HomeMy WebLinkAboutCerrell Associates - 2013-10-09CONTRACTS SUBMITTAL
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CITY CLERK'S OFFICE
To: JOAN FLYNN, City Clerk
Name of Contractor: Cerrell Associates
Purpose of Contract: For Example: Audit Services or Water Quality Testing Huntington Lake —Huntington Central Park
Audit of Community Relations Officer (CRO) position
Amount of Contract: $6,500
Copy of contract distributed to: The original insurance certificate/waiver distributed
Initiating Dept. to Risk Management
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Finance Dept. L ORIGINAL bonds sent to Treasurer ❑
Date:
Name/Extension
City Attorney's Office
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
CERRELL ASSOCIATES, INC.
FOR
MEDIA REVIEW 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 Cerrell Associates, Inc., hereinafter referred to as
"CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to conduct a
comprehensive communications and media review ("Review") to assess and make
recommendations concerning the City's effectiveness in its public communications efforts.
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 in general accordance with its October 3,
2013, proposal document included herein as Exhibit "A" ("The Program"). Key elements
of The Program include:
1. Communications review;
2. City initiative review;
3. Message and theme development;
4. Review of the City's public access television network;
13-3987/102250 1
5. Preparation of a written report detailing CONSULTANT's key findings and
recommendations; and
CONSULTANT hereby designates Sean Rossall, 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
Unless otherwise advised, Fred Wilson shall be the City's representative to
CONSULTANT. All communications of CONSULTANT relating to its performance of
services under this Agreement shall be directed to Fred Wilson, or to any other such
representative of the City as designated in writing by Mr. Wilson.
3. TERM; TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT
are to commence on October 9, 2013 (the "Commencement Date"). This Agreement shall
terminate upon CONSULTANT's completion of the Review and delivery of its written
report to the City (approximately December 20, 2013). 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
13-3987/102250 2
Exhibit "A," a fee, including all costs and expenses, not to exceed Six Thousand Five
Hundred Dollars ($6,500.00.).
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 "A."
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, date 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. The provisions noted above do not apply to review documentation and/or
review working papers. Copies of the review documentation and/or review working
papers shall be available to CITY even subsequent to the termination of this Agreement,
provided such disclosure does not undermine the independence or the validity of the
review process.
13-3987/102250 3
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.
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
13-3987/102250 4
($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 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
13-3987/102250 5
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. 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 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.
13-3987/102250 6
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, reports and evidence shall, at the option of CITY, become
its property and shall be promptly delivered to it by CONSULTANT. The provisions
noted above do not apply to review documentation and/or review working papers. Copies
of the review documentation and/or review working papers shall be available to CITY
even subsequent to the termination of this Agreement, provided such disclosure does not
undermine the independence or the validity of the review process.
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.
13-3987/102250 7
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: TO CONSULTANT:
City of Huntington Beach Cerrell Associates
ATTN: Fred Wilson, City Manager Sean Rossall, Vice President,
2000 Main Street Media Relations & Crisis Communications
Huntington Beach, CA 92648 320 North Larchmont Boulevard
Los Angeles, CA 90004
17. CONSENT
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.
13-3987/102250 8
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 HEADINGS
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 provision of this Agreement
13-3987/102250 9
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,
13-3987/102250 10
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 non -prevailing parry.
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 govemed 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 parry or
anyone acting on that parry'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
13-3987/102250 11
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.
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.
TANT,
ITS: (circle one)
I:
print name
ITS: (circle one) Secretary/Chief Financial Officer/Asst.
Secretary - Treasurer
CITY OF HUNTINGTON BEACH,
a munid-pal corporation of the State of California
APPROVED AS TO FORM:
ity Attorney
13-3987/102250 12
EXHIBIT A
E
z'5
CEKRJELL
ASSOCIATES
A Psd— in the WORLDCOM PR C—p
320 North Larchmont Boulevard
Los Angeles, Califomia 90004
Phone: 323-466-3445
Fax: 323-466-8653
wvvwxerrell.com
October 17, 2013
Mr. Fred Wilson
City Manager, Huntington Beach
Via Email
Re: Communications Review for the City of Huntington Beach
Dear Fred,
It was a pleasure speaking with you last week. I appreciated the opportunity to discuss the
citys ongoing communications needs and challenges. From our past work with the city and
the Huntington Beach Marketing and Visitors Bureau, we are very familiar with the realities
facing the city internally and from the media.
For more than 46 years, Cerrell Associates has been one of the country's leading
independent public affairs and public relations agencies. Much of our work has focused on
helping municipalities and other government entities communicate effectively with their
constituents and various stakeholders. Unlike other firms, our team is made up of practice
areas experts with the knowledge necessary to address the unique communications
challenges in Huntington Beach.
Most importantly, we understand the importance of seamlessly integrating with the various
municipalities with which we work. Through close coordination, consistent communication
and interaction with the media and prominent stakeholders, we are able to successfully
become the citys communication apparatus. Instead of simply augmenting city efforts, we
have been able to help cities more effectively communicate, reduce costs and increase
communications manpower.
Understanding the communications climate in which you operate is essential to success. To
that end, we believe that the city would benefit from a comprehensive communications and
media review. This review will provide a roadmap and series of recommendations on how
the city can be most effective in its efforts. The basics of the program are outlined below:
Messaging and Communications Review
Communications Review: Conduct a comprehensive review of the citys existing
communications infrastructure, including discussions with key personnel. This
review will identify and document the various moving parts with the citys existing
communication apparatus. This report will also offer strategic guidance on ways
that the city can streamline and improve its efforts.
N
• City Initiative Review: Develop a list of key projects, programs and initiatives
underway in the city. Working with the council, city manager and staff, this list will
be a guidepost for the variety of efforts worthy of external communications.
