HomeMy WebLinkAboutGoLive Technologies, Go Live Technologies - 2014-07-16J, CONTRACTS SUBMITTAL TO
CITY CLERK'S OFFICE
To: JOAN FLYNN, City Clerk
Name of Contractor: GoLive Technologies
Purpose of Contract: Project assistance with utility billing RFP
development
Amount of Contract: $25,000
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: July 17, 2014
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G:AttyMisc/Contract Forms/City Clerk Transmittal
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
GO LIVE TECHNOLOGY, INC.
FOR
DEVELOPMENT OF A UTILITY BILLING RFP & VENDOR SELECTION
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 GO LIVE TECHNOLOGY, INC., a California corporation hereinafter referred to
as "CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to assist the city with
the development of an RFP for Utility Billing software and vendor selection; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of the
Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of professional service
contracts have been complied with; and
CONSULTANT has been selected to perform these services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1. SCOPE OF SERVICES
CONSULTANT shall provide all services as described in Exhibit "A," which is
attached hereto and incorporated into this Agreement by this reference. These services shall
sometimes hereinafter be referred to as the "PROJECT."
CONSULTANT hereby designates Richard Chenette 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 j \A , 20 1A-- (the "Commencement Date"). This Agreement
shall automatically terminate three (3) years from the Commencement Date, unless extended or
sooner terminated as provided herein. All tasks specified in Exhibit "A" shall be completed no
later than 12 months from the Commencement Date. The time for performance of the tasks
identified in Exhibit "A" are generally to be shown in Exhibit "A." This schedule may be
amended to benefit the PROJECT if mutually agreed to in writing by CITY and
CONSULTANT.
In the event the Commencement Date precedes the Effective Date,
CONSULTANT shall be bound by all terms and conditions as provided herein.
4. COMPENSATION
In consideration of the performance of the services described herein, CITY agrees
to pay CONSULTANT on a time and materials basis at the rates specified in Exhibit "B,"
which is attached hereto and incorporated by reference into this Agreement, a fee, including all
costs and expenses, not to exceed Twenty Five Thousand Dollars ($25,000).
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
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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,
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
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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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1 1. INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all times in the performance of this
Agreement as an independent contractor herein and not as an employee of CITY.
CONSULTANT shall secure at its own cost and expense, and be responsible for any and all
payment of all taxes, social security, state disability insurance compensation, unemployment
compensation and other payroll deductions for CONSULTANT and its officers, agents and
employees and all business licenses, if any, in connection with the PROJECT and/or the services
to be performed hereunder.
12. TERMINATION OF AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONSULTANT's services hereunder at any time with or without
cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement
by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as
provided herein. In the event of termination, all finished and unfinished documents, exhibits,
report, and evidence shall, at the option of CITY, become its property and shall be promptly
delivered to it by CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall not be
assigned, delegated or subcontracted by CONSULTANT to any other person or entity without
the prior express written consent of CITY. If an assignment, delegation or subcontract is
approved, all approved assignees, delegates and subconsultants must satisfy the insurance
requirements as set forth in Sections 9 and 10 hereinabove.
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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
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: Jim Slobojan
2000 Main Street
Huntington Beach, CA 92648
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TO CONSULTANT:
Go Live Technology, Inc.
ATTN: Richard Chenette
26632 Via Cuervo
Mission Viejo, CA 92691
17. CONSENT
When CITY's consent/approval is required under this Agreement, its
consent/approval for one transaction or event shall not be deemed to be a consent/approval to
any subsequent occurrence of the same or any other transaction or event.
18. MODIFICATION
No waiver or modification of any language in this Agreement shall be valid
unless in writing and duly executed by both parties.
19. SECTION HEADINGS
The titles, captions, section, paragraph and subject headings, and descriptive
phrases at the beginning of the various sections in this Agreement are merely descriptive and are
included solely for convenience of reference only and are not representative of matters included
or excluded from such provisions, and do not interpret, define, limit or describe, or construe the
intent of the parties or affect the construction or interpretation of any provision of this
Agreement.
