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Matrix Consulting Group - 2008-04-21
1), 0 �s a n�� rb K. %Ce 7e Council/Agency Meeting Held: 12-1 2-00�" Deferred/Continued to: Approved ❑ Conditionally Approved ❑ Denied wit ler s Sig4ifure Council Meeting Date: 4/21/2008 Department ID Number: FD 08-003 CITY OF HUNTINGTON BEACH REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: HONORABLE MAYOR AND CITY COUNCI M ERS SUBMITTED BY: PAUL EMERY, Interim City Administrator PREPARED BY: DUANE OLSON, Fire Chi KENNETH W. SMALL, Chief of Police A (ArV06)1 JIM B. ENGLE, Director of Community S i e SUBJECT: APPROVAL OF AGREEMENT WITH MATRI ONSULTING LTD FOR A FEASIBILITY STUDY OF CONSOLIDATED UBLIC SAFETY DISPATCH SERVICES Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s) Statement of Issue: The Fire, Police, and Community Services Departments are requesting that the City Council approve the attached Agreement (Attachment 1) with the Matrix Consulting Group LTD to conduct a feasibility study of consolidation of fire, police, and marine safety dispatch services. Funding Source: An appropriation of $44,500 from the second tier General Fund reserve to the Fire Department Fire Administration business unit account (10065101.69365) is recommended. The Fiscal Impact Statement is attached (Attachment 2). Recommended Action: Motion to: 1. Approve the attached Agreement with Matrix Consulting Group LTD; 2. Authorize the Fire Chief to execute the Agreement; and 3. Authorize an appropriation of $44,500. Alternative Action(s): Do not approve the Agreement with the Matrix Consulting Group LTD and instruct staff on how to proceed. REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 4/21/2008 DEPARTMENT ID NUMBER: FD 08-003 Analysis: City staff is recommending entering into an agreement with the Matrix Consulting Group LTD to prepare a threshold analysis of the consolidation of public safety dispatch services. The study would evaluate the potential for improved interoperability through a central communication system for fire, police, and marine safety personnel. At this time, communications for the three emergency operations are conducted from three different centers. Police and Marine Safety dispatching are provided independently by city staff and fire dispatch services are provided though a Joint Powers Agreement with Metro Net Communications in Anaheim. A consolidation of these services would create one central dispatch center for fire, police, and marine safety departments for the City of Huntington Beach. The purpose of the feasibility study would be to identify opportunities to expand and/or strengthen city dispatch services and other non -emergency dispatch functions among the three departments. The study would determine if the consolidation of all dispatch services into one central in-house city operation would provide cost and service benefits to the city taxpayers. The study would include a feasibility analysis and work plan prepared by the consultant. It would include the following: • Meet with representatives from all three departments to create a needs assessment and determine their interests in developing and implementing a central communication system • Identify current costs of dispatch services for each of the three departments • Determine staffing requirements, personnel cross training, technical support staff, facility responsibilities, and cost sharing • Determine cost allocation options for all aspects of the proposal • Identify overall costs and potential areas of cost savings • Identify operating costs for high, medium, and low level of dispatch services • Identify operating costs for high, medium, and low staffing levels • Establish a tri-department budget for both the debt services and operating costs • Identify tri-department dispatch opportunities, weaknesses, and threats • Prepare an organizational comparison • Determine administrative oversight and cost, including legal, risk management, information systems, and personnel • Identify assumptions in creating a central communication center, including facility location and maintenance, co -located dispatch services with different service options, marine safety maintaining current PBX operations, etc., and partnerships with other fire agencies • Determine transition costs, including: CAD software, facility size, including any physical upgrades, furniture/consoles, secured parking, transition coordinator/committee, dispatch staffing, training, Uninterrupted Power Supply (UPS) system, recording devices, generator and back-up systems, system compatibility, Mobile Data Computers (MDC's), radios, and administrative systems (legal, fiscal, personnel etc.) -2- 4/8/2008 6:17 PM REQUEST FOR CITY COUNCIL ACTION MEETING DATE: 4/21/2008 DEPARTMENT ID NUMBER: FD 08-003 Analysis (continued) • Address all issues identified in the needs assessment, including but