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Red Oak Consulting, Inc. - 2010-11-01
e �..6 kt CONTRACTS SUBMITTAL TO v CITY CLERIC'S OFFICE To: JOAN FLYNN, City Clerk Name of Contractor: Red Oak Consulting, Inc. Purpose of Contract: For Example:Audit Services or Water Quality Testing Huntington Lake—Huntington Central Park Drinking Water Regulatory Compliance Tracking System Amount of Contract: $99,910.00 Copy of contract distributed to: The original insurance certificate/waiver distributed to Risk Management ❑ Initiating Dept. ❑ Finance Dept. ❑ ORIGINAL bonds sent to Treasurer ❑ Date: l I Nadie/ExAnsion City Attorney's Office G:AttyMisc/Contract Forms/City Clerk TransmittalU PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND Red Oak Consulting, Inc. FOR Drinking Water Regulatory Compliance Tracking System Table of Contents 1 Scope of Services.....................................................................................................1 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.................................................................................11 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND Red Oak Consulting, Inc. FOR Drinking Water Regulatory Compliance Tracking System 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 Red oak Consulting, Inc. , a New York corporation hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to provide;,a drinking water regulatory Compliance and tracking system ; 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 Esteban Azagra 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 50 to 100 12-07 1 of 11 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 November 1 , 20 to (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 July 1, 2012 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 ninety-nine thousand nine hundred and ten Dollars ($ 99,910 ). 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 agree/surfnet/professional sves 50 to 100 12-07 2 of 11 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 agree/surfnet/professional svcs 50 to 100 12-07 3 of 11 apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above- mentioned insurance shall not contain a self-insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($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 agree/surfnet/professional svcs 50 to 100 12-07 4 of 11 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: 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 sves 50 to 100 12-07 5 of 11 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 50 to 100 12-07 6 of 11 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: TO CONSULTANT: City of Huntington Beach Esteban Azagra ATTN: Derek Smith Red Oak Consulting, Inc. 2000 Main Street 8001 Irvine Center Dr. #1100 Huntington Beach, CA 92648 Irvine, CA 92618 949-450-9901 agree/surfnet/professional svcs 50 to 100 12-07 7 of 11 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 to require the commission of any act agree/surfnet/professional svcs 50 to 100 12-07 8 of I I 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 50 to 100 12-07 9 of 11 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 signatory or is withdrawn. CONSULTANT's Initials 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 agree/surfnet/professional svcs 50 to 100 12-07 10 of I 1 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 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, CITY OF HUNTINGTON BEACH, a municipal corporation of the State of Red Oak Consulting, Inc. Califo COMPANY NAME y City Administrator By: r' Joe Lauria INITIATED AND APPROVED: print name ITS: (circle one)Chairman/President ice President Public Works. Director/Chief AND By: _ L-k�— APPROVED AS TO FORM: Esteban Azagra nt name ( ITS: (circle one Secretary hief Financial Officer/Asst. � Secretary—Treasur City A Olney Date l t'Q agree/surfnet/professional Svcs 50 to 100 12-07 11 of I I EXHIBIT "All A. STATEMENT OF WORK: (Narrative of work to be performed) Implement a comprehensive drinking water Regulatory Compliance Tracking System(RCTS) B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: 1. Per tasks and deliverables in attached proposal under"Proposed Approach and Methodology." 2. C. CITY'S DUTIES AND RESPONSIBILITIES: 1. Provide information as requested and noted in the attached proposal. 