20. INTERPRETATION OF THIS AGREEMENT
The language of all parts of this Agreement shall in all cases be construed as a
whole, according to its fair meaning, and not strictly for or against any of the parties. If any
provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be
unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining
covenants and provisions of this Agreement. No covenant or provision shall be deemed
dependent upon any other unless so expressly provided here. As used in this Agreement, the
masculine or neuter gender and singular or plural number shall be deemed to include the other
whenever the context so indicates or requires. Nothing contained herein shall be construed so as
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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
contrary to which the parties have no right to contract, then the latter shall prevail, and the
provision of this Agreement which is hereby affected shall be curtailed and limited only to the
extent necessary to bring it within the requirements of the law.
21. DUPLICATE ORIGINAL
The original of this Agreement and one or more copies hereto have been prepared
and signed in counterparts as duplicate originals, each of which so executed shall, irrespective of
the date of its execution and delivery, be deemed an original. Each duplicate original shall be
deemed an original instrument as against any party who has signed it.
22. IMMIGRATION
CONSULTANT shall be responsible for full compliance with the immigration
and naturalization laws of the United States and shall, in particular, comply with the provisions
of the United States Code regarding employment verification.
23. LEGAL SERVICES SUBCONTRACTING PROHIBITED
CONSULTANT and CITY agree that CITY is not liable for payment of any
subcontractor work involving legal services, and that such legal services are expressly outside
the scope of services contemplated hereunder. CONSULTANT understands that pursuant to
Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for
CITY; and CITY shall not be liable for payment of any legal services expenses incurred by
CONSULTANT.
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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
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
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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.
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,
Go Live Technology, Inc.
COMPANY NAME
CITY OF HUNTINGTON BEACH,
a municipal corporation of the State of
California
B _ �.�, D� irector/€-
5' (Pursuant To HBMC §3.03.100)
print name
ITS: (circle one) Chairma resident ice President
AND
By: Lalz'4���
APPROVED AS TO FORM:
e
City Attorney
i` % \^ o ✓�C� l �n �.ti��' Date
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ITS: circle one) Secretary/Chief Financial Officer/Asst.
Secretary— r
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EXHIBIT "A"
A. STATEMENT OF WORK: (Narrative of work to be performed)
This project will involve city employees from the Fiscal Services: (Treasury and Water Billing),
Fire-Med, Public Works and the Information Technology department. This project will require
active participation and coordination from assigned team members from each of these
departments throughout the duration of the project.
Experience has demonstrated that it is essential to have clearly defined process workflows and
system requirements for each department before an effective RFP can be written. Having already
performed these tasks for the City of Huntington Beach, Go Live Technology, Inc. will use this
information to assist City staff in the creation of a RFP that will detail all of the features and
functionality that the City of Huntington Beach must have in any eventual system they select.
The City has indicated that they will use their own standard RFP documents and have agreed to
write the initial RFP draft. Go Live Technology, Inc. will review these documents and provide
input and recommendations. The City will be responsible for publishing the RFP and will be
responsible for responding to vendor inquiries. Once all vendor responses have been received by
the city, Go Live Technology will assist the city with evaluating and rating these responses. Both
Go Live and the City will collectively develop a demo script designed to ensure that critical
processes are demonstrated. In addition, Go Live will assist the city with managing site visits,
contract reviews and vendor negotiations. This approach will ensure that the City of Huntington
Beach ends up with a system that best meets the needs of its staff for the best possible price.
B. CONSULTANT'S DUTIES AND RESPONSIBILITIES:
Go Live Technology will be responsible for leading or assisting with the following:
EXHIBIT A
1) Regular Project Status meetings
2) Review of RFP draft document
3) Evaluate RFP vendor responses
4) Assist with demo script development
5) Manage vendor product demos (up to 4 vendors)
6) Manage site visits (up to 4 sites)
7) Assist city with managing the selection process
8) Contract negotiations
C. CITY'S DUTIES AND RESPONSIBILITIES:
1. The City of Huntington Beach will appoint an onsite project liaison to assist Go Live
Technology, Inc. staff with internal correspondence, reserving conference rooms, coordinating
project meetings and conference calls.
2. Two resources will be assigned to the project from each affected department. They must be
knowledgeable on current systems and have a strong understanding of the internal processes and
procedures for their area. Project staff will be required to attend project meetings, provide input,
attend all product demonstrations and perform all project assignments in a timely manner.
3. City will designate a Project Sponsor who will be responsible for overseeing the project,
providing support to the project team and ensuring that project resources are secured and allowed
time to perform all project duties as expected.
EXHIBIT A
4. The City of Huntington Beach will assign IT staff to represent the Information Technology
department on the Project Team for the entire duration of the project.