not limited to: Hazardous Material, Special Weapons Assault and Tactics (SWAT) coordination, emergency notification systems, grant writing, regionalized interoperability, and marine safety after hour response • Recommend a structure for governance and control • Prepare recommendations for further action and a detailed discussion with the city of critical issues and variables that will be important in these efforts if the departments determine to proceed with the project • Prepare recommendations for the public information and community relations aspects of the project At this time the three departments are requesting the City Council to approve the Agreement with the Matrix Consulting Group LTD to conduct a feasibility study for a consolidated dispatch center, to authorize the Fire Chief to execute the Agreement, and authorize an appropriation of $44,500 from the second tier General Fund reserve. The Insurance and Indemnification Waiver request is included as Attachment 3. Strategic Plan Goal: C-2 City Services: Provide quality public service with the highest professional standards to meet community expectations and needs, assuring that the city is sufficiently staffed, and equipped overall. Environmental Status: None Attachment(s): -3- 4/8/2008 6:17 PM ME T �l _77' H: 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND MATRIX CONSULTING GROUP FOR FEASIBILITY STUDY FOR CONSOLIDATED COMMUNICATION CENTER Table of Contents Scopeof Services.....................................................................................................I CityStaff Assistance................................................................................................2 Term; Time of Performance.....................................................................................2 Compensation..........................................................................................................2 ExtraWork...............................................................................................................2 Methodof Payment..................................................................................................3 Disposition of Plans, Estimates and Other Documents...........................................3 HoldHarmless.........................................................................................................3 Professional Liability Insurance.............................................................................4 Certificate of Insurance............................................................................................5 Independent Contractor............................................................................................6 Termination of Agreement.......................................................................................6 Assignment and Delegation......................................................................................6 Copyrights/Patents...................................................................................................7 CityEmployees and Officials..................................................................................7 Notices.........................................................................................7 Consent....................................................................................................................8 Modification............................................................................................................. 8 SectionHeadings.....................................................................................................8 Interpretation of this Agreement..............................................................................8 DuplicateOriginal....................................................................................................9 Immigration...............................................................................................................9 Legal Services Subcontracting Prohibited................................................................9 Attorney's Fees..........................................................................................................10 Survival.....................................................................................................................10 GoverningLaw.........................................................................................................10 Signatories.................................................................................................................10 Entirety......................................................................................................................10 EffectiveDate.................................................................................I I PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND MATRIX CONSULTING GROUP FOR FEASIBILITY STUDY FOR CONSOLIDATED COMMUNICATION CENTER 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 Matrix Consulting Group , a Corporation hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to conduct a feasibility study for a Consolidated Communication Center :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 Richard Brady who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. agree/surfnet/professional svcs to $49 I2-07 1 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on _ J L 20Ot (the "Commencement Date"). This Agreement shall automatically terminate three (3) years from the Commencement Date, unless extended or sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no later than _ one (1) year _ from the Commencement Date. The time for performance of the tasks identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be amended to benefit the PROJECT if mutually agreed to in writing by CITY and CONSULTANT. In the event the Commencement Date precedes the Effective Date, CONSULTANT shall be bound by all terms and conditions as provided herein. 4. COMPENSATION In consideration of the performance of the services described herein, CITY agrees to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B," which is attached hereto and incorporated by reference into this Agreement, a fee, including all costs and expenses, not to exceed Forty Four Thousand Five Hundred Dollars ($ 44,500.00 ) 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 agree/surfnet/professional svcs to $49 12-07 2 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." 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 agree/surfnet/professional svcs to $49 12-07 3 applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above -mentioned insurance shall not contain a self -insured retention, "deductible" or any other similar form of limitation on the required coverage except with the express written consent of CITY. 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 agree/surfnet/professional svcs to $49 12-07 4 forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney 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. agree/surfnet/professional svcs to $49 12-07 5 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. 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. agree/surfnet/professional svcs to $49 12-07 6 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 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: Captain Craig Junginger, Police Dept. 2000 Main Street Huntington Beach, CA 92648 agree/surfnet/professional svcs to $49 12-07 7 TO CONSULTANT: Matrix Consulting Group Attn: Richard Brady, President _ 721 Colorado Avenue Ste 101 _ Palo Alto, California 94303 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 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 agree/surfnet/professional svcs to $49 12-07 8 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. 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. agree/surfnet/professional svcs to $49 12-07 9 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. 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 atory or is withdrawn. CONSULTANT's initial 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 agree/surfnet/professional svcs to $49 12-07 10 behalf, which are not embodied in this Agreement, and that that parry 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 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. This Agreement shall be effective on the date of its approval by the City Attorney. This Agreement shall expire when terminated as provided herein. CONSULTANT, MATRIX CONSULTING GROUP CITY OF HUNTINGTON BEACH, a municipal corporation of the State of California COMPANY NAME Dirmtm/c- of By' (Pursuant To HBMC §3. 03.100) (3jR�,q e, CiotZiT7- print name ITS: (circle one) Chairman/President/Vic resident AND B �. y� k1 6 print name ITS: (circle one) Secreta /Chief Financial Offic r/Asst. Secretary — Treasurer agree/surfnet/professional svcs to $49 1 z-07 11 APPROVED AS TO FORM: ySe� City Attorney Date EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) Prepare an analysis of a potential partnership for consolidation and improved interoperability through a central communication system. The purpose of the analysis would be to identify opportunities to expand and/or strengthen city dispatch services and other non -emergency dispatch functions among the three departments. The study would determine if there are costs and service benefits to consolidate all the dispatch services into one central in-house city operation. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: 1. Develop an initial understanding of key study issues. Matrix will conduct interviews with the project steering committee (Duane Olson, Eric Engberg, Craig Junginger, Kyle Lindo and Jim Moore). The initial meeting will establish interim milestones and products that will prepare profile documentation and assist in work direction. In addition, Matrix will conduct interviews with executive management, political representative, management, union representatives and dispatch supervision. Product: The result of this task would be a comprehensive understanding of the key issues applicable to the possible consolidation of the City's communication center. 2. Develop a profile of current communications operations. Matrix project team would need to document the following: • Communications systems • Organization and staffing • Communications and other workloads • External organizational relationship and impacts Product: The result would be a detailed, descriptive profile of each communications operation and the overall approach to public safety communications services as well as its impact to external organizational relationships. This deliverable would be distributed and reviewed by the project steering committee to ensure accuracy. 3. Survey the views of emergency communications staff and public safety personnel through an anonymous questionnaire. Product: Survey results and a document that summarizes the survey which identifies specific areas of concern or anticipated improvements. 4. Develop an understanding of the variables and assumptions to be used in the construction of consolidation alternatives and threshold analyses. Product: A "needs assessment" describing issues and assumptions white paper to document consultant's understanding of the driving assumptions and guiding principles. Surfnet Exhibit A 5. Evaluate consolidation alternatives by addressing the following: • Communications staffing • Management and supervision • Operating costs • Funding mechanisms • Facility and equipment issues • Transitional issues • Third -Party service delivery • Interagency CAD connections • Communication software issues Product: Initial results of the feasibility analysis. This document will provide the basis for the development of the draft report. The results of this analysis will be reviewed by the project steering committee. 6. Document study findings, recommendations and implementation approaches in a draft and final report. Product: The final report will be reviewed with the steering committee in draft form. Once the document is completed, the Matrix Consulting Group will conduct a final presentation before a meeting of elected officials and the public, as desired by the City. C. CITY'S DUTIES AND RESPONSIBILITIES: 1. Assign Police Captain Craig Junginger as project manager who will provide oversight and guidance throughout the project. This may include scheduling meeting, assistance with gathering information, monitoring project status, overall review of project results, and assistance with preparation of study findings 2. Provide budget and staffing information and other statistical information as needed. 3. Assist in the development of reasonable timeframes for city personnel to gather information in order to develop and complete the study. 4. Facilitate reviewing study results, and providing comments back to Matrix within reasonable and mutually agreed to timeframes. D. WORK PROGRAM/PROJECT SCHEDULE: Task / Week 1 2 3 4 5 6 7 8 9 10 11 12 1. Initial Understanding 2. Develop Profile (includes External Consolidation Impacts) Surfnet Exhibit A Surfnet 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. The Matrix Consulting Group proposes to conduct this assignment for the total fixed price of $44,500. A task plan breakdown by project team member, with associated hourly rates, is presented below if a time and materials contractual agreement is preferred and subsequently negotiated. Task / Staff Brady Mathews Pi kin Total 1. Develop Initial Understanding 4 8 0 12 2. Develop Profile 0 32 32 64 3. Employee Survey 0 0 12 12 4. Construct Alternatives and Threshold Analysis 4 12 8 24 5. Evaluate Consolidation Alternatives 4 32 28 64 6. Prepare Draft and Final Reports 8 24 20 52 Hours 20 108 100 228 Loaded Hourly Rate $200 $175 $175 Professional Fees $4,000 $18,900 $17,500 $40,400 Travel -Related Expenses $4,100 TOTAL COST: $44,500 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 Surfnet Exhibit B EXHIBIT B Fixed Fee Payment 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. Surfnet Exhibit B EXHIBIT B Fixed Fee Payment Consolidated Communication Center Chronology November 13, 2007 — Mayor Gil Coerper prepares memo to study for Consolidation of Communication and Dispatch Services. November 19, 2007 — City Council H-item to direct City Administrator to conduct a feasibility study for the in-house consolidation of communication and dispatch services for Fire, Police, and Marine Safety. December 7, 2007 — Prepared format for Request for Qualifications for Chief Olson December 21, 2007 — City issues RFQ for Consolidated Communication Center January 