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Matrix Consulting Group, LTD - 2022-08-16 (3)
AMENDMENT NO. 1 TO AGREEMENT BETWEEN THE CITY OF HUNTINGTON BEACH AND MATRIX CONSULTING GROUP, LTD FOR SERVICES RELATED TO PREPARING GROUND EMERGENCY MEDICAL TRANSPORT(GEMT) COST REPORTS FOR THE CITY OF HUNTINGTON BEACH THIS AMENDMENT is made and entered into by and between the CITY OF HUNTINGTON BEACH, a California municipal corporation,hereinafter referred to as "City,"and Matrix Consulting, Group, LTD, a C Corporation,hereinafter referred to as "Consultant." WHEREAS, City and Consultant are parties to that certain agreement, dated August 16,2022, entitled"Professional Services Contract Between the City of Huntington Beach and Matrix Consulting Group, LTD for services related to preparing Ground Emergency Medical Transport(GEMT) cost reports for the City of Huntington Beach"which agreement shall hereinafter be referred to as the "Original Agreement"; and City and Consultant wish to amend the Original Agreement to increase the amount of compensation to be paid to Consultant, NOW, THEREFORE, it is agreed by City and Consultant as follows: 1. ADDITIONAL COMPENSATION In consideration of the services to be performed under the Original Agreement, City agrees to pay Consultant at the rates specified in Exhibit B which is attached hereto and incorporated by reference into this Agreement. City further agrees to pay Consultant an additional sum not to exceed Five Thousand Dollars ($5,000.00). The additional sum shall be added to the original sum of Twenty Thousand Dollars 23-12891/309857 1 ($20,000.00), for a new contract amount not to exceed Twenty Five Thousand Dollars ($25,000.00). 2. REAFFIRMATION Except as specifically modified herein,all other terms and conditions for the Original Agreement shall remain in full force and effect. IN WITNESS WHEREOF,the parties hereto have caused this Agreement to be executed by and through their authorized officers on <. ju j lerki ,2023, MATRIX CONSULTING GROUP, LTD. CITY OF HUNTINGTON BEACH,a municipal corporation of the State of California By: print name ITS: (circle one)Chainnan/''resident/ ice President Mayor �y AND ` 7. 4 i J City Clerk Go/&/. By: _ Co A-v,e INITIATED AND APPROVED: print name ITS:(circle one) ) hief Financial Officer/Asst.Secretary-Treasurer Fire Chief APPROVED T ity ttomey '04 v 23-12891/309857 2 matrix consulting group May 9, 2023 Bonnie To, Principal Administrative Analyst Huntington Beach Fire Department 2000 Main Street Huntington Beach, CA 92648 Dear Ms. To: The Matrix Consulting Group has worked with the City of Huntington Beach to prepare and submit the Ground Emergency Medical Transport (GEMT) Reimbursement Cost Report for FY19-22. The GEMT Cost Report is an annual cost report that must be completed and submitted by each Fire Department or agency that conducts emergency transports. The purpose of these reports is to quantify the number of transports, and based on the average cost per transport, a reimbursement amount is generated from the California Department of Health Care Services. The City is interested in contracting again with Matrix Consulting Group to prepare its partial Fiscal Year 2022-2023 GEMT Cost Report. The project team will work with City staff to collect updated data for Fiscal Year 22-23 and prepare the cost report for submission. The GEMT Cost Report is due by May 31,2023. The City is hoping to receive an extension until June 30. The project team will work with City staff to develop a draft report for submission as needed. The Matrix Consulting Group can prepare the Partial FY22-23 GEMT Cost Report for a fixed cost fee of$5,000. The Matrix Consulting Group would enjoy the opportunity to continue to work with the City of Huntington Beach. Please feel free to reach out to me at 650-858-0507 or via email at cramos@matrixcg.net . Cou.rtvt.tu R.a t4a,os Matrix Consulting Group Vice President 18012 Cowan, Suite 200 Irvine, CA 92614 650.858.0507 SF Bay Area(Headquarters), Boston,Charlotte, Dallas, Irvine, Portland,St. Louis V Client#:1635640 MATRICON2 AI�r DATE(MMiDD/YYY` �r F QRD,� CERTIFICATE OF LIABILITY INSURANCE 8/01/2022 ' THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER. IMPORTANT:If the certificate holder is an ADDITIONAL INSURED,the policy(les)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer any rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Christine Torrance NAME: USI Insurance Services, LLC (A PHO/C,NNEo,Ext):602 666-4830 FAX (A/C,No): 610 537-2283 2375 E.Camelback Road,Suite 250 at MRless: christine.torrance@usi.com Phoenix,AZ 85016 INSURER(S)AFFORDING COVERAGE NAIC/l 877 468-6516 INSURER A:Sentinel Insurance Company Ltd. 11000 INSURED INSURER B:Hartford-WC Multiple Issuing Cos 00914 Matrix Consulting Group,Ltd Twin CityFire Insurance Company 29459 INSURER C: p y 1650 S Amphiett Blvd, Ste 213 INSURER D: San Mateo,CA 94402-1234 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 ADDL SUER POLICY EFF POLICY EXP LTR TYPE OF INSURANCE INSR WV() POLICY NUMBER (MMIDD/YYYYJJMMIOD/YYYYL LIMITS A X COMMERCIAL GENERAL LIABILITY 59SBAR00849 08/08/2022 08/08/2023 EACHOCCURRENCE s2,000,000 DAMAGE TO ELATED _ J CLAIMS-MADE X OCCUR PREMISES I a occurrence) $1,000,000 APPROVED AS TO FORM MED EXP(Any one person) $10,000 PERSONAL 8 ADV INJURY $2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: By: — GENERAL AGGREGATE $4,000,000 POLICY r�PRO- AEI. LOC A RNE PRODUCTS-COMP/OP AGO $4,000,000 ITY ATTORner