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HomeMy WebLinkAboutCivic Solutions, Inc. - 2016-08-10PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND CIVIC SOLUTIONS, INC. FOR FIRE PREVENTION DIVISION ORGANIZATIONAL AND PROCESS REVIEW 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 Civic Solutions, Inc., a California Corporation, hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to review and assess the organizational structure and processes of the Fire Prevention Division of the Fire 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: 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 Tom Merrell 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 At 7 ���1 20/j6_ (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 6 months 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 Seven Thousand Five Hundred Dollars ($7,500.00). 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 "B." agree/surfnet/professional svcs 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. 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 agree/surfnet/professional svcs to $49 10/12 3 of 11 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 waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. agr ee/surfnet/professional svcs to $49 10/12 4 of 11 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 payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other agree/surfnet/professional sves to $49 10/12 5 of 11 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. 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 agree/surfnet/professional Svcs to $49 10/12 6 of I I 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: Ken Domer 2000 Main Street Huntington Beach, CA 92648 17. CONSENT TO CONSULTANT: Civic Solutions, Inc. ATTN: Thomas Merrell 27362 Calle Arroyo San Juan Capistrano, CA 92675 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. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. agree/surfnet/professional Svcs to $49 10/12 7 of 11 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 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 agree/surfnet/professional svcs to $49 10/12 8 of 11 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. 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. aggree/surfnet/professional svcs to $49 10/12 9of11 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. 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. agree/surfnet/professional Svcs to $49 10/12 10 of 11 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. CONSULTANT, Civic Solutions, Inc. COMPANY NAME Thomas Merrell print name ITS: (circle one) Chairma residen ice President Thomas Merrell print name ITS: (circle or Secretaryd ief Financial Officer/Asst. Secretary — Treasurer CITY OF HUNTINGTON BEACH, a municipal corporation of the State of City Manager suajat To HBMC §3.03.100) . I T91M] ME City AttomeyDkz agree/surfnet/professional Svcs to $49 10/I2 11 of I 1 EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) The City of Huntington Beach is requesting an evaluation of the procedures, staffing and organization of the Fire Prevention / Fire Marshall's office in order to develop recommendations to ensure the plan review and inspection process delivers a high level of applicant and business owner satisfaction while ensuring public health and safety. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: At an initial meeting with management staff, we will explain the process and information we will need for the evaluation. During step 2, when we will meet with key staff in the department, City staff can provide information regarding the department's workload, processes and organization. We will analyze the input and organizational information and formulate preliminary recommendations. After a preview meeting to receive input from management staff, we will complete the report and recommendations. C. CITY'S DUTIES AND RESPONSIBILITIES: Provide any documentation as requested. Allow for access to interview any and all city employees on site at City Hall. Assist in the compiling of participants to be interviewed. D. WORK PROGRAM/PROJECT SCHEDULE: 1. Kick-off meeting with the City Manager, Assistant City Manager, Fire Chief and other key staff to discuss the project objectives and procedure 2. Individual meetings with key staff to understand the existing process, workload and organization EXHIBIT A 3. Compile workload, organization & process background information 4. Analysis and recommendations 5. Meet with the City Manager, Fire Chief, and others as applicable to preview recommendations 6. Prepare the summary report & recommendations Pending execution of the agreement, the following general timeline will be followed: Initial and Work Related Meetings: 30 days from Contract Execution Analysis & Recommendations: 30 days after completion of meetings Preview & Draft Report: 15 days after Analysis and Recommendations Client review of draft report and direction to consultant: 15 Days Final Report: Within two weeks of approved draft. This schedule allows for some overlap of tasks, and is dependent on City staff availability to meet and responsiveness to provide background information regarding departmental oprerations. EXHIBIT A EXHIBIT "B" Payment Schedule (Fixed Fee Payment) 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 CIVIC s o L u T► o N s City of Huntington Beach Phase 3 Proposal — Fire Prevention Office Public Relations June 21, 2016 OBJECTIVE Upon completion of Phase 1, an applicant feedback survey, and Phase 2, organizational assessment and implementation recommendations for the Community Development Department, the City of Huntington Beach is assessing the organizational needs of its fire prevention services provided by the Fire Marshall's office in the Fire Department. The findings in the first two phases indicated a potential for the fire prevention staff to make some adjustments to improve the interface with business owners and permit applicants. This, along with new leadership of the Fire Deaprtment, vacant positions and a focus on ensuring a business and customer friendly operation, make it an ideal time to evaluate the procedures, staffing and organization of the department. DESCRIPTION OF SERVICES The City of Huntington Beach is requesting an evaluation of the procedures, staffing and organization of the Fire Prevention / Fire Marshall's office in order to develop recommendations to ensure the plan review and inspection process delivers a high level of applicant and business owner satisfaction. Civic Solutions team will conduct the evaluation as follows: 1. Kick-off meeting with the Assistant City Manager, Fire Chief and other key staff to discuss the project objectives and procedure 2. Individual meetings with key staff to understand the existing process, workload and organization 3. Compile workload, organization & process background information 4. Analysis and recommendations 5. Meet with the Assistant City Manager and others he may include to preview recommendations 6. Prepare the summary report & recommendations At an initial meeting with management staff, we will explain the process and information we will need for the evaluation. During step 2, when we will meet with key staff in the department, City staff can provide information regarding the department's workload, processes and organization. We will analyze the input and organizational information and formulate preliminary recommendations. After a preview meeting to receive input from management staff, we will complete the report and recommendations. Mr. Merrell will be the lead for this phase, and will attend all meetings with members of the City management team. He will be assisted by one or more of Civic Solutions' senior consultants. SCHEDULE The following schedule is proposed to complete the study by the middle of October: July 1 — 31 Meetings August 1 — 31 Analysis & Recommendations Sept 1 — 15 Preview & Draft Report Sept 16 — 30 Client review of draft report and direction to consultant October 1 — 15 Final Report This schedule allows for some overlap of tasks, and is dependent on City staff availability to meet and responsiveness to provide background information regarding departmental oprerations. BUDGET Civic Solutions will provide the services in Phase 2 above for an amount not to exceed $7,500. This budget provides for up to 20 hours for meetings with management and department staff. Services will be provided by the firm's principal, Tom Merrell, and Civic Solutions' staff. In the event the City requests additional meetings, Civic Solutions will apply the following hourly rates to the additional meetings: Principal -in -Charge / Tom Merrell: $150 Senior Consultant Staff: $135 Fire Dept./ Fire Prevention Evaluation Proposal -2- Civic Solutions, inc. Business Search - Business Entities - Business Programs Page 1 of 1 Business Entity Detail Data is updated to the California Business Search on Wednesday and Saturday mornings. Results reflect work processed through Friday, July 22, 2016. Please refer to-rocessina Times for the received dates of filings currently being processed. The data provided is not a complete or certified record of an entity. Entity Name: Entity Number: Date Filed: Status: Jurisdiction: Entity A.idress : CIVIC SOLUTIONS, !NC. C1899724 01/02/1996 ACTIVE CALIFORNIA 27362 CALLS ARROYO Entity City, State, Zip: SAN JU_AN CAPISTRnNO CA 92675 Agent for Service of Process: THOIlAS G MERRELL Agent Addl-ress: 27362 CALLE ARROYO Agent City, State, Zip: SAN JUAN CAPISTRANO CA 92675 * Indicates the information is not contained in the California Secretary of State's database. • If the status of the corporation is "Surrender," the agent for service of process is automatically revoked. Please refer to California Corporations Code sect' -on 114 for information relating to service upon corporations that have surrendered. • For information on checking or reserving a name, refer to Name AvailabilitV. • For information on ordering certificates, copies of documents and/or status reports or to request a more extensive search, refer to Information R n_uests. • For help with searching an entity name, refer to Search Tiffs. ' • For descriptions of the various fields and status types, refer to Field Descr ptions and Status Definitions. Pr -vacs Statement I Free Document Readers Copyright © 2016 California Secretary of State http://kepler.sos.ca.gov/ 7/26/2016 / AC")?" CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 8/9/2016 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 endorsement(s). PRODUCER Select Solutions Insurance Services 1350 Carlback Avenue Suite 100 Walnut Creek CA 94596 CONTACT Elizabeth Lee _NAME: FAX PHONE (866) 500-6359 A 855)804-8449 _(A/C,_NP�Fxt): --- -- (AJC Nol: E-MAIL ADDRESS: elizabethl@pp ibselect.com __— _INSURER (S)AFFORDINGCOVERAGE _ NAICA INSURERA:Travelers Property Casualty Company 025674 _ INSURED Civic Solutions, Inc. 27362 Calle Arroyo San Juan Capistrano CA 92675 INSURERB:The Travelers Indemnity Co of CT 25682 INSURERC:The Hanover American Insurance 36064 INSURERD:Travelers Casualty and Surety 31194 INSURER E : INSURERF: !