2. Provide detailed review during User Acceptance Testing. D. WORK PROGRAM/PROJECT SCHEDULE: Work to begin November 2010 and completed by July 2012. Surfnet Exhibit A PATHWAYS TO LASTING SOLUTIONS °p°,�o R.LL AK CONSULFING a u ♦ A 61V1510N OF M1ALC4L04 F!RN!C September 27, 2010 Mr. Derek Smith City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648-2702 Re: Drinking Water Regulatory Compliance Tracking System Dear Mr. Smith: Red Oak Consulting, a Division of Malcolm Pirnie, Inc., appreciates this opportunity to submit our proposal, to assist the City of Huntington Beach (City) as it proceeds with implementation of the Regulatory Compliance Tracking System (RCTS). Our response for the project emphasizes:1) a clear understanding of the business drivers behind the need for environmental permit compliance and the City's needs, as demonstrated by the work we completed on the pilot RCTS; 2) extensive firm and team experience in the areas of environmental permitting and compliance management systems evaluation, selection, development, and implementation;3) providing an extensible system that will be deployed and owned by the City, and will seamlessly interface with other City systems, and; 4) local resources with first-hand knowledge of the City's needs, business processes, personnel, and systems. Benefits of using the system include a reduced risk of non-compliance and regulatory actions, less time dedicated to compliance tracking activities, improved accessibility to high quality water compliance data, reduced number of unnecessary sampling events and laboratory analyses, and improved efficiency generating reports and responding to information requests. Our capability to undertake the project is based upon providing a dedicated qualified team, proven approach and experience, extensive technical resources, and record of successful performance. The project will be managed locally from our office located at 8001 Irvine Center Drive, Suite 1100, Irvine, CA, phone: 949-450-9901. The proposal price will be valid for a period of at least 180 days. If there are questions or a need for additional information during the consultant selection process, please do not hesitate to call us. We look forward to working with you on this project. Very truly yours, RED OAK CONSULTING A Division of Malcolm Pirnie, Inc. ft A Jo eph Lauria, PE Esteban Azagra, PMP Vice President/Client Manager Vice President/Project Manager (949)450-7900 (602)797-4678 •8001 Irvine Center Drive.- Suite 1100 - Irvine,CA 92618 -T 949-450-9901 F 949-450-9902 - www.redoakeonsulting.com City of Huntington Beach Drinking Water Regulatory Compliance Tracking System 5 . © t ` 6 t a= I ' IM Provide tracking dashboard for submission of �. BACKGROU,ND.� D�PROUEtC�T ��� } _{ compliance reports to regulatory agencies. SUir1AAARY � is Perform detailed analyses on sampling results The City of Huntington Beach Public Works data for compliance to determine compliance with Department (City) has an overarching need for applicable regulations. efficient and effective regulatory compliance p Empower users with business intelligence management to comply with many environmental capabilities for data analysis for trending and laws, regulations, and permits. Red Oak Consulting additional reporting on the data repository (Red Oak) completed the deployment of a pilot web related to all incorporated regulations. based Regulatory Compliance Tracking System 0 Incorporate a dashboard for monitoring and (RCTS) for the City. This implementation enabled the reporting management. Maximum Residual Disinfection Level (MRDLs) drinking water El Upload sampling results analyzed by external labs rule and served contracted by the City. as a proof-of- Our team performed the pilot RCTS implementation, concept of how with a well coordinated participation of stakeholders application of supporting the installation in the City's network. We Information anticipate expanding the pilot RCTS, leveraging non- Technology can proprietary technologies aligned with the City's IT v help the City standards. The expanded RCTS will interface manage drinking seamlessly with other City systems and have an open a_.,, ,,. w a m water architecture for integration with other applications, �ze compliance. including web-based GIS dashboards and enterprise The City now seeks the implementation of a reporting platforms. comprehensive RCTS with capabilities to assist in For a successful ownership of the implemented managing compliance for a larger list of drinking system by the City staff, our team will conduct water regulations, including those related to training using a "Train-the-Trainer" approach, on all Fluoridation and Disinfectants and Disinfection aspects of the system. Byproducts. The desired implementation should � z1� extend on the pilot RCTS implemented by Red Oak in _�. PROPOSED,APB�R;0�4C A` > the pilot and further the system with capabilities to: j: METHODOL'OGY a Interpret all applicable drinking water regulations This section describes our approach and schedule for as programmable decision trees and generate a successful RCTS for the City,through the effective compliance sampling schedules. delivery of the following services: Automatically generate compliance reports based M Engage all City stakeholders to ensure all RCTS on the reporting requirements in template requirements are identified. formats required by the regulatory agency. o Provide users workflow capabilities for report review and approval. ' -p " � � • s� �t" 4'f Y i - 4,;}y a� �i � dr fl a ` t, �"1#z 5 � ��� � "y &�. E*`-'. .` �,. ,. a 4x az a ass` §✓* -*=- ':a;; T o Deploy and configure a proven RCTS leveraging a the pilot system already configured at the City. ��ONE—m- �:,,s_ .,�� a- -.