OTHER: CB/OF HUNTINGTON BEACH $ COMBINED SINGLE LIMIT A AUTOMOBILE LIABILITY 59SBAR00849 08/08/2022 08/08/2023(Ea accident $2 r000,000 ANY AUTO \I BODILY INJURY(Per person) $ OWNED SCHEDULED BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS X AUTOS ONLY X AUT S ONLY (Per acEcident)DAMAGE $ $ A X UMBRELLA LIAB X OCCUR 59SBAR00849 08/08/2022 08/08/2023 EACH OCCURRENCE $3,000,000 EXCESS LIAB CLAIMS-MADE AGGREGATE $3,000,000 DED X RETENTION$1 0,000 _. S B WORKERS COMPENSATION 59WECAB6SO4 08/08/2022 08/08/20231 X PER IERH AND EMPLOYERS'LIABILITY STdTItTF ANY PROPRIETORIPARTNER/EXECUTIVE YIN E.L.EACH ACCIDENT $1,000,000 OFFICER/MEMBER EXCLUDED? y N/A (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $1,000,000 It yes,describe under DESCRIPTION OF OPERATIONS below EL DISEASE-POLICY LIMIT $1,000,000 C Professional Liab 59PG0297372 08/08/2022 08/08/2023 $2,000,0001$3,000,000 $10,000 ded/each claim DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached if more space is required) The General Liability policy include an automatic Additional Insured endorsement that provides Additional Insured status to The City of Huntington Beach,its officers,elected or appointed officials,employees, agents and volunteers,only when there is a written contract or written agreement between the named insured (See Attached Descriptions) CERTIFICATE HOLDER CANCELLATION Cityof Huntington Beach SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE g THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 2000 Main Street ACCORDANCE WITH THE POLICY PROVISIONS. Huntington Beach, CA 92648 AUTHORIZED REPRESENTATIVE 068-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016/03) 1 of 2 The ACORD name and logo are registered marks of ACORD #S36900677/M36888329 DGSZP DESCRIPTIONS (Continued from Page 1) and the certificate holder and with regard to work performed on behalf of the named insured.The General Liability policy provide a Blanket Waiver of Subrogation in favor of the same,when required by written contract. SAGITTA 25.3(2016l03) 2 of 2 #S36900677/M36888329 2000 Main Street, Huntington Beach,CA h 92648 City of Huntington Beach File #: 22-627 MEETING DATE: 9/6/2022 REQUEST FOR CITY COUNCIL ACTION SUBMITTED TO: Honorable Mayor and City Council Members SUBMITTED BY: Robin Estanislau, CIVIC, City Clerk PREPARED BY: Robin Estanislau, CIVIC, City Clerk Subject: Receive and file the City Clerk's quarterly listing of professional services contracts filed in the City Clerk's Office between January 1, 2022 and June 30, 2022 Statement of Issue: On a quarterly basis, the City Clerk provides a list of professional services contracts that are entered into by City Departments and consultant firms, pursuant to the Huntington Beach Municipal Code. These contracts have been transmitted to the City Clerk for official filing for the public record, and funds are included in the City budget. Financial Impact: Not applicable Recommended Action: A) Receive and file the "List of Professional Services Contracts Approved by Department Heads and Submitted to the Office of the City Clerk during the period of January 1, 2022 and March 31 , 2022;" and, B) Receive and file the "List of Professional Services Contracts Approved by Department Heads and Submitted to the Office of the City Clerk during the period of April 1, 2022 and June 30, 2022." Alternative Action(s): Do not proceed, and provide alternative direction to staff Analysis: On November 19, 2001, the City Council established a policy to follow the administration of all contracts entered into between City Departments and consultant firms, pursuant to Huntington Beach Municipal Code Chapter 3.03. Administrative Regulation No. 228, effective as of August 4, 2008, prescribes the policy regarding professional service contracts to ensure public review of new contracts through identification on the City Council agenda, as required by section 6.4.1 of the policy. Attachment #1 is a list of contracts entered into by City Departments and received in the City Clerk's City of Huntington Beach Page 1 of 2 Printed on 8/31/2022 poweredEo Legistar— File #: 22-627 MEETING DATE: 9/6/2022 Office for the first quarter of 2022. Attachment#2 is a list of contracts entered into by City Departments and received in the City Clerk's Office for the second quarter of 2022 Environmental Status: Not applicable Strategic Plan Goal: Non Applicable -Administrative Item Attachment(s): 1. "List of Professional Services Contracts Approved by Department Heads and Submitted to the Office of the City Clerk During the Period January 1, 2022 through March 31, 2022." 2. "List of Professional Services Contracts Approved by Department Heads and Submitted to the Office of the City Clerk During the Period April 1, 2022 through June 30, 2022." City of Huntington Beach Page 2 of 2 Printed on 8/31/2022 poweredEo Legistar- Page 1 of 2 List of Professional Services Contracts Approved by Department Heads and Submitted to the Office of the City Clerk during the period of January 1,2022 and March 31,2022 AGREEMENT DEPARTMENT NAME OF CONTRACTOR AMOUNT PURPOSE EXPIRATION DATE 12/06/2021 City Manager Ralph Andersen&Associates NTE$30,000 City Manager Executive 12/06/2024 (Received on Search Services 02/23/2022 01/01/2022 Police Trauma Intervention Programs, NTE$12,000 Emotional&Practical 06/30/2022 Inc. Support Services to Victims of Traumatic Events 01/01/2022 Public Works 4H Design Group, Inc.dba Heady NTE$29,000 Preparation of Design 