HomeMy WebLinkAboutWestbound Communications, Inc - 2014-06-16JT eCONTRACTS SUBMITTAL TO
C9 ` CITY CLERIC'S OFFICE
To: JOAN FLYNN, City Clerk
Name of Contractor: Westbound Communications, Inc.
Purpose of Contract: Public Relation Services
Amount of Contract: $15,000
Copy of contract distributed to: The original insurance certificate/waiver distributed
to Risk Management
Initiating Dept.
Finance Dept. ❑ ORIGINAL bonds sent to Treasurer ❑
Sandie Frakes, ext 5249
Name/Extension
City Attorney's Office
Date: June 24, 2014
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PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
WESTBOUND COMMUNICATIONS INC.
FOR
PUBLIC RELATION SERVICES
THIS AGREEMENT ("Agreement") is made and entered into by and between the City of
Huntington Beach, a municipal corporation of the State of California, hereinafter referred to as
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"CITY," and Westbound Communications Inc. , a California corporation hereinafter referred to
as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to public relation
services; 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." 3
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CONSULTANT hereby designates Rick Miltenberger who shall represent it and
be its sole contact and agent in all consultations with CITY during the performance of this
Agreement.
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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 .,u�,j e_ 20 !`f (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 3 years 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 fifteen thousand Dollars ($15,000).
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "AA" or
changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such
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work only after receiving written authorization from CITY. Additional compensation for such
extra work shall be allowed only if the prior written approval of CITY is obtained.
6. METHOD OF PAYMENT
CONSULTANT shall be paid pursuant to the terms of Exhibit "B."
7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS <
CONSULTANT agrees that title to all materials prepared hereunder, including,
without limitation, all original drawings, designs, reports, both field and office notices,
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calculations, computer code, language, data or programs, maps, memoranda, letters and other
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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 itssole
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
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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 insurance has been
procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to
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forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be
paid for its time and materials expended prior to notification of termination. CONSULTANT
waives the right to receive compensation and agrees to indemnify the CITY for any work
performed prior to approval of insurance by the CITY.
10. CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT shall
furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the
foregoing insurance coverage as required by this Agreement; the certificate shall:
A. provide the name and policy number of each carrier and policy;
B. state that the policy is currently in force; and
C. shall promise that such policy shall not be suspended, voided or canceled
by either party, reduced in coverage or in limits except after thirty (30)
days' prior written notice; however, ten (10) days' prior written notice in
the event of cancellation for nonpayment of premium.
CONSULTANT shall maintain the foregoing insurance coverage in force until the
work under this Agreement is fully completed and accepted by CITY.
The requirement for carrying the foregoing insurance coverage shall not derogate
from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in
this Agreement. CITY or its representative shall at all times have the right to demand the
original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely
manner, the premiums on the insurance hereinabove required.
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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,
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report, and evidence shall, at the option of CITY, become its property and shall be promptly
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delivered to it by CONSULTANT.
13. ASSIGNMENT AND DELEGATION #
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This Agreement is a personal service contract and the work hereunder shall not be
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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.
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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
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in the work performed pursuant to this Agreement. No officer or employee of CITY shall have
any financial interest in this Agreement in violation of the applicable provisions of the California
Government Code.
16. NOTICES
Any notices, certificates, or other communications hereunder shall be given either
by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to
CITY as the situation shall warrant, ,or by enclosing the same in a sealed envelope, postage
prepaid, and depositing the same in the United States Postal Service, to the addresses specified
below. CITY and CONSULTANT may designate different addresses to which subsequent
notices, certificates or other communications will be sent by notifying the other party! via
personal delivery, a reputable overnight carrier or U. S. certified mail -return receipt requested:
TO CITY:
City of Huntington Beach
ATTN: Julie Toledo
2000 Main Street
Huntington Beach, CA 92648
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TO CONSULTANT:
Westbound Communications, Inc.
ATTN: Rick Miltenberger
625 The City Dr., Ste. 360
Orange, CA 92868
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
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any subsequent occurrence of the same or any other transaction or event. s
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid
unless in writing and duly executed by both parties. j
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 andrare
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
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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
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contrary to which the parties have no right to contract, then the latter shall prevail, and'Ahe
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
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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.
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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
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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 ralso
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
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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.
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This Agreement shall expire when terminated as provided herein.
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed
by and through their authorized officers.
CONSULTANT, CITY OF HUNTINGTON BEACH,
a municipal corporation of the State of
Westbound Communications Inc. California
COMPANY NAME / / X _
By:
print naps
ITS: (circle one) Chairm/ residen ice President
AND
By: J
/f e-lC- vt4Ipt eye s
print name
ITS: (circle one_) Secretary/Chief Financial Officer/Asst.
Secretary - Treasurer---------------------
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Director/Chief
To HBMC §3.03.100)
A ED AS TO FORM:
City Attorney
Date `� 2
EXHIBIT "A"
A. STATEMENT OF WORK: (Narrative of work to be performed)
Huntington Beach is seeking to build and implement a strategic community outreach approach:
that is both proactive and pre-emptive. This will enable the City to take advantage of
promotional and publicity opportunities to further position and distinguish itself as one of
Southern California's (and the world's) elite cities and destination centers. It will also provide
the City a defined, unified communication platform and voice to more effectively address,
mitigate, diffuse and/or manage issues before or as they occur. Additionally, this strategy and`;
the resulting tactical plan will allow the City to continue to promote itself as Surf City USA® in
a way that continues to attract tourists and visitors while remaining a safe and sane place for
residents, business owners and future economic development.
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
• 100th Year of Surfing Publicity Support — Westbound will support efforts to generate
publicity ideas and opportunities around this celebration. Efforts will include developing story
ideas and pitching local print and broadcast media before, during and after event activities as
assigned and directed by the City.
• Message House & Master Positioning Framework — Westbound will craft and implement
a framework for the City that will serve as the centralized platform for defining and delivering
clear, consistent and compelling messaging across all communication. This framework provides
the main message points in simple yet compelling language that Huntington Beach spokespeople
can easily remember and readily communicate (and that are consistent with master planning
EXHIBIT A
strategies but brought down to a tangible level for spokespersons). It establishes the central focal
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point from which all communication sterns and provides a methodology to help assure that
voices corning from the City are better synchronized.