�, 'w- , Initiating Provide standard reports and assist in generation Ini��� of new reports. ,: Perform detailed testing, training and adoption Planning Executing support to ensure complete transition of the system to the City. r Our proposed approach: Monitoring Leverages our clear understanding of the closing and business drivers behind this project as controlling demonstrated in the work we completed on the . e pr ° pilot RCTS currently installed at the City will provide leadership during the project oject execution and will be responsible for making key decisions and Uses extensive firm and team experience in the for resolving any issues. areas of environmental permitting and compliance management systems We will direct and manage the project execution by implementation. conducting routine communications with the PLT The proposed tasks are as follows: associated with day-to-day project management activities, performing quality assurance, acquiring Task 1 - Project Management and developing the project team and distributing Red Oak has embraced standard project information. These on-going communications will management practices based on guidelines defined ensure that input from key stakeholders is by the Project Management Institute(PMI) and incorporated throughout the project. refined them to better serve our industry. Our We will conduct one debrief meeting with the PLT. projects are organized into five well-defined The purpose of the meeting will be to review project processes: initiation,planning, executing, outcomes and create a final list of issues to be monitoring/controlling and closing,with each addressed before project closeout. We will resolve process designed to provide client-specific value that the remaining issues on the project before releasing is clearly identified at the beginning of every project. the project team and performing a closeout. We use project management tools and techniques such as risk registers, responsibility assignment To a matrices and work breakdown structures to balance El Project Management Plan budget, schedule, and scope and meet the defined 13 Project kick-off meeting (one,1-hour meeting) project requirements. Our team stresses upfront e3 Project status briefings (month) call) Ea Project invoices and week) progress reports planning and continuous communications and El project closeout debrief (one,1-hour meeting) understands that quality assurance is the application of planned, systematic activities to ensure that all Task 2 - Information Request project requirements will be met. The project team will request and review existing We will conduct a kick-off meeting with the City drinking water compliance information, including project team to discuss the Project Management past reports and other documentation provided by Plan and to identify the key stakeholders of this the City; we will interview stakeholders as necessary; project or Project Leadership Team (PLT). The PLT and inspect and document the primary uses of or Flo, . . Ing- Routine Bacteriological 3amp|ingThesystem team will be able to leverage our knowledge of the requirements resulting from the requirements City's compliance management activities, and reduce definition workshops will become the basis for User the amount of time the City staff will have to Acceptance Test Cases for the enhanced RCT3and dedicate to support this task. This knowledge was for the System Design, which will be reviewed and achieved during implementation of the pilot RCTS, approved by the PLT,tn ensure client satisfaction. U includes understanding � = C1� t�" "�|" =� " y""� "'"^=' t" "" '"� ° ' '' s The System Design will be performed to optimize the project objectives, current practices, technical pilot RTC5. minimizing effects of new changes, while framework (hardware and s"'`=a'=/ definition "' maximizing the reuse of the existing framework. The security users and roles, and key personnel. System Design will leverage the modular approach of Task liDdliverables the proposed RCTS. which will enable ustoextent a information request the core framework to enhance its functionality. We anticipate our design will incorporate extending Task 3 - System Requirements and Design existing RCT3 components, such as the tasks Our team will review informationreceived, define scheduler, reporting engine, data upload engine and and validate the requirements for the desired system algorithm engine. with the PLT, through a series of workshops with designated City personnel. These workshops will Task 3 Deliverables involve reviewing the applicable regulations, and 0 One, 2-hour requirements definition workshop corresponding S"P m El Validated list of applicable regulations decision support List of compliance and custom reports algorithms, and El User Acceptance Test Cases identifying data Module requirements and design requirements for Task 4 - System Implementationeachregu|ation. Red Oak will upgrade the existing RTCStn Data will be incorporate the latest enhancements uf the tool, and required for the wewiU configure the upgraded version of the code followingaccording to the requirements