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Blais & Associates - 2014-07-10
FB CONTRACTS SUBMITTAL TO CITY CLERK'S OFFICE To: JOAN FLYNN, City Clerk Name of Contractor: Purpose of Contract: Amount of Contract: Blais & Associates Citywide Grant Services $$10,000 Copy of contract distributed to: The original insurance certificate/waiver distributed to Risk Management Initiating Dept. Finance Dept. ❑ ORIGINAL bonds sent to Treasurer ❑ Sandie Frakes, ext 5249 Name/Extension City Attorney's Office Date: July 17, 2014 G:AttyMisc/Contract Forms/City Clerk Transmittal PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND BLAIS & ASSOCIATES INC. FOR GRANT APPLICATION DEVELOPMENT SERVICES THIS AGREEMENT ("Agreement") is made and entered into by and between the City of Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY," and Blais & Associates, Inc, a California corporation hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to conduct needs assessment and grant monitoring services; and Pursuant to documentation on file in the office of the City Clerk, the provisions of the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service contracts have been complied with; and CONSULTANT has been selected to perform these services, NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows: 1. SCOPE OF SERVICES CONSULTANT shall provide all services as described in Exhibit "A," which is attached hereto and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Destin Blais who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. agree/surfnet/professional svcs to $49 10/12 1 of 11 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on hl I , 20 (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than 3 years from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed ten thousand Dollars ($10,000). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." agree/surfnet/professionalsvcs to $49 10/12 2 of 11 7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. agree/surfnet/professional svcs to $49 10/12 3of11 9. PROFESSIONAL, LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above -mentioned insurance shall not contain a self -insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims -made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT agree/surfnet/professional svcs to $49 10/12 4 of I 1 waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all agree/surfnet/professionalsvcs to $49 10/12 5 of I 1 payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. agree/surfnet/professional Svcs to $49 10/12 6 of I 1 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail -return receipt requested: TO CITY: City of Huntington Beach ATTN: Teri Baker 2000 Main Street Huntington Beach, CA 92648 17. CONSENT TO CONSULTANT: Blais & Associates, Inc. ATTN: Neil Blais 4017 Moonlight Drive Little Elm, TX 75068 When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. agree/surfnet/professional svcs to $49 10/12 7 of 11 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADIN The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the agree/surfnet/professional sves to $49 10/12 8ofII provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY'S FEES 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.the performance hereof; each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. agree/surfnet/professional svcs to $49 10/12 9 of 11 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. agree/surfnet/professional svcs to $49 10/12 10 of I I 29. EFFECTIVE DATE This Agreement shall be effective on the date of its approval by the City Attorney. This Agreement shall expire when terminated as provided herein. IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. CONSULTANT, Blais & Associates, Inc. COMPANY NAME By:t print name ITS: (circle one Chairman% resident/Vice President AND CITY OF HUNTINGTON BEACH, a municipal corporation of the State of Califo 'a '<.-C-4r manager (Pursuant To HBMC §3. 03.100) APPROVED AS TO FO 0 By: 4-0- J Ge. fSecretary/C t_name ITS: (circle o :ief Financial Officer/Asst. Secretary — Treasurer I—) Date (�} agree/surfnet/profession al Svcs to $49 10/12 11 of 11 EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) Provide grant research and facts sheets. Where possible, special attention.will be given be given to programs that align with the needs of Huntington Beach. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: Interview key staff to gain insight and develop a needs assessment based on history, personality, and vision for the City's future. Blais will also monitor applicable federal, state, regional, and non-profit (project specific) grant funding opportunities. Respond. to questions from staff as needed. C. CITY'S DUTIES AND RESPONSIBILITIES: Assist and provide information and access to staff as needed. D. WORK PROGRAM/PROJECT SCHEDULE: CM EXHIBIT A EXHIBIT "B" Payment Schedule (Hourly Payment) A. Hourly ate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: Staffing/Labor - $100 per hour. B. Travel Charges for time during travel are not reimbursable. C. Billing 1. All billing shall be done monthly in fifteen (15) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. 