D. WORK PROGRAM/PROJECT SCHEDULE:
4-6 months from contract execution.
EXHIBIT A
EXHIBIT "B"
Payment Schedule (Hourly Payment)
A. Hourly Rate
CONSULTANT'S fees for such services shall be based upon the following hourly rate and
cost schedule:
B. Travel Charges for time during travel are not reimbursable.
C. Billing
All billing shall be done monthly in fifteen (15) minute increments and matched to
an appropriate breakdown of the time that was taken to perform that work and who
performed it.
2. Each month's bill should include a total to date. That total should provide, at a
glance, the total fees and costs incurred to date for the project.
A copy of memoranda, letters, reports, calculations and other documentation
prepared by CONSULTANT may be required to be submitted to CITY to
demonstrate progress toward completion of tasks. In the event CITY rejects or has
comments on any such product, CITY shall identify specific requirements for
satisfactory completion.
4. CONSULTANT shall submit to CITY an invoice for each monthly payment due.
Such invoice shall:
A) Reference this Agreement;
B) Describe the services performed;
C) Show the total amount of the payment due;
D) Include a certification by a principal member of CONSULTANT's firm
that the work has been performed in accordance with the provisions of this
Agreement; and
E) For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is
making satisfactory progress toward completion of tasks in accordance with this
Agreement, CITY shall approve the invoice, in which event payment shall be made
within thirty (30) days of receipt of the invoice by CITY. Such approval shall not
be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify
CONSULTANT in writing of the reasons for non -approval and the schedule of
performance set forth in Exhibit "A" may at the option of CITY be suspended until
the parties agree that past performance by CONSULTANT is in, or has been.
Exhibit B
brought into compliance, or until this Agreement has expired or is terminated as
provided herein.
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)
$25,000
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 firm that
the work has been performed in accordance with the provisions of this
Agreement; and
E) For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making
satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall
approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the
invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an
invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the
schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the
parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or
until this Agreement has expired or is terminated as provided herein.
4. Any billings for extra work or additional services authorized in advance and in
writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the
information required above, and in addition shall list the hours expended and hourly rate charged for
such time. Such invoices shall be approved by CITY if the work performed is in accordance with the
extra work or additional services requested, and if CITY is satisfied that the statement of hours
worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any
dispute between the parties concerning payment of such an invoice shall be treated as separate and
apart from the ongoing performance of the remainder of this Agreement.
Exhibit B
1
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3
4
5
6
7
8
9
10
11.
12
13
14
15
16
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19
20
21
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29
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
GO LIVE TECHNOLOGY, INC.
FOR
DEVELOPMENT OF A UTILITY BILLING RFP & VENDOR SELECTION
Table of Contents
Scopeof Services.....................................................................................................
I
CityStaff Assistance................................................................................................2
Term; Time of Performance.....................................................................................2
Compensation..........................................................................................................2
ExtraWork...............................................................................................................2
Methodof Payment..................................................................................................3
Disposition of Plans, Estimates and Other Documents...........................................3
HoldHarmless.........................................................................................................3
Professional Liability Insurance.............................................................................4
Certificate of Insurance............................................................................................5
IndependentContractor............................................................................................6
Termination of Agreement.......................................................................................6
Assignment and Delegation......................................................................................6
Copyrights/Patents...................................................................................................7
City Employees and Officials..................................................................................7
Notices.........................................................................................7
Consent....................................................................................................................8
Modification.............................................................................................................
8
SectionHeadings.....................................................................................................8
Interpretation of this Agreement..............................................................................8
DuplicateOriginal....................................................................................................9
Immigration...............................................................................................................
9
Legal Services Subcontracting Prohibited................................................................9
Attorney's Fees..........................................................................................................10
Survival.....................................................................................................................10
GoverningLaw.........................................................................................................10
Signatories.................................................................................................................10
Entirety......................................................................................................................10
EffectiveDate.................................................................................
I I
GOLIVA OP ID: MR
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THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS
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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 Tien of such endarsement s .
PRODUCER-
A C I Commercial Insurance 714-755-1575
305 E. First 5# Suite E. 714-755-4124
Tustin, CA 92780
ACI Commercial Insurance
CONTACT
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26632 Via Cuerve
Mission Viejo, CA 92691
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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.
