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HomeMy WebLinkAboutVavrinek, Trine, Day & Co., LLP - 2018-01-18 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTI- -TONT BEAC-i A �i; VAVRINEK, TRINE, DAY& CO., LLP FOR PREPARATION OF A PROCEDURE MANUAL FOR CASH HANDLING AND ACCOUNTING PROCEDURES FOR THE 4TH OF JULY CELEBRATION 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 VAVRINEK, TRINE, DAY & CO., LLP, a California limited liability partnership, hereinafter referred to as "CONSULTANT." WHEREAS, CITY desires to engage the services of a consultant to prepare a procedure manual for cash handling and accounting procedures for the 4th of July Celebration; 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 JOSEPH AGUILAR, who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. 18-6234/172933/DO 1 of 11 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 ��, 20 18 (the"Commencement Date"). This Agreement shall upon completion of the scope of work or three years, whichever is earlier, unless extended or sooner terminated as provided herein. 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 Thirty Thousand Dollars ($30,000.00). 5. EXTRA WORK In the event CITY requires additional services not included in Exhibit "A" or changes in the scope of services described in Exhibit "A," CONSULTANT will undertake such work only after receiving written authorization from CITY. Additional compensation for such extra work shall be allowed only if the prior written approval of CITY is obtained. 18-6234/172933/DO 2 of 11 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 all 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 costs and expense and CITY shall approve selection of CONSULTANT's counsel. This indemnity shall apply to all claims and liability regardless of whether any insurance policies are applicable. The policy limits do not act as limitation upon the amount of indemnification to be provided by CONSULTANT. 18-6234/172933/DO 3 of 11 9. PROFESSIONAL LIABILITY INSURANCE CONSULTANT shall obtain and furnish to CITY a professional liability insurance policy covering the work performed by it hereunder. This policy shall provide coverage for CONSULTANT's professional liability in an amount not less than One Million Dollars ($1,000,000.00) per occurrence and in the aggregate. The above-mentioned insurance shall not contain a self-insured retention without the express written consent of CITY; however, an insurance policy "deductible" of Ten Thousand Dollars ($10,000.00) or less is permitted. A claims-made policy shall be acceptable if the policy further provides that: A. The policy retroactive date coincides with or precedes the initiation of the scope of work(including subsequent policies purchased as renewals or replacements). B. CONSULTANT shall notify CITY of circumstances or incidents that might give rise to future claims. CONSULTANT will make every effort to maintain similar insurance during the required extended period of coverage following PROJECT completion. If insurance is terminated for any reason, CONSULTANT agrees to purchase an extended reporting provision of at least two (2) years to report claims arising from work performed in connection with this Agreement. If CONSULTANT fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the CITY with required proof that insurance has been procured and is in force and paid for, the CITY shall have the right, at the CITY's election, to forthwith terminate this Agreement. Such termination shall not affect CONSULTANT's right to be paid for its time and materials expended prior to notification of termination. CONSULTANT 18-6234/172933/D0 4 of 11 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. 18-6234/172933/DO 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. CONSULTANT shall secure at its 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 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 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, reports, and evidence shall, at the option of CITY, become its property and shall be promptly delivered to it by CONSULTANT. 13. ASSIGNMENT AND SUBCONTRACTING 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. 