01/01/2025 Design Documentation for Installation of Fuel Station Canopies 01/01/2022 Public Works Bitech Construction NTE$29,000 Facility Assessment 01/01/2025 Services 01/11/2022 Public Works Bucknam Infrastructure Group, Inc. NTE$84,232 2021-2022 Pavement 01/11/2025 Management Program Update 01/21/2022 Fire Walker Engineering, Inc NTE$50,400 Project Management 01/21/2025 Services for Oil Well Abandonment 02/01/2022 Community CSG Consultants, Inc. Adding Additional Amendment#1 to 06/18/2022 Development Compensation of 06/18/2021 contract for $34,999 for a total Counter Service and Field contract NTE$99,999 Inspections of Construction Projects 02/01/2022 Community JR Parking Consultants NTE$29,900 Parking Consultant 02/1/2023 Development Services 02/15/2022 Community Sagecrest Planning and Adding Additional Amendment#1 to 03/31/2024 Development Environmental, Inc. Compensation of 03/31/2021 contract for $69,900 for a total Professional Planning contract NTE$99,900 Services *This list includes all contracts received which are public records 60 Page 2 of 2 03/01/2022 City Manager Principal Strategic Advisors NTE$60,000 Project Management and 03/01/2025 (Received on Grant Services for the City 05/11/2022) of Huntington Beach Healing Center 03/28/2022 Police Interval House Adding Additional Amendment#1 to 12/31/2023 Compensation of 01/01/2021 contract for $24,680 for a total Victims Assistance Services contract NTE$49,221 03/29/2022 Police Truth Be Told Adding Additional Amendment#2 to 07/18/2023 Compensation of 07/18/2019 contract for $10,000 for a total Polygraph Examination contract NTE$58,000; Services Term of Agreement Extended One Year 03/31/2022 Community RSG NTE$29,825 Fiscal Impact Analysis and 03/31/2023 Development Study of Annexation of the Bolsa Chica Lowland into the City of Huntington Beach *This list includes all contracts received which are public records si Page 1 of 1 List of Professional Services Contracts Approved by Department Heads and Submitted to the Office of the City Clerk during the period of April 1,2022 and June 30,2022 AGREEMENT DEPARTMENT NAME OF CONTRACTOR AMOUNT PURPOSE EXPIRATION DATE 04/05/2022 Police California Forensic NTE$90,000 On-Call Blood Withdrawal Services 04/5/2025 Phlebotomy, Inc. 04/11/2022 Community Walker Consultants NTE$99,950 Citywide Parking Analysis 04/11/2025 Development 05/03/2022 Community SZFM Design Studio, Inc. Term of the Amendment#1 to 05/07/2019 contract for 05/06/2023 Development Agreement Design Consulting and Peer Review extended for Services for Developments Proposed in one(l)year the City NTE$30,000 05/11/2022 Community&Library PBLA Engineering(Formerly Original Amendment#1 to 01/18/2022 contract for 01/18/2025 Services known as Integrated Agreement As-Needed Professional Consulting Group,Inc. [ICG]) assigned from Design/Landscape Architectural Services ICG to PBLA; NTE $1,000,000 *This list includes all contracts received which are public records 62 PROFESSIONAL SERVICES CONTRACT BETWEEN THE CITY OF HUNTINGTON BEACH AND MATRIX CONSULTING GROUP,LTD FOR SERVICES RELATED TO PREPARING GROUND EMERGENCY MEDICAL TRANSPORT (GEMT)COST REPORTS FOR THE CITY OF HUNTINGTON BEACH 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 Matrix Consulting Group, Ltd, a C Corporation hereinafter referred to as "CONSULTANT." WHEREAS,CITY desires to engage the services of a consultant to provide services related to preparing Ground Emergency Medical Transport (GEMT) cost reports for the City of Huntington Beach;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 Courtney Ramos, Vice President, who shall represent it and be its sole contact and agent in all consultations with CITY during the performance of this Agreement. 22-11699/289082 1 of 12 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 22-(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 six (6) 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 j i shall be bound by all terms and conditions as provided herein. 4. COMPENSATION I 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 s is attached hereto and incorporated by reference into this Agreement,a fee,including all costs and expenses, not to exceed Twenty Thousdand Dollars($20,000.00). 5. EXTRA WORK i 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. 22-11699/289082 2 of 12 6. METHOD OF PAYMENT CONSULTANT shall be paid pursuant to the terms of Exhibit"B." 7. DISPOSITION OF PLANS ESTIMATES AND OTHER DOCUMENTS CONSULTANT agrees that title to all materials prepared hereunder, including, without limitation, all original drawings, designs, reports, both field and office notices, calculations, computer code, language, data or programs, maps, memoranda, letters and other documents, shall belong to CITY, and CONSULTANT shall turn these materials over to CITY upon expiration or termination of this Agreement or upon PROJECT completion,whichever shall occur first. These materials may be used by CITY as it sees fit. 8. HOLD HARMLESS 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 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. 22-11699/289082 3 of 12 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 B 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. 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 22-11699t289082 4 of 12 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 waives the right to receive compensation and agrees to indemnify the CITY for any work performed prior to approval of insurance by the CITY. 22-11699I269082 5 of 12 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. 