Loading...
HomeMy WebLinkAboutCit Com, Inc. - 2016-10-01PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND ar com, INC. FOR COMPREHENSIVE NEEDS ASSESSMENT — POLICE DEPARTMENT ,THIS AGREEMENT ("Agreement") is made and entered into by and between the City of I luntington Beach, a municipal corporation of the State of California, hereinafter referred to as "CITY,"and CIT COM, INC., a California corporation, hereinafter referred to as "CONSULTANT." WHEREAS, CITY desire-, to engage the services of a consultant to provide a comprehensive needs assessment of the Police Department; 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. SCOPE OF SERVICES CONSULTANT shall provide all services as described in the document entitled "Amended Proposal — Huntington Beach Police Department," a copy of which is attached hereto as Exhibit "A," and incorporated into this Agreement by this reference. These services shall sometimes hereinafter be referred to as the "PROJECT." CONSULTANT hereby designates Wiliam Romesburg . who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. L- CITY STAFFASSISTANCE CITY shall assign a staff coordinator to worl, directly with CONSULTANT in the performance of this Agreement. 16-5438/144310,1M I of I I TERM: TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on October 1, 2016 (the "Commencement Date'"). This Agreement shall automatically terminate one (1) year from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than sixty (60) days 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 Sixteen Thousand Dollars ($16,000.00). 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." 16-5438/144310/PD 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. 16-5438/144310/PD 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 willmake 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 16-5438/144310/PD 4of11 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 16-5438/144310/PD 5of11 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. 16-5438/144310/PD 6ofII 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: Chief Information Officer 2000 Main Street Huntington Beach, CA 92648 17. CONSENT TO CONSULTANT: CIT COM, INC. 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. 16-5438/144310/PD 7of11 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 16-5438/144310/PD 8of11 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 parry 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. 16-5438/144310/PD 9of11 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. 16-5438/144310/PD 10of11 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, CIT COM, INC., a California corporation COMPANY NAME William Romesbu print name ITS: (circle -no Chairman/President`Vic;e President FEWI,17 print name ITS: (circle one) Secretary/Chief Financial officer/Asst. Secretary — Treasurer 16-5438/144310/PD 11 of 11 CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California Director/Chief (Pursuant To HBMC §3. 03.100) Chief Information Officer APPROVED AS TO FORM: RECEIVE AND FILE: City Clerk Date /'-� — / EXHIBIT A Huntington Beach Police Department Methodology Fundanicnrally, our methodology is built on core Project Management Institute (PMI) principles for successfully managing iriformation technology initiatives, including the dcvcloprnent and maintenance of the following: Project Plan, Project .Schedule, Project "Dear), Scope Statement, Project Work Plan, Quality Assurance, and Risk Management. In addition, we have infused industry best -practices and lessons -learned to provide an approach that balances PMI with decades of experience in effectively managing law euForcement technology Initiatives. Proposed Approach Using our proven framework, we propose the following initial two-phase approach for the FIBPD initiative: Phase I Project Kickoff and Initial Project Plan Development T he formal project initiation step inhere key project participants are introduced, and the project officially begins. Phase II This phase involves the identification, reviety and thorough assessment of the existing Plexagonllntergraph solution, with a focus on the department's fsaure alternatives (upgrade, replace, sustain). PHASE 1: PROJECT KICKOFF AND INITIAL PROJECT PLAN DEVELOPMENT Upon a notice to proceed, Cit Coln would assemble the assigned project tears, onsite, to conduct it formal Project Kick -Off meeting. Typically, the initiation entails a lull day of activity, and is intended to achieve the following;: • Personally introduce the Ivey (-'it Cori and agency project participants. • L;nable the key project stakeholders an opportunity to describe their vision, goals, and expectations of both Cit Cam, as well as the ultimate vendor. • Exchange relevant doCltntentation (existing plans, vendor support contracts, etc.). t3. • Review high-level plans, and seek/obtain clarification. • Discuss and understand operational and support structures. i=; ® Develop an understanding of the relationships amongst the affected employees and entities participating in the initiative (i.e., the city, the department, and areas within the (1cpartment). ® Discuss csisting project budget cstirnatcs and start gathering information necessary to prepare a preliminary budget. I it71j 1--'2: Pfi:jf c,? I'llaIn IJeve.lop rcie n% Following the Project Kick -Off, Cit Corn would begin work on an Initial Project Plan. 'Fhe. Project Plan governs the manner and conditions that guide the project from beginning to end, serving as "the project's blueprint". Cit Coal would create a comprehensive Initial Project Plan, specific to the nuances of the initiative, including the following elements: ® ldenrificarioii of key project stakcholdcrs who are affected by rite initiative. • Define the project's initial scope, objectives, plans, and requirements. ® Establish a Microsoft SharePoinr project website (optional; at no additional cost). • Preparr plans, calendars, and milestones including: — List of, tasks, deliverables and meeting schedules — Scheduled progress meetings — Method of updating general personnel of project- status SpcciGc deliverables for this task would include: 0 Initial Project Plan, including: — Initial Project Governance (Steering Committee) — Initial Project "Feani Organization Chart (with roles/responsibilities) — Project Methodology (tasks) — Initial Disk Management Plan — Communications Plan — Preliminary Budget Documents — Project Work Plan (Microsoft Project 2010 GAN71" chart) a Initial and Recurring Iteportirig Tools: — Monthly Project Status Rcports Project SharePoint Website (optional) PHASE 11: COMPREHENSIVE NEEDS ASSESSMENT During this task, Cit Corn would undertake a thorough analysis of the existing environment with a focus on preparing a Needs Assessment. Specifically, we would: ® Asscmble and review a detailed accounting of the existing rechnology and infrastructure, including: — Descriptions of naantt;al and automatic information systems — Listing of computer systems and networks, identifying the Department's relevant resources and hard .assets — Identification of exisring databases — Descriptioti of volumes of transactions and other criteria — A thorough description of the existing Hexagon/Intergraph CAI:)/RIvIS/Mobile modules — Existing interfaces (standard and custom) — Identification of data retention expectations/requirements (if appropriate) Collect relevant forms, reports and existing documentation. This data collection will assist US in understanding and/or verifying: — How major functions are performed — The flow of information through the various service areas — The operation of the existing automated systems in relation to department operations and workflow ® Wet with designated information technology staff to discuss systems, operations, and their needs related to the various components of this project. ® Interview administrative and operations personnel (both individually and in focus groups, as appropriate) to determine specific operational, data processing, and information needs and concerns both currently and projected throughout the next ten years. (,lassif)r and prioritize requirements ldenrify strengths, weaknesses, opportunities, and threats presented by the current I IcxagonlIntergraph solution Identify potentially problematic requirements for project team review • Develop a thorough understanding of current dispatch, mobile, anti records operations. ® Evaluate staffing, training requirements, and ability to support users of the system. • Contrast existing and potential future information technology staffing demands. ® Interview the designated purchasing personnel to discuss procurement options and alternatives. • Establish and docuaacnr general C;AD/I2MS/Mobile requirements including, but nor limited to: — CAD/RMS/Mobile System Design Documentation Z-1 — Next (knerar'ton 91.1 Standards and Local Requirements — Data Communications and Netsworl: Needs: — On-line Storage — Security and Access Controls — GIS/Mapping Requirements — Inrerface Requirements — Internal and External Reporting Capabilities ® Document the strengths and weaknesses of the available alternatives, as revealed through the Needs Assessment process, including (at the minimum): — Maximizing, or Upgrading the Existing Hexagon/Intergraph Solution C3 Training, Enhancements (software modifications), Upgrades — Replacing the I lexagon/Inrcrgraph Solution with Disparate Systems — Replacing the Flexagonflntcrgraph Solution with a Single Solution ® Present a recommended alternative f--(.)r the project's governance to consider. Upon I-CcXiVing input, CiL Coln Would prepare a final written Needs Assessment Rccon-iniendation. Specific dcliver;ibles for this task would include: — 32 Hours Of OnSite Interview,,; (Direct and Focus Groups) — Summary of Existing Environment — Environmental Scan (Regional Agency Initiatives) — Integrated Conceptual Design — 1--figh-level CAI)/IZMS/Mobilc Business and Technical Rcquircinems — Analysis of Alternatives — Presentation of Findings to project Tearn and Steering Committee — Final Needs Assessment Report 11,2, 'ProiocJ ["IPI-I Fioali-lation Following the preceding tasks, the project Learn and governance will require modifications to the Project Plan, based on the chosen approach. Building on the Initial Project Plan, Cit Com Would introduce the f'ollowing 'finalized' elements into the Project Plan: ® Scope statement, identifying the included and excluded aspects of [flu selected approach. ® Incorporate into the plan, as appendices, key deliverables from previous tasks, including: Analysis of Alternatives, Needs Assessment, arid High-level Business and Technical Requirements. • If appropriate; a comprehensive approach (methodology) for acquiring the necessary technology solution(s). VII • A refined project budget, reflecting the planned hardware, software, vendor '2 products, and internal labor resources. 'r M Specific deliverables for this task would include: © Final Project Plan, including: — Project Governance (Steering Conimittee) — Project'TTearn Organization Chart (with roles/ responsibilitics) -- F'inal Scope SLatement — Acquisirion and Implementation Methodology (casks) — Change Management Plan — Risk Management Plan. — Project Escalation Procedures — Communications Plan — Project Budget — f'rojcct Work Plan (Microsoft Project 2010 GANI"I' chart) Professional Fees and Timeline Professional Fees Our professional Fees are based upon our experience with similar projects, and our understanding of the project based on our discussions. Based on this information, we estimate the following number of hours to be required: - — - 1 lriizrs `['ask Descriplio'n_o('Work C.rast i�z~�uircd � I-1 Ut. _ tsiee Pri>jecr Kickoff 5 Sr)25 11 I (2 Consultants/2.5 hours each) ' 1 I 1 1-2 Project Plan Development G .$1 110 ; 11-1 Nceds Assessmcrn Onsite Inierviews (32 hours) 68 x 12,580 Deliwi-abler and Documen cation (36 hours) i lI-"? Project Plan Finalization i 6 1 $t 110 Total 85 $15,72 ! 5 We project a total of 85 hours to be required to Fulfill the scope of work defined in our proposal. Our current hourly composite rate is $250/hour. However, we are proposing an hourly rate of $ 185/hour for the HBPD initiative (a reduction based on our geographic proximity, Familiarity with the environment, and Hexagon/Intergraph). Should tasks require less time than forecast, Cit Corn would invoice only for actual time accrued. Timeline Cit Corn is ready to begin work upon receipt of a notice to proceed, and forecasts both phases to he complete within /5-60 days. EXHIBIT "B" Payment Schedule (Hourly Payment) A. Hourly CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: B. Travel Charges for time during travel are not reimbursable. C. Billing 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 ,A;� ¢� �X CITY OF HUNTINGTON BEACH RECEIVED 4 s Professional Service Approval Form OCT 2 2016 PART Finance Department Date: 10/25/2016 Project Manager Name: Behzad Zamanian Requested by Name if different from Project Manager: Carla Apostoli Department: Information Services 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: Police Department Technology Comprehensive Needs Assessment Study 2) Estimated cost of the services being sought: $ 15,725.00 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.) _,.--,7 ® Yes ❑ No FisgeServi,Ees Manager Signature (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): e-5 Date Account number Contractual Dollar Amount Business unit. object # Fiscal Year 2016/2017 Fiscal Year Fiscal Year Fiscal Year 10042155.69315 $15,725.00 $ $ $ $ $ $ $ Budget Approval ead 'Signature(s) -� /Chief Financial Officer Signature Assistant City Manager's Signature APPROVED! h DE anager's Signature Date Date Date �l,t-I to 4 Date Date cit com - professional services part 1 - september 12, 2016.doc REV: February 2015 ���urocrp CITY OF HUNTINGTON BEACH Professional 92CFrQUNTY..GP��4o PAR T 11 Date: 10/25/2016 Project Manager: Behzad Zamanian Requested by Name if different from Project Manager: Carla Apostoli Department: Information Services DECEIVED OCT 2 5 2016 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 & II MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: CIT Comm, Inc. 2) Contract Number: IS (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $15,725.00 Account number Contractual Dollar Amount Business unit. object # Fiscal Year 2016/2017 Fiscal Year Fiscal Year Fiscal Year 10042155.69315 $15,725 $ $ $ $ $ $ $ $ $ $ $ 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 describes the payment terms of the contract. Fiscal (Purchasing) Budget Manager Approval Signature Chief Financial Officer (or designee) Signature Date `Date cit corn - professional services part ii - september 9, 2016.doc REV: February 2015 _ � o � q \ / E % .2 /\\ o m w m=wC: e m = o ± o E > 5fE\ o o 0 .o k 7 a \ � Q 0 7 ./ \ 7 /k§§ � - \� \\ Cosa 0 0 a Um3< k . / c : E 0 c § 0 z q\ >/ m� 2 0 om / / / a a a / / \ �/ % % m / m