and system design drinking water documents defined in the previous task. An iterative regu|atinns, approach for development and release ofaUditinna| which will be modules will involve detailed unit testing and implemented as validation, conducted within Red Oak's development part »fthe environment. To ensure quality for the software, vvo project: will arrange frequent code reviews and perform D0 Fluoridation component level testing to determine conformity * Stage DBP with the testing plan. Once unit testing is completed, Rule the application will bedeployed at the City's development environment to start configuration and E3 6OC regression testing. • |OC This task will also involve gathering sampling data • TOC Removal Requirements, SUVA required to configure the RCTS. |n order to limit the | amount ofCitv's involvement in data gathering, we will conduct data validation activities using data Task 7 - Adoption Support provided by the City in an electronic format. This task will include key activities, such as user communication and training for end-users (regular TqsR D- .° - and power users) and system administrators 13 Up to four,2-hour data gathering and validation (responsible for the maintenance of the system). workshops Our team makes it a goal to facilitate ownership of E3 Updated user interface to accommodate enhanced the system by the City and thus will perform training functionality o RTCS framework updated to address system on the system using a "Train-the -Trainer" requirements approach. Once the final version of the tool is successfully rolled out to all users, our team will Task 5 - System Configuration provide up to 80 hours of on-call support. We will configure the application deployed at the City's testing environment, to make sure it meets Task 7 ®- •° - specifications. Configuration and roll-out of the El User and administrator training enhancements will be performed using a phase- o On-call support based approach which will include global, pilot and enterprise-wide configuration levels. A system audit City Involvement will follow each of the roll-outs just identified. As indicated before, our team will be able to leverage our previous experience of working with the City Task-5 IDd-liVerables during the pilot RCTS implementation, and limit the o Enhanced RCTS framework deployed at the City amount of time the City staff would need to dedicate o Compliance data repository module deployed to this project. Our proposed scope identifies the o Compliance reporting and tracking module deployed key workshops requiring City's involvement. We also • Sampling lannin and tracking module deployed anticipate the City will provide us with the El Water compliance data reviewed and incorporated El System configuration completed at the City compliance data required to configure the RCTS. In o U to four,2-hour system review workshops order to minimize the amount of City's involvement in data gathering, we will conduct data validation Task 6 -Transition Management activities using data provided by the City in an The transition management will follow the standard electronic format. Finally,the City will play a key role processes, approved by the PLT. This task will ensure during the User Acceptance Testing, which will successful transition to production/go-live. involve detailed review of the system in order to Activities will include regression testing, go-live, certify it meets the City's expectations. system documentation and final system audit. The team will utilize the User Acceptance Test Cases Project Schedule developed under Task 3 to conduct the testing and The schedule included on the following page to obtain the final approval from the PLT, once the anticipates a project start date of November 2,2010, system satisfies the City's requirements. and provides the following information: All tasks and deliverables to be performed. o• RCTS installed and tested ® Start and end dates for each task. o System documentation completed 0 Project milestones with estimated completion 0 Final User Acceptance Obtained dates. ® ®��D• . . VVe have identified and allocated key resources to issues in his area of expertise. He developed the this project to make sure that the proposed schedule foundations of the regulatory engine used by ismet. eDVVaRD when the system was designed. /r. 0owmhmy will oversight the review o/algorithms bo the City. KIM Mr' Steve Diamond, PE, is project engineer Our proposed project team has conducted similar specializing in drinking water treatment and water implementations and fully understands both the quality. Mr. Diamond contributes toa wide range of information technology and the regulatory aspects projects, including technology testing and of this project. This team developed and deployed implementation, regulatory compliance assessments, the original RCTSsystem -the electronic Drinking and master planning. He will provide firsthand Water Regulatory Database (eDVVaRD). and led its knowledge mf drinking water regulations pilot implementation at the City. An organizational