11. INDEPENDENT CONTRACTOR CONSULTANT is, and shall be, acting at all times in the performance of this Agreement as an independent contractor herein and not as an employee of CITY. CONSULTANT shall secure at its own cost and expense, and be responsible for any and all payment of all taxes, social security, state disability insurance compensation, unemployment compensation and other 22-11699/289082 6 of 12 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. 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 22-11699/289082 7 of 12 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 Matrix Consulting Group ATTN: Jane Cameron ATTN: Courtney Ramos,Vice President 2000 Main Street 1640 S.Amphlett Blvd., Suite 213 Huntington Beach,CA 92648 San Mateo,CA 94402 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. 22-11699/289082 8 of 12 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. i 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 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 22-11699/289082 9 of 12 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 i 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. 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. 22-11699/289082 10 of 12 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. 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. 22-11699289082 11 of 12 IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and through their authorized officers. CONSULTANT, CITY OF HUNTINGTON BEACH, a municipal corporation of the State of MATRIX CONSULTING GROUP,LTD California By: Fire Chief 1 L '� (Pursuant To HBMC§3.03.100) Print name ITS: (circle one)Chair Presiden ice President APPROVED AS TO FORM: AND By: City Attorney �oWe print name ate ITS: (circle on '(Sec�retar %Chief Financial Officer/Asst. Secretary-Treasurer RECEIVE AND FILE: City Clerk Date 22-11699/289082 12 of 12 EXHIBIT"A" A. STATEMENT OF WORK: (Narrative of work to be performed) Matrix Consulting Group, Ltd shall provide services related to preparing Ground Emergency Medical Transport(GEMT)cost reports for the City of Huntington Beach. Please refer to attached quote in Exhibit Al. B. CONSULTANT'S DUTIES AND RESPONSIBILITIES: See attached Exhibit Al C. CITY'S DUTIES AND RESPONSIBILITIES: City shall assign a City employee to work directly with Matrix Consulting Group Ltd. D. WORK PROGRAM/PROJECT SCHEDULE: The statement of work is to be completed by Matrix Consulting Group, Ltd for FY 2018-2019, FY 2019-2020,FY 2020-2021,and FY 2021-2022. EXHIBIT A EXhiblit Al Quote to Prepare Ground Emergency Medical Transport (GEMT) Cost Reports HUNTINGTON BEACH, CALIFORNIA matrix iw consulting group Exhlb-It Al Table of Contents Transmittal Letter i 1 Firm Profile 1 2 Project Team 3 3 Work Plan and Project Schedule 5 4 References 10 5 Project Cost 11 Exhibit 1 matrixia consulting group July 1, 2022 Bonnie To Principal Administrative Analyst Huntington Beach Fire Department 2000 Main Street Huntington Beach,CA 92648 Dear Ms.To: The Matrix Consulting Group is pleased to have this opportunity to submit a quote to prepare Ground Emergency Medical Transport (GEMT) Cost Reports for the City of Huntington Beach. This proposal will demonstrate our exceptional experience to meet the City's needs for this study and establish the value of choosing the Matrix Consulting Group.Our firm stands apart from other firms for the following reasons: • Experience In GEMT studies: Our firm and consulting team have experience developing and preparing GEMT cost reports for other jurisdictions with current and past clients including Long Beach and Downey (CA), Umatilla Fire Protection District and Pendleton (OR),and Clayton (MO). • Experience with Huntington Beach:The Matrix Consulting Group has worked with the City previously,most recently conducting an Emergency Medical Services Fee Study. • Project team qualifications: We are proposing a highly qualified team, with the proposed project manager and data analysts having worked on all of the GEMT cost reports prepared by the Firm. Should the City have any questions regarding our quote for services,or require an updated cost proposal,we would be happy to provide additional information. Richard Brady, President Matrix Consulting Group 18012 Cowan, suite 200 a Irvine, CA 92614 650.858.0507 SF Bay Area(Headquarters),Boston,Charlotte,Dallas, Irvine, Portland,St.Louis EXhiblit�l1 Quote to Prepare GEMT Cost Reports Huntington Beach,CA 1 Firm Profile This section of our proposal provides an overview of our firm's history and our experience developing GEMT cost reports. Firm History The Matrix Consulting Group specializes in providing analytical services to local governments to assist them in providing highly responsive, efficient, and effective services to their residents. Our firm's history and composition are summarized below: • We were founded in 2002 and incorporated in California. • Our headquarters are based in San Mateo, California with a Southern California office in Irvine.We have additional offices in the Dallas,Portland,St.Louis,Tampa, and Charlotte metro areas. We also have an office in Canada (in Nova Scotia). • Since our founding, we have worked with over 1,400 government agencies, conducting cost of service and management studies providing recommendations relating to operations, improvements,and cost recovery. The market and service focus of the Matrix Consulting