HomeMy WebLinkAboutGalecia Group - 2014-05-19Dept. ID LS-14-003 Page 1 of 2
Meeting Date: 5/19/2014
AM 611-* 6 - 0 - / 6A WOM S -a �
CITY OF HUNTINGTON BEACH
REQUEST FOR, CITY COUNCIL ACTION
MEETING DATE: 5/19/2014
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Fred A. Wilson, City Manager
PREPARED BY: Stephanie Beverage, Director of Library Services
SUBJECT: Approve and authorize execution of a Professional Services Contract with the
Galecia Group for an Automated Materials Handling System analysis and
implementation plan for the Library Services department
Statement of Issue:
The Huntington Beach Public Library needs to engage the services of a consultant in the area of
Automated Materials Handling systems for the return and sorting of library items. The Library has a
current Capital Improvement Plan project to re -engineer and replace an outdated, failing system
installed in 1994. The Galecia Group is a California firm with extensive expertise in the area of
materials handling and can create the plan for effective implementation of a new system.
Financial Impact:
Funds in the amount of $22,600 are available in the Capital Projects Fund, Account No.
10040314.82200.
Recommended Action:
Approve and authorize the Mayor and City Clerk to execute the "Professional Services Contract
Between the City of Huntington Beach and The Galecia Group for Material Handling Process
Consulting Services" in the amount of $22,600 for an Automated Materials Handling System
analysis and implementation plan for the Library Services department.
Alternative Action(s):
Do not approve a Professional Services Agreement with the Galecia Group, and direct staff to
pursue an alternative action.
Analysis:
In 1994, as a part of the expansion of the Central Library, an automated system to handle the return
and sorting of materials was installed. The system at the time was far ahead of anything else in the
library industry. Over time, while automated materials handling became more common and
technology improved, the older system from 1994 became increasingly dysfunctional. This past
year the machinery finally stopped working after damaging a significant number of items.
New systems are more sophisticated and utilize Radio Frequency Identification technology to
speed check in and checkout of library materials, saving staff time and enhancing service.
Examples of new systems are in place in the Orange Public Library and in other library systems
throughout the county. The Library implemented RFID (Radio Frequency Identification) this past
year, and is now ready to replace the old handling system. However, preliminary cost estimates for
Item 8. - 1 II13 -172-
Dept. ID LS-14-003 Page 2 of 2
Meeting Date: 5/19/2014
a system indicate a need for a complete systems analysis of the library's inventory and materials
handling process before a new system can be bid, purchased and installed.
As stated in the Financial Impact section, the funding is available within the Capital Projects Fund;
however, the listing of this type of Professional Services Agreement was not contained within the
current Fiscal Year Operating Budget under Library Services. Accordingly, even though the
proposed amount is within normal purchasing policy, in order to issue the Professional Services
Agreement, City Council approval is required.
Environmental Status:
N/A
Strategic Plan Goal:
Improve the City's infrastructure
Attachment(s):
1. Agreement between the City of Huntington Beach and The Galecia Group, including
Certificate of Liability, Request for Waiver of Professional Liability Insurance from Library
Services for The Galecia Group and Professional Services Approval Form
H B - 7_ Item 8. - 2
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
THE GALECIA GROUP
FOR
MATERIAL HANDLING PROCESS CONSULTING 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 THE GALECIA GROUP, a Sole Proprietorship hereinafter referred to as
"CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to analyze workflow and
processes to make recommendations for automated materials handling processes; 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 Lori Bowen Ayre who shall represent it and be
its sole contact and agent in all consultations with CITY during the performance of this Agreement.
Z. CITY STAFF ASSISTANCE
CITY shall assign a staff coordinator to work directly with CONSULTANT in the
performance of this Agreement.
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3. TERM: TIME OF PERFORMANCE
Time is of the essence of this Agreement. The services of CONSULTANT are to
commence on A � _, 201� (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 12 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 twenty two thousand six hundred dollars Dollars ($22,600).