applicable to California. chart depicting our team is shown below. Our K4r. DeveshSinha SUP, isa senior consultant and project team's qualifications are briefly described in ` ' ' a software engineer with extensive experience in the following paragraphs. Further resumes are design and development of web-based applications included in Appendix A. for compliance management, real-time data Mr. Esteban Azagra' PK4P - Project Manager, is an monitoring, and reporting tools. He has been expert in project management, with extensive involved in the design and implementation of experience throughout the software development eDVVaRD since the tool was conceived and w^Yy6ead life-cycle. Mr. Azagra provides coordination and the technical fe/n for this project technical guidance for design, development,and implementation of information systems in our Figure 1. Proposed Project Team for the Huntington Beach Regulatory Compliance Tracking System Phoenix office and he has managed the development ofeDVVaRD since its inception, and he wvlln7anage the implementationofthe RCTS. Mr. Joe Lauria - Project Director, has four decades nf experience in potable water, wastewater, redaimedwater. andvvaterrechargesystem evaluation, planning, modeling, and design. Hehas directed and managed municipal utility projects Tochnitai expert, involving water meter specifications and biddingL"i"za9r,aA,,FP"m -6iic evaluation, water system auditing, facility p|anning, and treatment plant assessment. Mr. lauvia will System Implementation, make sure that our team understands and exceeds Huntington Beach's expectations. Dr. ZaidChowdhury. PE, 8CE[ ' Drinking Water Regulations Expert, will serve as our drinking water S it regulations advisor. Dr. Chnwdhury serves as one of the top drinking water treatment experts for the firm Mr. Daniel Groves, PK4P' k43CE' MCDBA' is and is responsible for resolving challenging technical | proficient in information technology and control . . systems engineering. He has a strong background in ProjectManagement - VVeembnacoasptofprojert database development, implementation and management practices that are tailored to meet our configuration as well as web application client's needs, which follow PM| standards and the development. Asa certified systems engineer, heis assignment of certified Project k4anagement also knowledgeable in network systems and security. Professionals (PK4Ps)to manage most ofour He will support the data integration aspects mfthe projects. By utilizing PMI's globally accepted project. standards, our clients are assured that their projects are being initiated planned, executed mnnitored }Ns. LeenaShah' SCJP. s�ecia|izesininfnrmetion ' ' ' ' management application development. She is controlled, and closed in concert with world-class experienced in custom web application development, principles and procedures. Our team stresses systems development and integration, data modeling upfront planning and continuous communications and software design. She has been a key participant and understands that quality assurance isthe application of planned, systematic activities to of multiple eDVVaRD implementation teams. Ms Shah ' ensurethataU projectrequirementswiU be met will be one o/our key technical consultants working . on the system configuration. Quality Assurance - Red Oak has developed a Mr.Jeremy Smith, has experience defining business comprehensive internal project management and and technical requirements, as well a»conducting control program tu assure that all projects produce software quality reviews. Mr. Smith m^illsuyport quality, technical|y'unund. and cost-effective work system configuration, and will lead user acceptance products. Atthe testing and adoption sppport. Malcolm Pirnie has been delivering core ofthis - - — project services,to,the water industry for management -over 100years,including multiple L� ~ and control proiects focused on compliance, The close relationship between Red Oak and Malcolm system isour management.:Red Oak was,-,, Pirnie ensures that our clients receive the highest Quality Control quality expertise, service, and project deliverables. Program, which Our professionals are experts in various aspects of isaformal engineering needed for an effective implementation system ofto providing IT, Management ofa Regulatory Compliance Tracking System. independent. Consulting and Financial Services Information Technology- Red Oak has 40staff internal reviews 10 our industry. Red Oak has been members fully dedicated to information technology of all projects. services, a similar number involved in The essence of and R'eporting,Systemi since instrumentation and control systems, and a team of the program is 2001r, when we developed the first 14 professionals specializing inG|5implementations. sharing of Engineering - As a Division of Malcolm Pirnie. Red information, resources, Oak has the resource support and experience ofone experience, and ,,Water Services Department.., of the nation's foremost independent environmental expectations. engineering firms. Particularly, our water resources team brings more than 2U engineers and scientists Red Oak Consulting(Red Oak)delivers the skills, with specific expertise in drinking water regulatory experience, and principles/hatevnbodvour compliance. longstanding service bm the City ofHuntington | Beach. | � � k 01-1 Our information management practice has experts frameworks and specializing in solutions for focused on providing technology-related services to utilities. municipal utilities with experience in regulatory El Strategic information technology planning, compliance tracking systems design, development, including development of |T vision, strategic and implementation. investment plans, and detai|ed, mu|ti~yearproject schedules and budgets. RCTS Team ������U���� ���K���U���� ' For this project, wewiUuh|ize staff based inour ~ ~~ Phoenix and Orange County office, all of whom were The table on the right shows each staff member and involved in the development and support ofthe their specific responsibilities with respect to six local application since its inception. |f required,the projects of similar size and scope to the Huntington proposed team can be complemented byadditional Beach Drinking Water Regulatory Compliance staff members. Tracking System project. Detailed summaries ofeach project are provided following the table. M One Project Director Project Team Members' Relevant Experience/Role to One certified Project Management Professional —0 Two Drinking Water Regulations Experts 19 Three dedicated software engineers A One Adoption Support and Training Specialist Ability and Capacity to Perform the Work Red Oak's expertise covers all facets nfinformation technology implementation and management, which include p|anning, design,system integration, programming, user support, system administration, and change management. Our services include: mN System implementation ofcommercia|'off'the' she|f (COTS) products. inc|udingmaintonance computerized management maintenance systems (CWMS). Laboratory Information Management Systems (L|MS). reporting applications, and G|S' based systems. 0B Implementation and support ofproducts developed Uy our firm, including the regulatory SE compliance tracking (eDVVaRD). program SE management and construction administration suite (0R|ON).and debris management system `m (Hau|Pass ). Legend: Pm Project Manager TA Training/Adoption cw Client Manager 0 Custom development of web-based and desktop Tc Technical Expert sc Systems Engineer applications using the K4icrosofLNet and J2EE City of phoenix' AZ: aDVVaRD Deve|opnoentand | |rnp|erDgntaUoD. Red Oak developed the RCT5 (eDVVaRD) wmrking closely with the City of Phoenix external laboratory using intelligent data upload tool, Compliance and Regulatory Affairs Office. The and from SCADA. The results of analyses are application incorporates all drinking water regulation provided to users on a web based dashboard for and The applicable to the City of Phoenix asa series of rep imp|ementaUnnteaasuisted the city with nn a|gorithmsandisusedtomanageandreport reviewing existing business process, detailed drinking water compliance of three water systems. analysis of data life-cycle throughout the compliance The system integrates data from L|k43' pAC3and process,design ofimplementation noaUmapand HARS into a database, and leverages MS Reporting implementation of enterprise wide system toassist Services for reporting purposes. The implementation City of Chandler with a sustainable solution. teamed assisted the City of Phoenix with reviewing existing business process, detailed analysis of data -^~~' life-cycle throughout the compliance process, design of implementation roadmap and implementation of ' ki b | enterprisewideuystemtoassistCityofPhoenixwith Southern California Edison, CA: EH&SComnp|iance a sustainable solution. Management System Implementation. Red Oak Client Name: City f Phoenix ' ` � recently completed anEH&3compliance SartlEnoDares. August 200* ueutenmo2vu/ management system evaluation and selection ''^'^'^^^^ Susan Kinkade support project for Southern California Edison. The system facilitates active compliance with City of Scottsdale, AZ: Regulatory Compliance regulations, especially those pertaining towritten Tracking System Implementation. Red Oak plans, permits,training, inspections, and implemented the RCT5 (eDVVaRD) for the City of recnrdkeeping. Because of our detailed Scottsdale. The application incorporates all drinking understanding of the breadth of EH&S rules, wewere water regulation applicable tothe City of Scottsdale employed to initiate verification of requirements and and is used to manage and report drinking water development nfEH&S process maps for the compliance of multiple water systems. The system compliance management solution. VVe conducted a integrates analytical and real-time water quality data thorough assessment of commercial off-the'sho|f from L|MS and SCADA with business intelligence (COTS) CM5s. VVe developed business and functional core engines that perform analyses. The results cf requirements and evaluation criteria prior to short- analyses areprovidedtousersonavvebbased listing candidate systems. Our team also completed dashboard for reporting and compliance tracking. Phase 1nfa multi-year system implementation. We Client Name.