Group has always been financial, management, staffing, and operations analysis of local government. The following outlines the core services provided by our firm: Administrative(HR,Finance,IT) Fire and EMS Community Development Fleet Management Corrections and Justice Law Enforcement Emergency Communications Parks,Recreation,and Libraries Financial Services Public Works and Utilities No other firm has a better understanding of how public organizations operate,or how to help them thrive. GEMT Cost Report Experience The Matrix Consulting Group has experience working with the California Ground Emergency Medical Transport(GEMT) program from Its inception in 2014.The following points highlight our experience in areas relevant to the City's requested scope of services: Matrix Consulting Group Page 1 Exhibit�71 Quote to Prepare GEMT Cost Reports Huntington Beach,CA • Cost Report Familiarity: Our firm has worked with a variety of jurisdictions on inputting and developing their cost reports on an annual basis, including working with all of the different iterations and versions of the cost report utilized by the California State Department of Health and Human Services. • Overhead Allocation Expertise: The state department requires that all cost components included in the cost report analysis are compliant with OMB 2 CFR Part 200 cost allocation principles and guidelines. The project team has worked with a variety of jurisdictions to develop these types of cost allocation plans and has extensive training in these principles. • GEMT Training Experience: Due to our involvement with GEMT cost reporting since its inception,the proposed project team has attended a variety of GEMT cost report training sessions and is familiar, and up to date,with changes in rules and regulations. • Successful Submission of Cost Reports: All of our clients have successfully submitted their cost reports and received reimbursements. • Auditing Support: Over the past several years, as part of the GEMT auditing process,the project team has worked with our clients to provide the State Auditor with all relevant documentation, as well as have been available for any questions or concerns regarding the GEMT cost reports. Our firm and proposed project team have extensive knowledge and experience with development and delivery of GEMT cost reports. Matrix Consulting Group Page 2 Exhibit Al Quote to Prepare GEMT Cost Reports Huntington Beach,CA 2 Project Team The project team being proposed by the Matrix Consulting Group are all full-time employees of our firm, The following chart outlines the project team,their specific roles, and reporting structure. RrgJect wersi�lat and *: ;overall projeot dpproval. Ms Ramos vitith be the �} ��v pr4trary�contactforthe t �raject,proYldlnq�xpertise , �t �`� n '�k :fn reviewing draft and�inal� �t�= �reppri `" Y \ 1 S =Is x lt7g►e ar�ri Ms3i w II be,rQsponsible fQkajtaOushhoo IngleA i.t 88W`$ilaiYySlSstl } `='' Da a The Matrix Consulting Group uses a core project team to conduct cost of services studies. The following table provides a summary of experience of our proposed project team and their roles through the course of this project: Courtney Ramos Ms.Ramos has managed and assisted with numerous cost allocation plans,user fee,management,operations,and staffing analyses for our Vice President, California and national clients. Most recently, Ms. Ramos managed Project Executive cost of service studies for the following jurisdictions: Dixon, Citrus Heights, San Mateo, Redwood City, Cupertino, Sunnyvale, Vacaville, Length of Service: Suisun,Livermore,and Winters (CA).Additionally, she has worked on 18 years all GEMT cost reports developed by the Firm. Ms. Ramos developed the Technical Models used by the Matrix Consulting Group. All of the references included have Ms. Ramos as the Project Executive/ Project Manager. Ms. Ramos is a GFOA and CSMFO member. Matrix Consulting Group Page 3 Exhibit AI Quote to Prepare GEMT Cost Reports Huntington Beach,CA Khushboo Ingle Ms.Ingle's primary tenure with the firm has been on Financial Services studies, she is also highly knowledgeable with Management Senior Manager, Consulting,specializing In policies and procedures.Most recently,Ms. Project Manager Ingle has led or assisted with studies for the following jurisdictions within California: San Mateo, Redwood City, Palo Alto, Vacaville, Sunnyvale,Downey,Orange,and Manhattan Beach.She has been the Length of Service: primary analyst on all GEMT cost reports within and outside of 10 years California. All references included have Ms. Ingle as the Lead Analyst or Project Manager. Ms. Ingle is trained in Best Management Practices for User Fee,Impact Fee,and Revenue Enhancement practices.Ms. Hussain is a CSMFO Member. Madison Dlxson A Consultant who has recently joined the firm. She is assigned to support our senior staff in all service areas with a focus on Financial Consultant, Services relating to cost of service. Most recently Ms. Dixson has Data Analyst provided support In developing GEMT cost reports for Clayton (MO), and Downey(CA). Length of Service: 1 year Prior to joining the Matrix Consulting Group,Ms. Dlxson was a Senior Machine Learning Data Associate In which she collected, analyzed, and reported on data relating to various internal projects. Matrix Consulting Group Page 4 Exhi bit Quote to Prepare GEMT Cost Reports Huntington Beach,CA 3 Work Plan and Project Schedule The following sections outline our overall project approach, project management and quality control,detailed task plan,and project schedule. 