`nvCO A!_CQ 1`C0TI1=I1 ATI= NI IRARFR•l h WC 1 / GL. AU. PL KtVINIUN NUMtSt K: 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. _ NSRLIMITS ILTR F TYPE OF INSURANCE AND §UBDR POLICY NUMBER MM/DDPLIY/YYYY MM/DID YYYY X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 2, 000, 000 A CLAIMS -MADE �� OCCUR DAMAGE TO RENTED PREMISES Ea occurrence $ 1, 000, 000 MED EXP (Any one person) $ 10,000 X Y 680-7276N41A-TIL-16 5/15/2016 5/15/2017 APPROVED AS TO FO , , By: -� �"�`�� M 1 r z v/ PERSONAL &ADV INJURY $ 2, 000, 000 GEN'LAGGRE_GATE LIMIT APPLIES PER: �I PRO- �POLICY L JECT LOC OTHER_ GENERAL AGGREGATE $ 4, 000, 000 PRODUCTS -COMP/OP AGG $_ 4, 000, 000 _ Is AUTOMOBILE LIABILITY CITY ATTORNEY COMBINED SINGLE LIMIT _(Ea accident) $ _1, 000, 000 BODILY INJURY (Per person) $ B ANY AUTO ALL OWNED SCHEDULED (AUTOS I AUTOS NON -OWNED X HIRED AUTOS h AUTOS I I I X Y CITY OF HUNTINGTON BEACH BA-3053L600-16 5/15/2016 5/15/2017 BODILY INJURY (Per accident) $ PROPERTY DAMAGE Per accident) �Q J $ AH X UMBRELLA LAB EXCESS LIA�LCLAIMS-MADE X OCCUR EACH OCCURRENCE $ 11000, 000 AGGREGATE $ 1, 000, 000 DED X I RETENTION$ 0 $ CUP-3242T554-16 5/15/2016 5/15/2017 WORKERS COMPENSATION ` X I PER OR H ` STATUTE C AND EMPLOYERS' LIABILITY Y/N ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? a (Mandatory in NH) N/A WZ3921021205 9/1/2016 9/1/2017 E.L. EACH ACCIDENT $ 1, 000, 000 E.L. DISEASE - EA EMPLOYE " $ 11 000, 000 E.L. DISEASE -POLICY LIMIT $ 1, 000, 000 If yes, describe under DESCRIPTION OF OPERATIONS below D Professional Liability 106569568 8/8/2016 8/8/2017 Per Claim $1,000,000 Aggregate $2, 000, 000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Projects as on file with the insured. The City of Huntington Beach, its officers, elected agents and volunteers are named as Additional Insured on General Liability and Automobile Liability policies if required by written contract per the attached endorsements. waiver of subrogation apply to General Liability and Automobile Liability policies per attached endorsement. CERTIFICATE HOLDER I.ANL r_LLA I IUN City of Huntington Beach Attn: Ken Domer 2000 Main Street Huntington Beach, CA 92648 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 L Trevino/LEEELl U 19BB-2014 AGUKD GUKVUhCA I IUN. All rlgnis reserves. ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD INS025 nmann CITY OF HUNTINGTON Professional Service Approval Form rJ " PART I PIECEWD Date: 7/8/2016 Project Manager Name: Ken Domer JUL. 0 Requested by Name if different from Project Manager: Department: City Manager PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART / MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement: Civic Solutions has a good understanding of some of the concerns based on the first phase of their review of Standards of Cover. This is a good time to review and look at options for the fire inspection unit. 2) Estimated cost of the services being sought: $ 7,500 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) Check below how the services will be obtained: ❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ❑ MC 3.03.08(b) - Other Interagency Agreement procedure will be utilized. ® MC 3.03.08 - Contract Limits of $30,000 or less exempt procedure will be utilized. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to this question is "No," the contract will require approval from the City Council.) _. ® Yes ❑ No Fiscal Services Manager Signature (Purchasing Approval) `7 - Y - t Date 6) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit. object # Fiscal Year 16-16 Fiscal Year Fiscal Year Fiscal Year 10040101.69365 $ ,500 $ $ $ $ $ $ $ O11 � r I Bu et Approval De#Vient Head gnature(s) / Chiefs iF' anrj,@I Officer Signature ger's Signature Manager's Signature a lr�lt<� Date Date Date Z6 - / (7 Date -� - 2-7- (1 Date part 1 civic sol contract amendment 7 8 16.doc REV: February 2015 ProfessionalCITY OF HUNTINGTON BEACH a� 4 PART 11 Date: 7/8/2016 Project Manager: Ken Domer Requested by Name if different from Project Manager: Department: City Manager PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & II MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: Civic Solutions 2) Contract Number: ADM (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $7,500 Account number Contractual Dollar Amount Business unit. object # Fiscal Year 15/16 Fiscal Year Fiscal Year Fiscal Year 10040101.69365 $7,500 $ $ $ 4) Is this contract less than $50,000? ® Yes ❑ No 5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 6) Is this contract over $100,000? ❑ Yes ® No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ❑ Yes ® No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, which describes the payment terms of the contract. Fiscal Service's Manager (Purchasing) Budget M Wage proval Signature Chi Financial Officer (or designee) Signature uare e Date Date part ii civic sol contract amendment 07 08 16.doc REV: February 2015 SOLUTIONS City of Huntington Beach Proposal Fire Prevention Division Organizational and Process Review June 22, 2016 OBJECTIVE Utilizing previous studies conducted by Civic Solutions, including a development services applicant feedback survey, the City of Huntington Beach is assessing the organizational needs of its fire prevention services provided by the Fire Marshall's office in the Fire Department. The findings in previous studies and preliminary conversations with management indicated a potential for the fire prevention staff to make some adjustments to improve the interface with business owners and permit applicants. This, along with new leadership of the Fire Department, vacant positions and a focus on ensuring a business and customer friendly operation, make it an ideal time to evaluate the procedures, staffing and organization of the department. DESCRIPTION OF SERVICES The City of Huntington Beach is requesting an evaluation of the procedures, staffing and organization of the Fire Prevention / Fire Marshall's office in order to develop recommendations to ensure the plan review and inspection process delivers a high level of applicant and business owner satisfaction while ensuring public health and safety. Civic Solutions team will conduct the evaluation as follows: 1. Kick-off meeting with the City Manager, Assistant City Manager, Fire Chief and other key staff to discuss the project objectives and procedure 2. Individual meetings with key staff to understand the existing process, workload and organization 3. Compile workload, organization & process background information 4. Analysis and recommendations 5. Meet with the City Manager, Fire Chief, and others as applicable to preview recommendations 6. Prepare the summary report & recommendations At an initial meeting with management staff, we will explain the process and information we will need for the evaluation. During step 2, when we will meet with key staff in the department, City staff can provide information regarding the department's workload, processes and organization. We will analyze the input and organizational information and formulate preliminary recommendations. After a preview meeting to receive input from management staff, we will complete the report and recommendations. Mr. Merrell will be the lead for this phase, and will attend all meetings with members of the City management team. He will be assisted by one or more of Civic Solutions' senior consultants. SCHEDULE The following schedule is proposed to complete the study by the middle of October: July 1 — 31 Meetings August 1 — 31 Analysis & Recommendations Sept 1 — 15 Preview & Draft Report Sept 16 — 30 Client review of draft report and direction to consultant October 1 — 15 Final Report This schedule allows for some overlap of tasks, and is dependent on City staff availability to meet and responsiveness to provide background information regarding departmental oprerations. BUDGET Civic Solutions will provide the services in Phase 2 above for an amount not to exceed $7,500. This budget provides for up to 20 hours for meetings with management and department staff. Services will be provided by the firm's principal, Tom Merrell, and Civic Solutions' staff. In the event the City requests additional meetings, Civic Solutions will apply the following hourly rates to the additional meetings: Principal -in -Charge / Tom Merrell: $150 Senior Consultant Staff: $135 Fire Dept./ Fire Prevention Evaluation Proposal -2- Civic Solutions, Inc. PROFESSIONAL SERVICES FISCAL YEAR 2015/16 NON -DEPARTMENTAL (Department Description I Amount Non -Departmental Professional services including claims, litigation, auditing, recruitment services, appraisal, economic analysis, legal, housing compliance and other consulting and professional services. $7$0,809 Date Vendor Amount Contract Value Notes 11/10/2015 Various Legal Services $ 30,000 Amount unknown, will put p{aceholder of $30K 12110/2015 CFD Bond Counsel (BU 405) $ 30,000 $ 30,000 Business Unit 405 - NTE $30K Hyatt sale 2/24/2016 Enterprise Technology $ 15,000 $ 40,000 Amendment - split 2 BU's. new NTE is $100,000 3/24/2016 Curtis J. Cope $ 10,000 $ 25,000 expert witness services PD 4/12/2016 Jones Hall $ 12,500 $ 12,500 Legal Services for LED streetlight & iBank financing 41112016 Kane Balmer $ 20,000 $ 49,000 Outside legal services to successor agency 512/2016 Management Partners $ 23,500 $ 23,500 C.S. review 5/25/2016 Hosp, Gilbert & Bergsten $ 15,000 $ 50,000 Kang Case Legal Services 6/212016 Kronos Upgrade $ 60,520 $ 60,520 Software upgrade for payroll reporting system 6/30/2016 Magellan Advisors $ 22,500 $ 22,500 Wireless/Broadband Startegic initiatives 7/1/2016 NBS Gov't Finance Group $ 10,000 $ 59,358 Amendment#1 7/812016 Civic Solutions — $ 7,500 $ 7,500 Fire Prevention/Inspection Services evaluation Total Value $ 256.520 Balance $ 524,289 FY 16117 29,000 0 29.000