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."
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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
CONSULTANT's professional liability in an amount not less than One Million Dollars
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($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 effect 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 evidencing the
foregoing insurance coverage as required by this Agreement; the certificate shall.
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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
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.
1.2. 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
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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
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 I 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
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other communications will be sent by notifying the other parry via personal delivery, a reputable
overnight carrier or U. S. certified mail -return receipt requested:
TO CITY:
City of Huntington Beach
ATTN: Stephanie Beverage
2000 Main Street
Huntington Beach, CA 92648
17. CONSENT
TO CONSULTANT:
The Galecia Group
ATTN: Lori Bowen Ayre
15 Old Creek Road
Petaluma, CA 94952
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.
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
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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 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. EM IIGRATION
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
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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 parry 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 parry shall not be entitled to recover its attorney's
fees from the nonprevailing 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 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
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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 Council.
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.
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CONSULTANT,
The Galecia group
COMPANY NAME
By: L'e�
L- o fL3 O w G
print name
ITS: (cowie-one)-ChaicmanLP-resident vice-Presi(tenr
P C i P lk. L—
AND
Lo
print name
ITS: (circle one) Secretary/Chief Financial Officer/Asst.
Secretary - Treasurer
CITY OF HUNTINGTON BEACH, a
municipal corporation of the State of
California . w is
Clerk ;�Ilt)
TED ANI)
Services
RE W APPROVED:
ity Manager
APPROVED AS TO FORM:
City Attorney
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EXHIBIT "A"
A. STATEMENT OF WORK: (Narrative of work to be performed)
Consultant shall conduct a systems analysis of materials handling, assess current processes and
workflow, and make recommendations to improve efficiency and integrate automated materials
handling into the Library's inventory control and circulation system, and ensure the technologies
selected are cost-effective and implemented in a manner that will provide benefits to the overall
materials handling workflows, staff workflows at each branch, and Library customers.
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
1. Project Kick -Off (Conference Call)
a. Review the final scope of work, timetable and objectives.
b. Finalize plans for the site visits.
c. Review list of information requested by Consultant. Examples of information requested
include:
i. Total first-time checkouts, hours open, self check percentage, and number of items
received (interlibrary delivery) for each location per year
ii. Information about equipment installed at each outlet (that will need to be
upgraded to RFID)
In Staffing information
iv. Numbers of library items that will need to be tagged (with specific breakdowns)
v. Key administrative documents such as Strategic Plan, Technology Plan, Capital
Improvement Plans, and Master Plan. or (if relevant) library building programs.
vi. Description of any special handling of material such as floating or rotating
collections
EXHIBIT A
vii. Information about the interlielivery and sorting operation
brary d
2. Data Collection and Review
a. Library provides as much information as possible from list.
b. Consultant reviews to iay the groundwork for the site visits.
c. Some of the needed information can be collected by Consultant during site visits.
d. Contact vendor to gather additional information if needed.
3. Site Visits
a. Meet with Library Team to review plan and objectives for branch site visits and to review
materials handling operations at Central.
b. At each branch: observe materials handling operations, talk with staff, analyze space,
inventory equipment, and observe workflow.
c. Meet with interlibrary delivery and sorting staff and observe operations including loading
and unloading vehicles and sorting.
d. At Central: meet with Bibliotheca staff to discuss recommendations and equipment in
place so far.
4. Complete Analysis and Prepare Summary of Findings and Preliminary Recommendations
a_ Summarize the findings resulting from site visits and data review
b. Analyze system -wide workflow
c. Analyze branch workflows
d. Conduct additional research as needed
e. Complete analysis
f Provide preliminary report to Library Team for feedback.
g. Online meeting to discuss preliminary report.
S. Finalize Summary of Findings and Recommendations
EXHIBIT A
a. Incorporate feedback from Library Team.
b. Finalize Report and submit to Library.