1 Project Approach Every project we work on is unique. However,it is managed according to the following essential project approach: tu These approaches have led to high rates of implementation for all our projects. 2 Project Management and Quality Control We believe very strongly in the science of our craft, especially as it relates to cost allocation and cost of service studies.As such,our firm utilizes quality control techniques which include: • Project Management: Ensuring our projects meet the needs and timelines of our clients are accomplished through the following: - The project manager and lead analyst develop general and project specific data collection plans and interview guides. - All project work activities are defined In advance and tied to each project team member,deliverables,the schedule and the budget. - Frequent client review meetings to discuss the quality and direction of the project through interim deliverables and draft documents. • Quantitative Results: These reports are traditionally audited by the State. For this reason,our firm ensures data determined quality control through the following: Matrix Consulting Group Page 5 Exhibit Al Quote to Prepare GEMT Cost Reports Huntington Beach,CA Expenditure data entered into cost models are tied to actual expenditure documents. All fixed assets, staffing, and transport information is cited and stored for reference for future audits. These project management approaches have resulted in all of our projects being delivered at a high level of quality,on time and on budget. 3 Detailed Task Plan The City of Huntington Beach is looking to prepare and submit GEMT Cost Reports for Fiscal Years 2018-2019, 2019-2020, 2020-2021, and 2021-2022. The main goal of this engagement is to prepare complete cost reports for submission to the state, with appropriate backup documentation outlining the methodology utilized to arrive at the reimbursement calculation. The following tasks outline our proposed scope of work to prepare and complete the GEMT Cost report as well as the key deliverables for the project team and City staff. Task 1 Project Kickoff and Data Collection The Matrix Consulting Group will provide the Fire Department with a list of initial data requirements for the study. This will allow our project team to review this information thoroughly in preparation for initial discussions with staff. A common list of data collection items include:This data request typically includes the following items: • FY18-19, FY19-20,FY20-21,and FY21-22 Actual Expenses for the Fire Department broken out on a"line item" basis by division,program, and activity. • FY18-19, FY19-20, FY20-21, and FY21-22 revenue reports for the Fire Department broken out by each revenue source and by year. • FY18-19, FY19-20, FY20-21, and FY21-22 List of all personnel and salaries and benefits by position in the Fire Department. • Copy of the department's current organizational structure(if different for different fiscal years,then please provide different organizational charts). • Copy of the City's most recent OMB Compliant Cost Plan. • List of fixed asset and depreciation for Fire department buildings and apparatus, Matrix Consulting Group Page 6 Exhibit A'1 Quote to Prepare GEMT Cost Reports Huntington Beach,CA broken out by type and division if possible. • FY18-19, FY19-20, FY20-21, and FY21-22 labor hours report categorized by Position title and division. • MTS vs. Non-MTS square footage for each fire station. • FY18-19, FY19-20, FY20-21, and FY21-22 data regarding number of medical transports by type of transport and revenue received broken out by quarter,as well as treat no transport(must typically be requested by billing company). • Copy of any audit findings from previous cost reports. The data points above are meant to be reflective of typical types of data requested for development of GEMT cost report. Based upon our discussion with the City's designated project team and development of the cost report,we may have additional data requests. In addition to the data collection list, the project team would also provide a detailed project schedule outlining on a week-by-week basis the key project deliverables and expectations from our team as well as the City's project team. -Deliverable- �ata + and Projec.1 Schedule EstitTvatedl •..rt I-b,hows for FirE and or Task 2 Review and Input Data into GEMT Cost Reports Once the project team starts receiving the GEMT cost report data it will begin incorporating it into the GEMT cost reports. Any additional data requests that become apparent at this point,either to clarify existing data or to allow for greater cost recovery will be requested at this point in the process. SupportMeetings Estimated City + or Matrix Consulting Group Page 7 Exhibit KI Quote to Prepare GEMT Cost Reports Huntington Beach,CA Task 3 Review of Draft GEMT Cost Reports The results of Task 2 will culminate in the development of draft GEMT Cost Reports for Fiscal Years 2018-2019,2019-2020,2020-2021,and 2021-2022. At this point,the project team will schedule a meeting to review the draft results with the Fire Department as well as key Finance department staff.This review will entail the following: • Ensuring all financial information associated with the Fire department (direct and indirect) is accounted for on the different cost schedules. • Reviewing the allocation of any shared