HomeMy WebLinkAboutNexLevel Information Technologies - NextLevel - 2015-09-14OJT >� CONTRACTS SUBMITTAL TO
re ' CITY CLERK'S OFFICE
To: CJOAN-FL"YNN, City Clerk
Name of Contractor: NexLevel Information Technologies
Pu rpose of Contract: For Example Audit Services or Water Quality Testing Huntington Lake — Huntington Central Park
Professional services for organizational review of Information Services Department
Amount of Contract: $24,550
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: 9/28/15
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G AttyMisc/Contract Forms/City Clerk Transmittal
PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
NEXLEVEL INFORMATION TECHNOLOGY, INC
FOR
ORGANIZATION AND SERVICE LEVEL ASSESSMENT
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 NEXLEVEL INFORMATION TECHNOLOGY, INC, a
California Corporation hereinafter referred to as "CONSULTANT "
WHEREAS, CITY desires to engage the services of a consultant to provide
consulting services to complete an Information Services Department organization and
service level assessment, 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 Terry Hackelman 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 September 14, 2015 (the "Commencement Date") This Agreement
shall automatically terminate one (1) year from the Commencement Date, unless extended
or sooner terminated as provided herein All tasks specified in Exhibit "A" shall be
completed no later than 4 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 Four Thousand, Five
Hundred Fifty Dollars ($24,550)
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
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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 i
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) ansmg 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
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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 of 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 ansing from work performed in
connection with this Agreement
If CONSULTANT falls or refuses to produce or maintain the insurance
required by this section or falls or refuses to furnish the CITY with required proof that
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insurance has been procured and is in force and paid for, the CITY shall have the right, at
the CITY's election, to forthwith terminate this Agreement Such termination shall not
effect Consultant's right to be paid for its time and materials expended prior to notification
of termination CONSULTANT waives the right to receive compensation and agrees to
indemnify the CITY for any work performed prior to approval of insurance by the CITY
10 CERTIFICATE OF INSURANCE
Prior to commencing performance of the work hereunder, CONSULTANT
shall furnish to CITY a certificate of insurance subject to approval of the City Attorney
evidencing the foregoing insurance coverage as required by this Agreement, the certificate
shall
A provide the name and policy number of each carrier and policy,
B state that the policy is currently in force, and
C shall promise that such policy shall not be suspended, voided or
canceled by either party, reduced in coverage or in limits except
after thirty (30) days' prior written notice, however, ten (10) days'
prior written notice in the event of cancellation for nonpayment of
premium
CONSULTANT shall maintain the foregoing insurance coverage in force
until the work under this Agreement is fully completed and accepted by CITY
The requirement for carrying the foregoing insurance coverage shall not
derogate from CONSULTANT's defense, hold harmless and indemnification obligations as
set forth in this Agreement CITY or its representative shall at all times have the right to
demand the original or a copy of the policy of insurance CONSULTANT shall pay, in a
prompt and timely manner, the premiums on the insurance hereinabove required
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11 INDEPENDENT CONTRACTOR
CONSULTANT is, and shall be, acting at all tunes 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 tlus 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
heremabove) 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 Ken Domer
2000 Main Street
Huntington Beach, CA 92648
agree/ surfnet/professtonal Svcs 50 to 100
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TO CONSULTANT
NexLevel Information Technology, Inc
Terry Hackelman
6829 Fair Oaks Blvd, Ste 100
Carmichael, CA 95608
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
Notlung contained herein shall be construed so as to require the commission of any act
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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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that party has not executed this Agreement in reliance on any representation, inducement,
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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,
[COMPANY NAME] NexLevel Information
Technology, Inc
By_ 69
�2d_
print name
ITS (circle on aL—an/ esident/Vice President
AND
ex f ti nnw\
print name
ITS (circle oneFecretary/Chief Financial Office Asst
Secretary - Treasurer
CITY OF HUNTINGTON BEACH,
a municipal corporation of the State of
City Manager
a
TED D PROVED
mer, Assis ant City Manager
agree/ surfnet/protessionalsvcs 50 to 100
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APPROVED AS
OC t Attorney
Y/
EXHIBIT "A"
A STATEMENT OF WORK (Narrative of work to be performed)
For this project, NexLevel will build from the knowledge we gained in completing the City's IT
Assessment and Strategic Plan Since the IT Assessment included numerous recommendations
related to the ISD organization, this will provide a starting point from which to complete this
project In addition, it is our understanding that the City recently had a classification study
completed that will provide valuable input to this project
This will be an ISD Organization Assessment focusing on identifying the challenges that ISD staff
are experiencing in meeting the demands of the departments It will also focus on the ISD
organizational structure and skills required to meet department needs Essentially, this project will
address the question of "How should we be doing it?"