18, 2008 — City receives seven proposals January 30, 2008 — Established evaluation criteria and weights February 1, 2008 - Distributed seven proposals and evaluation instruction to committee members February 13, 2008 — Committee evaluations, on all seven proposals, were due February 14, 2008 — Ordered Dun & Bradstreet Business Report on the top four ranked firms February 20, 2008 — Committee meeting to review individual scores and to discuss short list February 20, 2008 — Sent letters to references on the top three ranked firms and e-mail response to committee members February 28, 2008 — Set up interviews with the top three ranked firms to be held on 3/19/08 March 19, 2008 — Committee interview the top three ranked firms and provided their scores by 3/24/08 March 27, 2008 — Prepared contract for Matrix Consulting Group, top ranked, for review of all committee members March 31, 2008 — Will e-mail, after committee comments, contract to Matrix Consulting Group and send letters to other firms. CONSOLIDATED COMMUNICATION CENTER PROPOSALS Arroyo Associates, Inc 3452 E. Foothill Boulevard., Suite 810 Pasadena, CA 91107 (626) 564-8700 Geo-Comm, Inc. 601 W. Saint Germain Street Saint Cloud, MN 56301 (320) 420-0040 Management Partners, Inc. 2107 North First Street, Suite 470 San Jose, Ca 95131 (408) 437-5400 Matrix Consulting Group, Inc. 721 Colorado Avenue, Suite 101 Palo Alto, CA 94303 (650) 858-0507 Pendleton Partners, Inc. 7419 Foster Creek Drive Richmond, TX 77469 (951) 551-5333 RCC Consultants, Inc. 432 NW View Ridge Street Camas, WA 98607 (360) 210-4612 Tech/Knowledge, Inc. 200 E. Del Mar Boulevard, Suite 300 Pasadena, CA 91105 (626) 844-1000 1. Date: 4/7/2008 3. Department: Fire 5. Name of consultant CITY OF HUNTINGTON BEACH Professional Service Contracts Purchasing Certification Matrix Consulting Group 2. Contract Number: FIR 00� CI (00 4. Requested by: Chief Olson 6. Attach the written statement of the specification, conditions, and other requirements for the requested services provided to solicited consultants. Prepare an analysis of a potentia ppartnership for consolidation and improved interoperability through a central communication system 7. Amount of the contract: $44,500.00 8. Are sufficient funds available to fund this contract?' ❑ Yes V/N o 9. Is this contract generally described on the list of professional service contracts approved by the City Council?' ❑ Yes ® No 10. Business Unit and Object Code where funds are budgeted: 11. Is this contract less than $50,000? ® Yes ❑ No 12. Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 13. 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 contract.) 14. Were formal written proposals requested from at least three available qualified consultants? ® Yes ❑ No 15. Attach list of consultants from whom proposals were requested (including a contact telephone number). 16. Attach proposed scope of work. 17. Attach proposed payment schedule. ,Department Head Signature Central Services Manager 1. If the answer to this question is "No," the contract will require approval from the City Council. r ��,.SA';A �i�a�NTIN�TO c i i9i\; LyC'priTy� ii� CITY OF HUNTINGTON BEACH INTERDEPARTMENTAL COMMUNICATION FINANCE DEPARTMENT TO: PAUL EMERY, INTERIM CITY ADMINISTRATOR FROM: DAN T. VILLELLA, CPA, FINANCE DIRECTOR SUBJECT: FIS 2007-08-19 FEASIBILITY STUDY OF CONSOLIDATED PUBLIC SAFETY DISPATCH SERVICES DATE: APRIL 8, 2008 As required by Resolution 4832, this Fiscal Impact Statement has been prepared for "Feasibility Study of Consolidated Public Safety Dispatch Services." If the City Council approves this action (total appropriation $44,500) the Second Tier Reserve will be reduced to $8,813,000. Dan T. Villella Finance Director DTV/rs AD- Su i INSURANCE AND INDEMNIFICATION WAIVER MODIFICATION REQUEST E C Lh �{}�. V Hun . `Bexh m rf APR 0'8 2008 1. Requested by: Duane Olson, Fire Chief City of Huntington Beach 2. Date: April 8, 2008 City Attorney's offlce 3. Name of contractor/permittee: Matrix Consulting Group LTD 4. Description of work to be performed: Consolidated Dispatch Feasibility Study 5. Value and length of contract: $44,500 / 3 years 6. Waiver/modification request: $2,500 Deductible 7. Reason for request and why it should be granted: Unable to meet insurance requirements 8. Identify the risks to the City in approving this waiver/modification: Minimal 4/8/08 Department Head Signature Date: APPROVALS Approvals:must be obtained in the.:order listed on this form. Two approvals are required for a request to be granted.. Approval from.;the:City Administrator's Office`is only required: . Risk Management and t City Attorney's'Office disagree: 1. Ri Management Approved El Denied y Signature Date 2. City Attorney's Office - Approved ❑ Denied S46nature D to 3. City Administrator's Office ❑ Approved ❑ Denied Signature Date :If approved, the completed viwaiver/modification request is to be.submitted'to the City. Attorney's Office along with the contract for approval.. Once the ,contract has;been approved, this, form is to be filed with the.Risk Management Division of Administrative Services, FD08 003 Consolidated Dispatch Waiver form 4/8/2008 10:04:00 AM ACM CERTIFICATE OF LIABILITY INSURANCE OPIDLB DATE(/O MATRI 2 04/14/14/08 PRODUCE a THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION Suhr Risk Services- Burlingame ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE Burlingame Branch HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 1338 Bayshore Highway ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Burlingame CA 94010 Phone: 650-342-9535 Fax: 650-343-5941 INSURERS AFFORDING COVERAGE NAIC # INSURED Matrix Consulting Group LTD INSURER .nes.rt As.riem i INSURER B', INSURER INSURER D. 721 Colorado Avenue, #101 Palo Alto CA 94303 INSURER E COVERAGES 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, AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS INSR LTR D'L NSRD TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE DATE (MMMD/YY) POLICY EXPIRATION DATE (MM/DD/YY) LIMITS GENERAL LIABILITY EACH OCCURRENCE f COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED PREMISES(Ea o¢m ) S MED EXP (Anyone Person) f CLAIMS MADE ❑ OCCUR PERSONAL S ADV INJURY $ GENERAL AGGREGATE f GEN'L AGGREGATE LIMIT APPLIES PER PRODUCTS - COMP/OP AGO f PR0. POLICY JECT LOC AUTOMOBILE LIABILITY ANY AUTO COMBINED SINGLE LIMIT (Eee dent) f ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per Person) f HIRED AUTOS NON OWNED AUTOS APPROVED Af, JENNER Mc TO FORM �� BODILY INJURY (Per ecc10enp f PROPERTY DAMAGE (Perecold.M) f GARAGE LIABILITY / A AUTO ONLY - EA ACCIDENT $ ANY AUTO T j��f'' B D'Ales8 Y10iOil` ,Asaistany �i � q�uL� OTHERTHAN EA ACC AUTO ONLY AGO f f EXCESS/UMBRELLA LIABILITY EACH OCCURRENCE S AGGREGATE f OCCUR ❑ CLAIMS MADE E $ DEDUCTIBLE` $ RETENTION $ ATI WORKERSOOMPENSON AND EMPLOYERS' LIABILITY WC STATLL OTR TORY LIMITS ER E L. EACH ACCIDENT S ANY PROPRIETOR/PARTNER/EXECUTIVE EL DISEASE EA EMPLOYEE S OFFICERIMEMBER EXCLUDED? II pea, deutlbe uMet EL DISEASE POLICY LIMIT f SPECIAL PROVISIONS below OTHER A PROF LIAB LHR807804 08/08/07 08/08/08 Each/Agg $1,000,000 DED: $2,500 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES / EXCLUSIONS ADDED BY ENDORSEMENT / SPECIAL PROVISIONS Re: Feasibility Study of a Consolidated Communication Center. Verification of Coverage. *10 days notice of cancellation for non-payment of premium. CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION City of Huntington Beach DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30* DAYS WRITTEN Attn: Captain Craig Junginger, NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL Police Department 2000 Main Street IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR Huntington Beach CA 92648 REPRESENTATIVES. AUTH ACUKU 25 (2UU1/0S) © ACORD CORPORATION 1988 RCA ROUTING SHEET INITIATING DEPARTMENT: Fire Department SUBJECT: Approval of Agreement with Matrix Consulting Group LTD for a Feasibility Study of Consolidated Public Safety Dispatch Services COUNCIL MEETING DATE: April 21, 2008 RCA ATTACHMENTS STATUS Ordinance (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Resolution (w/exhibits & legislative draft if applicable) Attached ❑ Not Applicable Tract Map, Location Map and/or other Exhibits Attached ❑ Not Ap licable Contract/Agreement (w/exhibits if applicable) Attached (Signed in full by the City Attorney) Not Applicable ❑ Subleases, Third Party Agreements, etc. Attached ❑ (Approved as to form by City Attorney Not Applicable Certificates of Insurance (Approved by the City Attorney) Attached ❑ Not Appl!cable Fiscal Impact Statement (Unbudgeted, over $5,000) Attached Not Applicable ❑ Bonds (If applicable) El Notached t Applicable Staff Report (If applicable) AttachedNot El A icable Commission, Board or Committee Report (If applicable) Attached ❑ Not Applicable Findings/Conditions for Approval and/or Denial Attached ❑ Not Applicable EXPLANATION. FOR MISSING ATTACHMENTS REVIEWED RETURNED FOR ED Administrative Staff Deputy City Administrator Initial City Administrator (Initial) City Clerk EXPLANATION•- RETURN OF (Below Space For City Clerk's Use Only) RCA Author: Olson/Small/Engle/Justen City of Huntington Beach 2000 Main Street • Huntington Beach, CA 92648 OFFICE OF THE CITY CLERK JOAN L. FLYNN CITY CLERK April 24, 2008 Matrix Consulting Group 721 Colorado Avenue, Suite 101 Palo Alto, CA 94303 Attn: Richard Brady, President Dear Mr. Brady: Enclosed for your records is a copy of the Professional Services Agreement Between the City of Huntington Beach and Matrix Consulting Group for a Feasibility Study for a Consolidated Communication Center. Sincerely, JF:pe Enclosure: Agreement G:followup:agrmtltr Sister Cities: Anjo, Japan • Waitakere, New Zealand (Telephone: 714-536-5227 )