18-6234/172933/DO 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: TO CONSULTANT: City of Huntington Beach Vavrinek, Trine, Day & Co., LLP ATTN: Sunny Han ATTN: Joseph Aguilar 2000 Main Street 25231 Pasco De Alicia Suite 100 Huntington Beach, CA 92648 Laguna Hills, CA. 92653 Phone: (949) 768-0833 18-6234/172933/DO 7 of 11 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 modifications 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 contrary to law, and whenever 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 18-6234/172933/DO 8 of 11 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, to be deemed an original. Each duplicate original shall be deemed an original instrument as against any party who has signed it. 22. IMMIGRATION CONSULTANT shall be responsible for full compliance with the immigration and naturalization laws of the United States and shall, in particular, comply with the provisions of the United States Code regarding employment verification. 23. LEGAL SERVICES SUBCONTRACTING PROHIBITED CONSULTANT and CITY agree that CITY is not liable for payment of any subcontractor work involving legal services, and that such legal services are expressly outside the scope of services contemplated hereunder. CONSULTANT understands that pursuant to Huntington Beach City Charter Section 309, the City Attorney is the exclusive legal counsel for CITY; and CITY shall not be liable for payment of any legal services expenses incurred by CONSULTANT. 24. ATTORNEY'S FEES In the event suit is brought by either party to construe, interpret and/or enforce the terms and/or provisions of this Agreement or to secure the performance hereof, each party shall bear its own attorney's fees, such that the prevailing party shall not be entitled to recover its attorney's fees from the nonprevailing party. 18-6234/172933/DO 9 of 11 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, 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. 18-6234/172933/DO 10 of 11 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 offices the day,month and year first above written. CONSULTANT: CITY OF HUNTINGTON BEACH, a municipal corporation of the State of VAVRINEK, TRINE, DAY&CO., LLP California By: C ief Financial Officer print name ITS: (circle one)Chavman/President/vice President APPROVED AS TO FORM: AND lu _1 Uw q;F01 City Attorney By: REC E AN ILL" print name ITS: (circle one)Secretary/Chief Financial Officer/Asst. Secretary-Treasurer City Clerk Org Date: S'0' T COUNTERPART 18-6234/172933/DO 11 of 11 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 offices the day,month and year first above written. CONSULTANT: CITY OF HUNTINGTON BEACH,a municipal corporation of the State of VAVRINM TRINE, DAY&CO., LLP California By / Chief Financial Officer /V1— --�oJvr S print name ITS: (circle one)Chairman/President/Vice President APPROVED AS TO FORM: AND City Attorney vw By: RECEIVE AND FILE: print name ITS: (circle one)Secretary/Chief Financial officer/Ass[. Secretary-Treasurer City Clerk i Dater i I COUNTERPART 18-6234/172933/DO 1 I of I I 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 offices the day, month and year first above written. CONSULTANT: CITY OF HUNTINGTON BEACH, a municipal corporation of the State of VAVRINEK, TRINE,DAY&CO., LLP California By: Chief Financial Officer print name ITS: (circle one)Chairman/PresidentNice President APPROVED AS TO FORM: AND j la � I .)li� Ifeq City ATtoffiey NN By: RECEIVE AND FILE: print name ITS: (circle one)Secretary/Chief Financial Officer/AssL Secretary-Treasurer City Clerk Date: COUNTERPART 19-6234/172933/DO 11 of 11 EXHIBIT A 'JIM Vavrinek, Trine, Day& Co., LLP �.� Wir Certified Public Accountants January 10, 2018 Attn: Lori Ann Farrell City of Huntington Beach 2000 Main Street Huntington Beach, CA 92648 Dear Ms. Farrell: This engagement letter is for non-audit services with the City of Huntington Beach (the "City"). The standards to which Vavrinek Trine Day & Co., LLP ("VTD") will conform are intended to maintain objectivity and independence for both audit work and for non-audit work with government clients. The standard for non-audit services for government audit clients is based on two overarching principles: ■ Auditors (VTD) should not perform management functions or make management decisions; and ■ Auditors (VTD)should not audit their own work or provide non-audit services in situations where the amounts or services involved are significant/material to the subject matter of the audit. OBJECTIVE OF ENGAGEMENT The firm of Vavrinek Trine Day & Co., LLP is available to assist you in providing non-attest consulting by collecting