B CONSULTANT'S DUTIES AND RESPONSIBILITIES
NexLevel's proposed work plan includes
➢ Request and review IT organization documentation and organization information As a
result of the prior IT Assessment and Strategic planning effort, NexLevel has significant
documentation about ISD The focus of this activity will be to obtain current information to
ensure we have an accurate picture of current operations
➢ Review CPS report NexLevel will review the recently completed ISD classification report
to glean relevant information from this report to support the completion of Phase II
➢ Schedule one-on-one interviews with IT staff
➢ Prepare and distribute position questionnaire to ISD staff NexLevel will prepare a position
questionnaire to help prepare ISD staff for one-on-one interviews NexLevel will review the
position questionnaire with the City prior to distribution The questionnaire will collect basic
information about each individual with a focus on identifying job functions and duties
performed, determining how they are performing these duties, identifying skills and
certifications, and discussing job challenges (Note that NexLevel recognizes that some
questions may already have been addressed in completing the CPS report Once NexLevel
EXHIBIT A
reviews the CPS report, the questionnaire will be finalized before distribution to ISD staff in
order to minimize redundant questions )
➢ Conduct one-on-one interviews with ISD staff (assume 15 interview sessions) Each
interview will be approximately 30 minutes The interviews will be focused on the following
themes
What is the scope of your responsibilities?
IHow are projects or user requests assigned to you?
What obstacles or difficulties have you experienced in performing your responsibilities?
TlWhat works well? What should be changed?
➢ Perform ISD organization and staffing analysis This will include the consideration of
alternative organization structures and potential process improvements, and help to ensure
alignment of staff activities with the City's top priorities NexLevel will perform necessary
industry research to support our analysis We also anticipate the need to conduct follow up
meetings with the City to ensure accuracy
➢ Conduct Peer City Analysis NexLevel will work with the City to identify 3 — 4 peer
agencies that can be used as a benchmark to compare to the City In cooperation with the
selected peer agencies, NexLevel will collect benchmark information that can be used to
better understand how the City aligns with its peers The focus for the benchmark would
include IT spending and staffing comparisons
➢ Complete ISD Organization Assessment Report The report will consist of all the
information gathered in the prior activities and provide a prioritized list of
recommendations
➢ Present ISD Organization and Service Delivery Report to City
C CITY'S DUTIES AND RESPONSIBILITIES
City will provide availability of staff for interviews and analysis of workflows, business practices
and designs City will take the lead in sponsoring involvement of staff for the project, setting
direction and resolving all project issues
D WORK PROGRAM/PROJECT SCHEDULE
Schedule start date TBD Per proposal, estimated timeline is 16 weeks
EXHIBIT A
EXHIBIT "B"
Payment Schedule (Fixed Fee Payment)
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2.2 - Review CPS report
a
SchISDedule
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0
2.4 - Prepare and distribute position questionnaire to ISD staff
8
175
1,400
i • one-Gn-one interviews with ISD staff
'.