• U.S. Open of Surfing Support — Westbound will create a Frequently Asked Questions ;Y
(FAQ) and speaker talking points document to facilitate positive, proactive and pre-emptive
communication about the 2014 event (July 26-August 3). Westbound will also support the City
with collaborative pre -event communication messaging with IMG and event sponsors, as wellas
the city's visitor's bureau and police and fire departments.
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C. CITY'S DUTIES AND RESPONSIBILITIES:
Provide information and access as necessary.
D. WORK PROGRAM/PROJECT SCHEDULE:
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EXHIBIT A
n
C
EXHIBIT "B"
Payment Schedule (Hourly Payment)
Hourly Rate
CONSULTANT'S fees for such services shall be based upon the following hourly rate and
cost schedule:
$150.00 per hour
Travel Charges for time during travel are not reimbursable.
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 orhas
comments on any such product, CITY shall identify specific requirements ` for
satisfactory completion.
4. CONSULTANT shall submit to CITY an invoice for each monthly payment due.
Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due;
D) Include a certification by a principal member of CONSULTANT's firm
that the work has been performed in accordance with the provisions of this
Agreement; and
E) For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is
making satisfactory progress toward completion of tasks in accordance with; this
Agreement, CITY shall approve the invoice, in which event payment shall be made
within thirty (30) days of receipt of the invoice by CITY. Such approval shall not
be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify
CONSULTANT in writing of the reasons for non -approval and the schedule of
performance set forth in Exhibit "A" may at the option of CITY be suspended until
the parties agree that past performance by CONSULTANT is in, or has been
1
Exhibit B
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 firmthat
the work has been performed in accordance with the provisions of=this
Agreement; and
E) For all payments include an estimate of the percentage of work completed;.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making
satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall
approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the
invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an
invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the
schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the
parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or
until this Agreement has expired or is terminated as provided herein.
4. Any billings for extra work or additional services authorized in advance and in
writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the
information required above, and in addition shall list the hours expended and hourly rate charged for
such time. Such invoices shall be approved by CITY if the work performed is in accordance with the
extra work or additional services requested, and if CITY is satisfied that the statement of hours
worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any
dispute between the parties concerning payment of such an invoice shall be treated as separate and
apart from the ongoing performance of the remainder of this Agreement.
Exhibit B
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
WESTBOUND COMMUNICATIONS INC.
FOR
PUBLIC RELATION SERVICES
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.........................................................................................
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 Attorneys Fees..........................................................................................................10
25 Survival.....................................................................................................................10
26 Governing Law.........................................................................................................10
27 Signatories.................................................................................................................10
28 Entirety......................................................................................................................10
29 Effective Date................................................................................. I I
RECEIVEDProfessional Service Approval Form
Date: 6/5/2014 Project Manager: Julie Toledo
Requested by Name if different from Project Manager:
Department: City Manager
JUN 10 2014
Finance Department
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: Westbound Communications
2) Contract Number: CHOOSE DEPARTMENT
(Contract numbers are obtained through Finance Administration x 5630)
3) Amount of this contract: $15,000
Account number
Contractual Dollar Amount
Business unit. object #
Year 1(estimate)
Year 2 (estimate)
Year 3(estimate)
10040101.69365
$15,000.00
$
$
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 Exhi
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Fiscal Serve r (Phasing)
Budget Ma ager Appr al Signature
Directo of Finance (or designee) Signature
payment terms of the contract.
,!:�' - ;F (
Date
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Date
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Date
westbound communications. doc
REV: December /2013
Description
EXPENDITURES
PERSONAL SERVICES
Salaries, Permanent
Salaries, Temporary
Salaries, Overtime
Leave Payout (")
Benefits
PERSONAL SERVICES
OPERATING EXPENSES
Utilities
Purchased Water
Equipment and Supplies
Repairs and Maintenance
Conferences and Training
Professional Services
Other Contract Services
Rental Expense
Claims Expense
Insurance
Pension Payments
Contribution to Private Agency
Payments to Other Governments
Interdepartmental Charges
Expense Allowances
Other Expenses
OPERATING EXPENSES
CAPITAL EXPENDITURES
Land Purchase
Improvements
Equipment
Vehicles
Software - Capital
CAPITAL EXPENDITURES
NON -OPERATING EXPENSES
Debt Service Expenses
Pass Through Payments
Transfers to Other Funds
Depreciation
Loans Made
Extraordinary Loss
NON -OPERATING EXPENSES
EXPENDITURES
FY 12/13 H
Year -End FY 13/14 FY 13/14 Projected
Audited Original Revised Year -to Date• Year to Date YTD %` Year -End (Over)/Under
Actual Budget Budget(l) Encumbered Expended :. ° Expended Expenditure Budget
36,880
26,473
41,897
(41,897)
2,389
158
376
(376)
23
= 210
500
(500)
785,330
3,531,764
3,531,764
'319,,008
I'm
3,576,140
(44,376)
32,461
883,190
883,190
• . t
"" 21,868
-
25%
690,749
192,441
857,083
4,414,954
4,414,954
3679718
z48i"/
4,309,663
105,291
4,734,001
4,900,000
4,927,072
1,413,400
3;0761340
'`
62.4%
5,424,581
(497,509)
x _ A.
178,790
219,000
229,887
89,053
�-137,795
59.9%
280,855
(50,968)
375,919
1,000,000
1,000,000
00%
-
1,000,000
1,349,315
1,829,695
1,554,063
294,514
,268 134
.E
17.3%
1,341,007
213,056
65,861
813,000
813,000
22;566
.' 25,184:
g
3:1:%
68,167
744,833
69,147
105,000
105,000
44862
57,051
-
54:3%
91,782
13,218
762,826
770,000
934,516
43887-7
== �338097
753,335
181,181
2,764,255
505 000
505,000
(505,000)
430
369
` .
369
(369)
1,294,678
1,397,317
1,727,317
177,230
512,938
297%0
1,282,680
444,637
11,595,222
1190345012
11,290,855
2,480,503
4,921,109__,
43.6%
9,7479777
19543,078
4,592,982
3,000,000
4,035,802
:677,699
1,328,993
-':
329%
2,367,454
1,668,348
2,589,617
4,000,000
2,831,434
1,118,680
684,561
242%
3,288,685
(457,251)
1,166,024
1,785,987
914,692
863279
48`3%
1,863,279
(77,292)
186,702
240,865
16=1,81,9
k"
-,, 68,686
28.5%
230,505
10,360
8,535,325
7,000,000
8,894,088
2 872,290
33.1%
6,749,923
1,144,165
�2,945,519
4,942,316
57,312
28,656=
_28,656
4,�50.0%-
57,312
12,762,195
5,714,687
5,716,187
1727,0 8
6,145,687
(429,500)
17,704,511
55714,687
5,773,499
;I
28,656
`�15755,714
30.4%
69202,999
(4299500)
385692,142
2851639653
3053735396
59381 449
: _ 99990,059
;;
32.9%
2790109362
25363,034
() Leave Payouts to be monitored by Finance and appropriations may be transferred at year-end to cover these expenses if needed.