C. CITY'S DUTIES AND RESPONSIBILITIES:
Make staff and any resources available for discussing and observing operations.
D. WORK PROGRAX"ROJECT SCHEDULE:
_:1
EXHIBIT "B"
Payment Schedule (Hourly Payment)
A. Hourly Rate
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. Biiiin
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.
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 brought
into compliance, or until this Agreement has expired or is terminated as provided
herein.
Exhibit B
Any billings for extra work or additional services authorized in advance and in writing
by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the
information required above, and in addition shall list the hours expended and hourly
rate charged for such time. Such invoices shall be approved by CITY if the work
performed is in accordance with the extra work or additional services requested, and if
CITY is satisfied that the statement of hours worked and costs incurred is accurate.
Such approval shall not be unreasonably withheld. Any dispute between the parties
concerning payment of such an invoice shall be treated as separate and apart from the
ongoing performance of the remainder of this Agreement.
2
Exhibit B
EXHIBIT "B"
Payment Schedule (Fixed Fee Payment)
M Vl� �'d ftl iLOW i i 174 A 1;
Fixed Cost: 522.600
Activity
Cost Breakdown
Total Cost
Project Kick-off,
Preparation. Follow-up
3 hours at $2001'hour
S 600
Data Collection and
Review: Research
15 hours at $200iliour
S3,000
Site Visits
3 days at $2000!day
SUM
Analysis, Plepare
Preliminar; Report,
Library Feedback
45 hours at 52001hour
59.000
Finalize Report
210 hours at 5200/hour
S4,000
TOTAL
$22,600
I. 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;
Exhibit B
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
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
THE GALECIA GROUP
FOR
MATERIAL HANDLING PROCESS CONSULTING SERVICES
Table of Contents
1
Scope of Services. . . ........................................ ..........................................................
I
2
City Staff Assistance................................................................................................2
3
Term; Time of Performance.....................................................................................2
4
Compensation ................. .............. ............. ....... ____ ....... ..........................
'........... 2
5
Extra Work.. . ... ---- ... ............... __ ............... ............. ...... ___-
....... ........ — ...... 2
6
Method of Payment.. ................................................................................................
3
7
Disposition of Plans, Estimates and Other Documents...........................................3
8
Hold Harmless.........................................................................................................3
9
Professional Liability Insurance.............................................................................4
10
Certificate of Insurance............................................................................................5
11
Independent Contractor ........... .............. ........................... .............
..................... ......6
12
Termination of Agreement... ....... ............. ....... ... _ ............ __
............................. 6
13
Assignment and Delegation......................................................................................6
14
Copyrights/Patents...................................................................................................7
15
City Employees and Officials.. ................. _ .............. ........
_— .................. ...... .7
16
Notices.— . ................................ .........................
...........7
17
Consent ..................................... ..............................................................................8
.
18
Modification.. ................................. ............. _ ............. ....... ..................................
8
19
Section Headings.....................................................................................................8
20
Interpretation of this Agreement..............................................................................8
21
Duplicate Original... .................................................................................................9
22
Immigration ........... ..... ................... ....... .......................... ......... ..........
:............ ...... .....9
23
Legal Services. Subcontracting Prohibited ..... ................... ................
.......... --- ....... .9
24
Attorney's Fees..........................................................................................................10
25
Survival.....................................................................................................................10
26
Governing Law.........................................................................................................10
27
Signatories .......... ..... ............ .......... .......... ....... --.... ...................
................................ 10
28
Entirety......................................................................................................................10
29
Effective Date.. .... . . . ... .... ........... — ......... — ....... . - - - - -
. - - . - - .. .. ".. -.. . " . I I
Mugu"
1) B reef provide the p- -rpose for the ag reement
The L;brary "as identified a corsuittant with expertise in the area of automated materials handling" to
analyze the LibraT-y's 'N-_rKTN0W and processes. and to make recommendations for the implementation of
Automatec Matenals Handling at the Library using the Bibliotheca RFID system.