industry best practices, compiling and drafting procedures over cash handling for the 0' of July parade and surrounding fund raisers and events for the City's consideration. SCOPE OF SERVICES The City of Huntington Beach is interested in preparing a procedures manual over cash handling for the 4th of July parade and surrounding fund raisers and events. This manual will be based on industry standards and tailored to the unique environment of the City. Any additional services requested, other than routine advice and training within this scope will require an amendment of this agreement. CLIENT RESPONSIBILITIES The work will be non-audit services as defined by Governmental Auditing Standards issued by the Comptroller General of the United States. Our work will not constitute an audit or review of transactions or procedures and should not be relied upon as such. The City is responsible for the appropriate implementation and monitoring of internal controls over cash handling and all related management decisions. Accordingly, all work will be conducted at your direction, the direction of the Assistant City Manager,to ensure that the work meets the City's objectives. Governmental Auditing Standards require that the City be responsible for the substantive outcomes of VTD work and be in a position in fact and appearance to make an informed judgment on the results of the non-audit services and that the City of Huntington Beach will: 25231 Paseo De Alicia,Suite 100 Laguna Hills,GA92653 Tel:949.768 0833 wvvw.vtdcpa.com Fax:949.768.8408 • Designate a knowledgeable management level individual to be responsible and accountable for overseeing the non-audit services, • Establish, implement and monitor the performance of the non-audit services to ensure that it meets managements objectives, • Make any decisions that involve management functions related to the non-audit services and accepts full responsibility for such decisions • Evaluate the adequacy of the services performed and any findings that result, and • Be responsible for adopting and monitoring the ongoing implementation of such procedures FEES Fees will not exceed $30,000 for the scope of work defined above. VTD will abide by an amount not to exceed figure as noted by a purchase order or services agreement. Any services agreed to between the City and VTD that fall outside this scope will require an amendment of this agreement. Invoices will be submitted monthly and due upon receipt. STAFFING Vavrinek, Trine, Day & Co., LLP has owners that are not licensed as certified public accountants as permitted under Section 5079 of the California Business and Professions Code. It is not anticipated that any of the non-licensee owners will be performing audit services for the agency. TERMINATION, INDEPENDENT CONTRACTOR AND INSURANCE The engagement may be terminated by either party without cause. We are an independent contractor as defined by Federal and State taxing authorities. We maintain current worker compensation and liability insurance policies. If this letter correctly sets forth your understanding of the terms and objectives of the engagement, please so indicate by signing in the space provided below. Agreed to By: o , Signature: Jos ph Aguilar Print Name: �'i✓'ln �Y� Of Vavrinek Trine Day& Co.,LLP Of City of Huntington Beach Date: C e ` EXHIBIT B EXHIBIT "B" Payment Schedule (Hourly Payment) A. Hourly Rate CONSULTANT'S fees for such services shall be based upon the following hourly rate and cost schedule: B. Travel. Charges for time during travel are not reimbursable C. Billing 1. All billing shall be done monthly in fifteen (15) minute increments and matched to an appropriate breakdown of the time that was taken to perform that work and who performed it. 2. Each month's bill should include a total to date. That total should provide, at a glance, the total fees and costs incurred to date for the project. 3. A copy of memoranda, letters, reports, calculations and other documentation prepared by CONSULTANT may be required to be submitted to CITY to demonstrate progress toward completion of tasks. In the event CITY rejects or has comments on any such product, CITY shall identify specific requirements for satisfactory completion. 4. CONSULTANT shall submit to CITY an invoice for each monthly payment due. Such invoice shall: A) Reference this Agreement; B) Describe the services performed; C) Show the total amount of the payment due; D) Include a certification by a principal member of CONSULTANT's firm that the work has been performed in accordance with the provisions of this Agreement; and E) For all payments include an estimate of the percentage of work completed. Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or until this Agreement has expired or is terminated as provided herein. Surfnet Exhibit B hourly 1 5. Any billings for extra work or additional services authorized in advance and in writing by CITY shall be invoiced separately to CITY. Such invoice shall contain all of the information required above, and in addition shall list the hours expended and hourly rate charged for such time. Such invoices shall be approved by CITY if the work performed is in accordance with the extra work or additional services requested, and if CITY is satisfied that the statement of hours worked and costs incurred is accurate. Such approval shall not be unreasonably withheld. Any dispute between the parties concerning payment of such an invoice shall be treated as separate and apart from the ongoing performance of the remainder of this Agreement. Surfnet Exhibit B hourly 2 CITY OF HUNTINGTON BEACH Professional Service Approval Form RECEIVED PART I JAN 18 ;z0h) Date: 1/17/2018 Project Manager Name: Sunny Han Flnwee Deparh-n�w,,j Requested by Name if different from Project Manager: Department: Finance 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: Prepare a procedures manual over cash handling and other processes for the Fourth of July Celebration 2) Estimated cost of the services being sought: $ 30,000.00 3) Are sufficient funds available to fund this contract? ® Yes ❑ No If no, please explain: 4) Check below how the services will be obtained: ❑ A Bid solicitation process in accordance to the MC 3.03.060 procedures will be conducted. ❑ MC 3.03.08(b)—Other Interagency Agreement procedure will be utilized. ® MC 3.03.08—Contract Limits of$30,000 or less exempt procedure will be utilized. 5) Is this contract generally described on the list of professional service contracts approved by the City Council? If the answer to this question is "No," the contract will require approval from the City Council.) ® Yes ❑ No Fiscal Services Manage` ignature (Purchasing Approval) Date 6) Amount, Business Unit(8 digits) and Object Code (5 digits) where funds are budgeted (Please note that a budget check will occur at the object code level): Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year Fiscal Year 17/18 10040101.69365 $30000 $ $ $ Budget Approval �� Date Department Head Signature(s) Date Chief Finan ial Officer Signature T ate Assista i Wager's Signature ate APPROVED DErj/&- 17 Vahager's Signature Date professional service approval form-part i 2016.doc REV: February 2015 CITY OF HUNTINGTON BEACH RECEIVED f Professional Service Approval Form JAN 18 Vl$ PART II ne"M Dep4i to Date: 1/17/2018 Project Manager: Sunny Han Requested by Name if different from Project Manager: Department: Finance PARTS I & II OF THE PROFESSIONAL SERVICES CONTRACTS APPROVAL FORM MUST BE COMPLETED BY THE REQUESTING DEPARTMENT AND SIGNED FOR APPROVAL. PART I & II MUST BE FILED WITH ALL APPROVED CONTRACTS. 1) Name of consultant: Vavrinek, Trine, Day & Co., LLP 2) Contract Number: CHOOSE DEPARTMENT (Contract numbers are obtained through Finance Administration x 5630) 3) Amount of this contract: $30,000 Account number Contractual Dollar Amount Business unit. object# Fiscal Year Fiscal Year Fiscal Year Fiscal Year 17/18 10040101.69365 $30,000 $ $ $ 4) Is this contract less than $50,000? ® Yes ❑ No 5) Does this contract fall within $50,000 and $100,000? ❑ Yes ® No 6) Is this contract over$100,000? ❑ Yes ® No (Note: Contracts requiring City Council Approval need to be signed by the Mayor and City Clerk. Make sure the appropriate signature page is attached to the contract.) 7) Were formal written proposals requested from at least three available qualified consultants? ❑ Yes ® No 8) Attach a list of consultants from whom proposals were requested (including a contact telephone number.) 9). Attach Exhibit A, which describes the proposed scope of work. 10) Attach Exhibit B, which describes the payment terms of the contract. 