supervisory or equipment costs and their allocation basis. • Determining if the most advantageous indirect rate calculation methodology has been utilized. • Reviewing the transport information to ensure that all reimbursable transports have been captured accurately. • Comparing cost per transport calculated previous (FY16-17 and FY17-18) to the new reports to ensure that If there are significant variances,there are documented reasons for those variances. The review of this draft cost report will provide the City with an initial indication of their potential reimbursement and the chance to verify if there is the possibility for any increases in that reimbursement. Deliverable I e Meet-ings Virtual Meeting •e City Support Task 4 Final GEMT Cost Reports Once all costs have been verified and approved by the Fire Department,the project team will put together the Final GEMT Cost Reports. The project team will provide the final GEMT Cost Report in excel format to the City for submission to the state. Matrix Consulting Group Page 8 Exhiibit Al Quote to Prepare GEMT Cost Reports Huntington Beach,CA Additionally, at this point,the project team will provide the City with a copy of all of the data provided for the development of the report. r ` Meetings ... to -Produ -Project 4 Project Schedule These types of studies typically take approximately 8-10 weeks to complete.The City has received an extension for the deadline associated with the Fiscal Years 2018-2019,2019- 2020, 2020-2021, and 2021-2022; with Fiscal Year 2018-2019 due by October 181, 2022, and the remaining cost reports due by December 301h, 2022. The following table shows by each task,the proposed week schedule,and deliverable: Task Week Deliverable Protect Kick-off&Data Collection Weeks 1-3 Data collection list,week-by-week pro e� ct schedule Data Input Into GEMT Report _Weeks 2-6 N/A ^_Review Draft GEMT Report _Weeks 5-8^ Draft GEMT Cost Reports Final GEMT Report _ Weeks 7-10 Final GEMTs Cost Report and Data Given the City's deadlines,the project team would recommend beginning the project no later than July 151h for the Fiscal Year 2018 — 2019 cost report, and September 1 rJ1h for the remaining cost reports. This will give the City sufficient time to collect actual expenses and revenue information, as well as review the draft and final reports prior to submission. Should data be available sooner,the project team will work with City staff to complete reports as data is available. Matrix Consulting Group Page 9 Exhibit Al Quote to Prepare GEMT Cost Reports Huntington Beach,CA 4 References This section of our proposal provides references for clients for whom we have developed GEMT cost reports. Client Contact Scope of Services Downey,CA GEMT Cost Reports FYI 6,FYI 7,and FYI 8 and Current(FYI 9-FY21) Christy Hedden Administrative Assistant- Fire The Matrix Consulting Group worked with the City of Downey to (562)904-7344 prepare their annual GEMT Cost report from FY16 through FY18 and is chedden@fjgwneyca.ora currently working with the City to develop its FY19, FY20, and FY21 cost reports. The project team provides the city annually with an updated data collection list,reviews the data,inputs and develops the draft cost report, and provides an analysis of comparison between current and prior year cost reports. Upon review and approval of the cost report,the project team provides a finalized cost report to the City. During the audit of the cost report,the project team supports the City and the auditor with any additional information or data needed as necessary. Long Beach,CA GEMT Cost Reports FYI1,FYI2,FYI3,FYI4,FYI5,and FYI David Honey Manager-Fire Administration The Matrix Consulting Group worked with the City of Long Beach at the (562)570-2517 inception of the GEMT program to develop and prepare its cost David honeyf@longbeach.gov reports.The project team utilized the City's indirect cost plan,as well as the City's Fire departmental overhead plan to determine the true cost associated with transport costs. The project team developed a cost report schedule guide to assist with future years of data input and cost report development as well as for audit support.Upon completion of the analysis,the project team provided support to the City in relation to the audit that was conducted by the State. Clayton,MO GEMT Cost Reports FYI 9,FY20,and FY21 Kathy Brooks-Maness Administrative Specialist Ill The Matrix Consulting Group has worked with the City of Clayton to (314)290-8485 prepare their annual GEMT Cost report for the last three years. The kbrooks{g�la onmo.gov project team provides the city annually with an updated data collection list, reviews the data, Inputs and develops the draft cost report, and provides an analysis of comparison between current and prior year cost reports. Upon review and approval of the cost report,the project team provides a finalized cost report to the City. Matrix Consulting Group Page 10 EXhIblt A►9 Quote to Prepare GEMT Cost Reports Huntington Beach,CA 5 Project Cost The following chart provides a breakdown of hours by team member and costs for each task area to develop a single GEMT Cost Report. i Project Manager Analyst Total Cost Project Kick-Off and Data Collection 2 2 $700 Data Input into GEMT Report 2 8 $1,600 Review Draft GEMT Report 4 6 $1,700 Final GEMT Report 2 4 $1,000 Total Hours 10 20 Hourly Rate $200 $150 Total Professional Fees $2,000 $3,000 $5,000 Total Project Cost $5,000 The Matrix Consulting Group is