2. Each month's bill should include a total to date. That total should provide, at a glance, the total fees and costs incurred to date for the project. 3. A copy of memoranda, letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been 1 Exhibit B brought into compliance, or until this Agreement has expired or is terminated as provided herein. 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. 2 Exhibit B EXHIBIT "B" Payment Schedule (Fixed Fee Payment) Facts sheets at $500 per month. Needs Assessment - $3,800 includes travel 1. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth herein in accordance with the following progress and payment schedules. 2. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 4. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. Exhibit B 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND BLAIS & ASSOCIATES INC. FOR GRANT APPLICATION DEVELOPMENT SERVICES Table of Contents Scopeof Services.....................................................................................................1 CityStaff Assistance................................................................................................2 Term; Time of Performance.....................................................................................2 Compensation..........................................................................................................2 ExtraWork...............................................................................................................2 Methodof Payment..................................................................................................3 Disposition of Plans, Estimates and Other Documents...........................................3 HoldHarmless.........................................................................................................3 Professional Liability Insurance.............................................................................4 Certificate of Insurance............................................................................................5 IndependentContractor............................................................................................6 Termination of Agreement.......................................................................................6 Assignmentand Delegation......................................................................................6 Copyrights/Patents...................................................................................................7 CityEmployees and Officials..................................................................................7 Notices.........................................................................................7 Consent....................................................................................................................8 Modification............................................................................................................ 8 SectionHeadings.....................................................................................................8 Interpretation of this Agreement..............................................................................8 DuplicateOriginal....................................................................................................9 Immigration...............................................................................................................9 Legal Services Subcontracting Prohibited................................................................9 Attorney's Fees..........................................................................................................10 Survival.....................................................................................................................10 GoverningLaw.........................................................................................................10 Signatories.................................................................................................................10 Entirety......................................................................................................................10 EffectiveDate................................................................................. I I `4 CERTIFICATE OF LIABILITY INSURANCE ��3 oD14 THIS CERTIFICATEIS 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 SUBROGATIONIS 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). PRODUCER ELKINS-JONES INS AGCY INC/PHS 250993 P: (866) 467-8730 F: (877) 9 0 5 - 0 4 5 7 PO BOX 33015 SAN ANTONIO TX 78265 CONTACT NAME �wHcc,%,Ex* (866) 467-8730 iaC,No): (877) 905-0457 ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC# INSURER A: Sentinel Ins Co LTD 11000 INSURED BLAIS AND ASSOCIATES 4017 MOONLIGHT DR LITTLE ELM TX 75068 INSURERB: Hartford Inc CO Of the Midwest 37476 INSURER C : INSURER0: INSURER E: INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: 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 LTR TYPE OFINSVRANCE ADDL SUBR 9-TyCOMMERCIAL POLICYNUMBER P(M � EFF POLLEXP LIMITS GENERAL LIABILITY EACH OCCURRENCE 1, 000, 000 CLAIMS -MADE OCCUR DAMAGE TO RENTED $ 1 000, 000 PREMISES (Ea occurrence) / X X MED EXP (Any one person) $10, 000 A General Liab 72 SBA AK8525 03/01/2014 03/01/2015 PERSONAL & ADV