• Message and Theme Development: Identify a set of core themes and messages
which will be woven throughout all communications channels on behalf of the city.
These themes will help reinforce the key points that the city wants to communicate
with the outside world.
We anticipate that this effort will require a series of meetings at the city with key
stakeholders. In total, we expect that the gathering of information and analysis will take
between 6-8 weeks. We would like to begin our efforts as early as possible, which will allow
us to ensure that meetings are conducted in advance of the holidays. Upon conclusion, we
will deliver a comprehensive report to you. if desired, we can also present to the council's
communication committee.
I will be responsible for managing our team's work on behalf of the city on a day-to-day
basis. As Cerrell's vice president of media relations and crisis communications, I bring more
than a decade of communications and public relations experience, including providing
public information services to the City of Hermosa Beach and the Los Angeles Unified
School District Supporting our work on behalf of the city will be Tori Wender, senior
account executive and Mariesa Kubasek, account coordinator. Tori brings nearly a decade
of campaign and issues experience, while Mariesa offers an expertise in social media and
Latino communications.
The review will cost a flat fee of $6,500. This includes all costs, as well as staff time.
As always, we look forward to your thoughts and feedback. Please feel free to call me
directly with any questions at (323) 466-3445.
All the best,
Sean Rossall
Vice President, Media Relations & Crisis Communications
No inquiry description
Adopted
YTD
YTD
YTD
YTD
Object
Budget
Budget
Actual
PO/Contract Amount
Calculation
Account
2013
2013
2013
2013
2013
00100 - General Fund
10030301 -Public Information
51000 - PERSONAL SERVICES
173,703
173,703
0
173,703
63000 - Equipment and Supplies
26,000
29,863
844
8,836
20,184
64520 - Repairs and Maintenance
1,000
1,000
1,000
68500 - Conferences and Training
2,000
2,900
920
0
1,980
69300 - Professional Services
1,000
(1,000)
69460 - Other Contract Services
26,220
33,470
0
16,888
16,582
60000 - OPERATING EXPENSES
54,220
67,233
2,764
26,723
38,746
50000 - EXPENDITURES
227,923
240,936
2,764
25,723
212,449
10/21/2013 1:46:48 PM Page 1 of 1
City of Huntington Beach
City Manager Department
FY 2013/2014 Finance Report
Fund: General Fund
Object Adopted Budget Revised Budget Actual PO/Contract Amount Calculation
Account FY 13114 FY 2013114 2013 2013 2013
51100 - Salaries - Permanent
803,204
803,204
0
803,204
52000 - Salaries - Temporary
16,000
16,000
0
16,000
53000 - Salaries - Overtime
0
0
54000 - Termination Pay Outs
0
0
55000 - Benefits
341,484
341,484
0
341,484
51000 - PERSONAL SERVICES
1,160,688
1,160,688
0
1,160,688
63000 - Equipment and Supplies
154,700
161,735
18,176
24,687
118,872
64520 - Repairs and Maintenance
1,000
1,000
1,000
68500 - Conferences and Training
25,000
26,125
2,120
0
24,005
69300 - Professional Services
88,841
95,574
1,000
23,733
70,841
69450 - Other Contract Services
26,220
33,470
0
16,888
16,582
78000 - Expense Allowances
19,700
19,700
0
19,700
60000 - OPERATING EXPENSES
315'"1
337,604
21,296
65,308
251,000
50000 - EXPENDITURES
1,476,149
1,498,292
21,296
65,308
1,411,688
Page 1 of 1
10/21/2013 1:46:57 PM
INSURANCE AND
DEMNIFICATION WAIVER
H
MODIFICATION REQUEST
1. Requested by: Teri Baker, Assistant to the City Manager
2. Date: October 22, 2013
3. fume of contractor/permittee- Cerrell Associates Inc.
4. Description of work to be performed: Media Review Services
5. Value and length of contract: Upon deliveryof report to City (estimated date 12/20/13
6. Waiver/modification request: Section 9 - Higher deductable amount ($25k instead $1 Ok)
7. Reason for request and why it should be granted: Cerrell has 46 years experience in
public relations with an excellent reputation. The firm's current insurance policy has a
$25k deductable and they are requesting that the City waive the $1 Ok requirement.
8. Identify the risks to the City in approving this waiver/modification: Low to no risk in
reviewing the City's current communication practices and preparing a report of
recommendations.
Department Head Signature
10-22-2013
Date:
APPROVALS
Approvals must be obtained in the order fisted on this form. Two approvals are required
for a request to be granted. Approval from the City Administrator's Office is only required if
Risk Management apd. t City Attorney'Ojfice disagree..
1. Risk Management
Approved ❑ Denied .' ' �- ; :?1_219
Signature Dzite
2. City Attorney's Office i
A proved ❑ D 6 ied
` Signature Date
3. City Administrator's Office
❑ Approved ❑ Denied _
Signature Date
If approved, the completed waiverlmodification request is to be submitted to the
City Attorney's Office along with the contract for approval. Once the contract has been approved,
this form is to be filed with the Risk Management Division of Administrative Services
waiver form.doc 10/22/2013 2:32:00 PM
CERRE-1 OP ID: FO
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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
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certificate holder in lieu of such endorsements).
PRODUCER Phone: 818-933-2700
Momentous Insurance Brokerage Fax: 618-933-27Q1
5990 Sepulveda Blvd, Suite 550 a
Van Nuys, CA 91411
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320 N. Larchmont Boulevard
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City of Huntington Beach
ATTN: Fred Wilson,
City Manager
2000 Main Street
CA
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE WITH THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
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