* City of Scottsdale are currently implementing Phase 2of the CMS, and vve are also leading the Organizational Change Reference.- Susan Butler/ ` Management component of the implementation effort. City of Chandler, AZ: Regulatory Compliance Tracking Syste California Edison m |rnp|enngnt�tion. RedOak Client Name., ' '� �~`~^''`''' -'—-- implemented the RTCS (eDVVaRD)for the City of Chandler. The application incorporates all drinking water regulation applicable to the City of Chandler and is used tn manage and report drinking water City of Phoenix, AZ: Environmental Permit |i of multiple t t The t Red k | dth compliance mu � ewa ersys ems. e�ys system Compliance Database (EpC�). e a e e integrates analytical and water quality data from | definition of business needs and technical requirements that resulted in the selection ofthe implemented a procedure tn allow for manual data EPCD solution. Project activities involved:1) import from existing Microsoft Excel templates. Independent evaluation nf environmental permit Client'compliance database solutions compatible with ' :_Huntington � ' ' ` established |T standards and system architectures; Reference.l. -Derek Smith 375-5061 2) Documentation of business and functional � � � requirements, inventory of permits that will be implemented, and mapping of key business processes that will be enabled by the EPCC\ 3) Selection cf the alternative that best fits organizational business and functional requirements, and represents the most advantageous solution for the City to report compliance with applicable requirements (Federal Clean Water Act, Federal Clean Air Act, and the State Environmental Quality Act); and, 4) Creation of a roadmap for implementation that establishes the plan for deploying the EPCD. Client Name., City of Phoenix Kevin.Rose@phoenix.gov� City ofHuntington Beach, CA: gDVVaRD Pilot Implementation. Red Oak completed the implementation ofa Pilot RCTS for the City uf Huntington Beach Public Works Department. The pro/ectenab|edtheRCT5 (eDVVaRD) p|atformwithaU modules of the platform functional, completed the configuration nf the system for the WRDLdrinking water rule. The project involved identification of existing data sources for the selected regulation, definition of security users and roles, and confirmation ofRCTS server hardware and network requirements. Our team implemented modifications to the existing RCTS search forms and analysis results and detail user interface to accommodate data elements specific to the City. We also configured the security framework toaccommodate the system roles defined for the City. Finally, we | 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 attached fee proposal. 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. Surfnet Exhibit B EXHIBIT B Fixed Fee Payment City of Huntington Beach Drinking Water Regulatory Compliance Tracking System Budget Breakdown for Hunting Beach Regulatory Compliance Tracking System Hours by,Classification c � �; r_ Project 17Project I Principal Senior. Clerical Direct Officer Manager Consultant 1 Consultant Consultant Analyst Support Staff Total Lebor Costs Total '- Task 1—Project Management 2 81 2 12 3,380 3,380 Task 2—Information Request 6 8 24 16 4 58V21,300 88 11,588 Task 3—System Requirements and Design 4 8 16 32 6096 11,496 Task 4—System Implementation 12 10 24 60 !" 10 116 21,300 Task S—System Configuration 12 12 16 60 8 10820 19,920 Task6—TransitionManagement 8 - 12 60 8 8 9696 16,496 Task7—Adoption Support 28 4 10 2430 5,230 Expenses ,500 4 199I11 Billing Rates $/Hr Project Officer 290 Project Manager 290 Principal Consultant 1 240 Senior Consultant 210 Consultant 158 Analyst 137 Clerical Support Staff 90 REEDAK CCINSU LEI NG DATE(MM/DD/YYYY) CERTIFICATE OF LIABILITY INSURANCE 10/19/2010 PRODUCER Aon Risk services south, Inc. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY Franklin TN Office AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS 501 Corporate Centre Drive CERTIFICATE DOES NOT AMEND,EXTEND OR ALTER THE Suite 300 COVERAGE AFFORDED BY THE POLICIES BELOW. Franklin TN 37067 USA INSURERS AFFORDING COVERAGE NAIC# PHONE-(866 283-7122 FAX-(847) 953-5390 INSURED INSURER A: Lexington Insurance Company 19437 •• Red oak Consulting INsuRERB w 104 Corporate Park Drive white Plains NY 10602 USA INSURERC INSURER D t d INSURER E 3p COVERAGES SIR applies per terms and conditions of the policy x 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, LIMITS SHOWN ARE AS REQUESTED INSR ADWIL LTR INSRD TYPE OF INSURANCE POLICY NUMBER POLICY EFFECTIVE POLICY EXPIRATION LIMITS DATE MM/DDIYYYY DATE MM/DD/YYYY GENERAL LIABILITY EACH OCCURRENCE COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED CLAIMS MADE OCCUR An PREMISES occurrence) MED XP(Any one person PERSONAL&ADV INJURY 00 V GENERAL AGGREGATE GENT.AGGREGATE LIMIT APPLIES PER O