°
2.7 - Conduct Peer City Analysis
24
175
$
4,200
- Complete ISD Organization and Service Delivery Report
32
175
$
5,600
PresentIS
andm # At
it Update D Organization and Service... Report
Total-t
1 CONSULTANT's hourly billing rate will be $175/hour This rate will be an all-inclusive rate
(including travel and travel tine) for Pat Griffin and Cindy Abbott who are based in Southern
California Terry Hackelman and Lee Curtis will be traveling from the Sacramento area and
CONSULTANT will bill the City actual travel expenses (supported by receipts)
2 CONSULTANT estimates travel expenses for Terry Hackelman and Lee Curtis will be $1,800
(3 trips at an average of $600/tnp)
3 CONSULTANT will bill the City at the end of each month for services performed Invoices will
be supported by detail time records identifying the services performed and any travel receipts
4 CONSULTANT shall be entitled to monthly progress payments toward the fixed fee set forth
herein in accordance with the following progress and payment schedules
5 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
6 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
Exhibit B
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 perfonmance 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
7 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
NEXLEVEL INFORMATION TECHNOLOGY, INC
FOR
ORGANIZATION AND SERVICE LEVEL ASSESSMENT
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
Copynghts/Patents
7
15
City Employees and Officials
7
16
Notices
7
17
Consent
8
18
Modification
8
19
Section Headings
8
20
Interpretation of this Agreement
8
21
Duplicate Original
9
22
Immigration
9
23
Legal Services Subcontracting Prohibited
9
24
Attorney's Fees
10
25
Survival
10
26
Governing Law
10
27
Signatories
10
28
Entirety
10
29
Effective Date
11
NEXLINF-01 LKESTER
ACORO' CERTIFICATE OF LIABILITY INSURANCE
`.•�
DATE4W)
Y2015
9141201
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 endorsement(s).
PRODUCER
CONTACT
NAME
Premier Agency, Inc.
5 Sierra Gate Plaza 2nd FI
a/Co"N Et) (916) 784-1008 FAX No (916) 784-8116
Roseville, CA 95678
ADDRESS
INSURER(S) AFFORDING COVERAGE
NAIC N
INSURERA Travelers Property Casualty Co
25674
INSURED
INSURER B
INSURER C
Nexlevel Information Technology, Inc.
Technology, Inc.
INSURER D
6829 Fair Oaks Blvd Ste 100
Carmichael, CA 95608
INSURER
INSURER F
COVERAGES CERTIFICATE NUMBER REVISION NUMBER 1
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
LTR
TYPE OF INSURANCE
INSD
WVD
POLICY NUMBER
POLICY EFF
MMIDD
POLICY EXP
MM/D
LIMITS
A
X
COMMERCIAL GENERAL LIABILITY
CLAIMS -MADE ❑X OCCUR
X
ZLP13N222951515
05/01/2015
05/01/2016
EACH OCCURRENCE
$ 1,000,00
PREMISES Ea occurrence
$ 500,000
MED EXP (Any one person)
$ 10,000
PERSONAL 8 ADV INJURY
$ 1,000,000
GEN'L AGGREGATE LIMIT APPLIES PER
PRO -
X POLICY F1 PR T LOC
OTHER
GENERAL AGGREGATE
$ 2,000,000
PRODUCTS -COMP/OPAGG
$ 2,000,000
Emp Ben.
$ 1,000,000
A
AUTOMOBILE LIABILITY
ANY AUTO
ALL OWNED SCHEDULED
AUTOS AUTOS
NON-OMED
X HIRED AUTOS EAUTOS
X
BA8141XS8815TEC
05/01/2015
05/01/2016
(CEOaB.dErnSINGLE LIMIT
$ 1,000,00
BODILY INJURY (Per person)
$
BODILY INJURY (Per acadent)
$
PROPERTY DAMAGE
Per accident
$
A
X
UMBRELLALJAB
EXCESS LIAB
X
OCCUR
CLAIMS -MADE
ZUP13N223381515
05/01/2015
05/01/2016
EACH OCCURRENCE
$ 1,000,000
AGGREGATE
$ 1,000,00
DED X RETENTION $ 0
$
A
WORKERS COMPENSATION
AND EMPLOYERS' LIABILITY
ANY PROPRIETOR/PARTNER/EXECUTIVE YIN
OFFICER/MEMBER EXCLUDED'❑
(Mandatory in NH)
If yes descnbe under
DESCRIPTION OF OPERATIONS below
N I A
HJUB7615XO0315
05/01/2015
05/01/2016
X PER OTH-
STATUTE ER
EL EACH ACCIDENT
$ 1,000,000
E L DISEASE - EA EMPLOYEE
$ 1,000,000
EL DISEASE - POLICY LIMIT
1
$ ,000 ,000
A
Professional Liab
ZPL14R360811515
05/01/2015
05/01/2016
Limit 2,000,000
DESCRIPTION OF OPERATIONS I LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, maybe attached ffMUs1m1eSF.Wdft8f
The City, its officers, elected or appointed officials, employees agents and volunteers are covered as Additional Insure IF pects General Liability per
endorsement CGD2480805 Auto Blanket Additional Insured Form CAT4370215 applies
/Aictiesi Gates, City Attomey
GtK tIFIGA I E HOLUtK I+ANI..CLLA 114}9
City of Huntington Beach
Attn Risk Management
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
U 19UU-2014 AGUKU GUKI-UKA I IUN, Ali ngnts re5erveu
ACORD 25 (2014/01) The ACORD name and logo are registered marks of ACORD
COMMERCIAL GENERAL LIABILITY
THIS ENDORSEMENT CHANSES THE POLICY. PLEASE READ IT CAREFULLY.