proposing to develop each GEMT Cost Report for a fixed price of $5,000, for a total quote of $20,000. The following table outlines the price for each GEMT Cost Report being requested. GEMT Cost Report Fiscal Year Fixed Price Fiscal Year 2018—2019 $5,000 Fiscal Year 2019—2020 $5,000 Fiscal Year 2020—2021 $5,000 Fiscal Year 2021 — 2022 $5,000 Total Price $20,000 Our typical approach to billing for GEMT Cost Reports is to invoice for work upon the City's acceptance of the final cost report. Therefore, the City would be invoiced after completion and acceptance of each report. Matrix Consulting Group Page 11 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: Project Manager Analyst Total Cost Project Kick-Off and Data Collection 2 2 $700 Data nput into GEMT Report 2 8 $1 600 Review Draft GEMT Report 4 6 $1 700 Final GEMT Report 2 4 $1 000 Total Hours 10 20 Hourly Rate $200 $150 Total Professional Fees $2,000 $3,000 $5,000 Total Project Cost $5,000 The Matrix Consulting Group is proposing to develop each GEMT Cost Report for a fixed price of $5,000, for a total quote of $20,000. The following table outlines the price for each GEMT Cost Report being requested. GEMT Cost Report Fiscal Year Fixed Price Fiscal Year 2018-2019 $5 000 Fiscal Year 2019-2020 $5 000 Fiscal Year 2020-2021 $5 000 Fiscal Year 2021 -2022 $5 000 Total Price $20,000 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. 1 Exhibit B 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. 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. 2 Exhibit B Client#: 1635640 MATRICON2 ACORD,,., CERTIFICATE OF LIABILITY INSURANCE rDATE(MMIDDJYYYY) 8/0112022 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER.THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND,EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW.THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S),AUTHORIZED REPRESENTATIVE OR PRODUCER,AND THE CERTIFICATE HOLDER, IMPORTANT:If the certificate holder is an ADDITIONAL INSURED,the policy(les)must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED,subject to the terms and conditions of the policy,certain policies may require an endorsement.A statement on this certificate does not confer any rights to the certificate holder in lieu of such endorsement(s). PRODUCER CONTACT Christine Torrance NAME: USI Insurance Services, LLC PHONE 602 666-4830 A 610 537-2283 AIC No Ext: AIC No); 2375 E.Camelback Road, Suite 250 A DRtESS, christine.torrance@usi.com Phoenix,AZ 85016 INSURERS)AFFORDING COVERAGE NAIC# 877 468-6516 INSURER A:Sentinel Insurance Company Ltd. 11000 INSURED INSURER B:Hartford-WC Multiple Issuing COS 00914 Matrix Consulting Group, Ltd Twin City Fire Insurance Company 29459 INSURER C: Y P Y 1650 S Amphlett Blvd,Ste 213 INSURER D San Mateo, CA 94402-1234 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 CONTRACTOR 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 ADD SUB POLICY EFF POLICY EX PP LIMITS LTR INSR Wvo POLICY NUMBER MMIDDIYYYY MMIDDIYYYY A X COMMERCIAL GENERAL LIABILITY 59SBAR00849 8/08/2022 08/0812022 EACH OCCURRENCE s2 OOO OOO CLAIMS-MADE �OCCUR PREMISES Ea o¢u£r enoe $1 1 000 1 000 APPROVED AS TO FORM MED EXP Any oneperson) $10 000 PERSONAL&ADV INJURY s2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: By: GENERAL AGGREGATE s4 000,000 JPRO-ECT r�AE�F_6G ( - PRODUCTS-COMP/OPAGG s4,000,000 POLICY[X JECT ❑Loc IEY OTHER. OF HUNTINGT N BEACH $ A AUTOMOBILE LIABILITY 59SBAR00849 8108/2022 08/08/202 F,0 dcDISINGLEUMIr $21000,000 ANY AUTO \ BODILY INJURY(Per person) $ OWNED SCHEDULED l BODILY INJURY(Per accident) $ AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $ X AUTOS ONLY X AUTOS ONLY Per accident S A X UMBRELLA LIAB i X OCCUR 59SBAR00849 OB/0812022 08/0812023 EACH OCCURRENCE s3,000,000 EXCESS LIAB CLAIMS-MADE AGGREGATE s3,000,000 DED I X RETENTION$10 000 $ B WORKERS COMPENSATION 59WECAB6SO4 8/08/2022 08/081202 X PERTLITE oTH- AND EMPLOYERS'LIABILITY ANY PROPRIETOR/PARTNERIEXECUTIVE -I N E.L.EACH ACCIDENT $1 OOO OOO OFFICERIMEMBER EXCLUDED? N I A (Mandatory In NH) E.L.DISEASE-EA EMPLOYEE $1 00O 000 If yes,describe under E.L.DISEASE-POLICY LIMIT $1,000,000 DESCRIPTION OF OPERATIONS below C Professional Llab 59PGO297372 8/0812022 0810812022 $2,000,000/$3,000,000 $10,000 ded/each claim DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES(ACORD 101,Additional Remarks Schedule,may be attached If more space Is required) The General Liability policy include an automatic Additional Insured endorsement that provides Additional Insured status to The City of Huntington Beach, Its officers,elected or appointed officials,employees, agents and volunteers,only when there is a written contract or written agreement between the named insured (See Attached Descriptions) CERTIFICATE HOLDER CANCELLATION of Huntington Beach SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE City g THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 2000 Main Street ACCORDANCE WITH THE POLICY PROVISIONS. Huntington Beach, CA 92648 AUTHORIZED REPRESENTATIVE © 8-2015 ACORD CORPORATION.All rights reserved. ACORD 25(2016/03) 1 of 2 The ACORD name and logo are registered marks of ACORD #S369006771M36888329 DGSZP DESCRIPTIONS (Continued from Page 1) and the certificate holder and with regard to work performed on behalf of the named insured.The General Liability policy provide a Blanket Waiver of Subrogation in favor of the same,when required by written contract. SAGITTA 25.3(2016/03) 2 of 2 #S369006771M36888329