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THE CITY OF WJNTINGTORP BEACH, ITS OFFICERS, ELECTED OR APPOIUTED OFFICIALS,
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CITY OF HUNTINGTON BEACH
2000 MAIN STREET
HUNTINGTON BEACH, CA 92648
ACORD 28 (2010105)
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SHOULD ANY OF THE ABOVE DESCRIBED FOLIOS BE CANCELLED BEFORE
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CITY OF HUNTINGTON BEACH
Professional Service Approval Form
UTIRM
Date: 6/23/2014 Project Manager Name: Jim Slobojan
Requested by Name if different from Project Manager: Jim Slobojan
Department: Public Works
RECEIVED
JUL 0 3 2014
Finance Department
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 I MUST BE FILED
WITH ALL APPROVED CONTRACTS.
1) Briefly provide the purpose for the agreement:
Provide project assistance with Utility Billing RFP development, including scope of work, evaluation,
review, vendor demo management, final section, and negotiation of contractual terms.
2) Estimated cost of the services being sought: $ 25,000
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 ans r to this tion is "No," the contract will require approval from the City Council.)
s No
Fiscal ServX es anag ignature (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 #
Year 1(estimate)
Year 2 (estimate)
Year 3(estimate)
50685801.848M
$25,000.00
$
$
$
$
$
City Mauer s Signature
D
`'Z Zat 2!�)
/(/
D,te
Datet
?--/ Y- � -t
Date
TDate
professional service approval form - part i.doc
REV: December /2013
CITY OF HUNTINGTON BEACH
Professional Service Approval Form
P R
Date: 6/23/2014 Project Manager: Jim Slobojan
Requested by Name if different from Project Manager: Jim Slobojan
Department: Public Works
PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE
COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART 1 & 11 MUST
BE FILED WITH ALL APPROVED CONTRACTS.
1) Name of consultant: Go Live Technology
2) Contract Number: PWK
(Contract numbers are obtained through Finance Administration x 5630)
3) Amount of this contract: $25,000
Account number
Contractual Dollar Amount
Business unit. object #
Year 1(estimate)
Year 2 (estimate)
Year 3(estimate)
50685801.84'MO (/U&5
$25,000
$
$
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 paypent terms of the contract.
Fiscal
a
Budget Manager Approval Signature
Director of Finance (or designee) Signature
Date
-- 1
Date
Date
professional service approval form - part ii.doc
REV: December /2013
City of Huntington Beach
FY 13/14 Funds Available by Business Unit Report
. Thursday, July 03, 2014
Object
FY 13/14
FY 13/14
FY 13/14
FY 13114
Account
Revised
Actual
Encumbrance
Available
50685801 -Water Administration
51000 - PERSONAL SERVICES
1,191,083.86
858,293.21
332,790.65
61100 - Cable TV
1,500.00
551.56
616.39
332.05
61200 - Electricity
50,000.00
1,012.26
8,609.08
40,378.66
61300 - Natural Gas
4,621.74
1,526.83
1,794.91
1,300.00
61460 - Telephone
34,000.00
0.00
0.00
34,000.00
61550 - Cellular Phones
500.00
0.00
500.00
61450 - Telephone/Communications
34,500.00
0.00
0.00
34,500.00
61000 - Utilities
90,621.74
3,090.65
11,020.38
76,510.71
63075 - Furniture. Non -Capital
2,000.00
0.00
2,000.00
63100 - General Supplies
10,200.00
9,823.86
0.00
376.14
63125 - Office Supplies
30,000.00
14,508.27
20,517.09
-5,025.36
63230 - Software
161,414.00
69,838.69
44,873.59
46,701.72
63235 - Computer Hardware
199,348.93
61,010.03
2,412.99
135,925.91
63245 - Computer Supplies
6,500.00
6,500.00
63225 - Computer Supplies
367,262.93
130,848.72
47,286.58
189,127.63
63345 - USPS Charges
1,500.00
1,200.00
0.00
300.00
