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HomeMy WebLinkAboutRobert M. Lehner - 2017-10-31 ECEIVED PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEAVIIU66 FM 3: 02 ROBERT M. LEHNER C-;i•� FOR C.l,t ,0:: CRIME DATA STATISTICAL REVIEW AX9PA-MkFVSIR 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 Robert M. Lehner, a sole proprietor, hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to assist the City with crime data statistical review and analysis; 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 Robert M. Lehner, who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. agree/surfnet/professional sves to$49 10/12 1 of 11 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on i A 3YPU F71 , 20 1-1-(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 ninety days (90) 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 Three Thousand Five Hundred Dollars ($3,500.00). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." agree/surfnet/professional Svcs to$49 10/12 2 of 11 7. DISPOSITION OF PLANS, ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any)negligent(or alleged negligent)performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for abree/surfnet/professionalsvesto$49 1 0/12 3 of 11 CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance shall not contain a self-insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. agree/surfnet/professional svcs to$49 10/12 4 of 11 10. CERTIFICATE OF INSURANCE Prior to commencing performance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party,reduced in coverage or in limits except after thirty(30)days' prior written notice; however,ten(10)days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other a.gree/surfnet/professional sves to$49 10/12 5 of 11 payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any agree/surfnet/professional sves to$49 10/12 6 of 11 financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section I hereinabove) or to CITY as the situation shall warrant,or by enclosing the same in a sealed envelope,postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or 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 Robert M. Lehner, Consultant ATTN: Antonia Graham, Assistant to the 1535 Pioneer Road City Manager Dallas, OR 97338-9685 2000 Main Street (503) 507-4440 Huntington Beach, CA 92648 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. agree/surfnet/professional svcs to$49 10/12 7 of 11 i 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act contrary to law, and wherever there is any conflict between any provision contained herein and any present or future statute, law, ordinance or regulation contrary to which the parties have no right to contract, then the latter shall prevail, and the provision of this Agreement which is hereby affected shall be curtailed and limited only to the extent necessary to bring it within the requirements of the law. 21. DUPLICATE ORIGINAL The original of this Agreement and one or more copies hereto have been prepared and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of agree/surfnet/professional svcs to$49 10/12 8 of 11 - - I the date of its execution and delivery, be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. agree/surfnet/professionalsvcs to$49 10/12 9of11 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements,promises, agreements or warranties,oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, promise, agreement, warranty, fact or circumstance not expressly set forth in this Agreement. This Agreement, and the attached exhibits, contain the entire agreement between the parties respecting the subject matter of this Agreement, and supersede all prior understandings and agreements whether oral or in writing between the parties respecting the subject matter hereof. 29. EFFECTIVE DATE This Agreement shall be effective on the date of its approval by the City Attorney. This Agreement shall expire when terminated as provided herein. agree/surfnet/professionalsvcs to$49 10/12 10 of I I IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. CONSULTANT CITY OF HUNTINGTON BEACH, a municipal corporation of the State of ROBERT M. LEHNER California By: Robert M.,Lehner y9"y Manager APPROVED AS TO ORM: City Attorney �J1c� c�\�40 „�v ate: �'�''�P�rr z�� Receive and File City Clerk agree/surfnet/professional svcs to$49 11 of I I EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) The City of Huntington Beach seeks a qualified CONSULTANT to assist the Police Department in the collection, review, and analysis of official crime statistics of the City of Huntington Beach for a five year period (2012 - 2017). The CONSULTANT shall deliver the following: 1. Collect, review, and analyze official crime statistics of other comparable cities in the United States, the State of California, and Orange County. Data for analysis will consist of official Uniform Crime Report (UCR) data as published by the Federal Bureau of Investigation (FBI) and be at the City level. The Scope of this project does not include geographic subdivisions of the City, day-of-week, or time-of-day analyses. 2. CONSULTANT will assume all responsibility for data acquisition and conversion to suitable form with the exception of some assistance to be provided by the City's Crime Analyst in obtaining 2017 YTD data from her counterparts in California comparison cities, to the degree data are available. 3. Analysis of data will include comparisons of the City's crime statistics to other cities in the United States, California, and Orange County. Actual cities for comparison will be at the expert discretion of the Contractor but the reason for any particular group of cities' selection will be identified in the final report. If the City requires any additional group of cities for specific comparison, those cities will be made known to the Contractor prior to commencement of work. EXHIBIT A 4. CONSULTANT will prepare a draft written report detailing the City's statistical crime history and, using his expertise, make and support conclusions regarding such history and identify any areas of trend, pattern, or concern. Upon acceptance of the draft report by the City, the contractor will prepare a final report and invoice the City. No advance payment will be required. 5. Should the City desire a personal appearance by the CONSULTANT, the CONSULTANT will additionally prepare a slide presentation and verbal report for presentation to the City's Mayor and City Council and other audiences as requested by the City. 6. To the degree authorized by the City, the CONSULTANT will handle all media inquires concerning the report, its underlying data, and conclusions. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: See paragraph "1" of Exhibit "A". C. CITY'S DUTIES AND RESPONSIBILITIES: The CITY shall work collaboratively with the Consultant to identify appropriate staff members to work with Mr. Lehner. The CITY shall set aside time to meet with Mr. Lehner and any staff designated by CONSULTANT to review findings of the statistical analysis. CITY staff will not control the manner or means of CONSULTANT'S services. D. WORK PROGRAM/PROJECT SCHEDULE: The Consultant will have ninety (90) days from contract approval to complete the Statement of Work. EXHIBIT A i EXHIBIT "B" Payment Schedule (Hourly Payment) A. Hourly Rate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: 1.Data gathering, conversion, and preparation: 5 hours x $100/hour: $ 500 2. Review and Analysis: 10 hours x $100/hour: $1,000 3. Preparation of Report: 5 hours x $100/hour: $ 500 TOTAL COST OF BASE PROPOSAL $2,000 Should City choose to exercise option for personal appearance of Contractor in Huntington Beach, Contractor will invoice $1,000 per day of meetings. Contractor will NOT invoice time for travel but will submit for reasonable and usual travel expenses such as airfare, car rental, and hotel. Contractor will NOT invoice or request reimbursement for meals. Contractor will NOT invoice or request reimbursement for time associated with media inquires. B. Travel Charges for time during travel are not reimbursable. C. Billing 1. All billing shall be done monthly in fifteen (15) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. 2. Each month's bill should include a total to date. That total should provide,at a glance, the total fees and costs incurred to date for the project. 3. A copy of memoranda, letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; 1 Exhibit B 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. 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. 2 Exhibit B EXHIBIT "B" Payment Schedule (Fixed Fee Payment) 1. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth herein in accordance with the following progress and payment schedules. 2. Delivery of work product: A copy of every memorandum, letter, report, calculation and other documentation prepared by CONSULTANT shall be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 3. CONSULTANT shall submit to CITY an invoice for each monthly progress payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's fine that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice,CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 4. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. Exhibit B I i su pity INSURANCE AND INDEMNIFICATION WAIVER MODIFICATION REQUEST 1. Requested by: Antonia Graham 2. Date: October 18, 2017 3. Name of contractor/permittee: Robert M. Lehner 4. Description of work to be performed: Review and analysis of crime statistics. 5. Value and length of contract: $3,500 90 day contract 6. Waiver/modification request: Waive professional liability $1,000,000 per occurrence reg. 7. Reason for request and why it should be granted: This is a small no risk to the City consulting services agreement. 8. Identify the risks to the City in approving this waiver/modification: No risk t o the City with such a small contract and the type of work being performed. bel6artment Head Signature Date: i 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 Manager's Office is only required if i Risk Management and the City Attorney's Office disagree. F E I fZisk Management ; Approved ElDenied /Jzaav,jY Signature Date 2. City Attorney's Office `f'Approved ❑ Denied v. . /0 /,)7//7 Sign ture Date, 3. City Manager's Office ❑ Approved ❑ Denied Signature Date If approved, the completed waiver/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.Human Resources I 3 I Waiver Form (2).docm 10/18/2017 4:26:00 PM i CITY OF HUNTINGTON BEACH Professional Service Approval Form I� PART I Date: 10/18/2017 Project Manager Name: Antonia Graham OCT 18 2017 Requested by Name if different from Project Manager: Department: City Manager Finance Depa urnent PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART/ MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement: Consulting services to collect, review, and analyze crime statistics for the City. 2) Estimated cost of the services being sought: $ 3,500 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) Check below how the services will be obtained: ❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ❑ MC 3.03.08(b)—Other Interagency Agreement procedure will be utilized. ® MC 3.03.08— Contract Limits of$30,000 or less exempt procedure will be utilized. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to this question is "No," the contract will require approval from the City Council.) `® Yes ❑ No Fiscal SerGices_Mdnd alter Signature (Purchasing Approval) Date 6) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted -, (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year Fiscal Year 17/18 10070203.69365 $3,500 $ $ $ $ $ $ $ Budg Approval Date / 4,_i10 � 1k- I ' Departm nt Head Signature(s) Date Chief Financial Officet Signature Date lo - T—/I Assistan City Manager's Signature Date a APPROVED Q D 1 0 ity anager's Signature Date lehner'part1.doc REV: February 2015 CITY OF HUNTINGTON BEACH Professional Service Approval Form OAS f� 4� PART 11 R D Date: 10/18/2017 Project Manager: Antonia Graham OCT 18 2017 Requested by Name if different from Project Manager: Department: City Manager FI116RCr '� =r1fiTiORt PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & II MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: Robert M. Lehner 2) Contract Number: POL (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $3,500 Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year Fiscal Year 17/18 10070203.69365 $3,500 $ $ $ 4) Is this contract less than $50,000? ® Yes ❑ No 5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 6) Is this contract over$100,000? ❑ Yes ® No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ❑ Yes ® No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, which describes the payment terms of the contract. In It 17 Department Head Date l0 -101_ (� Fiscal Servic an�ager(Purchasing) Date Budget Manager Approval Signature Date J Z& Chief Financial Officer(or designee) Signature Date lehner'part 2.doc PRC FESSI;DN�L�SE.ZVICES ` �dL.ICE p de artiinent. ;esCri _ti.on x u°- Am4urt . . t Psychological exams, polygraph, legal consultations, rape and medical exams, crime prevention, hazmat physical exams, Police flight crew physicals, blood withdraws, transcription,juvenile diversion, gang prevention and other related consulting and =Y professional services. -� 335,825� FY 18/19 FY 19/20 Date ; �Yenclar arrvunt Contract Value Notes Atrie�unt Amount. 5/26/2016 Susan Saxe PHD $ 5,000 $ 13,000 Pre-employment Psych Evals $ - $ - Pre-employment Psych Evals/debrief, 5/26/2016 Psycholggical Consulting Associates $ 13,000 $ 32,087 critical incident 5/16/2016 Memorial Occupational Medical Services $ 4,000 $ 12,000 Inmate Health Review Services Victims Assistance Services 6/7/2017 CSP Inc $ 102,792 $ 283,516 (grant fund 124) $105,876 8/8/2017 Background investigations $ 10,000 $ 25,000 Norman Traub 1-year 10/18/2017 Robert M. Lehner Crime scats analysis) $ 3,500.00 $ 3,500.00 Ta#alllalue $ 138,292 Balance $ 197,533 PROPOSAL Proposer and contractor will be Robert M. Lehner("the Contractor") who will be responsible for and perform all of the work necessary to deliver the following Scope of Work for the City of Huntington Beach, California ("the City"): 1. Collect, review, and analyze official crime statistics of the City of Huntington Beach, California for minimally the five calendar year period from 2012 through 2016 inclusive as well as 2017 Year-to-Date (YTD),to the degree possible based on available data. Contractor may include additional previous years' data if relevant. 2. Collect, review, and analyze official crime statistics of other comparable cities in the United States,the State of California, and Orange County. Data for analysis will consist of official Uniform Crime Report(UCR) data as published by the Federal Bureau of Investigation (FBI) and be at the City level. The Scope of this project does not include geographic subdivisions of the City, day-of-week, or time-of-day analyses. 3. Contractor will assume all responsibility for data acquisition and conversion to suitable form with the exception of some assistance to be provided by the City's Crime Analyst in obtaining 2017 YTD data from her counterparts in California comparison cities,to the degree data are available. 4. Analysis of data will include comparisons of the City's crime statistics to other cities in the United States, California, and Orange County. Actual cities for comparison will be at the expert discretion of the Contractor but the reason for any particular group of cities' selection will be identified in the final report. If the City requires any additional group of cities for specific comparison,those cities will be made known to the Contractor prior to commencement of work. 5. Contractor will prepare a draft written report detailing the City's statistical crime history and, using his expertise, make and support conclusions regarding such history and identify any areas of trend, pattern, or concern. Upon acceptance of the draft report by the City,the contractor will prepare a final report and invoice the City. No advance payment will be required. 6. Should the City desire a personal appearance by the Contractor, Contractor will additionally prepare a slide presentation and verbal report for presentation to the City's Mayor and City Council and other audiences as requested by the City. 7. To the degree authorized by the City, the Contractor will handle all media inquires concerning the report, its underlying data, and conclusions. FEE SCHEDULE Based on Contractor's experience with similar work in the past, the Contractor estimates the following time requirements for each phase of the project: 1. Data gathering, conversion, and preparation: 5 hours x$100/hour: $ 500 2. Review and Analysis: 10 hours x$100/hour: $1,000 3. Preparation of Report: 5 hours x$100/hour: $ 500 TOTAL COST OF BASE PROPOSAL $2,000 Should City choose to exercise option for personal appearance of Contractor in Huntington Beach, Contractor will invoice $1,000 per day of meetings. Contractor will NOT invoice time for travel but will submit for reasonable and usual travel expenses such as airfare, car rental, and hotel. Contractor will NOT invoice or request reimbursement for meals. Contractor will NOT invoice or request reimbursement for time associated with media inquires.