if it has any exceptions to LGC's invoice. When LGC and Partner are in ag-reenment on the terms of LGC's invoice, Partner shall submit the invoice for payment. The Partner shall reimburse LGC within thirty (30) days of receiving the invoice. 4. Term. The term of this Agreement shall commence and LGC's duties and responsibilities under this Agreement shall begin as of the date first written above and shall continue. as agreed to in the tinmcline defined in Exhibit "P". This agreement is subject to earlier termination as provided herein, until the services are complete and all compensation and reimbursable expenses are paid to LGC. This agreement may be terminated at anytime by either party for good cause. This agreemmcnt may be tenninated b_v either party. without cause. upon 30 days written notice to the non-terminating party. 5. Excuse of Performance. LGC's obligation to perform the services specified in this contract shall be excused if the performance is prevented or substantially delayed due to circumstances not caused. in whole or in part. by I.GC, including any such circumstances caused by the Partner. 6. Independent Contractor. It is the intent of the parties that LGC is and shall remain an independent contractor, and LGC shall (i) comply in all material respects with all the Taws, rules, ordinances, regulations and restrictions applicable to the services. and (ii) pay all federal and state taxes applicable to LGC. whether levied under existing or subsequently enacted laws. rules or regulations. The parties hereto do not intend to create an employer-enmployee or master-servant relationship of any kind. 7. Insurance. LGC agrees to maintain: (1) commercial general liability insurance with minimum limits of S 1.000.000, written on an occurrence form basis, protecting it from claims for personal injury (including bodily injury and death) and property damage which may arise from or in connection with the performance of Consultant's Services hereunder or from or out of any act or omission of Consultant, its officers, directors, agents, subcontractors or employees; (2) professional liability insurance with minimum limits of 51,000,000; (3) workers compensation insurance as required by law; and (4) hired and non-owned auto insurance with minimmum limits of 51,000.000 for each accident. If requested. LGC shall provide a certificate of said insurance and an additional insured endorsement to the Partner within 10 days of the execution of this Agreement. 8. Limitation of Liabilitv. With regard to the services to be performed by the LGC pursuant to the terms of this Agreement, the LGC shall not be liable to the Partner. or to anvone who may claim any right due to LGC's relationship with the Partner for any acts or omissions in the performance of said services on the part of the LGC, except when said acts or omissions are the result of the sole 17-5943/163366/RLS 7/27/17/DO Page 2 of 10 negligence or any willful misconduct by LGC. Partner shall hold the LGC free and harmless from any obligations. costs, claims,judgments. attorney's fees. and attachments arising out of the services rendered to the partner pursuant to the terms of this Agreement or in any way connected with the rendering of said services. except when the same shall arise due to the willful misconduct of the LGC. 9. Ownership of Documents. Ownership of any designs. plans. maps. reports, specifications. drawings. and other information or items produced by LGC while performing Services under this Agreement will be assigned to and ownedjointly by LGC and partner. The original of all reports, memoranda, studies, plans, specifications, drawings, materials, exhibits. maps or other similar or related documents prepared by LGC in the performance of the Services for the Partner shall be the joint property of LGC and the partner. 10. Notices. All notices or other communications required or permitted to be given hereunder shall be in writing and shall be deemed to have been given when delivered if personally delivered. or three (3) business days after mailing if mailed by certified mail, postage prepaid. return receipt requested. and shall be addressed as follows: To the Partner: Antonia Graham, Assistant to the City \Manager City of l-Iuntington Beach 2000 Main Street Huntington Beach. CA (714) 536-5537 Antonia.graham u.surfcity-hIb.org To LGC: Linda Cloud Local Government Commission 980 9th Street. Suite 1700 Sacramento. CA 95814-2736 916-448-1198 916-448-8246 fax Icloudn.lgc.ora Dither party may change its address by giving written notice thereof to the other party. 11. Attornevs' Pees. In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure performance hereof. each party shall bear its own attorney's fees and costs. such that the prevailing party shall not be entitled to its attomey's fees and costs from the non-prevailing party. 12. Governing Law. This .Agreement shall be governed by the laws of the State of California and hence shall be in the County of Orange. State of California. 17-5943/163366/RIS 7/27/17/DO Page ') of 10 13. Entire Agreement, Amendments. This Agreement contains all of the agreements of the parties hereto with respect to the matters contained herein and no prior or contemporaneous agreement or understanding, oral or written, pertaining to any such matters shall be effective for any purpose. No provision of this Agreement may be amended or added to except by an agreement in writing signed by the parties hereto or their respective successors in interest. 