INJURY Sir 000, 000 ASP GEN'L AGGREGATE LIMIT APPLIES PER: —7 GENERAL AGGREGATE S2 , 000, 000 PRODUCTS - COMP/OP AGG s2, 000, 000 POLICY PE O- ❑X LOC �Q $ OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) $ 1 0 0 O 000 / / ANY AUTO BODILY INJURY (Per person) $ A ALL OWNED SCHEDULED AUTOS AUTOS 72 SBA AK8525 03/01/2014 03/01/2015 BODILY INJURY (Per accident) PROPERTY DAMAGE (Per accident) $ X HIRED AUTOS X NON -OWNED AUTOS S UMBRELLA LIAB OCCUR EACH OCCURRENCE $ AGGREGATE EXCESS LIAB CLAIMS -MADE DED RETENTION $ $ WORKERS COMPENSATION AND EMPLOYERS'LIABILITY X PER H- STATUTE ER E.L. EACH ACCIDENT $ 1 , 0 0 0 , 000 ANY PROPRIETOR/PARTNER/EXECUTIVE YIN B OFFICER/MEMBER EXCLUDED? (Mandatory in NH) ❑ N/A 72 WBC GA7466 10/01/2013 10/01/2014 E.L. DISEASE -EA EMPLOYEE $ 1, 000, 000 E.L. DISEASE -POLICY LIMIT S1,000, 000 If yes, describe under DESCRIPTION OF OPERATIONS below DESCRIPTION OF OPERATIONS /LOCATIONS /VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Those usual to the Insured's Operations. City of Huntington Beach its officers, elected or appointed officials, employees, agents, officials, and volunteers are Additional Insured per the Business Liability Coverage Form SS0008 attached to this policy. li.CR I Ir1%1A1C 11ULL7CR City of Huntington Beach 2000 MAIN ST HUNTINGTON BEACH, CA 92648 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE -EXPIRATION DATE THEREOF, NOTICE WILL BE 1988-2014 ACORD CORPORATION. All rights ACORD 25 (2014101) The ACORD.name and logo are registered marks of ACORD BILAIS-1 OP ID: YH CERTIFICATE OF LIABILITY INSURANCE G07/031201ATE 4 07l0312014 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 endorsemen s . PRODUCER Elkins Jones Insurance Agency Inc 12100 Wilshire Blvd., #300 Los Angeles, CA 90025 Yvonne Alfaro CONTACT NAME: PHONE FAX AtC No Ext: A/C No EMAIL ADDRESS; INSURER 3 AFFORDING COVERAGE NAIL # INSURER A: Executive Risk Indemnity Inc INSURED Biala and Associates, Inc. Irvine Business Center 7545 Irvine Center Dr, Ste 200 INSURER B: INSURER C: Irvine, CA 92618 INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: 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. iLTR TYPE OF I A110NSURANCE S B POLICY NUMBER POLICY MID EPF POLICY fM oD Y LIMITS GENERAL LIABILITY COMMERCIAL GENERAL LIABILITY CLAIMS -MADE F—IOCCUR EACH OCCURRENCE $ DAMAGE TO) RENTED PREMISES Ea occurrence $ MED EXP AnyonePerson) $ PERSONAL & ADV INJURY $ GENERAL AGGREGATE $ GEN'L AGGREGATE LIMIT APPLIES PER: 71 POLICY PRO- LOC PRODUCTS - COMPtOP AGG $ s AUTOMOBILE LIABILITY ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS NON -OWNED HIRED AUTOS AUTOS COMBINED SINGLE LIMIT a accident BODILY INJURY (Par perscn) s BODILY INJURY (Per accident) $ PROPERTY DAMAGE [PER ACCIDENT) $ UMBRELLALIAB EXCESS L1AB OCCUR CLAIMS -MADE EACH OCCURRENCE $ AGGREGATE $ DED I I RETENTION $ - $ WORKERS COMPENSATION AND EMPLOYERS' LIABILITY N ANY PROPRIETORIPARTNERIEXECUTIVE YIN OFFICERIMEMBER EXCLUDED? (Mandatory In NH) If yes describe under DESG�RIPTION OF OPERATIONS below N t A O ST TU ©TH- Y LIMITS EL EACH ACCIDENT $ EL DISEASE - EA EMPLOYEE $ EL DISEASE -POLICY LIMIT $ A Professional Liab Retention 82238158 $2,500 06/1512014 06/1612015 ea claim 1,000,00 aggregate 1,000,00 DESCRIPTION OF OPERATIONS t LOCATIONS t VEHICLES (Attach ACORD 101, Additional Remarks Schedule, if more space is required) HUNTING SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE Cityof Huntington Beach THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN g ACCORDANCE WITH THE POLICY PROVISIONS. 2000 Main Street Huntington Beach, CA 92648 AUTHORIZED REPRES Yvonne Alfa o 19BE& 0 ACORD CORPORATION. All rights reserved. ACORD 26 (2010105) The ACORD name and logo are registers .ma s of ACORD ELKINS-JONES INS AGCY INC/PHS PO BOX 33015 SAN ANTONIO TX 78265 City of Huntington Beach 2000 MAIN ST HUNTINGTON BEACH CA 92648 ACORD 25 (2014101) Exhibit A Scope of Work Needs Assessment — Effort includes a conference call or meeting with key staff to identify unmet needs and gain insight into Huntington Beach's goals for their grant program. This includes interviewing key staff. The Needs Assessment allows B&A to gain insight into the history, personality, and vision for the City's future. B&A then develops a grant strategy to guide research and discussion with the City. Estimate 35 hours for development of the Needs Assessment, which is approximately $3,500 plus travel expenses (estimated to be less than $300) = $3,800 total. Grant Monitoring Scope of Work — Efforts includes monitoring applicable federal, state, regional, and non-profit (project specific) grant funding opportunities and alerting the City when an announcement is released. This activity includes preparing and providing Fact Sheets, which are used to alert City staff about key points of the grant. Support associated with the Fact Sheets, such as answering questions or discussing the eligibility or competitiveness of specific projects shall be billed per our standard rate sheet (Attached). As per specific direction, B&A will ensure that you are alerted to any programs that will help human services/cultural arts right now related to your Art Center, Project Self -Sufficiency, and future Senior Center. Exhibit B Payment Terms Blais & Associates, Inc. Standard Rate Sheet — FY 2014-15 The table below reflects B&A's current rates. B&A reserves the right to adjust the rates annually depending on the cost of doing business, typically on the anniversary of the contract extensions or renewals. Table 1: Schedule of Costs Description Fee Staffing/Labor (billed in 15-minute increments) $100/hour Mileage billed at current IRS rate) $0.56/mile Travel tolls, airfare, hotel, cab) Cost — no mark u Copies/Reprographics Cost — no mark u Telephone (long distance only) Cost —no mark u Courier Service Cost — no mark u Postage or Express Mail Cost — no park u As shown in Table 1 above, all out-of-pocket expenses are billed at cost without makeup. B&A provides monthly itemized invoices and can, at your request, provide receipts for all out-of- pocket expenses. Mails &Associates professional grant management April 18, 2014 ivir. Ken Docner City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 7545 Irvine Center Drive Suite 200 Irvine California, 92618 P (949) 589-6338 www.blaisassoc.com Subject: Blais & Associates Proposal for the Provision of Startup Grant Services Dear Mr. Domer: Blais & Associates, Inc. (B&A) is pleased to provide you with this proposal for the introduction of grant services to the City of Huntington Beach. To formalize our discussion earlier this week, B&A proposes to provide grant research and Fact Sheets for the next six months (to October 31, 2014) for the reduced fee of $500 per month. The Scope of Work is outlined below. Please note that at this reduced price, B&A will not tailor the Fact Sheets for Huntington Beach's specific needs but instead, will send a wide variety of Fact Sheets. Where possible, special attention will be given to programs that align with your recent e-mail (noted below). Should Huntington Beach become part of the B&A pool of clients, the Fact Sheets provided to you will be tailored to the City's identified needs. This startup service will ensure the City is not missing opportunities while staff becomes more comfortable with our grant program. During the provision of startup grant research services, B&A will develop a not -to -exceed quote for any grant application that the City wants developed. • Needs Assessment. Effort includes a conference call or meeting with key staff to identify unmet needs and gain insight into Huntington Beach's goals for their grant program. This includes interviewing key staff. The Needs Assessment allows B&A to gain insight into the history, personality, and vision for the City's future. B&A then develops a grant strategy to guide research and discussions with the City. Estimate 35 hours for development of the . lti i . l' lE t:: `l•, S:i .. �. �:t ltE l'i 't �:i. }l ii: I', 1't�:`'. :1�.#; � 't. 0 Mr. Ken Domer City of Huntington Beach Page 2of3 Blals&Associates professional grant management Needs Assessment, which is approximately $3,500 plus travel expenses (estimated to be less than $300) _ $3,800 total. • Grant Monitot'injZ Scope of Work. Effort includes monitoring applicable federal, state, regional, and non-profit (project specific) grant funding opportunities and alerting the City :vlicn an announcement is released. This activity includes preparing and providing Fact Sheets (reference Attachment l within our Statement of Qualifications), which are used to alert City staff about key points of the grant. Support associated with the Fact Sheets, such as answering questions or discussing the eligibility or competitiveness of specific projects shall be billed per our standard rate sheet (Attached). As per your specific direction, B&A will ensure that you are alerted to any programs that will help human services/cultural arts right now related to your Art Center, Project Self -Sufficiency, and future Senior Center. I am confident that the City of Huntington Beach will enjoy working with B&A and we will soon have your confidence and become the City's full-time grant program management firm. I look forward to your feedback. Sincerely, Neil C. Blais President and CEO ,A 3. F, .. _ i3 k_ }1' 1, 4'. t i �` sag - i' Mr. Ken Donner City of Huntington Beach Page 3 of 3 Blals&Associates professional grant management Blais & Associates, Inc. Standard Rate Sheet -1FY 2014-2015 The table below reflects B&A's current rates. B&A reserves the right to adjust the rates O ('rending on the cost of doing business, typically on the anniversary of contract extensions or renewals. Table 1: Schedule of Costs Description 7.nee Staffing/Labor (billed in 15-minute increments) $100/hour Mileage (billed at current IRS rate) $0.56/mile Travel (tolls, airfare, hotel, cab) Cost — no mark up Copies/Reprographics Cost— no mark tip Telephone (long distance only) Cost — no mark up Courier Service Cost — no mark tip Postage or Express Mail Cost— no mark up As shown in Table 1 above, all out-of-pocket expenses are billed at cost without markup. B&A provides monthly itemized invoices and can, at your request, provide receipts for all out-of- pocket expenses. 