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HomeMy WebLinkAboutHDL Coren & Cone - 2016-12-01PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND HDL COREN & CONE FOR MUNICIPAL PROPERTY TAX AUDIT 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 "CITY," and HDL Coren & Cone, a California corporation, hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to provide municipal property tax auditing 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: 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 "PROTECT." CONSULTANT hereby designates Paula Cone, who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. agree/ surfnet/professional Svcs 50 to 100 10/15 1 of I 1 2. CITY STAFF ASSISTANCE CITY shall assign a staff coordinator to work directly with CONSULTANT in the performance of this Agreement. 3. TERM; TIME OF PERFORMANCE Time is of the essence of this Agreement. The services of CONSULTANT are to commence on December 1, 2016 (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 eighty two thousand and five hundred Dollars ($82,500). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional agree/ surfnet/professional svcs 50 to 100 10115 2 of I I compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit "B." 7. DISPOSITION OF PLANS. ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion, whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS CONSULTANT hereby agrees to protect, defend, indemnify and hold harmless CITY, its officers, elected or appointed officials, employees, agents and volunteers from and against any and all claims, damages, losses, expenses, judgments, demands and defense costs (including, without limitation, costs and fees of litigation of every nature or liability of any kind or nature) arising out of or in connection with CONSULTANT's (or CONSULTANT's subcontractors, if any) negligent (or alleged negligent) performance of this Agreement or its failure to comply with any of its obligations contained in this Agreement by CONSULTANT, its officers, agents or employees except such loss or damage which was caused by the sole negligence or willful misconduct of CITY. CONSULTANT will conduct all defense at its sole cost and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall agree/ surfnet/professional sves 50 to 100 tons 3 of 11 apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above - mentioned insurance shall not contain a self -insured retention without the express written consent of CITY; however an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims -made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work (including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that agree/ sudhet/professional sacs 50 to 100 10115 4 of 1.1 insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not effect Consultant's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 10. CERTIFICATE OF INSURANCE Prior to commencing perfonnance of the work hereunder, CONSULTANT shall furnish to CITY a certificate of insurance subject to approval of the City Attorney evidencing the foregoing insurance coverage as required by this Agreement; the certificate shall: A. provide the name and policy number of each carrier and policy; B. state that the policy is currently in force; and C. shall promise that such policy shall not be suspended, voided or canceled by either party, reduced in coverage or in limits except after thirty (30) days' prior written notice; however, ten (10) days' prior written notice in the event of cancellation for nonpayment of premium. CONSULTANT shall maintain the foregoing insurance coverage in force until the work under this Agreement is fully completed and accepted by CITY. The requirement for carrying the foregoing insurance coverage shall not derogate from CONSULTANT's defense, hold harmless and indemnification obligations as set forth in this Agreement. CITY or its representative shall at all times have the right to demand the original or a copy of the policy of insurance. CONSULTANT shall pay, in a prompt and timely manner, the premiums on the insurance hereinabove required. agree/ surinet/prolessional Svcs 50 to 100 10115 5 of 11 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other payroll deductions for CONSULTANT and its officers, agents and employees and all business licenses, if any, in connection with the PROJECT and/or the services to be performed hereunder. 