Non -Departmental currently reflect the year-end estimate.
The Revised Budget and Projected Year -End Expenditures includes the recently Council approved mid -year adjustments.
, --Projected (Over)/Under Budget 1 363;034
--
Attachment # 3
CITY OF HUNTINGTON BEACH
PROFESSIONAL SERVICES LISTING
FISCAL YEAR 201/3/14
Non -Departmental
Amount Requested Vendor
85,000
30,000 NBS Gov Fin
10,000 Blais & Associates
Requester
Jim Slobajan
Jim Slobajan
Teri Baker
Date
2/10/2014
5/5/2014
5/15/2014
)ivision/Fund Description Amount
;itywide Expenses
Claims, Litigation and Auditing Services
$1,833,070
15,000
Westbound Communications Julie Toledo
5/15/2014
5,000
20,000
7,240
23,500
Financial Advisory Services
Dilinquency management
Environ Amend 1
Rosenow Spevacek Group
Dahle Bulosa
Dahle Bulosa
Teri Baker
Kellee
5/14/2014
5/14/2014
6/12/2014
6/10/2014
)ebt Service & Transfers
Professional Services - Debt Services and Auditing Fees
$15,725
ZORF Administration (350)
Appraisal/Economic Analysis/ Leg_ al/Housing Compliance and Other Professioi
$325,000
iousina Authoritv (220. 233 & 352)
Professional Services
$25,000
ional
Avail Balance 2,003,056
City of Huntington Beach
FY 13/14 Funds Available by Business Unit Report
Thursday, June 12, 2014
Object
FY 13/14
FY 13/14
FY 13/14
FY 13/14
Account
Revised
Actual
Encumbrance
Available
10040101 - Non -Departmental
51000 - PERSONAL SERVICES
4,414,954.00
357,235.21
4,057,718.79
61200 - Electricity
3,528,000.00
2,458,876.76
1,235,515.97
-166,392.73
61300 - Natural Gas
252,072.13
124,172.69
80,899.44
47,000.00
61600 - Water
1,147,000.00
723,632.68
423,367.32
61000 - Utilities
4,927,072.13
3,306,682.13
1,316,415.41
303,974.59
63495 - Gasoline
214,000.00
131,455.86
84,242.59
-1,698.45
63545 - Other Fuel
-134.94
134.94
63445 - Fuel
214,000.00
131,320.92
84,242.59
-1,563.51
64230 - Awards and Presentations
5,000.00
500.00
0.00
4,500.00
63000 - Equipment and Supplies
219,000.00
131,820.92
84,242.59
2,936.49
67740 - 800 MHZ Maintenance
1,000,000.00
1,000,000.00
64520 - Repairs and Maintenance
1,000,000.00
1,000,000.00
69365 - Other Professional Services
535,102.32
23,500.00
87,602.32
424,000.00
69375 - Prof Svcs - Attorney Fees
31,004.67
74,434.20
9,574.97
-53,004.50
69380 - Prof Svcs - Litigation Cost
82,261.21
169,026.36
133,975.50
-220,740.65
69370 - Prof Svcs - Legal
718,695.00
718,695.00
69370 - Prof Svcs - Legal
831,960.88
243,460.56
143,550.47
444,949.85
69300 - Professional Services
120,000.00
120,000.00
69300 - Professional Services
1,487,063.20
266,960.56
231,152.79
988,949.85
69505 - Cont Svcs - Other
18,000.00
25,183.59
22,566.41
-29,750.00
69520 - Cont Svcs - Advertising
20,000.00
20,000.00
69520 - Cont Svcs - Advertising
20,000.00
0.00
20,000.00
69450 - Other Contract Services
775,000.00
775,000.00
69450 - Other Contract Services
813,000.00
25,183.59
22,566.41
765,250.00
75350 - Taxes
504,999.67
-504,999.67
75000 - Payments to Other Governments
0.00
504,999.67
-504,999.67
78200 - Auto Allowance
185.42
-185.42
78000 - Expense Allowances
185.42
-185.42
79075 - Bad Debt Expense
947,317.00
291,028.86
656,288.14
79100 - Contingency
728.86
-728.86
79150 - Discounts Lost
-17,922.65
17,922.65
79500 - CAL -Card - Dispute Charge
1,909.84
-1,909.84
79000 - Other Expenses
947,317.00
275,744.91
671,572.09
60000 - OPERATING EXPENSES
9,393,452.33
4,511,577.20
1,654,377.20
3,227,497.93
83000 - Equipment
993,981.78
993,981.78
83000 - Equipment
993;981.78
0.00
0.00
993,981.78
86100 - Capital - Purchase Software
140,000.00
140,000.00
0.00
86000 - Capital - Software
140,000.00
140,000.00
0.00 .
80000 - CAPITAL EXPENDITURES
1,133,981.78
0.00
140,000.00
993,981.78
88010 - Debt Service Expenses
0.00
0.00
0.00
0.00
88000 - NON -OPERATING EXPENSES
0.00
0.00
0.00
0.00
50000-EXPENDITURES
14,942,388.11
4,868,812.41
1,794,377.20
8,279,198.50
CITY OF HUNTINGTON BEACH
Professional Service Approval Form
PART I RECEIVED
MAY 15 2014
Date: 5/612014 Project Manager Name: Julie Toledo
by Name if different from Project Manager: Finance, Depatiment
Depart:neat: City Manager
PARTS I OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED
BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL,
BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART 1 MUST BE FILED
WITH ALL APPROVED CONTRACTS.
1) Briefly provide the purpose for the agreement:
Assist the City's Communication Relation's Officer promote the City and provide community outreach
services. Westbound Communications will provide public relation services for major events (such as the
US Open) and on call crisis communication as needed.
2) Estimated cost of the services being sought: $ 15,000
3) Are sufficient funds available to fund this contract? ® Yes ❑ No
If no, please expfain:
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.