2) Estimated cost Of trio services being sought: S 22,6!"O,
31 Are sufficient funds available to fund this contract? Z Yes No
If no, piea expiain:
4) ChecK below row t1he services will be obtained
A Bid solicitation process in accordance, *,o V�e MIC". -_- 03,060 procedures will be ccrucfted,
N ragency Agreernent pro_.�r will be utilized.r_ 3,03,08(b) - Other Inte a
MC '103-08 - Contract Lirnits of 530,000 or less exempt orocedure will be utilized,
5) Is this cortract qen `"�cribed on I-int iist of professionai service contracts approved by the City
Council- if th"&_wer tq,"[lhis questio---, jor"No " the contract will require approval fro;n t!-..e City Council,)
x Yes Nc
6� Amount, Business Unit �8 digits' an Ob,ect Code '5 olgiTsYwriere funds are budgeted
(Please note that a budget check will occur at the object code level);
APPROVEU.4�� DENIE
amh servi
lAA�%W**M It
vaf6rTn - rar, Aoc,�
Date
Date
1111 01 I - I ".) -
Item 8. - 22
y
CITY OF HUNTINGTON BEACH
:'�,yProfessional Service Approval Form
PART 11
mate; 41112014 Project Manager" Stephanie Beverage
Requested by Name if different from Project Manager:
Department: Library Serviced
PROFESSIONAL CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PA
BE FILED WITH ALL APPROVED CONTRACTS.
1 Name of consultant: Lori Bowen Avre
21 Contract Number: LIB
(Contract, numbers are obtained through Finance Administration x 5630)
3) Amount of this contract; $22,600
Account number _ Contractual Dollar Amount
Business unit, object # Year 11est€mate) Year 2 (estimate) Year 3(e ti!nai
22; g
4) Is this contract less than :, gy p Z Yes [] N o
5} Does this contract fall within .000 and 100, g [1 Yes No
Is this contract over -1 0g.0010? D Yes E�],' No
(Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make
sore the appropriate signature page is attached to the contract,'I
Were formal gritted proposals requested from at least three available qualified consultants?
0 Yes ZI No
Attach a list of consultants from whom proposals were regcested (including a contact telephone.
number.)
Attach Exhibit A, whFch describes the proposed scope of work,
Attach Exhibit B. wht des rib ,the payment terms of the contract.
r(Purchasing)
Budget a alter Approval ;igbature ` t tfi
L
Director of Finance %.or designee;) &gnature
Date
4±4
Date
Date
Item 8. - 23 , , z ; 11 B -1, 94-
City of Huntington Beach Capital Improvement Program
New ADcoroodations Fiscal Year 201311
ar
Genrai
.
C7txrCti
r
Waf *r aster
ff2U
[ 0
C3as Tax
t: Fnttri�'_;
I
Measure M
Fit s; 2 . Servr e ..
i)eveigprr+ervl
Wat"r fund
.................. .
Fund
FeeF'tan
r}QAtubr.v it ,�reipm wAToo
Banning Median Rf trefrl
$70,000
$50 0011) $20.000i r
_......_._.__. _..._ ......... ._._....... .. . __ .......
... .. ........ ..
Bushtatd-Adrarm stater duality
__.. ....._..
$200,000
.. _ _ _ ... .. ...,... _..... _
$150 ,000 S50.000
Ri 5T Street CJ€vt r i*-,ri SC,ADA
$80,000
$80000
144r'F#:`villa F'irltl 3Talaan F- x tancirarT
$30,tIs3UCT,Orlf1
— l
1i5t3
24U 1i137%0001
80ift _
enrrt r—F&C
ily Cowed Chaamtler Renovation
$ 0,00
$50 000
F-tevaf(}r Renovation Police t5� 1
_ ._
$68,000
$GFs.00F)
_ .. ....._.._. ..........