14. Headings. The headings of this Agreement are for purposes of reference only and shall not limit or define the meaning of the provisions of this Agreement. 15. Severability. If any paragraph, section, sentence, clause or phrase contained in this Agreement shall become illegal, null or void or against public policy, for any reason, or shall be held by any court of competent jurisdiction to be illegal, null or void or against public policy, the remaining paragraphs, sections, sentences, clauses or phrases contained in this Agreement shall not be affected thereby. 16. Waiver. The waiver of any breach of any provision hereunder by any party hereto shall not be deemed to be a waiver of any preceding or subsequent breach hereunder. 17. Warranty of Authority. Each of the undersigned hereby wan-ants that he/she has authority on behalf of his or her principal to execute this Agreement and to bind such principal to the terms hereof. 18. Counterparts. This Agreement may be executed by electronic or hard-copy signature and in any number of counterparts, each of which shall be deemed to be one and the same instrument. The exchange of executed copies of this Agreement by facsimile, email or other electronic transmission will constitute effective execution and delivery of this Agreement for all purposes. Signatures of the parties transmitted by such methods will be treated in all respects as having the same effect as an original signature. LOCAL GOVERNMENT COMMISSION CITY OF TN BEACH By: By: LindktloK Managing Director Pr IV/City Manager APPROVED AS T M: By. Receive WW City Attorney �z till `J fEWED AND APPROVED: y:�Q B Cf Xv h Cgrit Assistant to the City Manager 17-5943/163366/RLS 727/I7/DO Page 4 of 10 Exhibit "A" Contracted Performance Measures and Prohibited Activities LGC has contracted with the Corporation of National and Community Service to implement CivicSpark as an AmeriCorps program. Fellows can only work on service outlined in perfornance measures approved by the Corporation for National and Community Service. These performance measures detine how CivicSpark will provide service to local governments by conducting assessments, implementing planning or action projects, engaging volunteers, and transferring knowledge to local government staff. The project scope in exhibit A must align with the measures below: I) Capacity Building for Local Governments — Fellow's direct service hours should be spent building capacity for local government beneficiaries to address their need around climate change response, assisting them to develop projects that they would otherwise not be able to complete. Capacity building for Fellows will be delivered in 4 stages including gap assessments, research. action, and implementation service projects, volunteer engagement, and knowledge transition. 2) Volunteer Engagement — All Fellows should have the opportunity to build further capacity for local governments by engaging, recruiting, and supporting volunteers. Volunteers may be engaged only one-time. (e.g. — volunteers to assist for a specific event such as Earth Day or service activities), or on-going, such as interns. 3) Training and Professional Development for Fellows— Fellows can spend up to 20% of their I700-hour service year on training. Training includes the 1-week intensive orientation at the start of the service year, continued monthly trainings, and professional development and networking opportunities. Training hours ensure that Fellows have the training and tools they need to succeed in their sustainability work. The majority of direct service portion of the work provided by CivicSpark to local governments only involves the first two measures. The third measure is realized principally through training and professional development activities provided by LGC to Fellows. Some activities that occur while working with local governments may be considered training and professional development such as networking events and trainings that might be hosted by the local government. In addition to only working on contracted performance measure service activities, per federal guidelines. while charging time to the AmcriCorps program, accumulating service or training hours; or otherwise performing activities supported by the AmeriCorps program or the Corporation for National and Community Service. LGC. Supervisors or Fellows may not engage in the following activities (see 45 CPR § 2520.65): 1) Attempting to influence legislation: 2) Organizing or engaging in protests, petitions. boycotts, or strikes: 3) Assisting, promoting, or deterring union organizing: 4) Impairing existing contracts for services or collective bargaining agreements: 5) Engaging in partisan political activities, or other activities designed to influence the outcome of' an election to any public office: 6) Participating in, or endorsing, events or activities that are likely to include advocacy for or against political parties, political platforms, political candidates, proposed legislation, or elected officials: 7) Engaging in religious instruction. conducting worship services, providing instruction as part of a program that includes mandatory religious instruction or worship, constructing or operating 17-5943/163366/RLS 7/27/17/1)0 Page 5 of 10 facilities devoted to religious instruction or worship, maintaining facilities primarily or inherently devoted to religious instruction or worship, or engaging in any form of religious proselytization; 8) Providing a direct benefit to— a) A business organized for profit; b) A labor union: c) A partisan political organization; d) A nonprofit organization that fails to comply with the restrictions contained in section 501(c)(3) of the Internal Revenue Code of 1986 related to engaging in political activities or substantial amount of lobbying except that nothing in these provisions shall be construed to prevent participants from engaging in advocacy activities undertaken at their own initiative; and e) An organization engaged in the religious activities described above. unless CNCS assistance is not used to support those religious activitics: 9) Conducting a voter registration drive or using CNCS funds to conduct a voter registration drive; 10) Providing abortion services or referrals for receipt of such services: and 1 1) Such other activities as CNCS may prohibit. Fellows, like other private citizens, may participate in the above listed activities on their own time, at their own expense, and on their own initiative. I-lowever, the AmeriCorps logo must not be worn while doing so. Exhibit "13" Scope of Serrices LGC will perform the followin g sew 1) General Program Responsibilities a) Provide clear guidelines to Fellow regarding AmeriCorps regulations and expectations. b) Recruit and train Fellows to provide capacity building services for the region. c) Work to provide support and guidance for Fellows, addressing any concerns that might develop during service year, and striving towards 90% retention of Fellows. d) Manage local government service contracts. e) Share outcomes from service with Partner. 2) Fellow Responsibilities a) Pass a state and national and NSOPR background check before starting their service year. b) Participate in a I-week program orientation and complete at least 100 hours of training through dedicated Fellow training and development and service days. c) Serve an average of 37 hours per week for 1 I months, serving a mininuim of 1700 hours overall, with at least 1300 dedicated to Partner project hours (see below). d) Comply with guidelines for performance measures and abide by regulations on prohibited activities described in Exhibit A above. e) Complete accurate reporting in a timely manner for as required by the National Corporation for Service for projects, including assessments, implementation, hours served, volunteers recruited and supported, and transition of knowledge to local governments. f) Avoid participation in prohibited activities. g) Identity as a Fellow and wear AmeriCorps lapel pins or gear during service hours. 17-5943/163366/RLS 7/27/17/DO Page 6 of 10 h) Participate in days of national service including, but not limited to, Martin Luther King Jr.. Day of Service, 9/1 1 Day of Remembrance, and AmeriCotps week Service Day. 3) project Specific Scope of Work The City of Huntington Beach is a part of a team that was awarded $1.5 million from the California Energy Commission to create an advanced energy community (AEC) in the Oak View neighborhood. The goal of the project is to develop extensible tools to plan and design (phase 1) the integrated set of energy infrastructure and advanced energy technology approaches to convert the disadvantaged Oak View community of Huntington Beach into an advanced energy community. The project will develop tools to design and evaluate integrated sets of advanced energy technologies and solutions at a community scale and to verify the benefits of AEC to California Investor Owned Utilities (IOUs)7 ratepayers and the California Independent System Operator (CAISO) in various case studies and AEC designs. To accelerate the deployment of AECs throughout the state. applied research is needed to integrate and optimize the promising new energy innovations into a unified system that efficiently interacts with the existing community electrical grid/infrastructure/buildings, serves various end-uses obtains performance data for Scale-up. and performs cost-benefit analyses for demonstrating economic feasibility. Mastcr community design tools and approaches and integration and control strategics for innovative energy technologies will be advanced in this project, which will accelerate the development of and establish technical and economic readiness for deployment of AECs throughout the State. The tools will be extensive and the AEC designs will he replicable to other communities throughout California with transferable knowledge, technologies, and findings. This section should describe a climate change capacity building project that broadly outlines the project goals and may include major tasks or project phases within the realm of practical service activities for Fellows in the CivicSpark program. a) The Fellow assigned to this project will assist with public education and outreach in the neighborhood. This education and outreach will be focused on components of energy efficiency measures. renewable energy technologies, and reduction of greenhouse gases through implementation of AEC components. b) Education and outreach will also consist of coordinating monthly property owner meetings. c) The Fellow will conduct research on health benefits for residents who live and work in AEC. d) The Fellow will write. edit, and contribute to case studies about this project. c) The Fellow will engage the community and Support the Ocean View School District, the Cit_v of Huntington Beach, and the University of California Irvine project teams. This may include weekend and evening outreach events to engage the community as many work during the day. f) The Fellow will work with CIELO at Golden West College to create and implement a workforce development program that will complement the AEC. g) The project will comply with AmeriCorps service guidelines including prohibited activities described in Exhibit "A". Exhibit "C" Partner Responsibilities Partner will perforn the following services: 1) Support Responsibilities a) Support Fellow recruitment by advertising your open placement through appropriate channels and networks (e.g. websiles, newsletters, etc.) 17->943/163366/RLS 7/27/17/DO Page 7 of 10 b) Identity one local government staff member to act as a project supervisor and point person for the Fellow and CivicSpark staff. c) Project supervisor shall support project implementation and professional development by i) Setting aside at least I hourhveek to check in with fellow and provide assistance for each approved project. ii) Familiarizing Fellows to organization. resources, and project scope. iii) Completing an initial performance assessment of Fellow (survey and goal setting) within a month of the start of the service year, and conducting a mid-year performance review, and completing a second survey prior to the end of the service year. iv) Seeking opportunities to integrate Fellow professional goals into project activities. v) As appropriate, facilitating Fellow transition by introducing Fellow to relevant colleagues and networks towards the end of the service year. vi) Provide adequate professional workspace for Fellow (e.g. desk, computer, phone as needed). d) Develop defined project scopes and identify goals to be completed in agreed timefrtune. e) Support implementation ol-project consistent with scope above and in line with CivicSpark program goals (including supporting volunteer engagement activities and participating in transitional event) f) Keep Regional Coordinators apprised of development of projects and challenges, working to redefine scopes and goals as necessary. g) If challenges arise (related to professionalism, work products, etc.) provide specific written feedback to the Fellow and share with L.GC staff-as close in tune to the incident as possible so if needed LGC staff can assess the challenges and intervene as necessary. h) Assist with site visits to Partner as necessary by AmeriCorps Project Manager or Program Director. i) Not displace Partner staff or volunteers through the use of CivicSpark Fellows, nor have CivicSpark Fellows perform anv services or duties that would supplant the hiring of employed workers. j) Not ofTer the CivicSpark Fellow part time work that is substantially similar to their CivicSpark scope of work, nor offer them full time employment with it start date prior to the Service Year end date. 2) Reporting Responsibilities a) Complete applications for CivicSpark projects identifying: i) Total hours desired for service work ii) One or more local government beneficiaries' for each 650 hours of service being contracted for. Beneficiaries can be individual departments within a single local government or even individual stafl'mcmbcrs within the same department, iii) Eligibility of projects as defined as an absence of some of the lollowing resources: A dedicated sustainability staff, an adopted climate action plan, or specific mechanisms to track adopted climate change actions iv) High need level of beneficiaries. defined by 2 or more of the following indicators: ' Beneficiaries should be identified as individual staff within local public agencies that acknowledge that they receive some direct or indirect benefit from the Fello%vs' project being completed Local public agencies can be distinct agencies. or individual departments within a single agency(i.e. Public Works Dept. and Water Conservation Dept.). or separate project elements within an agency(i.e. School Garden project and Leak Detection Project). Ideally. each fellow should serve at least 2 beneficiaries/service year(but cannot serve more than 6). Clarifications on beneficiary definitions should be addressed as needed in concert with LGC staff. 17-5943/163366/RLS 7/27/17/DO Page 8 of 10 (1) Community unemployment above the state average for current recorded year (2) Key climate indicator (e.g. energy, water, waste) unimproved from the previous year. Q) Local tax revenues lower than the previous year. (4) CalEnviroScreen score of 23 or greater. b) Have local government staff involved with the project complete pre-assessment surveys to define goals for this project and baseline outlook on climate change issues and responses. c) Have local government staff involved in the project participate in a project interview early on (within the first 2-3 weeks) as part of the CivicSpark gap assessment process. d) Complete 2 professional assessments of Fellow at the beginning and end of the service year, and complete a mid-year review of performance. c) Complete necessary project reporting defined including having local government staff who completed the pre-assessment complete a post-assessment survey at project completion. I) Allow CivicSpark to share results for required grant reporting. Exhibit "D" Description of Compensation Costs, total project hours, additional prep-hours and travel budget for support options on a per Fellow basis are defined below. The Partner agrees to contract with LGC flor CivicSpark to serve for Half Fellow support option. LGC will receive no more than $25,500 for one Spark Fellow for performing the services of this contract. I-Ialf Fellow Full Fellow Cost $13.000 $25.500 Project Hours 650 1.300+3 Additional Resources 20-40 additional project-prep hours. 40-90 additional project-prep hours. Up to $200 in project-related travel Up to $400 in project-related travel covered. covered Fork completed under this contract will be perfortned by CivicSpark AmeriCorps Fellows. To proceed with services. LGC requires a down payment of 10% of total agreement amount or$2.550. The deposit will be credited against initial invoices each of which will be the total amount of the contract divided by the period of the contract and billed monthly or quarterly as needed. Invoices will only provide the amount due in a given month, a separate remaining budget and hours to =Note that project hours include all project related activities as well as basic administrative tasks related to CivicSpark service(c.g. completing timecards, process reports, project related communications with LGC staff). n with Full Fellow option, any additional hours from Fellows total service pear commitment (1700)not allocated to project work(1300), project-prep(40-80)or fellow professional development (256-300)will also be available for partner project needs(estimated to be 50-100 additional hours). 17-5943/163366/RLS 7/27/17/DO Page 9 of 10 date report is provided for reference each month as well. If Partner needs invoices to include specific format. tasks, billing codes, or other details. they must inform LGC prior to the project start and give clear instructions to LGC about how time should be tracked and reported. As LGC is committing to making the CivicSpark team available for a specific period. Partner will be invoiced for the full amount monthly regardless of Fellow activity during any given period. If for some reason, LGC is not be able to provide services for the full contract duration. Partner is only responsible for the portion of the contract amount for the period of service actually provided. Exhibit "E" Reimbursable Expenses LGC will cover up to $200 for CivicSpark Fellow transportation expenses related to the service project. Other project related expenses shall be submitted to Partner in writing for approval prior to the Partner being charged for reimbursement for an expense occurred during the completion of activities outlined in the Scope of Service as seen in Exhibit "B". Exhibit "F" Timeline All tasks enumerated in Exhibit "B" are to start on September 11, 2017 and should be completed by September 10, 2018. 17-5943/163366/RLS 7/27/17m0 page 10 of 10 q0Y OF HUNTINGTON IVACH Professional Service Approval Form RECEIVED llhll)1 -- AUG 22 2017 PART I Finance Department Date 8/21/2017 Project Manager Name Antonia Graham Requested by Name if different from Project Manager Department City Manager PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement The City is part of a grant team that was awarded $1.9 million as part of the California Energy Commission EPIC Challenge. Part of our responsibility as part of this grant team is to outreach and educate the Oakview Community on Energy efficiency best practices and renewable energy technologies. Instead of hiring a City employee to conduct the outreach the Local Government Commission runs a program called Civic Spark where they seek out qualified individuals who are able to assist cities with energy and sustainability planning efforts for a set period of time. This is a qualified expense and has been approved by UCI (see attached). The City is set to receive $90,000 in funding from the grant. For more information on the Spark Fellow program please check out their website - http://civicspark.igc.org/ 2) Estimated cost of the services being sought. $25,500 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) Check below how the services will be obtained: ❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ❑ MC 3.03.08(b)—Other Interagency Agreement procedure will be utilized. ® MC 3.03.08—Contract Limits of$30,000 or less exempt procedure will be utilized. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to this question is 'No,' the contract will require approval from the City Council.) Yes ❑ No 5�r--ZY- 1 � Fisca ervices Manager Signature(Purchasing Approval) Date 6) Amount, Business Unit(8 digits) and Object Code (5 digits)where funds are budgeted (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year 16/17 124030101.69300 $25,500 $ $ $ $ $ $ $ $ 1�1 - Budget Approval � Date Departme ead Signature(s) D�— t r for of ance's Signature Assistant City Manager's Signature Date part 1 spark felk)w procurement.doc REV: February 2015 I*Y OF HUNTINGTON EVACH Professional Service Approval Form RECENED �\,I PART II AUG 23 2017 Finance DePartlment Date 8/21/2017 Project Manager Antonia Graham Requested by Name if different from Project Manager Department City Manager PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & ll MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant Local Government Commission - Spark Fellow 2) Contract Number ADM (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract. $25500 Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year 16\17 124030101.69300 $25,500 $ $ 4) Is this contract less than $50.000? ® Yes ❑ No 5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 6) Is this contract over$100,000? ❑ Yes ® No (Note Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk Make sure the appropriate signature page is attached to the contract ) 7) Were formal written proposals requested from at least three available qualified consultants? ❑ Yes ® No 8) Attach a list of consultants from whom proposals were requested(including a contact telephone number ) 9) Attach Exhibit A, which describes the proposed scope of work 10) Attach Exhibit B which d scribes the payment terms of the contract Fiscal Se anager (Purchasing) Date rfBudget Mana r Xpproval ignature M' � ca 7 Director f Finance esignee) Signature Date part2'civicspark docx REV. February 2015 PROFESSIONAL SERVICES FISCAL YEAR 2016/17 CITY MANAGER Department Description Amount Professional services including governmental membership, state and federal consulting/lobbying services, economic analysis, City Manager legal services, grant releated consulting (includes Office of services, graphic services, and other consulting Business and professional services related to business Development) development, real estate services(including but not limited to appraisals, right-of-way services. • acquisitions, title), public information. marketing and other administrative professional services $ 386.742 00 FY 17/18 FY 18/19 Date Vendor Amount Contract Value Notes Amount Amount 8/19/2016 HUD-HOME-CDBG Grant Consulting S 40,000 $ 120,000 Amendment#1 $ - $ - 9/15/2016 Keyser Marston Amendment#2 S 35,000 00 $ 380,000 00 Amendment 2 $ 40.000 $ 40,000 1/25/2017 Townsend Public Affairs $ 24.000.00 $ 48.000.00 Federal Lobby Services $ - $ - 2/1/2017 Good Energy, LP $ 25,000 00 CANCELLED $ - $ - 3/1/2017 Keyser Marsten $ 45,000 00 $ 180,000 00 $67.500 00 $67,500 00 4/24/2017 Demographic Services $ 8,450 00 $ 8,45000 4/24/2017 RSG $ 19,000 00 $ 120,00000 Amendment#1 $11,00000 5/26/2017 Demographic Services $ 6,40000 $ 14,850.00 Amendment#1 5/25/2017 Paragon Partners S 11.725 00 $ 162,870 00 Amendment#2 5/30/2017 Magellan Advisors. LLC $ 7.50000 $ 3000000 Amendment#1 8/2812017 Local Government Commission S 25,500 00 $ 25.500 00 Total Value 5 222.575 00 Balance S 164,167.00 • Graham, Antonia From: Graham,Antonia Sent: Wednesday, July 26, 2017 4:15 PM To: 'Robert J. Flores' Cc: 'Kif Scheuer' Subject: RE: CivicSpark Classification Justification.docx Great thank you! From: Robert J. Flores [mailto:rjf@apep.uci.edu] Sent: Wednesday,July 26, 2017 2:54 PM To: Graham,Antonia Subject: RE: CivicSpark Classification Justification.docx Hi Antonia, I asked Prof. Brouwer about using CEC funds for the Spark Fellowship, and he indicated that he was formally asking for approval from the CEC, so it should be ok to apply for the fellowship. Regards, Robert From:Graham,Antonia [mailto:Antonia.Graham@surfcity-hb.org] Sent:Thursday,July 20, 2017 12:24 PM To: Robert J. Flores <rif(c@apep.uci.edu> Subject: FW: CivicSpark Classification Justification.docx From: Graham, Antonia Sent: Friday,July 07, 2017 4:18 PM To:Jack Brouwer; 'parkj@uci.edu'; 'jwojciec@uci.edu' Cc:Alexander McDonald Subject: CivicSpark Classification Justification.docx Good Afternoon, Attached please find a memo requesting the use of EPIC grant funds (from the City's portion)to hire a Spark Fellow to conduct bilingual outreach in the Oakview Community. Thank you, Antonia Graham Antonia Graham, CSM, Env Sp Assistant to the City Manager/Energy&Sustainability Projects Manager Office of the City Manager City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 1 (714) 536-5537 antonia.graham@surfcity-hb.org "The end of all education,should surely be service to others." 2 Grant: EPIC Challenge —City of Huntington Beach (EPC-15-033) Grant Recipient: The University of California, Irvine To: Dr. Jack Brouwer, University of California, Irvine From: Antonia Graham, City of Huntington Beach Date: 07/03/2017 Re: CivicSpark Fellow Work The City of Huntington Beach would like to utilize EPIC grant funding for a CivicSpark Fellow. The CivicSpark Fellow is part of a Governor's Initiative AmeriCorps program administered by the Local Government Commission in partnership with the Governor's Office of Planning and Research. As an AmeriCorps Fellow, they are paid a stipend which is less than a normal staff member would be paid, while gaining valuable experience in community engagement, energy technology, and project management. The CivicSpark Fellow will perform research, help in the initial drafting of documents, and provide initial data analysis. Additional duties will include supporting the City in the outreach of the community. This is a unique community and one that needs a bilingual outreach partner who can speak to the community using laymans terms and have the ability to interact with a community on a more frequent basis. A Civic Spark Fellow has previously been approved by the California Energy Commission to work on a similar project for the Local Government Commission.