0AiiNcromz O t Bfi, s1� 44' �cF�DUNTYFSa�\�o� CITY OF HUNTINGTON BEACH Professional Service Approval Fora Date: 6/5/2014 Project Manager: Ken Domer/Teri Baker Requested by Name if different from Project Manager: Department: City Manager RECEIVED JUN 10 2014 Finance Department PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & 11 MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: Blais & Associates 2) Contract Number: CHOOSE DEPARTMENT (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $10,000 Account number Contractual Dollar Amount Business unit. object # Year 1 (estimate) Year 2 (estimate) Year 3(estimate) 10040101.69365 $10,000 $ $ 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 Eg-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-w#jch descriVs the payment terms of the contract. Fiscal Servic7erchasing) Date �e f 4 Budget Manager Approval Signature bat Avg x t K Director of Finance (or designee) Signature Dat blais & associates.doc REV: December /2013 CITY OF HUNTINGTON BEACH Professional Service Approval Fora r PART I DECEIVED MAY 16 2014 Date: 5/6/2014 Project Manager Name: Ken Domer/Teri Baker Requested by Name if different from Project Manager: Finance Department 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: Citywide Grant services including: Conducting a Needs. Assessment and grant monitioring specific to Huntington Beach. Grant application development services can be provided on a not to exceed qoute on an as needed basis. 2) Estimated cost of the services being sought: $ 10,000 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 apswor-M—ithis quest is "No," the contract will require approval from the City Council.) / ® Yes,J ❑ No Fiscal Se re (Purchasing Approval) 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): Date Account number Contractual Dollar Amount Business upit. object # Year 1 estimate Year 2 (estimate) Year 3(estimate) 10040101, . ;,"y; ..i. ,;" $10000 $ $ ri APPROVED ; DENTEDs er's Signature blais and ass (grants) - professional service approval form - part i.docx REV: December /2013 S/z(( H —Date Datef /-- �- � V �[/ ~) Date Date J r� V Date City of Huntington Beach General Fund Expenditure Report Fiscal Year 2013/14 l Non -Departmental ' Period'Ending May 31 2014 YTD Fiscal Year Completed = 66.7% FY 12/13 Year -End FY 13/14 FY 13/14 Audited Original Revised Description Actual Budget Budget (1 EXPENDITURES PERSONAL SERVICES Salaries, Permanent Salaries, Temporary Salaries, Overtime Leave Payout () Benefits PERSONAL SERVICES OPERATING EXPENSES Utilities Purchased Water Equipment and Supplies Repairs and Maintenance Conferences and Training Professional Services Other Contract Services Rental Expense Claims Expense Insurance Pension Payments Contribution to Private Agency Payments to Other Governments Interdepartmental Charges Expense Allowances Other Expenses OPERATING EXPENSES CAPITAL EXPENDITURES Land Purchase Improvements Equipment Vehicles Software - Capital CAPITAL EXPENDITURES NON -OPERATING EXPENSES Debt Service Expenses Pass Through Payments Transfers to Other Funds Depreciation Loans Made Extraordinary Loss NON -OPERATING EXPENSES EXPENDITURES 36,880 2,389 23 785,330 3,531,764 3,531,764 32,461 883,190 883,190 857,083 4,414,954 4,414,954 4,734,001 4,900,000 4,927,072 178,790 219,000 229,887 375,919 1,000,000 1,000,000 1,349,315 1,829,695 1,554,063 65,861 813,000 813,000 69,147 105,000 105,000 762,826 770,000 934,516 2,764,255 430 1,294,678 1,397,317 1,727,317 11,595,222 11,034,012 11,290,855 4,592,982 3,000,000 4,035,802 2,589,617 4,000,000 2,831,434 1,166,024 1,785,987 186,702 240,865 8,535,325 7,000,000 8,894,088 4,942,316 57,312 12,762,195 5,714,687 5,716,187 17,704,511 5,714,687 5,773,499 38,692,142 28,163,653 30,373,396 L 1,413,400 89,053 294514 22,566 44,862 ,230 1,118,680 914,692 161,819 2,872,290 , _2, 28,656 1, 26,473 158 210 319,008 21,$68 1 'TD %' p'ended 9.0% 2.5% 8.3% 62.4% 59 9% 268,134 17.3% 25,184 3.1% 57,05154.3% 338297 505:000 0 285% 33.1% Projected Year -End (Over)/Under 41,897 (41,897) 376 (376) 500 (500) 3,576,140 (44,376) 690,749 192,441 4,309,663 105,291 5,424,581 (497,509) 280,855 (50,968) - 1,000,000 1,341,007 213,056 68,167 744,833 91,782 13,218 753,335 181,181 505,000 (505,000) 369 (369) 1,282,680 444,637 9,747,777 1,5439078 2,367,454 1,668,348 3,288,685 (457,251) 1,863,279 (77,292) 230,505 10,360 69749,923 1,144,165 57,312 - 6,145,687 (429,500) 6,2029999 (4299500) 27,010,362 2,3639034 () Leave Payouts to be monitored by Finance and appropriations may be transferred at year-end to cover these expenses if needed. Non -Departmental currently reflect the year-end estimate. The Revised Budget and Projected Year -End Expenditures includes the recently Council approved mid -year adjustments. `Projected (Over)/Under Budget 2,363,034'. Attachment # 3 CITY OF HUNTINGTON BEACH PROFESSIONAL SERVICES LISTING FISCAL YEAR 2013/14 Non -Departmental Division/Fund Description Amount Citywide Expenses Claims, Litigation and Auditing Services $1,833,070 Amount Requested Vendor 85,000 30,000 NBS Gov Fin Requester Jim Slobajan Jim Slobajan Date 2/10/2014 5/5/2014 10,000 Blais & Associates Teri Baker 5/15/2014 15,000 5,000 20,000 23,500 Community Outreach Financial Advisory Services Dilinquency management Rosenow Spevacek Group Julie Toledo Dahle Bulosa Dahle Bulosa Kellee 5/15/2014 5/14/2014 5/14/2014 6/10/2014 Debt Service & Transfers Professional Services - Debt Services and Auditing Fees $15,725 RORF Administration (350) 1ADDraisal/Economic Analvsis/ Leoal/Housing ComDliance and Other Professioil $325,000 233 & 352) I Professional Services Avail Balance 2,010,295 City of Huntington Beach FY 13114 Funds Available by Business Unit Report Thursday, June 12, 2014 Object FY 13/14 FY 13/14 FY 13/14 FY 13/14 Account Revised Actual Encumbrance Available 10040101 - Non -Departmental 51000 - PERSONAL SERVICES 4,414,954.00 357,235.21 4,057,718.79 61200 - Electricity 3,528,000.00 2,458,876.76 1,235,515.97 -166,392.73 61300 - Natural Gas 252,072.13 124,172.69 80,899.44 47,000.00 61600 - Water 1,147,000.00 723,632.68 423,367.32 61000 - Utilities 4,927,072.13 3,306,682.13 1,316,415.41 303,974.59 63495 - Gasoline 214,000.00 131,455.86 84,242.59 -1,698.45 63545 - Other Fuel -134.94 134.94 63445 - Fuel 214,000.00 131,320.92 84,242.59 -1,563.51 64230 - Awards and Presentations 5,000.00 500.00 0.00 4,500.00 63000 - Equipment and Supplies 219,000.00 131,820.92 84,242.59 2,936.49 67740 - 800 MHZ Maintenance 1,000,000.00 1,000,000.00 64520 - Repairs and Maintenance 1,000,000.00 1,000,000.00 69365 - Other Professional Services 535,102.32 23,500.00 87,602.32 424,000.00 69375 - Prof Svcs - Attorney Fees 31,004.67 74,434.20 9,574.97 -53,004.50 69380 - Prof Svcs - Litigation Cost 82,261.21 169,026.36 133,975.50 -220,740.65 69370 - Prof Svcs - Legal 718,695.00 718,695.00 69370 - Prof Svcs - Legal 831,960.88 243,460.56 143,550.47 444,949.85 69300 - Professional Services 120,000.00 120,000.00 69300 - Professional Services 1,487,063.20 266,960.56 231,152.79 988,949.85 69505 - Cont Svcs - Other 18,000.00 25,183.59 22,566.41 -29,750.00 69520 - Cont Svcs - Advertising 20,000.00 20,000.00 69520 - Cont Svcs - Advertising 20,000.00 0.00 20,000.00 69450 - Other Contract Services 775,000.00 775,000.00 69450 - Other Contract Services 813,000.00 25,183.59 22,566.41 765,250.00 75350 - Taxes 504,999.67 -504,999.67 75000 - Payments to Other Governments 0.00 504,999.67 -504,999.67 78200 - Auto Allowance 185.42 -185.42 78000 - Expense Allowances 185.42 -185.42 79075 - Bad Debt Expense 947,317.00 291,028.86 656,288.14 79100 - Contingency 728.86 -728.86 79150 - Discounts Lost -17,922.65 17,922.65 79500 - CAL -Card - Dispute Charge 1,909.84 -1,909.84 79000 - Other Expenses 947,317.00 275,744.91 671,572.09 60000- OPERATING EXPENSES 9,393,452.33 4,511,577.20 1,654,377.20 3,227,497.93 83000 - Equipment 993,981.78 993,981.78 83000 - Equipment §93,981.78 0.00 0.00 993,981.78 86100 - Capital - Purchase Software 140,000.00 140,000.00 0.00 86000 - Capital - Software 140,000.00 140,000.00 0.00 80000 - CAPITAL EXPENDITURES 1,133,981.78 0.00 140,000.00 993,981.78 88010 - Debt Service Expenses 0.00 0.00 0.00 0.00 88000 - NON -OPERATING EXPENSES 0.00 0.00 0.00 0.00 50000-EXPENDITURES 14,942,388.11 4,868,812.41 1,794,377.20 8,279,198.50 Avail Balance 2,058,795 City of Huntington Beach FY 13/14 Funds Available by Business Unit Report Thursday, June 12, 2014 Object FY 13/14 FY 13/14 FY 13/14 FY 13/14 Account Revised Actual Encumbrance Available 10040101 - Non -Departmental 51000 - PERSONAL SERVICES 4,414,954.00 357,235.21 4,057,718.79 61200 - Electricity 3,528,000.00 2,458,876.76 1,235,515.97 -166,392.73 61300 - Natural Gas 252,072.13 124,172.69 80,899.44 47,000.00 61600-Water 1,147,000.00 723,632.68 423,367.32 61000 - Utilities 4,927,072.13 3,306,682.13 1,316,415.41 303,974.59 63495 - Gasoline 214,000.00 131,455.86 84,242.59 -1,698.45 63545 - Other Fuel -134.94 134.94 63445-Fuel 214,000.00 131,320.92 84,242.59 -1,563.51 64230 - Awards and Presentations 5,000.00 500.00 0.00 4,500.00 63000 - Equipment and Supplies 219,000.00 131,820.92 84,242.59 2,936.49 67740 - 800 MHZ Maintenance 1,000,000.00 1,000,000.00 64520 - Repairs and Maintenance 1,000,000.00 1,000,000.00 69365 - Other Professional Services 535,102.32 23,500.00 87,602.32 424,000.00 69375 - Prof Svcs - Attorney Fees 31,004.67 74,434.20 9,574.97 -53,004.50 69380 - Prof Svcs - Litigation Cost 82,261.21 169,026.36 133,975.50 -220,740.65 69370 - Prof Svcs - Legal 718,695.00 718,695.00 69370 - Prof Svcs - Legal 831,960.88 243,460.56 143,550.47 444,949.85 69300 - Professional Services 120,000.00 120,000.00 69300- Professional Services 1,487,063.20 266,960.56 231,152.79 988,949.85 69505 - Cont Svcs - Other 18,000.00 25,183.59 22,566.41 -29,750.00 69520 - Cont Svcs - Advertising 20,000.00 20,000.00 69520 - Cont Svcs - Advertising 20,000.00 0.00 20,000.00 69450 - Other Contract Services 775,000.00 775,000.00 69450 - Other Contract Services 813,000.00 25,183.59 22,566.41 765,250.00 75350 - Taxes 504,999.67 -504,999.67 75000 - Payments to Other Governments 0.00 504,999.67 -504,999.67 78200 - Auto Allowance 185.42 -185.42 78000 - Expense Allowances 185.42 -185.42 79075 - Bad Debt Expense 947,317.00 291,028.86 656,288.14 79100 - Contingency 728.86 -728.86 79150 - Discounts Lost -17,922.65 17,922.65 79500 - CAL -Card - Dispute Charge 1,909.84 -1,909.84 79000 - Other Expenses 947,317.00 275,744.91 671,572.09 60000-OPERATING EXPENSES 9,393,452.33 4,511,577.20 1,654,377.20 3,227,497.93 83000 - Equipment 993,981.78 993,981.78 83000 - Equipment 993,981.78 0.00 0.00 993,981.78 86100 - Capital - Purchase Software 140,000.00 140,000.00 0.00 86000 - Capital - Software 140,000.00 140,000.00 0.00 80000- CAPITAL