PRODUCTS-COMP/OP AGG �t ❑ POLICY ElPRO- O❑ LOC O JECT err AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT O ANY AUTO (Ea accident) Z w ALL OWNED AUTOS BODILY INJURY v SCHEDULED AUTOS (Per person) �+ t L HIRED AUTOS BODILY INJURY C; NON OWNED AUTOS (Per accident) PROPERTY DAMAGE (Per accident) GARAGE LIABILITY AUTO ONLY-EA ACCIDENT ANY AUTO OTHER THAN EA ACC AUTO ONLY: AGG EXCESS 1 UMBRELLA LIABILITY AP VWAS FO EACH OCCURRENCE OCCUR ❑ CLAIMS MADE 1AGGREGATE DEDUCTIBLE TH,Cl tt m 'y/ a RETENTION /C2//�✓ WC STATU- OTH- WORKERS COMPENSATION AND EMPLOYERS'LIABILITY Y/N ORY LIMITS ER E.L.EACH ACCIDENT ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? E.L.DISEASE-EA EMPLOYEE (Mandatory in NH) E L DISEASE-POLICY LIMIT Il' es,describe under SPECIAL PROVISIONS below A 015448990 06/01/2010 1 011 Each claim $1,000,000 - OTHER Prof. & Poll. Liability Annual Aggregate $1,000,000 Archit&Eng Prof DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS Project: Huntington Beach A592506. A waiver of subrogation is granted in favor of the Additional Insured on the Pollution Liability where required by written contract. For Professional Liability coverage, the Aggregate Limit is the total insurance available for claims presented within the policy period for all operations of the insured. CERTIFICATE HOLDER CANCELLATION a� City Of Huntington Beach SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION Attn: Derek Smith, water Quality DATE THEREOF,THE ISSUING INSURER WILL ENDEAVOR TO MAIL Coordinator 30 DAYS WRITTEN NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, PO BOX 19O BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER,ITS AGENTS OR REPRESENTATIVES. Huntington Beach CA 92648 USA AUTHORIZED REPRESENTATIVEn :�J�ct c7 ✓ria ACORD 25(2009/01) ©1988-2009 ACORD CORPORATION.All rights reserved® The ACORD name and logo are registered marks of ACORD Attachment to ACO" Certificate for Red Oak Consulting The terms,conditions and provisions noted below are hereby attached to the captioned certificate as additional description of the coverage afforded by the insurer(s).This attachment does not contain all terms,conditions,coverages or exclusions contained in the policy. INSURER INSURED Red oak Consulting INSURER 104 Corporate Park Drive white Plains NY 10602 USA INSURER INSURER INSURER ADDITIONAL POLICIES If a policy below does not include limit information,refer to the corresponding policy on the ACORD certificate form for policy limits. ADD'L POLICY NUMBER POLICY POLICY INSR INSRD TYPE OF INSURANCE EFFECTIVE EXPIRATION LTR POLICY DESCRIPTION DATE DATE LIMITS OTHER Claims-Made ILJ EProfessional Liabil land Contractors lPollution Liability DESCRIPTION OF OPERATIONS/LOCATIONS/VEIHCLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS The Limit will be reduced by payments of indemnity and expense. Cancellation Provision shown herein is subject to shorter or longer time periods depending on the jurisdiction of, and reason for, the cancellation. Certificate No: 570040545486 CITY OF HUNTINGTON BEACH rt= Professional Service Approval Form PART l F/ /to Date: -8/294 Project Manager Name: Derek Smith Requested by Name if different from Project Manager: Department: Public Works PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY ADMINISTRATOR, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART I MUST BE FILED WITH ALL APPROVED CONTRACTS, 1) Briefly provide the purpose for the agreement: The City is seeking professional services for the development and implementation of a drinking water regulatory compliance tracking system (RCTS) to assist in and track compliance with all applicable drinking water regulations. 2) Estimated cost of the services being sought: $ 100,000 3) Are sufficient funds available to fund this contract? ® Yes ❑ No 4) 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 Please note: The contract is not described in the current year (FY 09-10) budget, but has been submitted for FY 10-11. The contract will not be awarded until after the start of the new fiscal year. 5) Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted: 50685802.86100 6) 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. 4 De Wment Head Signature Date APPROVEW DENIED ❑ i ft;ldministrator's Signature ` Date ' Deputy City Administrator's Initials �l �irect�r�f Finance s Initials N y y Date LL tv Date CITY OF HUNTINGT N BEACH Professional Service Approval Form PART 11 Date: 11/1/2010 Project Manager: Derek Smith Requested by Name if different from Project Manager: Department: Public Works PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & H MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant:Red Oak Consulting, Inc. 2) Contract Number: PWK 010 062 00 (Contract numbers are obtained through Finance Administration) 3) Amount of the contract: $ 99,910 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.) RFP posted on city web site. 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, which describes the payment terms of the contract. 7 irector of Finan,c (or esignee) Signature D e f �' I Z �I o