12. TERMINATION OF AGREEMENT All work required hereunder shall be performed in a good and workmanlike manner. CITY may terminate CONSULTANT's services hereunder at any time with or without cause, and whether or not the PROJECT is fully complete. Any termination of this Agreement by CITY shall be made in writing, notice of which shall be delivered to CONSULTANT as provided herein. In the event of termination, all finished and unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND DELEGATION This Agreement is a personal service contract and the work hereunder shall not be assigned, delegated or subcontracted by CONSULTANT to any other person or entity without the prior express written consent of CITY. If an assignment, delegation or subcontract is approved, all approved assignees, delegates and subconsultants must satisfy the insurance requirements as set forth in Sections 9 and 10 hereinabove. agree/ surfnet/professional svcs 50 to 100 10/15 6 of 11 14. COPYRIGHTS/PATENTS CITY shall own all rights to any patent or copyright on any work, item or material produced as a result of this Agreement. 15. CITY EMPLOYEES AND OFFICIALS CONSULTANT shall employ no CITY official nor any regular CITY employee in the work performed pursuant to this Agreement. No officer or employee of CITY shall have any financial interest in this Agreement in violation of the applicable provisions of the California Government Code. 16. NOTICES Any notices, certificates, or other communications hereunder shall be given either by personal delivery to CONSULTANT's agent (as designated in Section 1 hereinabove) or to CITY as the situation shall warrant, or by enclosing the same in a sealed envelope, postage prepaid, and depositing the same in the United States Postal Service, to the addresses specified below. CITY and CONSULTANT may designate different addresses to which subsequent notices, certificates or other communications will be sent by notifying the other party via personal delivery, a reputable overnight carrier or U. S. certified mail -return receipt requested: TO CITY: City of Huntington Beach ATTN: Lori Ann Farrell 2000 Main Street Huntington Beach, CA 92648 agree/ surfnet/professional svcs 50 to 100 10n5 7ofII TO CONSULTANT: HDL Coren & Cone ATTN Paula Cone 1340 Valley Vista Dr. #120 Diamond Bar, CA 91765 17. CONSENT When CITY's consent/approval is required under this Agreement, its consent/approval for one transaction or event shall not be deemed to be a consent/approval to any subsequent occurrence of the same or any other transaction or event. 18. MODIFICATION No waiver or modification of any language in this Agreement shall be valid unless in writing and duly executed by both parties. 19. SECTION HEADINGS The titles, captions, section, paragraph and subject headings, and descriptive phrases at the beginning of the various sections in this Agreement are merely descriptive and are included solely for convenience of reference only and are not representative of matters included or excluded from such provisions, and do not interpret, define, limit or describe, or construe the intent of the parties or affect the construction or interpretation of any provision of this Agreement. 20. INTERPRETATION OF THIS AGREEMENT The language of all parts of this Agreement shall in all cases be construed as a whole, according to its fair meaning, and not strictly for or against any of the parties. If any provision of this Agreement is held by an arbitrator or court of competent jurisdiction to be unenforceable, void, illegal or invalid, such holding shall not invalidate or affect the remaining covenants and provisions of this Agreement. No covenant or provision shall be deemed dependent upon any other unless so expressly provided here. As used in this Agreement, the masculine or neuter gender and singular or plural number shall be deemed to include the other whenever the context so indicates or requires. Nothing contained herein shall be construed so as to require the commission of any act at ee/ surfnet/professional Svcs 50 to 100 10/15 8 of I 1 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 Ch)} Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. agree/ surfnet/professional Svcs 50 to 100 10/15 9 of 11 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 25. SURVIVAL Terms and conditions of this Agreement, which by their sense and context survive the expiration or termination of this Agreement, shall so survive. 26. GOVERNING LAW This Agreement shall be governed and construed in accordance with the laws of the State of California. 27. SIGNATORIES Each undersigned represents and warrants that its signature hereinbelow has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify CITY fully for any injuries or damages to CITY in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. 28. ENTIRETY The parties acknowledge and agree that they are entering into this Agreement freely and voluntarily following extensive arm's length negotiation, and that each has had the opportunity to consult with legal counsel prior to executing this Agreement. The parties also acknowledge and agree that no representations, inducements, promises, agreements or warranties, oral or otherwise, have been made by that party or anyone acting on that party's behalf, which are not embodied in this Agreement, and that that party has not executed this Agreement in reliance on any representation, inducement, agree/ surfnet/professional sves 50 to 100 10/15 10 of I I 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: HDL Coren & Cone By:Y!JW PWI,A- J Cone print name ITS: (circle one) Chairm Presider Vice President AND By: print name TTS: (circle one �hicf Financial Officer/Asst. Secretary — Treasurer CITY OF HUNTINGTON BEACH, a municipal cgrpgration of the State of California City IN, WTITED AND APPROVED: v1�/�I'a C Vef Financial Officer RECEIVE AND FILE: 1.�� 4vdJ4" City Cle* Date: / — A0/ .T agree / snrf ict/professional Svcs 50 to 100 10115 11 of 11 EXHIBIT "A" A. STATEMENT OF WORK: (Narrative of work to be performed) The City of Huntington Beach seeks to retain the services of an independent auditor to provide auditing, revenue projections and misallocation recovery services of all property tax revenues in the City. Additionally, the City has a former redevelopment project area that the City serves as the Successor Agency for. The City is looking for a property tax consultant with knowledge and expertise in tax equity allocations and redevelopment project areas to provide financial, audit, economic development, and legislative consulting as it relates to property taxes. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: BASIC SERVICES 1. Provide user-friendly software program accessible to City staff with annual electronic database of the City's property tax data, and two copies of City's property tax report. The property tax data and property tax report will include the following features at minimum: a. Assessed values for the secured and unsecured property tax rolls. b. Tracking and trend analysis of property transfers, use type comparisons, pre -Prop 13 assessment parcels, new construction activity, owners of multiple parcels, and absentee owner parcels. Data will be provided to assist City staff in fiscal, economic and community development planning. c. Deliverables on the data shall be APN-indexed. 2. Provide training to City staff on the use of software program. 3. Update reports identifying property transfers on an annual basis. 4. The major property owners and property taxpayer listings shall be provided on an annual basis. 5. Identify errors, analyze City tax rate areas (TRA) and taxing agencies, and provide comparative information. Provide printouts, graphs, and comparative data on a quarterly basis. 6. Verify all the parcels within the City limits are correctly recorded in the County Assessor's Office. 7. Provide the base year values by tax rate area for all project areas related to the Successor Agency and verify all parcels are correctly assigned to tax rate areas and taxing agencies. 1 EXHIBIT A . 8. Identify and verify, in both the City and within the Successor Agency Project Areas, parcels that are misassigned by tax rate area. Provide the correct TRA designation to the proper county agency. 9. Reconcile the annual Auditor Controller assessed valuations report to the Assessor's lien date rolls and identify discrepancies. 10. Review parcels on the unsecured roll to identify inconsistencies such as value reductions and other errors involving tax rate areas. 11. Track property transfers and new construction completions to determine whether reassessment is performed within a reasonable period. The City will be notified of parcels that have failed to be reassessed. 12. Provide technical support to City staff on property tax related issues. 13. Conduct analyses based on geographic areas designated by the City. Include assessed valuations and square footage computations for use in Successor Agency and community development planning. 14. Consultant shall serve as the City's resource staff on questions related to property tax and assist in estimating property tax revenues and other related services. 15. Generate specialized reports, which may require additional programming or the purchase of additional data. 16. Conduct research with County agencies for which Contractor does not have current database. 17. Review and analyze fiscal agreements related to the Successor Agency to verify tax increment projects, pass -through monies, and developer- tax increment guarantees. 18. Recalculate and verify the accuracy of funds distributed by the County for pass -through calculations and residual distributions related to the Successor Agency. Additional Services For an additional fee, provide the following services: 1. The City of Huntington Beach desires the following specifications for all software application programs offered: ® SQL Server Database Format o VMWare Virtual Server Compatible ® Window GUI or Web -based Interface C. CITY'S DUTIES AND RESPONSIBILITIES: City agrees to provide the following information: - Current City map. - Reports received by the City annually from the Auditors' office certifying the tax roll. - Parcel listing and maps of City parcel annexations since the lien date roll. - A listing of the City levies of voter approved over -ride tax rates. 2 EXHIBIT A D. WORK PROGRAN"ROJECT SCITFDULE: Task Acquisition of data from the Assessor, Auditor Controller and Clerk of the Board Data decoded and read into HdLCC system Post Updated data set on Web -based HdLCC. Property Tax Portal SKUred and Wnsec.Ured audits performed Data Reconciliation and processing for deliverables Print and prepare CD with reports. Analyze information for meeting, prepare newsletter, produce additional handouts, prepare CD with reports Update database with sales transactions monthly Revenue projections Residual Revenue Projections Addendum Report preparation Ongoing regUests, software training, special projects Legislative Updates 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: Additional Work as requested Hourly Rates Partner n$225 .._._.:__ Principal 195 Associate $150 Programmer $150 f Senior Analyst $100 F Analyst $65 i Administrative $45 B. Travel. Charges for time during travel are not reimbursable C. Billing 1. All billing shall be done monthl in fifteen (15) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. 2. Each month's bill should include a total to date. That total should provide, at a glance, the total fees and costs incurred to date for the project. 3. A copy of memoranda, letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; 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. 1 Exhibit B Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non -approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart fi•om the ongoing performance of the remainder of this Agreement. 2 Exhibit B EXHIBIT "B" Payment Schedule (Fixed Fee Payment) Service Provided Property Tax Revenue Recovery and Auditing Services Contingency fee based on net general fund or tax increment audit recovery i 3 Year 1 Year 2 Year 3 1 3 $22,500 $22,500 $22,500 Contingency Percentage Fee Year 1 ` Year 2 Year 3 3 _ _--------------_-- -= 25% of net recovery not to exceed $5,000 $5,000 $5,000 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. 3 Exhibit B 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 fi-om the ongoing performance of the remainder of this Agreement. Exhibit B � v v E E E O O v � o � � n V c oO E E o E o W u u O O� O U) � � O -O m c _ p W > x o — v a H v o ry � v o E ry J v u o N ° O10 v E m otl c o Z > w � c PROFESSIONAL SERVICES FISCAL YEAR 2016/17 FINANCE Audit Professional Services, Sales Tax Auditing, Property Tax Auditing, Finance and other consulting and professional services. $ 261,300 Date Vendor Amount Contract Value Notes 6/2/2016 Audit Services $ 42,500 $ 144,900 RFP for 3 yr contract - split with WOCWB 508 fund 6/3/2016 Enterprise Technologies $ 65,000 $ 160,000 New 3 year contract awarded via RFP process Kronos Software $ 59,895 $ 59,895 8/19/2016 Property Tax Audit Services $ 27,500 $ 82,500 8/19/2016 Sales Tax Audit Services $ 50,000 $ 150,000 Total Value $ 244,895 Balance $ 16,405 FY 17/18 FY 18/19 FY 19/20 Amount I Amount Amount $ 43,200 $ 43,900 $ 15,000 $ 20,000 $ 27,500 $ 27,500 $ 50,000 $ 50,000 City of Huntington Beach Funds Available by Business Unit Analysis-FY 2016/17 Report 2016 Object Adopted Budget Revised Budget YTD Actual YTD Encumb Available Funds Request Account FY 2016/17 FY 2016/17 FY 2016/17 FY 2016/17 FY 2016/17 10035201 - Finance Administration 51000 - PERSONNEL SERVICES 609,377.93 609,377.93 62,129.94 547,247.99 61450 - Telephone/Communications 61000 - Utilities 63125 - Office Supplies 0.00 0.00 29.22 2,670.78 -2,700.00 63225 - Computer Supplies 0.00 0.00 63295 - Postage Deliveries 63445 - Fuel 64190 - Vehicle Supplies 64470 - Subscriptions 57.98 -57.98 64405 - Books/ Subscriptions 57.98 -57.98 64485 - Dues and Memberships 174.00 -174.00 63000 - Equipment and Supplies 13,913.00 13,913.00 13,913.00 63000 - Equipment and Supplies 13,913.00 13,913.00 261.20 2,670.78 10,981.02 64570 - Equipment Repairs Maint 361.80 -361.80 64870 - Computer Maintenance 64520 - Repairs and Maintenance 6,014.00 6,014.00 6,014.00 64520 - Repairs and Maintenance 6,014.00 6,014.00 361.80 5,652.20 68560 - Training - Other -100.00 100.00 68550 - Training -100.00 100.00 68620 - Conferences - Other 355.00 0.00 -355.00 68610 - Conferences 355.00 0.00 -355.00 68500 - Conferences and Training 5,865.00 5,865.00 5,865.00 68500 - Conferences and Training 5,865.00 5,865.00 255.00 0.00 5,610.00 69345 - Prof Svcs - Auditing 69365 - Other Professional Services 0.00 11,401.68 5,625.00 18,496.68 -12,720.00 69300 - Professional Services 67,500.00 75,000.00 75,000.00 69300 - Professional Services 67,500.00 86,401.68 5,625.00 18,496.68 62,280.00 69520 - Cont Svcs - Advertising 69450 - Other Contract Services 0.00 0.00 70000 - Rental Expense 72000 - Claims Expense 73000-Insurance 77000 - Interdepartmental Charges 78200 - Auto Allowance 6,000.00 6,000.00 767.30 5,232.70 78000 - Expense Allowances 6,000.00 6,000.00 767.30 5,232.70 79000 - Other Expenses 60000 - OPERATING EXPENSES 99,292.00 118,193.68 7,270.30 21,167.46 89,755.92 50000 - EXPENDITURES 708,669.93 727,571.61 69,400.24 21,167.46 637,003.91 27.500.00 City of Huntington Beach FY 16/17 Fund Balance Report Analysis w/ 2015 Actual Tuesday, December 06, 2016 Object Dept Actual FY 2015/16 Adopted Budget Revised Budget YTD Actual YTD Encumb Funds Available Request Account Revised FY 2016/17 FY 2016/17 FY 2016/17 FY 2016/17 FY 2016/17 00100 - General Fund 51100 - Salaries - Permanent FIN 2,590,715 2,772,745 2,772,745 356,564 2,416,181 52000 - Salaries - Temporary FIN 70,332 79,530 79,530 13,222 66,308 53000 - Salaries - Overtime FIN 1,408 0 0 54000 - Termination Pay Outs FIN 94,599 28,316 (28,316) 55000 - Benefits FIN 1,348,853 1,511,036 1,511,036 196,219 1,314,818 51000 - PERSONNEL SERVICES FIN 4,105,907 4,363,311 4,363,311 594,320 3,768,991 63000 - Equipment and Supplies FIN 663,741 565,983 575,706 40,112 487,394 48,201 64520 - Repairs and Maintenance FIN 102,349 105,096 105,439 3,019 157,640 (55,219) 68500 - Conferences and Training FIN 11,056 19,365 19,365 4,890 0 14,475 69300 - Professional Services FIN ` 240,718 257,100 351,745 2,265 98,240 251,240 27,500 69450 - Other Contract Services FIN 553,383 561,575 559,789 35,143 359,213 165,434 78000 - Expense Allowances FIN 11,401 11,700 11,700 1,494 10,206 79000 - Other Expenses FIN (78) (40) 40 60000 - OPERATING EXPENSES FIN 1,582,569 1,520,819 1,623,745 86,882 1,102,486 434,376 50000 - EXPENDITURES FIN 5,688,476 5,884,130 5,987,056 681,203 1,102,486 4,203,367 0 5,688,476 5,884,130 5,987,056 681,203 1,102,486 4,203,367 CITY OF HUNTINGTON BEACH Professional Service Approval Form PART I RECEIVED AUG 22 2016 Date: 8/17/2016 Project Manager Name: Dahle Bulosan Requested by Name if different from Project Manager: Department: Finance PARTS 1 OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED BY THE CITY MANAGER, FOR APPROVAL, BEFORE PROCEEDING WITH THE SOLICITATION OR CONTRACT PROCESS. PART / MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Briefly provide the purpose for the agreement: Consultant to provide property tax audit and compliance services for the City of Huntington Beach. 2) Estimated cost of the services being sought: $ 75,000 for three years 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 question is "No," the contract will require approval from the City Council.) j Z Yes ❑ No Fiscal cervices" Manager Signature (Purchasing Approval) -QC, -Ili Date 6) Amount, Business Unit (8 digits) and Object Code (5 digits) where funds are budgeted (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit. object # Fiscal Year 2016/17 Fiscal Year 2017/18 Fiscal Year 2018/19 Fiscal Year 10035201.69300 $25 00 $25000 $25000 $ $ 1 $ $ $ $ $ $ $ 401�, 1C/� Budge pproval Department Head Signature(s) ager's Signature 9/t4dj Date re 1 ate /,_i, ate q- f(- / 6 Date Date property tax audit & compliance svcs prof service approval form - part i 2016.docx REV: February 2015 ����r�tiNsay� ' F Professional Service Approval Form cF�OCITY OF HUNTINGTON BEACH BNF PART R Date: 10/13/2016 Project Manager: Dahle Bulosan Requested by Name if different from Project Manager: Jim