BLANKET ADDITIONAL INSURED
(CONTRACTORS OPERATIONS)
This endorsement modifies insurance provided under the following:
COMMERCIAL GENERAL LIABILITY COVERAGE PART
1. WHO IS AN INSURED - (Section 11) is
amended to include any person or or-
ganization that you agree in a "written
contract requiring insurance" to include
as an additional insured on this Coverage
Part, but:
(a) Only with respect to liability for
"bodily injury", "property damage" or
"personal injury"; and
W If, and only to the extent that, the
injury or damage is caused by acts
or omissions of you or your subcon-
tractor in the performance of "your
work" to which the "written contract
requiring insurance" applies. The per-
son or organization does not qualify
as an additional insured with respect
to the independent acts or omissions
of such person or organization.
2. The insurance provided to the additional
insured by this endorsement is limited
as follows:
(a) In the event that the Limits of Insur-
ance of this Coverage Part shown in
the Declarations exceed the limits of
liability required by the "written con-
tract requiring insurance", the insur-
ance provided to the additional in-
sured shall be limited to the limits of
liability required by that "written con-
tract requiring insurance". This en-
dorsement shall not increase the lim-
its of insurance described in Section
III - Limits Of insurance.
(h) The insurance provided -to the addi-
tional insured does not apply to
"bodily injury", "property damage" or
"personal injury" arising out of the
rendering of, or failure to render, any
professional architectural, engineering
or surveying services, including.
i. The preparing, approving, or fail-
ing to prepare or approve, maps,
shop drawings, opinions, reports,
surveys, field orders or change
orders, or the preparing, approv-
ing, or failing to prepare or ap-
prove, drawings and specifications;
and
ii. Supervisory, inspection, architec-
tural or engineering activities.
(c) The insurance provided to the addi-
tional insured does not apply to
"bodily injury" or "property damage"
caused by "your work" and included
in the "products -completed operations
hazard".
3. The insurance provided to the additional
insured by this endorsement is excess
over any valid and collectible "other in-
surance", whether primary, excess, con-
tingent or on any other basis, that is
available to the additional insured for a
loss we cover under this endorsement.
However, if the "written contract requir-
ing insurance" specifically requires that
this insurance apply on a primary basis
or a primary and non-contributory basis,
this insurance is primary to "other insur-
ance" available to the additional insured
which covers that person or organization
as a named insured for such loss, and
we will not share with that "other insur-
ance". But the insurance provided to the
additional insured by this endorsement
still is excess over any valid and col-
lectible "other insurance", whether pri-
mary, excess, contingent or on any other
basis, that is available to the additional
insured when that person or organization
is an additional insured under such
"other insurance".
4. As a condition of coverage provided to
the additional insured by this endorse-
ment:
(a) The additional insured must give us
written notice as soon as practicable
of an "occurrence" or an offense
which may result in a claim. To the
extent possible, such notice should
include:
L How, when and where the "occur-
rence" or offense took place;
ii. The names and addresses of any
injured persons and witnesses; and
CG D2 48 08 05 0 2005 The Travelers Indemnity Company All rights reserved Page 1 of 2
COMMERCIAL GENERAL LIABILITY
iBi. The nature and location of any in-
jury or damage arising out of the
"occurrence" or offense.
(h) If a claim is made or "suit" is
brought against the additional Insured,
the additional Insured must:
i. Immediately record the specifics
of the claim or "suit" and the
date received; and
ii. Notify us as soon as practicable.
The additional Insured must see to it
that we receive written notice of the
claim or "suit" as soon as practica-
ble.
(c) The additional Insured must immedi-
ately send us copies of all legal pa-
pers received in connection with the
claim or "suit", cooperate with us in
the investigation or settlement of the
claim or defense against the "suit",
and otherwise comply with all policy
conditions.
(d) The additional insured must tender
the defense and indemnity of any
claim or "suit" to any provider of
"other insurance" which would cover
the additional insured for a loss we
cover under this endorsement. How-
ever, this condition does not affect
whether the insurance provided to the
additional insured by this endorse-
ment is primary to "other insurance"
available to the additional Insured
which covers that person or organiza-
tion as a named insured as described
in paragraph 3. above.
5. The following definition is added to
SECTION V. - DEFINITION&
"Written contract requiring insurance"
means that part of any written contract
or agreement under which you are re-
quired to Include a person or organiza-
tion as an additional Insured on this
Coverage Part, provided that the "bodily
injury" and "property damage" occurs
and the "personal injury" is caused by
an offense committed
a. After the signing and execution of
the contract or agreement by you;
b. While that part of the contract or
agreement is in effect; and
C. Before the end of the policy period.
Page 2 of 2 Q 2005 The Travelers Indemnity Company All rights reserved CG D2 48 08 05
COMMERCIAL AUTO
THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY.
BLANKET WAIVER OF SUBROGATION
This endorsement modifies Insurance provided under the following
AUTO DEALERS COVERAGE FORM
BUSINESS AUTO COVERAGE FORM
MOTOR CARRIER COVERAGE FORM
The following replaces Paragraph A.5., Transfer of required of you by a written contract executed
Rights Of Recovery Against Others To Us, of the prior to any "accident" or "loss", provided that the
CONDITIONS Section- "accident" or "loss" arises out of the operations
5. Transfer Of Rights Of Recovery Against Oth- contemplated by such contract The waiver ap-
ers To Us plies only to the person or organization desig-
We waive any right of recovery we may have nated in such contract -
against any person or organization to the extent
CA T3 40 02 15 0 2015 The Travelers Indemnity Company All rights reserved Page 1 of 1
Includes copyrighted material of Insurance Services Office, Inc with its perrrussion
Engagement Letter to provide IT Organization
and Service Delivery Assessment Prepared for City of Huntington Beach
August 26, 2015
City of Huntington Beach
Ken Domer, Assistant City Manager
2000 Main Street
Huntington Beach, CA 92648
RE — ISD Organization and Service Level Assessment Consulting Services - Amended
Mr Domer
NexLevel Information Technology, Inc (NexLevel) submits this engagement letter to the City of
Huntington Beach to provide consulting services to complete an ISD organization assessment
This project will include an evaluation of the ISD organization's structure and ability to deliver
the needed services NexLevel will provide recommendations to improve the alignment of the
ISD organization with the City's business needs and priorities The recommendations could
potentially include changes and improvements to ISD's processes, roles and responsibilities,
staffing levels, or organizational structure
Our Company. Founded in 1999, NexLevel is a California -based management consulting firm
focused exclusively on helping public sector agencies use and manage technology NexLevel
was founded on providing top -tier management consulting services to plan, procure, implement
and manage technology projects, and these services remain at our core 16 years later
NexLevel's track record includes supporting over 80 California public agencies We have
completed more than 35 IT Assessments and Strategic Plans Many of these projects included a
focus on IT organizational structure and resource utilization NexLevel will leverage the
knowledge gained from the recently completed IT Assessment and Strategic plan for this effort
Our Scope. NexLevel offers our clients proven methodologies and tools designed specifically to
meet the unique needs of public sector agencies Since our inception, we have invested in and
developed processes designed specifically for the unique needs and requirements of California
local government agencies At NexLevel, we constantly review and update our knowledge base
based on real life experience with our clients
For this project, NexLevel will build from the knowledge we gained in completing the City's IT
Assessment and Strategic Plan Since the IT Assessment included numerous recommendations
related to the ISD organization, this will provide a starting point from which to complete this
project In addition, it is our understanding that the City recently had a classification study
completed that will provide valuable input to this project
N L rV �C Page 1 August 26, 2015
Engagement Letter to provide IT Organization
and Service Delivery Assessment Prepared for City of Huntington Beach
This will be an ISD Organization Assessment focusing on Identifying the challenges that ISD staff
are experiencing in meeting the demands of the departments It will also focus on the ISD
organizational structure and skills required to meet department needs Essentially, this project
will address the question of "How should we be doing it?"
IT Organization Assessment activities will include the following
Table 1 - IT Organization Assessment Activities
®
® MK
1 1
Request and review IT organization documentation and organization
Working Papers
information As a result of the prior IT Assessment and Strategic
planning effort, NexLevel has significant documentation about ISD The
focus of this activity will be to obtain current information to ensure we
have an accurate picture of current operations
1 2
Review CPS report NexLevel will review the recently completed ISD
Working Papers
classification report to glean relevant information from this report to
support the completion of Phase II
13
Schedule one-on-one interviews with IT staff
Interview Schedule
14
Prepare and distribute position questionnaire to ISD staff NexLevel will
ISD Position
prepare a position questionnaire to help prepare ISD staff for one -on-
Questionnaire
one interviews NexLevel will review the position questionnaire with the
City prior to distribution The questionnaire will collect basic
information about each individual with a focus on identifying job
functions and duties performed, determining how they are performing
these duties, identifying skills and certifications, and discussing job
challenges (Note that NexLevel recognizes that some questions may
already have been addressed in completing the CPS report Once
NexLevel reviews the CPS report, the questionnaire will be finalized
before distribution to ISD staff in order to minimize redundant
questions)
1 5
Conduct one-on-one interviews with ISD staff (assume 15 interview
Working Papers
sessions) Each interview will be approximately 30 minutes The
interviews will be focused on the following themes
What is the scope of your responsibilities?
• How are projects or user requests assigned to you?
• What obstacles or difficulties have you experienced in
performing your responsibilities?
• What works well? What should be changed?
1 6
Perform ISD organization and staffing analysis This will include the
Working Papers
consideration of alternative organization structures and potential
process improvements, and help to ensure alignment of staff activities
with the Cit 's top priorities NexLevel will perform necessary industry
Page 2 August 26, 2015
Engagement Letter to provide IT Organization
and Service Delivery Assessment Prepared for City of Huntington Beach
r
a -
research to support our analysis We also anticipate the need to
conduct follow up meetings with the City to ensure accuracy
17
Conduct Peer City Analysis NexLevel will work with the City to identify
Working Papers
3 — 4 peer agencies that can be used as a benchmark to compare to the
City In cooperation with the selected peer agencies, NexLevel will
collect benchmark information that can be used to better understand
how the City aligns with its peers The focus for the benchmark would
include IT spending and staffing comparisons
18
Complete ISD Organization Assessment Report The report will consist
ISD Organization
of all the information gathered in the prior activities and provide a
Assessment Report —
prioritized list of recommendations
Draft for Review
19
Present ISD Organization and Service Delivery Report to City
Executive Presentation
— Final Results and
Recommendations
1 10
Update ISD Organization Assessment Report per City feedback
ISD Organization
Assessment Report —
Final Report
Our Team. NexLevel proposes a team with extensive experience in completing IT organization
and service level assessments I will lead the NexLevel team, as well as provide subject matter
expertise In addition, I will draw upon the following resources
o Pat Griffin, NexLevel Principal
Lee Curtis, Managing Consultant
Cindy Abbott, PMP, Managing Consultant
N "\L4V41_' Page 3 August 26, 2015
Engagement Letter to provide IT Organization
and Service Delivery Assessment Prepared for City of Huntington Beach
Our Level of Effort and Price. NexLevel will complete this project on a time and materials basis
with the understanding that the agreement will have a not -to -exceed cost All activities will be
approved by the City prior to being scheduled and performed Our level of effort estimates
below are based on our knowledge of the City, as well as our past experience with similar
projects
Table 2 - Level of Effort and Price
If
2.1- Request and review ISD documentation 4 $ 175 $ 700
2.2- Review CPS report 6 $ 175 $ 1,050
2.3 - Schedule ISD Interviews 4 $ 175 , $ 700
2.4 -Prepare and distribute position questionnaire to ISD staff 8 $ 175 $ 1,400
2.5 - Conduct one-on-one interviews with ISD staff 16 $ 175 $ 2,800
2.6 - Perform ISD organization and staffing analysis _24 $ 175 $ 4,200
2.7- Conduct Peer City Analysis 24 $ 175 $ 4,200
2 8 - Complete ISD Organization and Service Delivery Report 32 $ 175 $ 5,600 '
2.9- Present ISD Organization and Service Delivery Report 4 $ 175 b $ 70041
2.10- Update ISD Organization and Service Delivery Report 8 $ 175 $ 1,400
Total Billed Services 130 $ 22,750
NexLevel's hourly billing rate will be $175/hour This rate will be an all-inclusive rate (including
travel and travel time) for Pat Griffin and Cindy Abbott who are based in Southern California
Terry Hackelman and Lee Curtis will be traveling from the Sacramento area and NexLevel will bill
the City actual travel expenses (supported by receipts)
NexLevel estimates travel expenses for Terry Hackelman and Lee Curtis will be $1,800 (3 trips at
an average of $600/trip)
NexLevel will bill the City at the end of each month for services performed Invoices will be
supported by detail time records identifying the services performed and any travel receipts
If you have any questions or would like to discuss further, please call me at 916-692-2000, ext
201 or via email at terry hackelman@nexleyelit com
Sincerely,
Terry Hackelman, Managing Principal
NexLevel Information Technology, Inc
N=—eL=—ri=—L Page 4 August 26, 2015
r chmlen # 3 �R
x,. W
CITY OF HUNTIHGT6I4 BEACH
EAQESSIf?PIAL SI~iiVICE�S LISTING
5 $CALYEAF; 2014174 41
Infagme on S!;)gce � h>
:01 ._
f]ivtss4rt ar Frt Llescri n' mount 11r
Consulting and other professional
General Fund (100}
services related to Infrastructure Systems,
F
Public Safety Systems and Application .
and Database Support Divisions 4 " • $65,000
Total Professional Services $65 000
Requestor Part I (Bid)
I
Name Date Rea
K Domer 10131114 17,500
K Darner 08/27/15 24,550
Part it (Award)
Date Vendor Term Amt
CPS HR
11/14/14 Consulting 14 weeks $ 17.500
08/27115 Next-evel Info Tech 24,550
Amend #
Date Term Amt
$47, 500
$22.950 —"
f CITY OF HUNTINGTON BEACH RECEIVED
Professional Service Approval Form AUG 2 7 2015
Finance Department
PART I
Date 8/27/2015 Project Manager Name Behzad Zamanian
Requested by Name if different from Project Manager Ken Domer
Department Information Services
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
Professional services for organizational review of Information Services Department
2) Estimated cost of the services being sought $ 24,550
3) Are sufficient funds available to fund this contracts ® 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
Councils If the answer to this question is "No," the contract will require approval from the City Council )
—,--7 ® Yes ❑ No
Fiscal ServiOs Manag4r Signature (Purchasing Approval)
S -Z'
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)
100 H Z 154. 013 657
$ Zy 55L)
$0
$0
$
$
$
$
$
$
Budget
nature(s)
of Finance's Signature
ity Manager's Signature
APPROVED kJ) DE
s Signature
Date
Date
q/ Cr
D to J
Date
Date
psa - part i nexlevel 082715 docx
REV December /2013
RECEIVED
AUG 2 7 2015
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 & 11 MUST
BE FILED WITH ALL APPROVED CONTRACTS.
1) Name of consultant NexLevel Information Technology, Inc
< 2) Contract Number IS LO 1 S —I O=---
(Contract numbers are obtained through Finance Administration x 5630)
3) Amount of this contract $24,550
Account number
Contractual Dollar Amount
Business unit object #
Fiscal Year
14/15
Fiscal Year
Fiscal Year
1 D04 Z l 5 4. (0 9 (05
$24,550
$
$
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
Fiscal
(Purchasing)
Budget Man ger An:
Signatur
Direct of Finance (or designee'l Signature
30— J
Date
l
DA to
qhlll�—
'bate'
psa - part a nexlevel 082715 doc
REV February 2015