Lrbtary AF7 . lrrtfOrnvc rttt Fits Main trec:f
$165.Of10
$1!atl.sOE) $1 � U(i(i
1-ilarary Autotnaled Material l andlinq
$151,000
_ a.
$151 000t -.. ..........
Fecal Rel)!a9re91er1t - Variar)s Locations
$340.000
5340Off .. ..... _. _ _ _ ...... ....
Fier-lrr;pet A anti Glean Pit",
$200,000
,..
S2000I?0'
t-ire Slatwrl fasv+tiq tF.S#1 rttttl 4]..........
$50.000
F rrct: Statican 111€;r* Wall SFar. Mag r dia (Fs #4) 'j
$58,000
$5ti 000 I
1 D82 000
$150,0001 1 $912 000 $20 000
hl fl31JJ nrlt
Z3ratar sr l s lr6tr r�rxT ttt
$2 ii, 1)i
_ _..
$1riU,U!}4t. .
sae;#r: alriara 'Cr{afiS ng al Bda T aura
$200.000
$2'u#) 011fi
F esidenlwl F'avr anent oveday.rcne 11
w-A60.000
S2.IN).0C10
one+ra50 Osat:h tar povr=nwntB
$sil,C1UC}
$50.4?t}r; _. .........
Ifee Pefili4tt.
S450 000
$450,000
S3 450 DDO
$r450 0001 $300:001 $200,000i°I $210000D
rxAZWIC AtsM Qrnru O
Bartlett Poo k Dct sign ......... _
$130.060
$130,000
Read) Parking Lcrt r(+aprl€talion ._
$456,906
$45TJ,00U
_.. .. _.. ..... __.... _ _. .....-..-... ... —_
6Un Range EIFt
$r0,000
._...
' $50,000 j
$ <l-lard r'ark Design
.. _ 20,000
$ 0 000 ....
90n€rar Center Cratasirirrtrun (1)
$20,000,000
$20000,000 _
f c.trlrtal park iieplwhigh Voltage (,canto tom
$200,000
_. ..... _ ...
$200 DO
4,t ga'ec+l fla(c 1 e(,4acr 5 lranslorrners
$125,UCl I
$125,000 __
_.
S plcy Natum Center De ;a lrt &i.:rtrt�,trt.rrti(ar
$270,f1iT
_ . -........
5270,0001
TAL$21
245
$775 000 $21,47ii UD[l
r--r
CD
00 1
1 1€1211201 New 2013-14
h]
-P
OF LIABILITY INSURANCE
412l )
�0/0CERTIFICATE
THIS CERTIFICATEIS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is.an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATIONIS WAIVED, subject to the
terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
PINC INSURANCE SERVICES/PHS
254038 P: (866) 467-8730 F: (888) 443-6112
PO BOX 33015
SAN ANTONIO TX 78265
CONTACT
NAME:
(A/C No,Ew): (866) 467-8730
(AI ,No): (888) 443-6112
ADDRIESS:
INSURER(S) AFFORDING COVERAGE NAIC#
INSURER A: Hartford Casualty Ins Co
INSURED
LORI AYRE DBA: THE GALECIA GROUP
15 OLD CREEK RD
PETALUMA CA 94952
INSURER B
INSURER C
INSURER D:
INSURER E:
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE
TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
INSR
TYPE OF INSURANCE
ADDL
SUBR
V
POLICYNUMBER
POLIC'YEFF
MM/OD/YYY
POLICYEXP
LIMITS
COMMERCIAL GENERAL LIABILITY
EACH OCCURRENCE
s2,000,000
CLAIMS -MADE OCCUR
DAMAGE TO RENTED
PREMISES (Ea occurrence)
s300, 000
X
X
MED EXP (Any one person)
$10, 000
A
General Liab
72 SBA RB1561
08/18/2013
08/18/2014
PERSONAL & ADV INJURY
s 2, 000, 000
GEN'L
AGGREGATE LIMIT APPLIES PER:
GENERAL AGGREGATE
s4,000,000
POLICY PRO [ X] LOC
JECT
PRODUCTS - COMP/OP AGG
s4,000,000
$
OTHER:
AUTOMOBILE LIABILITY
-
COMBINED SINGLE LIMIT
(Ea accident)
s2,000,000
BODILY INJURY (Per person)
$
ANY AUTO
A
ALL OWNED SCHEDULED
AUTOS AUTOS
72 SBA RB1561
08/18 /2013
08/18 /2014
BODILY INJURY (Per accident)