Slobojan Department: Finance RECEIVED DEC 0 6 2016 PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & Il MUST BE FILED WITH ALL APPROVED CONTRACTS. `��$'� �y T 4x 1) Name of consultant: Hinderliter, de Llamas and Associates 2) Contract Number: FIN 201645 -/3 (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $82,500 Account number Contractual Dollar Amount Business unit. object # Fiscal Year 16/17 Fiscal Year 17/18 Fiscal Year 18/19 10035201.69300 $27,500 $27,500 $27,500 4) Is this contract less than $50,000? ❑ Yes ® No 5) Does this contract fall within $50,000 and $100,000? ® Yes ❑ No 6) Is this contract over $100,000? ❑ Yes ® No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ® Yes ❑ No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, which describes the payment terms of the contract. FiscahSeiees-W,gnager ("Purchasing) Signature Director of Finance (or designee) Signature /-z Date professional service approval form - part ii.doc REV: February 2015 INSURANCE WAIVE i MODIFICATION REQUEST 1. Requested by: Jim Sloboian 2. Date: November 9, 2016 3. Name of contractor/permittee: HdL Coren & Cone 4. Description of work to be performed: property tax auditing & analysis services 5. Value and length of contract: $82.51K - 3 years 6. Waiver/modification request: Allow for $25K deductible -city requires $10K. 7. Reason for request and why it should be granted: They meet all other City requirements. 8. Identify the risks to the City in approving this waiver/modification: No risk Department Head Signature D e: APPROVALS Approvals must be obtained in the order listed on this form. Two approvals are required for a request to be granted. Approval from the City Administrator's Office is only required if Risk Managemen# the City Attorney's Office disagree. 9 . 7,ApManagementk proved ❑ Denied Sig ure Dale 2. City Attorney's Office i Approved ❑ Denied Signature Date 3. City Administrator's Office ❑ Approved ❑ Denied Signature Date If approved, the completed waiverlmodification request is to be submitted to the City Attorney's Office along with the contract for approval. Once the contract has been approved, this form is to be filed with the Risk Management Division of Administrative Services HDL property tax waiver form.doc 1119/2016 2:44:00 PM � � � �cr CERTIFICATE OF LIABILITY INSURANCEFids , DATE (Mh11DDlYYYY) 1111412016 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(les) must have ADDITIONAL_ INSURED provisions or 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 endorsement sj. PRODUCER Partee Insurance Associates, Inc. 584 S. Grand Avenue Covina, CA 91724-3409 NAME: Ana Arancibia _ PHONE _tAtc Ito Exl);-_ _ 626-966-1791 FAt�C Na : 626-331-8132 EAWL ADDRESS;_ ana(auraaa paftD8111SU(anCe.COnT INSURERS) AFFORDING COVERAGE NAIC ;F NwAv,parteeinsurance.com License #0786033 INSURERA: Ohio Security Insurance Company 24082 INSURED Hinderiiter de Llamas & Associates 1340 Valley Vista Drive #201 INSURERS: American Fire and Casualty Company 24066 INSURERc: Twin City Fire Insurance Company 29459 - -- INSURER13: Diamond Bar CA 91765 INSURER E ; INSURER F: COVERAGES CERTIFICATE NUMBER: 32831685 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. ----�- INSR LTRINSD TYPE OF INSURANCE ADDL SU RR vivo m POLICYNUMBER MMIIDdYEe POLICY EXP LIMITS A ✓ COMMERCIALOENERALLIABILITY ✓ BK856441197 1111512016 11/1512017 rACHOCCURRENCE _ 5 1,000,000 --___,---500,000 CLAIMS-NtADE � OCCUR RENTED PREI�GSESO aeca.arence S MEDEXPtAnyane erson) S 15,000 PERSONAL C A.OV INJURY $ 1,000,000 ...._._--- GENT AGGREGATEUMIT APPLIES PER: GENERALAGGREGATE 5 2,000,000 ✓ POLICY 1:1 JECOT D LOG PRODUCTS -COMPIOP AGG S 2,000,000 $ OTHER: A AUTOMoaILELIABIUTY ✓ BAS56441197 11115t2016 11/1512017 COMBINED�tSINGLEL1441T $AEa 1000,000 BODILY INJURY (Per person) $ f ANY AUTO BODILY INJURY (Per acc�denf) $ O'ANEO SCHEDULED AUTOS ONLY AUTOS HIRED NON -OWNED AUTOS ONLY AUTOS ONLY PROPERTY DAMAGE Per acc%dent S S B ✓ UMSRELLAUAB ✓ OCCUR USA56441197 11115/2016 1111512017 EACHOCCURRENCE 5 3,000,000 AGGREGATE $ 3,000,000 EXCE5SLIAB CLAJMS-61ADE DED ✓ RETENTION$10,000 $ A WORKERS COMPENSATION AND EMPLOYE RS'L1ABI DTY YIN ANYPROPRIETORlPARTNERIEXECUTIVE XVVS56441197 111151201E 11/15/2017 ,/ stn STATUTE °RR - El. EACH ACCIDENT $ 1,000,000 OFFICERWEMBER EXCLUDED? ❑ (Mandatary in NH) N1A `- $ 1,000,000 - --- E.L. DISEASE -EA EMPLOYEE E-L. DISEASE -POLICY LIMIT $ _--- 1.000,000 It nes, describe under DESCRIPTION OF OPERATIONS b0wa C PROFESSIONAL LIABILITY 72PGO246728 11/15/2016 11115/2017 EACH CLAIM $1,000,000 CLAIMS MADE FORM RETRO 2/1512003 AGGREGATE $2,000,000 DEDUCTIBLE $25,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedufe, may be attached it mare space Is required APPROVE i} T The City of Huntington Beach, its officers, elected or appointed officials, employees, agents and volunteers IT as additional Insured as respects to the General Liability and Auto Liability. *30 days notice of cancellation except *10 days for non payment .. MICHAEL E. GATES CITY ATTORNEY OF HUNTINGTON BEACH CERTIFICATE HOLDER CANULL.L.AIIVN City of Huntington Beach 2000 Main Street Huntington Beach CA 92648 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE Sylvia Coronado (D1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016103) The ACORD name and Logo are registered marks of ACORD 32831585 1 H111D3-1 1 16117 GL/8A1XS1YC/PL - HIZMERIMER ONLY I Ana Aranci'oia 1 11/14/2016 3:55:54 Pti IPDT) I Page I of 3 POLICY NUMBER: BK656441197 COMMERCIAL GENERAL LIABILITY CG 20 26 04 13 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED -DESIGNATED PERSON OR ORGANIZATION This endorsement modifies insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE Name Of Additional Insured Person(s) Or Organization(s): City of Huntington Beach Its officers, elected or appointed officials, employees, agents and volunteer 2000 Main Street Huntington Beach CA 92648 Information required to complete this Schedule, if not shown above, will be shown in the Declarations. A. Section II - Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily in- jury", "property damage" or "personal and advertising injury" caused, In whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: 1. In the performance of your ongoing oper- ations; or 2. In connection with your premises owned by or rented to you_ However: 1. The insurance afforded to such additional insured only applies to the extent permit- ted by law; and 2. If coverage provided to the additional in- sured is required by a contract or agree- ment, the insurance afforded to such additional insured will not be broader than that which you are required by the contract or agreement to provide for such additional insured. B. With respect to the insurance afforded to these additional insureds, the following is added to Section III - Limits Of insurance: If coverage provided to the additional insured Is required by a contract or agreement, the most we will pay on behalf of the additional insured is the amount of insurance: 1. Required by the contract or agreement; or 2. Available under the applicable Limits of Insurance shown in the Declarations; whichever is less. This endorsement shall not increase the ap- plicable Limits of Insurance shown in the Dec- larations. CG 20 26 04 13 © Insurance Services Office, Inc., 2012 32331685 1 HIIIDE-1 1 16/17 GL/HA/XS/YC/PL - Hill DERLiSER 011LY I Ana Acancioia 1 11/14/2016 7:55:54 141 (PL4) I Page 2 of 3 Page 1 of 1 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. CA 20 48 02 99 DESIGNATED INSURED ENDORSEMENT The endorsement modifies insurance provided under the following: BUSINESS AUTO COVERAGE FORM GARAGE COVERAGE FORM MOTOR CARRIER COVERAGE FORM TRUCKERS COVERAGE FORM With respect to coverage provided by this endorsement, the provisions of the Coverage Form apply unless modified by the endorsement. This endorsement Identifies person(s) or organization(s) who are "Insureds" under the WHO IS AN IN- SURED provision of the Coverage Form. This endorsement does not alter coverage provided In the Cov- erage Form. This endorsement changes the policy effective on the inception date of the policy unless another date is indicated below. Endorsement Effective Policy Number 11/15/2016 BAS56441197 Named Insured HDL SOFTWARE, LLC HINDERLITER DE LLAMAS & ASSOCIATES Countersi ned b (Authorized Representative) SCHEDULE Name of Person(s) or Organization(s) City of Huntington Beach its officers, elected or appointed officials, employees, agents and volunteer 2000 Main Street Huntington Beach CA 92648 (If no entry appears above, information required to complete this endorsement will be shown in the Declara- tions as applicable to this endorsement.) Each person or organization shown in the Schedule is an "insured" for LIABILITY COVERAGE, but only to the extent that person or organization qualifies as an "insured" under the WHO IS AN INSURED provision contained in SECTION It of the Coverage Form. CA 20 48 02 99 Copyright, Insurance Services Office, Inc., 1998 Page 1 of 1 37..831685 1 HI110--1 1 16/17 GL/BA/XS/i;C/PL - HIIIGERLTTER ONLY I Ana AYancibia 1 11/14/2016 3:55:54 PH (PUT) I Page 3 of 3