63295 - Postage Deliveries
1,500.00
1,200.00
0.00
300.00
64005 - Medical Safety Supplies
3,800.00
1,390.43
3,034.00
-624.43
64000 - Safety Supplies
3,800.00
1,390.43
3,034.00
-624.43
64140 - Food
15,000.00
2,409.86
0.00
12,590.14
64165 - Clothing/Uniforms
2,000.00
2,109.73
1,224.56
-1,334.29
64255 - Shop Equipment Operating
23,076.44
7,766.98
5,128.40
10,181.06
64455-Books
1,000.00
0.00
1,000.00
64405 - Books/ Subscriptions
1,000.00
0.00
1,000.00
64485 - Dues and Memberships
5,500.00
4,215.00
0.00
1:285.00
64500 - Certification
500.00
60.00
0.00
440.00
63000 - Equipment and Supplies
461,839.37
174,332.85
77,190.63
210,315.89
64570 - Equipment Repairs Maint
22,937.00
16,660.63
4,013.82
2,262.55
64620 - Contracts for Repair and Maint
1,000.00
0.00
0.00
1,000.00
67400 - Other Maintenance
13,655.67
0.00
-13,655.67
67450 - Building and Grounds Maint
24,688.00
7,589.16
1,236.08
15,862.76
67655- WOCWB Maintenance
91,924.00
45,962.00
45,962.00
67725 - Import Connect Maintenance
45,000.00
0.00
0.00
45,000.00
67650 - Water Maintenance
136,924.00
45,962.00
0.00
90,962.00
67735 - Radio Maintenance
9,000.00
18,888.23
12,959.49
-22,847.72
64520 - Repairs and Maintenance
194,549.00
102,755.69
18,209.39
73,583.92
68560 - Training - Other
54,500.00
8,911.01
19,920.00
25,668.99
68575 - Training - Tuition
2,500.00
257.74
2,242.26
68550 - Training
15,000.00
15,000.00
68550 - Training
72,000.00
9,168.75
19,920.00
42,911.25
68620 - Conferences - Other
15.00
-15.00
68610 - Conferences
5,000.00
5,000.00
68610 - Conferences
5,000.00
15.00
4,985.00
68500 Conferences and Training
77 000.00
9,183.75
19,920.00
47,896.25 /
69365 Other Professional Servces
...
497 48673
�
146 598.35
1 311 334 68
_-_.., .
39 553 70
-_-,...
69300 - Professional Services
497,486.73
146,598.35
311,334.68
39,553.70
69455 - Cont SvcsPrinting Reproduction
45,000.00
26,312.10
0.00
18,687.90
69500 - Cont Svcs - Janitorial
34,000.00
0.00
0.00
34,000.00
69505 - Cont Svcs - Other
12,000.00
0.00
-12,000.00
69530 - Cont Svcs - Other Advertising
2,000.00
0.00
0.00
2,000.00
69520 - Cont Svcs - Advertising
2,000.00
0.00
0.00
2,000.00
69450 - Other Contract Services
81,000.00
38,312.10
0.00
42,687.90
70300 - Leases
0.00
3,638.94
1,561.06
-5,200.00
70000 - Rental Expense
0.00
3,638.94
1,561.06
-5,200.00
78200 - Auto Allowance
5,800.00
13,639.59
-7,839.59
78000 - Expense Allowances
5,800.00
13,639.59
-7,839.59
79025 - Permit Expense
375,000.00
5,056.00
0.00
369,944.00
79100 - Contingency
75,725.22
74,423.11
26,220.26
-24,918.15
79000 - Other Expenses
450,725.22
79,479.11
26,220.26
345,025.85
60000 - OPERATING EXPENSES
1,859,022.06
571,031.03
465,456.40
822,534.63
82800 - Other Improvement
20,000.00
20,000.00
0.00
0.00
82000 - Improvements
20,000.00
20,000.00
0.00
0.00
83900 - Equip - Communications
49.86
49.86
0.00
84000 - Equip - Information Services
951,720.00
8,274.70
0.00
943,445.30
83000 - Equipment
951,769.86
8,274.70
49.86
943,445.30
80000-CAPITAL EXPENDITURES
971,769.86
28,274.70
49.86
943,445.30
88700 - Depreciation
0.00
0.00
88000 - NON -OPERATING EXPENSES
0.00
0.00
50000 - EXPENDITURES
4,021,875.78
1,457,598.94
465,506.26
2,098,770.58
Object
Account
00506 - Water
City of Huntington Beach
FY 13/14 Fund Balance Report
Thursday, July 03, 2014
FY 13/14 FY 13/14
Adopted Revised
FY 13/14 FY 13/14 FY 13/14
Encumbrance Actual Available
10000-ASSETS 0 12,979,521 13,955 109,891,704 96,926,138
20000 - LIABILITIES
0
(166)
690 (2,550,901)
(2,550,045)
30035 - Add'I Approp Apprvd by Council
0
(100,000)
100,000
30010 - BUDGET FUND EQUITY CHANGES
0
(100,000)
100,000
31100 - Unres Undes Fund Balance
105 759 336 .
i )
105 759,336 '.
,,, ( ),
31200 - Changes Budget Action
0
100,000
(100,000)
31000 - BUDGETARY FUND EQUITY
0
100,000
(105,759,336)
(105,859,336)
35200 - RESTRICTED FUND BALANCE
0
0
35600 - ASSIGNED FUND BALANCE
0
0
30000 - TOTAL FUND EQUITY
0
0
(105,759,336)
(105,759,336)
40000 - REVENUES
(37,079,582)
(37,079,582)
0
(26,839,981)
10,239,602
51000 - PERSONAL SERVICES
9,067,938
9,067,938
5,921,892
(3,146,046)
61000 - Utilities
1,437,718
1,472,381
369,140
582,080
(521,162)
62000 - Purchased Water
14,267,487
14,267,487
5,411,364
7,511,587
(1,344,536)
63000 - Equipment and Supplies
999,404
1,122,951
211,825
534,708
(376,418)
64520 - Repairs and Maintenance
2,391,574
2,710,597
512,636
1,265,701
(932,261)
68500 - Conferences and Training
99,700
99,391
23 5
1,
69450 -Other Contract Services
599,036
642,229
850,771
gi
5,639) y�„ L
Q(�(,►
70000-Rental Expense
17,500
17,500
48,349
14,225
45,074
77000 - Interdepartmental Charges
5,670,707
5,670,707
5,670,707
0
78000 - Expense Allowances
17,400
17,400
21,726
4,326
79000 - Other Expenses
594,070
651,149
28,825
135,017
(487,306)
60000- OPERATING EXPENSES
26,993,796
28,192,121
7,396,749
16,389,561
(4,405,812)
82000-Improvements
7,520,000
8,775,437
1,737,865
1,539,100
(5,498,472)
83000 - Equipment
3,451,720
3,834,133
1,854,045
1,150,386
(829,703)
85000 - Vehicles
464,000
623,877
309,127
257,575
(57,175)
80000 - CAPITAL EXPENDITURES
11,435,720
13,233,447
3,901,037
2,947,061
(6,385,350)
88700 - Depreciation
0
0
88000 - NON -OPERATING EXPENSES
0
0
'.I �i' S0000 - EXPENDITURES
47'497'454 !' i
10,417,872
26,393,280
11,312,431
(0)
(15,080,849)
Development processing, inspection, special services, parcel review,
EIR
Engineering/Deve lopment-100
review, infrastructure funding study
$155 700'.
General Services-100
Inspection/Testing Services
Consulting arborist, tree surveys, litigation reports, streets surveys,
Maintenance O erations-100
special reports, safety/special training
$15 000:
Transportation Management-100
Traffic studies, minor design, plan check, special studies
$10 000!
Traffic Impact (206)
Traffic studies, minor design, plan check, special studies
$180,000
Gas Tax (207)
Construction management, inspection, testing_prroject design
$200 000
Water Service Fund (506)
Protect design, construction management, inspection, testing
Sewer Service Fund (511) 1 Project design, construction
Grants & Restricted Funds I Project design, construction
on, testi
on. testi
Total Professional Services $2 012,90U'
Avail Balance 883,305
Amount Requested Vendor
10,000.00 Moffatt & Nichol Ken Dills 12/11/2013
60,000.00 Engineering Res(Debbie Debm 6/18/2014
87,500.00
Harris & Associa William Janu:
5/29/2014
75,000.00
City of Irvine Todd BroussE
11/19/2013
50,000.00
CM for Sr Center Todd Broussa
5/12/2014
120,000.00
Associated Lab Derek Smith
7/24/2013
200,000.00
Pacific Advanced Civil Enginee
12/11/2013
5,400.00
Go Live Technol( Ken Dills
3/11/2014
9,195.00
Geoscience Jay Kleinhein:
4/12/2014
200,000.00
Water Sampling Derek Smith
5/21/2014
25 00911Q Go Liv6NTech ibI( Jim Sloz. botan"'
7%2/2014
25,000.00
Hall & Foreman Brian Raglan(
5/1b/2014
262,500.00
Harris & Associa William Janu;
5/29/2014