$
PROPERTY DAMAGE
(Per accident)
$
X HIRED AUTOS X NON -OWNED
AUTOS
S
UMBRELLA LIAB
OCCUR
EACH OCCURRENCE
$
AGGREGATE
$
EXCESS LIAB
CLAIMS -MADE
DED
RETENTION $
$
WORKERS "IMPENSATION
ANDEMPLOYERS'LIABILITY
ANY PROPRIETOR/PARTNER/EXECUTIVE Y/N
PER OTH-
STATUTE ER
E.L. EACH ACCIDENT
$
OFFICER/MEMBER EXCLUDED? ❑
(Mandatory in NH)
NIA
E.L. DISEASE- EA EMPLOYEE
$
If yes, describe under
DESCRIPTION OF OPERATIONS below
E.L. DISEASE- POLICY LIMIT
$
DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required)
Those usual to the Insured's Operations. Certificate Holder is an Additional
Insured per the Business Liability Coverage Form SS0008 attached to this
policy.
CERTIFICATE HOLDER CANCELLATION
City of Huntington Beach, its officers, SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE
elected & appointed officials, DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS.
employees, agents & volunteers AUTHORIZED REPRESENTATIVE
2000 MAIN ST d'l
HUNTINGTON BEACH, CA 92648����'
CCU 1988-2014 ACORD CORPORATION. All rights reserved.
I) The ACORD name and Ic --4 - tered marks of ACORD
Item 8. - 25 �� -; ���-
su& it INSURANCE AND INDEMNIFICATION WAIVER
MODIFICATION REQUEST
1 Requested by: Library Services Department
Z Date: 4/29/14
3, Name of contractor/permittee: Lori Bowen,Ayre
4. Description of work to be performed: Libra[ y AMH Consultina Services
5. Value and length of contract: $22,600
6. Waiver/modification request: Professional Liability insurance
7. Reason for request and why it should be granted: Scope limits risk
8. Identify the risks to the City in approving this waiver/modification: Other insurance covers
the consultant
4/2�/l 4
D eypArtm6pf'Head Sig nate Date. -
APPROVALS
Approvals must be obtained in the order listed on this form. Two approvals are required
for a request to be granted, Approval frotfi the City Administrators Office is only required if
Risk Management and t e City Attorneys Oqice disagree,
1 k Management
;Approved Denied
Signature Date
2. City Attorney's Office
pproved De aa
Signature Date-
. ..................
3. City Manager's Office
El Approved F1 Denied
Signature Gate
If approved, the completed waiv;—rlm`odZication 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 Human Resources
Item 8. - 26
Insurance Waiver Form.doc HB -19 7- 412912014 4:54.
City Of Huntington Beach
2000 Main Street ♦ Huntington Beach, CA 92648
(714) 536-5227 ♦ www.huntingtonbeachca.gov
Office of the City Clerk
Joan L. Flynn, City Clerk
May 21, 2014
The Galecia Group
Attn: Lori Bowen Ayre
15 Old Creek Road
Petaluma, CA 94952
Dear Ms. Ayre:
Enclosed for your records is a copy of "Professional Services Contract Between the City of
Huntington Beach The Galecia Group for Material Handling Process Consulting Services."
Sincerely,
AV
W+4
qJ On . FI n
y Clerk
JF:pe
Enclosure
Sister Cities: Anjo, Japan ♦ Waitakere, New Zealand