N 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 3�5-rvpes ManagerKignature (Purchasing Approval)
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):
Date
Account number Contractual Dollar Amount
Business unit, object # Year 1(estimate)_ Year 2 (estimate) Year 3(estimate
10040101 , `� 3 6 )� - $15000. -- - — - - $ - - --- $
�Bu�dag
% M 1AV
211
1 44
d Si ature(s)� Date
e's SiNature Date
3naaer s Signature Date
APPROVED DENIED
E>-
4
City -)/la ger's Signature
westbound comet - proress6ial service approval forni - part i.docx
REV: December /20 13
Datd
Exhibit A
Initial Scope of Work
Below Represents Westbound's initial thoughts and recommendations on assigmnents and next
steps:
Message House & Master Positioning Framework- Westbound will craft and implement a
framework for the City that will serve as the centralized platform for defining and delivering
clear, consistent and compelling messaging across all communication. This framework provides
the main message points in simple yet compelling language that Huntington Beach spokespeople
can easily remember and readily communicate (and that are consistent with master planning
strategies but brought down to a tangible level for spokespersons). It established the central focal
point from which all communication stems and provides a methodology to help assure that
voices coming from the City are better synchronized. Importantly, Westbound constructs the
framework on one page. From philosophical and psychological standpoints, this approach
reinforces the ongoing for simplicity and focus.
Crisis Communication Manual: Protocol & Policy- Westbound will work with you to develop
a manual that contains protocol and policy that will establish procedures for dealing with a
variety of situations that may arise in Huntington Beach and to ensure that City officials and
communicators are familiar with these procedures and their respective roles and responsibilities
in the event of a crisis, emergency or issue. Strong emphasis will be placed on processes that
enable the City to provide communication as quickly as possible in a timely, factual, responsive
and transparent manner. Doing so will not only help the City respond more effectively during
emergent situations, but will also help bolster positive perceptions around its credibility and
competency. The manual will include step-by-step protocols, press release templates, holding
statement samples, and an assortment of other details that can be quickly sourced when
confronted by various crisis scenarios.
U.S. Open of Surfing FAQ, Speaker Talking Points & Spokesperson Training — Westbound
will create a Frequently Asked Questions (FAW), speaker talking points document and a half -
day spokesperson training session (for up to three City executives) to facilitate positive,
proactive and pre-emptive communication about the 2014 event (July 26 — August 3).
Westbound will also support the City with collaborative pre -event communications messaging
with IMG and event sponsors, as well as the city's visitor's bureau and police and fire
departments.
Pier Rededication Publicity Support — Westbound will support efforts to generate publicity
ideas and opportunities for this June 21 st event. Efforts will include developing story ideas and
pitching local print and broadcast media before, during and after the event. We will work with
you to determine the specific level of support, which can range from utilizing our media database
to staffing the event and managing news crews, and more.
100th Year of Surfing Publicity Support — Westbound will support efforts to generate publicity
ideas and opportunities around this celebration. Efforts will include developing story ideas and
pitching local print and broadcast media before, during and after the event. Again, we will work
with you to determine the specific level of support desired.
Annual Public Relations Plan- Beyond the assignments above, Westbound recommends
building an annual public relations plan that serves as the 12-month road map for the City's
outreach efforts. The plan will set forth specific goals, objectives, strategies, tactics and
(importantly) metrics for measuring success. We'd be happy to discuss the deliverables we have
in mind for an annual plan as needed.
Exhibit B
Proposed Budget & Timing
The following budget represents the estimated costs to complete the assignments outlined in this
proposal. Estimates are based on Westbound's established flat billing rate of $150 per hour. Out
of pocket expenses are billed separately as approved by the client. We estimate that these
assignments will be completed within the first 90 to 120 days of engagement.
Message House & Master Positioning Framework
Crisis Communication Manual: Protocol & Policy
This includes development of manual and presentation
Of the document to a key group of City Executives
U.S. Open of Surfing Support
-FAQ
-Speaker Talking Points
-Spokesperson Training
-On-Site Assistance
On -Call Crisis Management
Pier Rededication Publicity Support
100 Years of Surfing Publicity Support
Annual Public Relations Plan
TOTAL
$3,000 - $4,500 (20-30 Hours)
$6,000 - $9,000 (40 — 60 Hours)
$1,500 - $2,250 (10-15 Hours)
$2,250 - $3,000 (15-20 Hours)
$3,750 - $5,250 (25-35 Hours)
Hourly at $150 per hour
Billed hourly at $150 per hour
$3,750 - $5,250 (25-35 Hours)
$3,750 - $5250 (25-35 Hours)
$3,000 - $3,750 (20-25 Hours)
$27,000 - $36,750*
*Does not include expenses such as mileage, videography, etc. All expenses will be submitted to client for approval prior to being occurred.
City of Huntington Beach
FY 13114 Funds Available by Business Unit Report
Friday, May 16, 2014
Object
FY 13/14
FY 13114
FY 13114
FY 13114 .