4-314__ Department Head Date Fiscal Servi s Manager (Purchasing) Date 3?pzci�Ea_"------ ho,b 9 Budget Manyger Approval nature Date 64� llt--.,//k-- Chief Financial Officer(or designee) Signature , Date professional service approval form-part ii 2016.doc PROFESSIONAL SERVICES FISCAL YEAR 2017/18 NON-DEPARTMENTAL Department Description Amount Professional services including claims, litigation, auditing, recruitment services, Non-Departmental appraisal, economic analysis, legal, housing compliance and other consulting and professional services. $ 458,966.00 Date Vendor Amount I Contract Value Notes FY18/19 FY 19120 FY20/21 8/8/2017 ARC $ 4,500 $ 13.500 Arbitrage Rebate Compliance Services S 4,500 $ 4,500 1011212017 Intertrend $ 15,000.00 $ 15,000.00 Exempt HBMC 3.03.08 1 012 3/2 01 7 Mgmt Partners-PD $ 52,900.00 $ 52,900.00 111812018 VTD $ 30,000.00 $ 30,000.00 procedures manual 4th of july Total Value $ 102,400.00 Balance $ 356,566.00 • ��•� VAVRTRI-01 AJ922628 /"AA YCOAp® DATE(M WDD/YYYY) 16. CERTIFICATE OF LIABILITY INSURANCE 01/08/2018 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 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(s). PRODUCER License#OE77964 NRMEACT Suzanne POsada Integro USA Inc.,dba:Integro Insurance Brokers PHHO,"N FA ,EXt):1 (949)419-1644 jvc,Noll (949)419-1674 3620 Birch Street Newport Beach,CA 92660 ADDRIESS,suzanne.posada@integrogroup.com INSURERS AFFORDING COVERAGE NAIC# INSURERA:Federal Insurance Company 20281 INSURED INSURER B:Navigators Insurance Company 42307 Vavrinek,Trine,Day and Company,LLP INSURER C: 10681 Foothill Blvd.,Suite#300 INSURER D: Rancho Cucamonga,CA 91730 INSURER E INSURER F: COVERAGES CERTIFICATE NUMBER: REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES,LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR TYPE OF INSURANCE ADDL SUBR POLICY NUMBER POLICY EFF POLICY EXP LIMITS LTR M MM/DD/YYYY A X COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE $ 1,000,000 CLAIMS-MADE OCCUR 36029324WCE 05/13/2017 05/13/2018 DAMAGE TO RENTED 15000,000 PREMISES Ea occurrence $ MED EXP(Any oneperson) $ 10,000 PERSONAL&ADV INJURY $ 15000,000 GEN'L AGGREGATE LIMIT APPLIES PER: GENERAL AGGREGATE $ 2,000,000 X POLICY PRO- ❑ LOC PRODUCTS-COMP/OPAGG $ 2,000,000 JECT OTHER: $ A AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT 150005000 Ea accident $ ANY AUTO 73593893 05/13/2017 05/13/2018 BODILY INJURY Perperson) $ OWNED SCHEDULED AUTOS ONLY AUTOS BODILY INJURY Per accident $ X AUTOS ONLY X AUUTOS ONLY PerOaccident AMAGE $ A X UMBRELLA LIAB X OCCUR EACH OCCURRENCE $ 10,000,000 EXCESS LIAB CLAIMS-MADE 79887380 05/13/2017 05/13/2018 AGGREGATE $ 10,0005000 DED X RETENTION$ 0 $ WORKERS COMPENSATION PER OTH- AND EMPLOYERS'LIABILITY Y/N STATUTE ER ANY PROPRIETOR/PARTNER/EXECUTIVE ❑ E.L.EACH ACCIDENT $ OFFICER/MEMBER EXCLUDED? N/A (Mandatory in NH) E.L.DISEASE-EA EMPLOYEE $ If yes,describe under DESCRIPTION OF OPERATIONS below E.L.DISEASE-POLICY LIMIT $ B E&O Liability CH18APLOBFDPVNC 01/01/2018 01/01/2019 Each Occurrence/Agg. 5,0005000 B E&O Liability CH18APLOBFDPVNC 01/01/2018 01/01/2019 Retention-Each Claim 1005000 DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES (ACORD 101,Additional Remarks Schedule,may be attached if more space is required) Errors&Omissions Liability-Claims Made-Full Prior Acts Excess 1st Layer E&O Liability: Insurance Carrier:Aspen Specialty Insurance Co. Policy No.:LXA9ALH18 Policy Period:01/01/18 to 01/01/19 Limit:$5,000,000 Each Occurrence/Aggregate SEE ATTACHED ACORD 101 CERTIFICATE HOLDER CANCELLATION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, City of Huntington Beach ACCORDANCE WITH THE POLICY PROVIS ONSCE WILL BE DELIVERED IN 2000 Main Street Huntington Beach,CA 92648 AUTHORIZED REPRESENTATIVE ACORD 25(2016/03) ©1988-2015 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD AGENCY CUSTOMER ID:VAVRTRI-01 AJ922628 LOC M 1 A 0 ADDITIONAL REMARKS SCHEDULE Page 1 of 1 AGENCY License#OE77964 NAMED INSURED Iratero USA Inc. dba: Irate ro Insurance Brokers Vavrinek,Trine Day and Comppany,LLP 9 9 10681 Foothill�Ivd.,Suite MO POLICY NUMBER Rancho Cucamonga,CA 91730 EE PAGE 1 CARRIER NAIC CODE EE PAGE 1 SEE P 1 EFFECTIVE DATE:SEE PAGE 1 ADDITIONAL REMARKS THIS ADDITIONAL REMARKS FORM IS A SCHEDULE TO ACORD FORM, FORM NUMBER: ACORD 25 FORM TITLE: Certificate of Liability Insurance Description of Operations/Locations/Vehicles: RE:Auditing Services and Operations of the Named Insured,as provided by these specific policies of insurance only,as per written contract with the named insured. ACORD 101 (2008/01) ©2008 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD