HomeMy WebLinkAboutRaphael J. Sonenshein, Ph.D. - 2021-12-01 PROFESSIONAL SERVICES CONTRACT BETWEEN
THE CITY Of- HUNTINGTON BEACH AND
RAPHAEL J. SONENSHE-IN, Ph.D.
FOR
CITY CHARTER REVISION CONSULTANT 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 RAPHAEL J. SONENSHEIN. Ph.D., hereinafter referred to as
"CONSULTANT."
WHEREAS, CITY desires to engage the services of a consultant to provide City
Charter Revision Consultant Services; and
Pursuant to documentation on file in the office of the City Clerk, the provisions of
the Huntington Beach Municipal Code, Chapter 3.03, relating to procurement of
professional service contracts have been complied with; and
CONSULTANT has been selected to perform these services,
NOW, THEREFORE, it is agreed by CITY and CONSULTANT as follows:
1- SCOPE OF SERVICES
CONSULTANT shall provide all services as described in Exhibit "A,"
which is attached hereto and incorporated into this Agreement by this reference. These
services shall sometimes hereinafter be referred to as the "PROJECT."
CONSULTANT hereby designates Raphael J. Sonenshein. Ph.D. who shall
represent it and be its sole contact and agent in all consultations with CITY during the
performance of this Agreement.
ai-wrosminn 1 of 13
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 /o2/O/, 20021 (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 one (1) year 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 Fifty Thousand Dollars ($50,000).
5. EXTRA WORK
In the event CITY requires additional services not included in Exhibit "A"
or changes in the scope of services described in Exhibit "A," CONSULTANT will
undertake such work only alter 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
PROJECT completion, whichever shall occur first. These materials may be used by CITY
as it sees fit.
S. HOLD HARMLESS
A. 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
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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.
B. To the extent that CONSULTANT performs "Design Professional
Services" within the meaning of Civil Code Section 2782.8, then the following Hold
Harmless provision applies in place of subsection A above:
`CONSULTANT hereby agrees to protect. defend, indemnify and hold
harmless CITY and its officers, elected or appointed officials, employees, agents and
volunteers, from and against any and all claims, damages, losses, expenses, demands and
defense costs (including, without limitation, costs and fees of litigation of every nature or
liability of any kind or nature) to the extent that the claims against CONSULTANT arise
out of. pertain to, or relate to the negligence, recklessness, or willful misconduct of
CONSULTANT. In no event shall the cost to defend charged to CONSULTANT exceed
CONSULTANT's proportionate percentage of fault. However, notwithstanding the
previous sentence, in the event one or more other defendants to the claims and/or litigation
is unable to pay its share of defense costs due to bankruptcy or dissolution of the business,
CONSULTANT shall meet and confer with CITY and other defendants regarding unpaid
defense costs. The duty to indemnify. including the duty and the cost to defend, is limited
as provided in California Civil Code Section 2782.8.
C. Regardless of whether subparagraph A or I3 applies. CITY shall be
reimbursed by CONSULTANT for all costs and attorney's fees incurred by CITY in
enforcing this obligation. This indemnity shall apply to all claims and liability regardless
of whether any insurance policies are applicable. The policy limits do not act as a
limitation upon the amount of indemnification to be provided by CONSULTANT.
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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 CONSUL,TANT's professional liability in an amount not less than One
tMillion 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 even 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
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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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It. 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 OP AGREEMENT
All work required hereunder shall be performed in a good and workmanlike
manner. CITY may terminate CONSULTANI-'s services hereunder at any time with or
without cause. and whether or not the PROJECT is fully complete. Any termination of this
Agreement by CITY shall be made in writing, notice of' which shall be delivered to
CONSULTANT as provided herein. In the event of termination, all finished and
unfinished documents, exhibits, report, and evidence shall, at the option of CITY, become
its property and shall be promptly delivered to it by CONSULTANT.
13. ASSIGNMENT AND DELEGATION
This Agreement is a personal service contract and the work hereunder shall
not be assigned, delegated or subcontracted by CONSULTANT to any other person or
entity without the prior express written consent of-CITY. If an assignment, delegation or
subcontract is approved, all approved assignees, delegates and subconsultants must satisfy
the insurance requirements as set forth in Sections 9 and 10 hereinabove.
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14. COPYRIGHTS/PATENTS
CITY shall own all rights to any patent or copyright on any work. item or
material produced as a result of this Agreement.
15. CITY EMPLOYEES AND OFFICIALS
CONSULTANT shall employ no CITY official nor any regular CITY
employee in the work performed pursuant to this Agreement. No officer or employee of
CITY shall have any financial interest in this Agreement in violation of the applicable
provisions ofthe 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 I
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 I-luntington Beach Raphael J. Sonenshein, Ph.D.
ATTN: City Manager
2000 Main Street
Huntington Beach, CA 92648
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17. CONSENT
When CITY's consent/approval is required tinder 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 1-IEADINGS
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
21-10708e71937 9 of 13
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'thisAgreement
which is herebv 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 Ior 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 Cary 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.
21-10708271937 10 of 13
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
"1-he 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,
21-i0708271937 11 of 13
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.
21-1070M 71937 12 of 13
CONSULTANT, CITY OF HUNTINGTON BEACH,
RAPHAEL. J. SONENSHEIN, Ph.D. a municipal corporation of the State of
California
By:
City Manager
print name INITIATED AND APPROVED:
ITS: (circle one)Chainnat✓PresidentNice President
AND
City Manager
By: APPROVED AS TO FORM:
print name
ITS: (circle one)Secretary/Chief Financial Officer/Asst. CI Attom y
Secretary—Treasurer
Date
RECEIVE AND FILE:
City Clerk
Date
COUNTERPART
21.10705271937 13 of 13
CONSUI;l'ANI', CITY OF I1UNTINGTON BEACH,
RAPHAEL. J. SONENSHEIN, Ph.D. a municipal corporation of the State of
Ca , ilia
By:
f_ Sew ns( � ^ City Manager
print nann: h I II D D ROVED:
ITS: (circle ww)Chairntm/I'm akeniNice Presidcni
AND
City Manager
By: APPROVED AS TO FORM:
prim name
ITS: (circle are)Secretary/ChicFhnmuial O iccr/Assl. City Attorney
Secretary-Trca-surcr
Date
RECEIVE AND FILI
�&77444�
City Clerk ,J
Date
COUNTERPART
21-107081271917 13 ol' 13
EXHIBIT "A"
A. STATEMENT OP WORK: (Narrative of work to be performed)
I. Provide to the Charter Review Committee a presentation about the City's Charter, its
purpose, history, structure, and revision process. Explain the role of the Committee
and its purpose, as defined by Section 804 of the Charter and by City Council on
September 7. 2021.
2. Propose a structure and workplan to help the Charter Revision Committee
systematically review the Charter, so that the Committee may be able to identify any
issues and recommend revisions as solutions. The structure must be thorough and
organized and must help the Committee finalize and begin presenting their revisions
for City Council consideration by no later than April 5, 2021. The workplan is subject
to approval by City staff and the Committee.
3. Assist the Committee's Chair and Vice Chair implement the workplan, provide
guidance when needed, and move Committee meetings forward.
4. Consultant must attend all meetings held by the Committee and work with staff and
Committee members to develop meeting agendas, materials and documents in
advance. Anticipate approximately 1-2 meetings per month from November 2021
through July 2022, and additional meetings if needed.
>. Consultant must attend all City Council meetings when Charter Revision Committee
matters are agendized and discussed.
6. Consultant must help the Committee compile their final report and recommendations,
which will be presented to the City Council.
7. If required, assist the City Attorney's Office to draft or verify ballot measure language
for proposed Charter revisions that are approved by the City Council.
S. Work with City staff to uphold all Brown Act requirements and Robert's Rules of
Orders during Committee meetings.
B. CONSULTANT'S DUTIES AND RESPONSIBILffIES:
Same as above
EXHIBIT A
C. CITY'S DUTIES AND RESPONSIBILITIES:
City staff will be assigned to support both the Consultant and the Committee throughout the
Charter review process. Staff will help organize and facilitate meetings and provide other
administrative support as needed.
D. WORK PROGRAN9/PROJECT SCHEDULE:
The scope of work above is anticipated to be completed within 12 months.
EXHIBIT A
EXHIBIT "B"
Payment Schedule (Fixed Fee Payment)
I. CONSULTANT shall be entitled to monthly progress payments toward the fixed fee
set forth herein in accordance with the following progress and payment schedules.
Phase 1: Items 1-2 in Exhibit A, Section 1 $13,000
Statement of Work
Phase 2: Items 3-6 in Exhibit A, Section 1 $13,000
Statement of Work
Phase 3: Items 7-8 in Exhibit A, Section 1 $13,000
Statement of Work
Total $39,000
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 identity 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;
13) 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
I- For all payments include an estimate of the percentage of work completed.
Upon submission of any such invoice, if CITY is satisfied that CONSULTANT is making
satisfactory progress toward completion of tasks in accordance with this Agreement, CITY shall
approve the invoice, in which event payment shall be made within thirty (30) days of receipt of the
invoice by CITY. Such approval shall not be unreasonably withheld. If CITY does not approve an
invoice, CITY shall notify CONSULTANT in writing of the reasons for non-approval and the
schedule of performance set forth in Exhibit "A" may at the option of CITY be suspended until the
parties agree that past performance by CONSULTANT is in, or has been brought into compliance, or
until this Agreement has expired or is terminated as provided herein.
4. Anv 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 hour]\, 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.
PROFESSIONAL. SERVICES CONTRACT BETWEEN
THE CITY OF HUNTINGTON BEACH AND
FOR
Table of Contents
IScope of Services.....................................................................................................I
2 Cite Staff Assistance................................................................................................2
3 Term: Time of'Performance.....................................................................................2
4 Compensation ..........................................................................................................2
5 Extra Work...............................................................................................................2
6 Method of Payment...................................................................................................
7 Disposition of Plans, Estimates and Other Documents ...........................................3
8 Hold Harmless ..........................................................................................................
9 Professional Liability Insurance.............................................................................4
10 Certificate of Insurance............................................................................................5
11 Independent Contractor.............................................._............................................6
12 Termination of Agreement.......................................................................................6
13 Assignment and Delegation......................................................................................6
14 Copyrights/Patents...................................................................................................7
15 City Employees and Officials ..................................................................................7
16 Notices.........................................................................................7
17 Consent ....................................................................................................................8
18 Modification.............................................................................................................8
19 Section Headings .....................................................................................................8
20 Interpretation of this Agreement...........................................................I..................8
21 Duplicate Original....................................................................................................9
22 Immigration...............................................................................................................9
23 Legal Services Subcontracting Prohibited................................................................9
24 Attornev's Fees..........................................................................................................10
25 Survival.....................................................................................................................10
26 Governing Law .........................................................................................................10
27 Signatories.................................................................................................................10
28 EntirctN ......................................................................................................................10
29 Effective Date.................................................................................I I
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APPROVED AS TO FORM
By:
MICHA�GA
CITY ATTORNEY
CITY OF HUNTINGTON BEACH
CERTIFICATE HOLDER CANCELLATION
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V.H s.wn BEFORE IHE EXPIRATION DATE 1HEREOP,III MI DE HIn1VI'RED W
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AwHon"D RERRc6EMArNE
01988-2015 ACORD CORPORATION. All rights res.rvod.
ACORD 26(2016W0) The ACORD name and logo are registered marks of ACORD
ACORDs%o,rded M rams ROSS,sw.w,FannaRoss mm;(c)trmraossha PWI.h111g 800-208-1927
City of Huntington Beach
Prospective Bidders for Project City Charter Revision Consultant (2021-1015)
Issued on 10/08/2021
Bid Due on October 15, 2021 4:00 PM (PST)
Exported on 12/20/2021
Aleshire &Wynder, LLP
Aleshire & Wynder, LLP
Andy Belknap/ Management Partners
CBR, Inc.
Center for Strategy Realization
Clearsight Global Solutions, LLC
Compliance One Consulting,LLC
Deltek
Dr.James Ingram
Economic & Planning Systems, Inc. (EPS)
EY
fgd
IMS
Municipal Auditing Services LLC
National Civic League
Onset Technologies LLC
Prime Vendor Inc.
raphesonenshein@gmail.com
SevenOutsource
Sotomayor&Associates, LLP
Steer
Tetra Tech
The Education Partners