Account
Revised
Actual
Encumbrance
Available
10040]01 Noii;Qepartmental
51000- PERSONAL SERVICES
4,414,954.00
290,356.81
4,124,597.19
61200 - Electricity
3,528,000.00
2,373,862.54
1,320,510.19
-166,372.73
61300 - Natural Gas
252,072.13
111,952.89
93,119.24
47,000.00
61600 - Water
1,147,000.00
590,275.70
556,724.30
61000 - Utilities
4,927,072.13
3,076,091.13
1,413,629.43
437,351.57
63495 - Gasoline
214,000.00
96,974.66
118,519.34
-1,494.00
63545 - Other Fuel
-134.94
134.94
63445-Fuel
214,000.00
96,839.72
118,519.34
-1,359.06
64230 -Awards and Presentations
5,000-00
500.00
0.00
4,500.00
63000 - Equipment and Supplies
219,000.00
97,339.72
118,519.34
3,140.94
67740 - 800 MHZ Maintenance
1,000,000.00
1,000,000.00
64520 - Repairs and Maintenance
1,000,000.00
1,000,000.00
69365-Other Professional Services
535,102.32
18,400.00
92,702.32
424,000.00
69375 - Prof Svcs - Attorney Fees
31,004.67
74,434.20
9,574.97
-53,G04.50
69380 - Prof Svcs - Litigation Cost
82,261.21
162,782.08
137,754.88
-218,275.75
69370 - Prof Svcs - Legal
718,695.00
718,695.00
69370 - Prof Svcs - Legal
831,960.88
237,216.28
147,329.85
447,414.75
69300 - Professional Services
120,000.00
120,000.00
69300 - Professional Services
1,487,063.20
255,616.28
240.032.17
991,414.75
69505 - Cont Svcs - Other
18,000.00
25,183.59
22,566,41
-29,750.00
69520 - Cont Svcs - Advertising
20,000.00
20,000.00
69520 - Cont Svcs - Advertising
20,000.00
0.00
20.000.00
69450 - Other Contract Services
775,000.00
775,000.00
69450 - Other Contract Services
813,000.00
25,183.59
22,566.41
765,250.00
75350 - Taxes
504,999.67
-504,999,67
75000 - Payments to Other Governments
0.00
504.999.67
-504,999.67
78000 - Expense Allowances
0.00
0100
79075 -Bad Debt Expense
947,317.00
249,580.68
697,736.32
79100 - Contingency
728.86
-728.86
79150 - Discounts Lost
-16,156.75
16,156.75
79500 - CAL -Card - Dispute Charge
2,485.84
-2,485.84
790M - Other Expenses
947,317.00
236,638.63
710,678.37
60000- OPERATING EXPENSES
9,393,452,33
4,1954869.02
1,794,747.35
3,402,835.96
83000 - Equipment
1,023,197.33
1,023,197.33
83000 - Equipment
1,023,197.33
0.00
0.00
1,023,197.33
86100 • Capital - Purchase Software
140,000.00
140,000.00
0.00
86000 - Capital - Software
140,000.00
140,000.00
0.00
80000- CAPITAL EXPENDITURES
1,163,197.33
0.00
140,000.00
1,023,197.33
88010 -Debt Service Expenses
0.00
0.00
0.00
0.00
88000- NON -OPERATING EXPENSES
0.00
0.00
0.00
0.00
50000 - EXPENDITURES
14,971,603.66
4,486,225.83
1,934,747.35
8,550,630.48
City of Huntington Beach
FY 13/14 Funds Available by Department Report
General Fund: Non -Departmental
Friday, May 16, 2014
Object FY 13114 FY 13114 FY 13114 FY 13114 FY 13/14
Account Adopter] Revised Actual Encumbrance Available
51100 -Salaries - Permanent
0
0
24,799
(24,799)
52000 -Salaries -Temporary
158
(158)
53000 - Salaries - Overtime
210
(210)
54000- Termination Pay Outs
3,531,764
3,531,764
280,287
3,251,477
55000 - Benefits
883,190
883,190
20,993
862,197
51000 - PERSONAL SERVICES
4,414,954
4,414,954
326,447
4,088,507
6100 0 - Utilities
4,900,000
4,927,072
3,076,091
1,413,629
437,352
63000 - Equipment and Supplies
219,000
229,887
103,416
123,329
3,141
64520 - Repairs and Maintenance
1,000,000
1,000,000
0
0
1,000,000
69300- Professional Services
1,829,695
1,554,063
255,616
$07,032
991,415
69450 - Other Contract Services
813,000
813,000
25,184
22,566
765,250
70000 - Rental Expense
105,000
105,000
52,196
49,361
3,444
74010 - Contribution to Private Agency
770,000
934,516
269.124
508,050
157,342
75000 - Payments to Other Governments
0
0
505,000
(505,000)
78000 - Expense Allowances
173
(173)
79000-Other Expenses
1,397,317
1,397,317
387,251
163,008
847,058
60000 - OPERATING EXPENSES
11,034,012
10.960,855 '
4,674,051
2,586,976
3,699,828
82000-Improvements
3,000,000
4,035,802
1,320,763
606,439
2,108,599
83000 - Equipment
4,000,000
2,839,416
684,561
1,116,582
1,038,273
85000 - Vehicles
0
1,778,006
798,198
979,774
35
86000 - Capital - Software
0
240,865
68,686
161,819
10,360
80000 - CAPITAL EXPENDITURES
' 7,000,000
8,894,088
2.872,208 ` '
2,864,614
3,157,267
88010 - Debt Service Expenses
0
57,312
28,656
28,656
0
88200 - Transfers to Other Funds
5,714,687
5,714,687
1,727,058
3,987,629
88000 - NON -OPERATING EXPENSES
5,714,687
5,771,999
1,755,714
28,656
3,987,629
50000 - EXPENDITURES ` '
28,163,653
30,041,896
9,628,420
5,480,246
14,933,230
City of Huntington Beach
General Fund Expenditure Report
Fiscal Year 2013114
Period Ending February 28, 2014
YTD Fiscal Year Completed = 41.7%
FY 12113
Year -End
FY 13114
FY 13114
Unaudited
Original
Revised
Description
Actual
Budget
Budget (1)
EXPENDITURES
PERSONAL SERVICES
Salaries, Permanent
36,880
Salaries, Temporary
2,389
Salaries, Overtime
23
Leave Payout{')
786,330
3,531,764
3,531,764
Benefits
32,461
883,190
883,190
PERSONAL SERVICES
867,083
4,414,964
4,414,964
OPERATING EXPENSES
Utilities
4,734,001
4,900,000
4,927,072
Purchased Water
Equipment and Supplies
178,790
219,000
229,887
Repairs and Maintenance
376,919
1,000,000
1,000,000
Conferences and Training
Professional Services
1,349,315
1,829,695
.1,547,063
Other Contract Services
66,861
813,000
813,000
Rental Expense
69,147
105,000
105,000
Claims Expense
Insurance
Pension Payments
Contribution to Private Agency
762,826
770,000
770,000
Payments to Other Governments
2,764,255
Interdepartmental Charges
Expense Allowances
430
Other Expenses
1,294,678
1,397,317
1,397,317
OPERATING EXPENSES
11,696,224
11,034,012
10,789,339
CAPITAL EXPENDITURES
Land Purchase
Improvements
4,592,982
3,000,000
4,035,802
Equipment
2,589,617
4,000,000
3,132,068
Vehicles
1,166,024
1,501,221
Sofhvare - Capital
186,702
225,000
CAPITAL EXPENDITURES
8,636,325
7,000,000
8,894,089
NON -OPERATING EXPENSES
Debt Service Expenses
4,942,316
57,312
Pass Through Payments
Transfers to Other Funds
12,762,195
6,714,687
5,714,687
Depreciation
Loans Made
Extraordinary Loss
NON -OPERATING EXPENSES
17,704,611
5,714,687
6,771,999
EXPENDITURES
38,692,143
2831633663
29,870,381
Year to Date
Encumbered
Year to Date
Expended
YTO %
Expended
21,789
158
210
232,424
6.6%
18,300
2.1%
272,882
6.2%
2,349,049
.1,802,896
36.6%
155,769
69,402
30.2%
0.0%
276,729
211,919
13.7°%
26,269
21,530
2.6°%
76,127
28,873
27.5°%
615,752
154,248
20..0%
155
191,807
305,419
3,691,601
2,594,443
24.0%
1,189,350
566,951
14.0%
834,542
521,306
16.6°%
1,284,431
161,775
10.8%
215,000
3,000
1.3%
3,523,323
1,253,031
14.1 %
28,656
28,656
50.0%
28,666
28,656
0.5%
7,243,4801
4149,011
13.9°%
Projected
Year -End (Over)lUnder
Expenditure Budget
51,897 (51,897)
376
(376)
500
(500)
3,989,871
(458,107)
347,644
535,546
4,390,289
24,666
5,421,423
(494,351)
209,627
20,260
1,000,000
-
1,522,69.9 24,368
813,000 -
105,000
788,376 (18,376)
427 (427)
1,294,678 102,639
11,156,226 (365,887)
4,041,162
(5,360)
3,172,066
(40,000)
1,446,206
55,015
225,000
-
8,884,434
91666
57,312
5,714,687
6,771,999
30,201,948 (331,567)
(*) Leave Payouts to be monitored by Finance and appropriations maybe transferred at year-end to cover these expenses if needed.