EXPENDITURES 1,133,981.78 0.00 140,000.00 993,981.78 88010 - Debt Service Expenses 0.00 0.00 0.00 0.00 88000 - NON -OPERATING EXPENSES 0.00 0.00 0.00 0.00 50000-EXPENDITURES 14,942,388.11 4,868,812.41 1,794,377.20 8,279,198.50 City of Huntington Beach FY 13114 Funds Available by Business Unit Report Friday, May 16, 2014 Object FY 13114 FY 13114 FY 13f14 FY 13114 Account Revised Actual Encumbrance Available 1D04010f NoiDepartmenlal 51000 - PERSONAL SERVICES 4,414,954.00 290,356.81 4,124,597.19 61200 - Electricity 3,528,000.00 2,373,862.54 1,320,510.19 -166,372.73 61300 - Natural Gas 252,072.13 111,952.89 93,119.24 47,000.00 61600 - Water 1,147,000.00 590,275.70 556,724.30 61000 - Utilities 4,927,072.13 3,076,091.13 1,413,629.43 437,351.57 63495 - Gasoline 214,000.00 96,974.66 118,519.34 -1,494.00 63545 - Other Fuel -134.94 134.94 63445-Fuel 214,000.00 96,839.72 118,519.34 -1,359.06 64230 - Awards and Presentations 5,000.00 500.00 0.00 4,500.00 630DO - Equipment and Supplies 219,000.00 97,339.72 118,519.34 3,140.94 67740 - 800 MHZ Maintenance 1,000,000.00 1,000,000.00 64520 - Repairs and Maintenance 1,000,000.00 1,000,000.00 69365 - Other Professional Services 535,102.32 18,400.00 92,702.32 424,000.00 69375 - Prof Svcs - Attorney Fees 31,004.67 74,434.20 9,574.97 -53,004.50 69380 - Prof Svcs - Litigation Cost 82,261.21 162,782.08 137,754.88 -218,275.75 69370 - Prof Svcs - Legal 718,695.00 718,695.00 69370 - Prof Svcs - Legal 831,960.88 237,216.28 147,329.85 447,414.75 69300 - Professional Services 120,000.00 120,000.00 . 69300 - Professional Services 1,487,063.20 255,616.28 240,032.17 991,414.75 69505 - Cont Svcs - Other 18,000.00 25,183.59 22,566.41 -29,750.00 69520 - Cont Svcs -Advertising 20,000.00 20,000.00 69520 - Cont Svcs - Advertising 20,000.00 0.00 20,000.00 69450 - Other Contract Services 775,000.00 775,000.00 69450 - Other Contract Services 813,000.00 25,183.59 22,566.41 765,250.00 75350 - Taxes 504,999.67 ,504,999.67 7500D - Payments to Other Governments 0.00 504,999.67 -504,999.67 78000 - Expense Allowances 0.00 0.00 79075 - Bad Debt Expense 947,317.00 249,580.68 697,736.32 79100 - Contingency 728.86 -728.86 79150- Discounts Lost -16,156.75 16,156.75 79500 - CAL -Card - Dispute Charge 2,485.84 -2,485.84 79000 - Other Expenses 947,317.00 236,638.63 710.678.37 60000 - OPERATING EXPENSES 9,393,452.33 4,195,869.02 1,794,747.35 3,402,836.96 83000 - Equipment 1,023,197.33 1,023,197.33 83000 - Equipment 1,023,197.33 0.00 0.00 1,023,197.33 86100 - Capital - Purchase Software 140,000.00 140,000.00 0.00 86000 - Capital - Software 140,000.00 140,D00.00 0.00 80000- CAPITAL EXPENDITURES 1,163,197.33 0.00 140.000.00 1,023,197.33 88010 - Debt Service Expenses 0.00 0.00 0.00 0.00 88M • NON -OPERATING EXPENSES 0.00 0.00 0.00 0.00 50000-EXPENDITURES 14,971,603.66 4,486,225.83 1,934,747.35 4550,630.48 City of Huntington Beach FY 13f14 Funds Available by Department Report Genera[ Fund: Non -Departmental Friday, May 16, 2014 Object FY 13114 FY 13/14 FY 13/14 FY 13/14 FY 13/14 Account Adopted Revised Actual Encumbrance Available 51100 - Salaries - Permanent 0 0 24,799 (24,799) 52000 - Salaries - Temporary 158 (158) 53000 - Salaries - Overtime 210 (210) 54000- Termination Pay Outs 3,531,764 3,531,764 280,287 3,251,477 55000 - Benefits 883,190 883,190 20,993 862,197 51000 - PERSONAL SERVICES 4,414,954 4,414,954 326,447 4,088,507 61000 - Utilities 4,900,000 4,927,072 3,076,091 1,413,629 437,352 63000 - Equipment and Supplies 219,000 229,887 103,416 123,329 3,141 64520 - Repairs and Maintenance 1,000,000 1,000,000 0 0 1,000,000 69300 - Professional Services 1,829,695 1,554,063 255,616 307,032 991,415 69450 - Other Contract Services 813,000 813,000 25,184 22,566 765,250 70000 - Rental Expense 105,000 105,000 52,196 49,361 3,444 74010 - Contribution to Private Agency 770,000 934,516 269,124 508,050 157,342 75000 - Payments to Other Governments 0 0 505,000 (505,000) 78000 - Expense Allowances 173 (173) 79000 - Other Expenses 1,397,317 1,397,317 387,251 163,008 847,058 60000 -OPERATING EXPENSES 11,034.012 10,960,855 4,674,051 2,586,976 " ° 3,699,828 82000 - Improvements 3,000,000 4,035,802 1,320v763 606,439 2,108,599 83000 - Equipment 4,000,000 2,839,416 684,561 1,116,582 1,038,273 85000 - Vehicles 0 1,778,006 798,198 979,774 35 86000 - Capital - Software 0 240,865 68,686 161,819 10,360 80000 - CAPITAL EXPENDITURES 7,000,000 8,894,088 2,872,208" 2,864,614 3,157,267 88010 - Debt Service Expenses 0 57,312 28,656 28,656 0 89200 - Transfers to Other Funds 5,714,687 5,714,687 1,727,058 3,987,629 88000 - NON -OPERATING EXPENSES 5,714,687 ' :;: ( 5,771,999 1,755,714 ' 29,656; 3,987,629 50000- EXPENDITURES 28,163,653 30,041,896 9.628,420 5,480,246 14,933,230 City of Huntington Beach General Fund Expenditure Report Fiscal Year 2013114 Non -Departmental Period Ending February28, 2014 YTD Fiscal Year Completed = 41.7% FY 12113 Year -End FY 13114 FY 13114 Unaudited Original Revised Description Actual Budget Budget (1) EXPENDITURES PERSONAL SERVICES Salaries, Permanent 36,880 Salaries, Temporary 2,389 Salaries, Overtime 23 Leave Payout (°) 785,330 3,531,764 3,531,764 Benefits 32,461 883,190 883,190 PERSONAL SERVICES 857,083 4,414,954 4,414,954 OPERATING EXPENSES Utilities 4,734,001 4,900,000 4,927,072 Purchased Water Equipment and Supplies 178,790 219,000 229,887 Repairs and Maintenance 375,919 1,000,000 1,000,000 Conferences and Training Professional Services 1,349,315 1,829,695 1,547,063 Other Contract Services 65,861 813,000 813,000 Rental Expense 69,147 105,000 105,000 Claims Expense Insurance Pension Payments Contribution to Private Agency, 762,826 770,000 770,000 Payments to Other Governments 2,764,265 Interdepartmental Charges Expense Allowances 430 Other Expenses 1,294,678 1,397,317 1,397,317 OPERATING EXPENSES 11,598,224 11,034,012 10,789,339 CAPITAL EXPENDITURES Land Purchase Improvements 4,592,982 3,000,000 4,035,802 Equipment 2,589,617 4,000,000 3,132,066 Vehicles 1,166,024 1,501,221 Software - Capital 186,702 225,000 CAPITAL EXPENDITURES 8,536,326 7,000,000 8,894,089 NON -OPERATING EXPENSES Debt Service Expenses 4,942,316 57,312 Pass Through Payments Transfers to Other Funds 12,762,195 5,714,687 5,714,687 Depreciation Loans Made Extraordinary Loss - NON -OPERATING EXPENSES 17,704,511 6,714,687 6,7713999 EXPENDITURES 38,692,143 28,1633663 29,870,381 Yearto Date Encumbered Yearto Date Expended YTD % Expended 21,789 158 210 232,424 6.6% 18,300 2.1% 272,882 6.2% 2,349,049 1,802,896 36.6% 165,769 69,402 30.2% 0.0% 276,729 211,919 13.7% 26,269 21,530 2.6% 76,127 28,873 27.5% 615,752 154,248 20.0% 155 191,807 305,419 21.9% 3,691,601 2,694,443 24.0% 1,189,350 666,951 14.0% 834,542 521,306 16.6% 1,284,431 161,775 10.8°b 215,000 3,000 1.3% 3,823,323 1,253,031 14.1 % 28,656 28,656 50.0% 28,666 283666 0.6% 7,243,480 4,149,011 13.9% Projected Year -End (Over)/Under Expenditure Budget 51,897 376 500 3,989,871 347,644 4,390,289 6,421,423 209,627 1,000,000 1,522,696 813,000 105,000 (51,897) (376) (500) (458,107) 535,546 24,668 (494,35i) 20,260 24,368 788,376 (18,376) 427 (427) 1,294,678 102,639 11,155,226 (365,887) 4,041,162 (5,360) 3,172,066 (40,000) 1,446,206 55,015 225,000' 8,884,434 9,665 57,312 5,714,687 6,771,999 30,201,948 {) Leave Payouts to be monitored by Finance and appropriations maybe transferred at year-end to cover these expenses if needed. Non -Departmental currently reflect the year-end estimate. " The Revised Budget and Projected Year -End Expenditures includes the recently Council approved mid -year adjustments. Pro ected Over)lUnderBudget 331,567 (331.567) City of Huntington Beach General Fund Expenditure Report Fiscal Year 2013/14 Non-Degarimen#al Period Ending March 31, 2014 YTD Fiscal Year Completed = 50.01 FY 12f13 Year -End FY 13114 FY 13114 Audited Original Revised Description Actual Budget Budget (1) EXPENDITURES PERSONAL SERVICES Salaries, Permanent 36,880 Salaries, Temporary 2,389 Salaries, Overtime 23 Leave Payout (") 785,330 3,531,764 3,531,764 Benefits 32,461 883,190 883,190 PERSONAL_ SERVICES 867,083 4,444,954 4,414,9544 OPERATING EXPENSES Utilities 4,734,001 4,900,000 4,927,072 Purchased Water Equipment and Supplies 178,790 219,000 229,887 Repairs and Maintenance 375,919 1,000,000 1,000,000 Conferences and Training Professional Services 1,349,315 1,829,695 i,554,063 Other Contract Services 65,881 813,000 81$,000 Rental Expense 69,147 105,000 105,000 Claims Expense Insurance Pension Payments Contribution to Private Agency 762,826 770,000 934,516 Payments to Other Governments 2,764,255 Interdepartmental Charges Expense Allowances 430 Other Expenses i,294,678 1,397,$17 1,397,317 OPERATING EXPENSES 11,595,224 11,034,012 10,960,856 CAPITAL EXPENDITURES Land Purchase Improvements 4,592,982 3,000,000 4,035,802 Equipment 2,589,617 4,000,000 3,132,066 Vehicles 1,166,024 1,501,221 So% -/are - Capital 186,702 226,000 CAPITAL EXPENDITURES. 8,536,326 7,000,000 8,894,089 NON -OPERATING EXPENSES Debt Service Expenses 4,942,316 57,3i2 Pass Through Payments Transfers to Other Funds 12,762,195 5,714,687 5,714,687 Depreciation Loans Made Extraordinary Loss NON -OPERATING EXPENSES 17,704,511 5,714,687 5,771,999 EXPENDITURES 38,692,143 28,163,663 30,041,807 Year to Date Encumbered Year to Date Expended YTD .% Expended 23,889 158 210 233,278 6.6% 19,275 2.2% 27.6,809 6.3% 2,195,580 2,303,780 46.8°% 123,329 102,461 44.60A 0.0°% 266,316 .222,334 14.3°% 26,129 21,870 2.7°% 99,709 36,473 .34.7% 569,634 207,540 22.2% 163 191,807 339,243 24.3°% 3,466,329 3,233,664 29,5°% 803,641 . 1,175, 971 29.1 °% 923,925 614,228 19.6°% 1,097,331 330,977 22.0% 174,644 43,356 19.30% 2,999,541 2,164,531 24.3"% 28,656 28,656 50.00/0 1,727,058 28,666 1,756,714 30.4°% 6,493,626 7,430,718 24.7% Projected Year -End (Over)tUnder Expenditure Budget 51,897 (51,897) 376 (376) 500 (500) 3,789,870 (258,106) 347,644 535,546 4,190,288 224,866 4,967,345_ (40,273) 209,627 20,260 500,000 500,000 1,522,695 31,368 686,062 126,938 136,182 (31,182) 360,000 (360,000) 880,000 64,516 520,031 (520,031) 427 (427) 1,380,370 16,947 11,162,739 (201,884) 4,035,802 3,036,954 95,112 1,069,221 432,000 226,000 - 8,366,977 527,112 57,312 5,714,687 5,771,999 - 29,492,003 549,894 {) Leave Payouts to be monitored by Finance and appropriations may be transferred at year-end to cover these expenses if needed. Non -Departmental currently reflect the year-end estimate. •' The Revised Budget and Projected Year -End Expenditures includes the recently Council approved mid -year adjustments. Projected (Over)lUnder Budget 549,894