Non -Departmental currently reflect the year-end estimate.
The Revised Budget and Projected Year -End Expenditures Includes the recently council approved mid -year adjustments.
Projected (Over)tUnder Budget 331,567)
City of Huntington Beach
General Fund Expenditure Report
Fiscal Year 2013/14
Non-Deaartmental
Period Ending March 31, 2014
YTD Fiscal Year Completed = 50.0%
FY 12113
Year -End
FY 13114
FY 13114,
Audited
Original
Revised
Description
Actual
Budget
Budget(1)
EXPENDITURES
PERSONAL SERVICES
Salaries, Permanent
36,880
Salaries, Temporary
2,389
Salaries, Overtime
23
Leave Payout
785,330
3,531,764
3,531,764
Benefits
32,461
883,190
883,190
PERSONAL SERVICES
857,083
4,414,964
4,414,954
OPERATING EXPENSES
Utilities
4,734,001
4,900,000
4,927,072
Purchased Water
Equipment and Supplies
178,790
219,000
229,887
Repairs and Maintenance
375,919
1,000,000
1,000,000
Conferences and Training
Professional Services
1,340,315
1,829,695
1,554,063
Other Contract Services
65,861
813,000
813,000
Rental Expense
69,147
105,000
105,000
Claims Expense
tnsurance
Pension Payments
Contribution to Private Agency
762,826
770,000
934,516
Payments to Other Governments
2,764,255
Interdepartmental Charges
Expense Allowances
430
Other Expenses
1,294,678
1,397,317
1,397,317
OPERATING EXPENSES
11,596,224
11,034,012
10,960,865
CAPITAL EXPENDITURES
Land Purchase
Improvements
4,592,982
3,000,000
4,035,802
Equipment
2,589,617
4,000,000
3,132,066
Vehicles
1,166,024
1,501,221
Software - Capital
186,702
225,000
CAPITAL EXPENDITURES
8,536,326
7,000,000
8,894,089
NON -OPERATING EXPENSES
Debt Service Expenses
4,942,316
57,312
Pass Through Payments
Transfers to Other Funds
12,762,195
5,714,687
6,714,687
Depreciation
Loans Made
Extraordinary Loss
NON -OPERATING EXPENSES
17,704,611
5,714,687
5,771,999
EXPENDITURES
38,692,143
28,163,663
30,041,897
Year to Date
Encumbered
Year to Date
Expended
YTD % .
Expended
23,889
158
210
233,278
6.6%
.19,275
2.20/6
2761809
6.3%
2,195,580
2,303,78.0
4.6.8%
.123, 329
102,461
44.6%
0.0%
266,315
222,334
14.3%
26,129
21,670
2.7%
99,709
36,473
34.70A
569,634
207,540
22.2%
163
191,807
339,243
24.3%
3,466,329
3,233,664
29.5%
803,641
1,175,971
29.1 °A
923,925
614,228
19.6%
1,097,331
330,977
22.01A
174,644
43,356
19.3%
2,999,641
2,164, 631
2.4.3%
28,656
28,656
50.0%
1,727,058
28,656
1,756,714
30.4%
6 493,526
7,430,718
24.7%
Projected
Year -End (Over)lUnder
Expenditure Budget
51,897 (51,897)
376
(376)
500
(500)
3,789,870
(259,106)
347,644
535,546
41190,288
224,666
4,967,345
(40,273)
209,627
20,260
500,000
500,000
1,522,695
31,368
686,062
126,938
136,182
(31,182)
360,000
(360,000)
880,000
54,516
520,031
(520,031)
427
(427)
1,380,370
16,947
11,162,739
(201,884)
4,035,802
3,036,954 95,112
1,069,221 432,000
225,000 -
8,366,977 627,112
57,312
5,714,687
6,771,999 -
29,492,003 549,894
('} Leave Payouts to be monitored by Finance and appropriations may be transferred at year-end to cover these expenses if needed.
Non -Departmental currently reflect the year-end estimate.
**The Revised Budget and Projected Year -End Expenditures Includes the recently Councif approved mid -year adjustments.
Projected ( ver)lUnder Bu et 649,894
Avail Balance 2.058.795
I
F
-
C
MEMORANDUM
To: Julie Toledo
From: Rick Miltenberger/Scott Smith
Date: April 17, 2014
RE: Public Relations Support for the City of Huntington Beach — Initial Proposal
Thank you for the opportunity to assist the City of Huntington Beach with its public relations needs.
Westbound Communications is pleased to submit the following proposal to you.
Based on our initial discussions, a number of near -term needs were identified around messaging,
issues management, media training and publicity. This proposal addresses these, as well as lays out
suggestions for longer term public relations support for you and the City management team.
Overall, our understanding is that Huntington Beach is seeking to build and implement a strategic
community outreach approach that is both proactive and pre-emptive. This will enable the City to
take advantage of promotional and publicity opportunities to further position and distinguish itself as
one of Southern California's (and the world's) elite cities and destination centers. It will also provide
the City a defined, unified communication platform and voice to more effectively address, mitigate,
diffuse and/or manage issues before or as they occur_
Additionally, this strategy and the resulting tactical plan will allow the City to continue to promote
itself as Surf City USA® in a way that continues to attract tourists and visitors while remaining a safe
and sane place for residents, business owners and future economic development.
At the outset, Huntington Beach is seeking support to collaboratively develop and execute a series
of specific assignments noted on the following page. Westbound is ideally suited to assist with your
needs_ We will bring you extensive experience with community outreach initiatives that touch every
part of Orange County, which will help turn your one -person community outreach team into one that
can came together to form strong connections, mobilize quickly at times of crisis and unify the
different agencies that work closely with the City. We provide matchless expertise when it comes to
local media relations and public information programs. Most of our team members live, work and
play in the region (including several who live in Huntington Beach), so we have a special connection
to, affinity for and understanding of the area. We will bring this passion to bear for the City.
Thanks again for the opportunity. We look forward to your response to this proposal and to working
with you soon.
- continued -
Page 2
Initial Sco a of Work
Below represents Westbound's initial thoughts and recommendations on assignments and next
steps:
Message House & Master Positioning Framework — Westbound will craft and implement a
framework for the City that will serve as the centralized platform for defining and delivering
clear, consistent and compelling messaging across all communication. This framework
provides the main message points in simple yet compelling language that Huntington Beach
spokespeople can easily remember and readily communicate (and that are consistent with
master planning strategies but brought down to a tangible level for spokespersons). It
establishes the central focal point from which all communication. stems and provides a
methodology to help assure that voices coming from the City are better synchronized.
importantly, Westbound constructs the framework on one page. From philosophical and
psychological standpoints, this approach reinforces the ongoing need for simplicity and focus.
Crisis Communication Manual: Protocol & Policy — Westbound will work with you to
develop a manual that contains protocol and policy that will establish procedures for dealing
with a variety of situations that may arise in Huntington Beach and to ensure that City officials
and communicators are familiar with these procedures and their respective roles and
responsibilities in the event of a crisis, emergency or issue. Strong emphasis will be placed on
processes that enable the City to provide communication as quickly as possible in a timely,
factual, responsive and transparent manner. Doing so will not only help the City respond more
effectively during emergent situations, but will also help bolster positive perceptions around its
credibility and competency. The manual will include step-by-step protocols, press release
templates, holding statement samples, and an assortment of other details that can be quickly
sourced when confronted by various crisis scenarios.
U.S. Open of Surfing FAQ, Speaker Talking Points & Spokesperson Training --
Westbound will create a Frequently Asked Questions (FAQ), speaker talking points document
and a half -day spokesperson training session (for up to three City executives) to facilitate
positive, proactive and pre-emptive communication about the 2014 event (July 26-August 3).
Westbound will also support the City with collaborative pre -event communication messaging
with IMG and event sponsors, as well as the city's visitor's bureau and police and fire.
departments.
Pier Rededication Publicity Support-- Westbound will support efforts to generate publicity
ideas and opportunities for this June 215` event. Efforts will include developing story ideas and
pitching local print and broadcast media before, during and after the event. We will work with
you to determine the specific level of support, which can range from utilizing our media
database to staffing the event and managing news crews, and more.
- continued -
Page 3
• 100t" Year of Surfing Publicity Support — Westbound will support efforts to generate publicity
ideas and opportunities around this celebration. Efforts will include developing story ideas and
pitching local print and broadcast media before, during and after the event. Again, we will work
with you to determine the specific level of support desired.
• Annual Public Relations Plan — Beyond the assignments above, Westbound recommends
building an annual public relations plan that serves as the 12-month road map for the City's
outreach efforts. The plan will set forth specific goals, objectives, strategies, tactics and
(importantly) metrics for measuring success. We'd be happy to discuss the deliverables we
have in mind for an annual plan as needed.
Proposed Budget & Timing
The following budget represents the estimated costs to complete the assignments outlined in this
proposal. Estimates are based on Westbound's established flat billing rate of $150 per hour. Out of
pocket expenses are billed separately as approved by the client. We estimate that these
assignments will be completed within the first 90 to 120 days of engagement_
• Message House & Master Positioning Framework
• Crisis Communication Manual: Protocol & Policy
This includes development of manual and presentation
of the document to a key group of City executives.
• U.S. Open of Surfing Support
- FAQ
- Speaker Talking Points
- Spokesperson Training
- On -Site Assistance
• On -Call Crisis Management
• Pier Rededication Publicity Support
• 100 Years of Surfing Publicity Support
• Annual Public Relations Plan
TOTAL
$3,000 — $4,500 (20-30 hours)
$6,000 -- $9,000 (40-60 hours)
$1,500—$2,250 (10-15 hours)
$2,250 — $3,000 (15-20 hours)
$3,750 - $5,250 (25-35 hours)
Hourly at $150 per hour
Billed hourly at $150 per hour
$3,750 — $5,250 (25-35 hours)
$3,760 — $5,250 (25-35 hours)
$3,000 — $3,750 (20-25 hours)
$27,000 -- $36,750*
"Does not include expenses such as mileage, photography, videography, etc. All expenses will be submitted to client for approval pr«,r to
being incurred
COMMU-5 OP ID: AD
'%� CERTIFICATE OF LIABILITY INSURANCE DATE] YYY)
04/01 /1111 4
THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. IF SUBROGATION IS WAIVED, subject to
the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsemen s .
PRODUCER 909-435.0230
SawryerCook Insurance 909-798-7971
1204 California St., Ste 260INC.No
NAME CT Robbin McGinnis
PHONE FAX
En .909-435-0237 Atc No): 909-798-7971
Redlands, CA 92374
Awry Torgersen
h-M IL
rmcginnis@sawyercook.com
INSURERS AFFORDING COVERAGE
NAIL 0
INSURERA:Sentinel Insurance Co. Ltd
11000
INSURED Westbound Communications, Inc.
Scott Smith
625 The City Dr., Ste 360
INSURER 8: Hartford Insurance Company
22357
INSURER C :Atlantic Specialty Ins Co
27154
INSURER D :
Orange, CA 92868
INSURER E :
INSURER F :
COVERAGES CERTIFICATE NUMRER- RFVISIf}N NI MRFta-
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,
EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMIT'S SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
1NSR
LTR
TYPE OF INSURANCEADOLSUOR
POLICYNUMBER
POLICY EFF
MMIDD
P U Y EXP
MMID
LIMITS
GENERAL LIABILITY
EACH OCCURRENCE
$ 2,000,00
A
X COMMERCIAL GENERAL LIAwL1TY
72SBAAE3737
05106114
0510s115
PREMISES Ea occurrence
S 300,00
CLAIMS -MADE ® OCCUR
MED EXP (Any one person)
S 10,00
PERSONAL & ADV INJURY
$ 2,000,00
GENERAL AGGREGATE
$ 4,000,00
GEN'L AGGREGATE LIMIT APPLIES PER:
PRODUCTS - COMPIOP AGG
S 4,000,00
POLICY F7 PRO LOC
$
AUTOMOBILE
LIABILITY
COMBINED SINGLE LIMIT
Eaace,d nt
q
$ br000r00
BODILY INJURY (Per person)
$
A
ANY AUTO
72SBAAE3737
05/06/14
05/06/15
ALL OWNED SCHEDULED
AUTOS AUTOS
BODILY INJURY (Per accident)
$
PROP(Para DAMAGE
$
X
SEED
HIRED AUTOS X NON-OWNED
F, AS TO POMs
UMBRELLA LIAR
OCCUR
EACH OCCURRENCE
$
EXCESS LIAa
H
CLAIMS -MADE
�-
- ,P hkGRATH
AGGREGATE
$
IL
I! ZanyTf
DED RETENTION $
$
WORKERS COMPENSATION
WC STATU- OH-
AND EMPLOYERS LIABILTY N
YIN
E.L EACH ACCIDENT
3 1,000,00
B
ANY PROPRIETORIPARTNERIEXECUTIVE
72WECLR3783
09i28113
09/28/14
MFdinSEXCLUDEO?
(Mandatory N
N t A
E.L. DISEASE - EA EMPLOYE
$ 11000100
H yes, describe under
DESCRIPTION OF OPERATIONS below
E.L DISEASE -POLICY LIMIT
s 1,000,00
C
Professional Llab
MEP1221513
09/25/13
09/25114
Aggregate 2,000,00
Ded 10,00
DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES (Attach ACORD 101, Additional Remarks Schedule, If more space is required)
RIFICATION OF INSURANCE
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE
VERIFICATION OF INSURANCE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN
ACCORDANCE M1lTN THE POLICY PROVISIONS.
AUTHORIZED REPRESENTATIVE
Amy T gersen
fl 8-2010 4CORD CORPORATION. All rights reserved.
ACORD 25 (2010105) The ACORD name and logo are registered marks of ACORD
A ® GHU
CERTIFICATE OF LIABILITY INSURANCE R045
(MbvDn/YYYY)
F63/2014
THIS CERTIFICATEIS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES
BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED
REPRESENTATIVE OR PRODUCER, ANDTHE CERTIFICATE HOLDER.
IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the poiicy(ies) must be endorsed. If SUBROGATIONIS WAIVED, subject to the
terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the
certificate holder in lieu of such endorsement(s).
PRODUCER
SAWYER COOK INSURANCE AGENCY
180719 P: (909) 435-0230 F: (909) 798-7971
1200 CALIFORNIA S T SUITE 260
REDLANDS CA 92345
CONTACT
NAME:
j,vgNa,EA): (909) 435-0230
jac,No>: (909) 798-7971
AAODRIESS:
INSURER(S) AFFORDING COVERAGE NAIC#
INSURERA: Sentinel Ins Co LTD
INSURED
WESTBOUND COMMUNICATIONS INC
625 THE CITY DR S STE 360
ORANGE CA 92868
INSURERS: Hartford Ins Co of the Midwest
INSURER C :
INSURERD:
INSURER E:
INSURER F:
COVERAGES CERTIFICATE NUMBER: REVISION NUMBER:
THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD
INDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS
CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE
TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS.
TYPE OF INSURANCE
SUER
POLICYNUMBER
POLI � EFF
(MMIDCOMMERCIAL
POLICYEXP
LIMITS
GENERAL LIABILITY
-
EACH OCCURRENCE
s 2, 000, 000
rA
CLAIMS -MADE M OCCUR
rXL
DAMAGES ( RENTED
PREMISES (Ea occurrence)
$1 000, 000
�
X
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$10, 000
General Liab
72 SBA AE3737
05/06/2014
05/06/2015
PERSONAL & ADV INJURY
s2, 000, 000
GEN'L AGGREGATE LIMIT APPLIES PER:
GENERAL AGGREGATE
S 4, 000, 0 0 O
PRODUCTS - COMP/OP AGG
4 , 000, 000
POLICY �
PE O- ❑ LOC
$
OTHER:
AUTOMOBILE LIABILITY
COMBINED SINGLE LIMIT
(Ea accident)
S 2, 0 0 0 0 0 0
�
BODILY INJURY (Per person)
$
ANY AUTO
A
ALL OWNED SCHEDULED
72 SBA AE3737
05/06/2014
05/06/2015
BODILY. INJURY (Per accident)
$
AUTOS AUTOS
PROPERTY DAMAGE
(Par accident)
X HIRED AUTOS X NON -OWNED
AUTOS
$
UMBRELLA LAB
/ ;P_
EACH OCCURRENCE
$
HOCCUR
AGGREGATE
EXCESS LIAB
CLAIMS -MADE
DED RETENTION $
$
'
WORKERS COMPENSATION
ANDEMPLOYERS'LL4RIZ Y
Tt►
TH-
X STATUTE ER
ANY PROPRIETOR/PARTNEFUEXECUTIVE YIN
C.I��r-�'
E.L. EACH ACCIDENT
$1, 0 0 0 , 0 0 0
B
OFFICEFUMEMBER EXCLUDED?
(Mandatory in NH) ❑
N/A
72 WEC LR3783
09/28/2013
09/28/2014
E.L. DISEASE -EA EMPLOYEE
$1, 000,000
If yes, describe under
E.L DISEASE - POLICY LIMIT
$
1 , 0 0 0 , 0 0 0
DESCRIPTION OF OPERATIONS below
DESCRIPTION OF OPERATIONS / LOCATIONS /VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space Is required)
Those usual to the Insured's Operations. City of Huntington Beach, its elected
or Appointed Officials, Agents, Officers, Employees and Volunteers are
Additional Insured per the Business Liability Coverage Form SS0008 attached to
this policy.
LrGRIIf ILrNIG r1VLVCR
SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED
BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE
City of Huntington Beach
2000 MAIN ST
HUNTINGTON BEACH, CA 92648
TION. All rights reserved.
ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD