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HomeMy WebLinkAboutHaun & Associates 2008-05-01AGREEMENT FOR PROFESSIONAL CONSULTING SERVICES This Agreement, made and entered into this day of A , 2008 ("Effective Date"), by and between CITY OF UKIAH CALIFORNIA hereinafter r4erred to as "City" and Haun and Associates a sole proprietorship organized and in good standing under the laws of the state of CA Li 2 , hereinafter referred to as "Consultant". RECITALS This Agreement is predicated on the following facts: a. City requires consulting services related to Strategic Planning. b. Consultant represents that it has the qualifications, skills, experience and properly licensed to provide these services, and is willing to provide them according to the terms of this Agreement. C. City and Consultant agree upon the Scope-of-Work and Work Schedule attached hereto as Attachment "A", describing contract provisions for the project and setting forth the completion dates for the various services to be provided pursuant to this Agreement. TERMS OF AGREEMENT 1.0 DESCRIPTION OF PROJECT 1.1 The Project is described in detail in the attached Scope-of-Work (Attachment "A"). 2.0 SCOPE OF SERVICES 2.1 As set forth in Attachment "A". 2.2. Additional Services. Additional services, if any, shall only proceed upon written agreement between City and Consultant. The written Agreement shall be in the form of an Amendment to this Agreement. 3.0 CONDUCT OF WORK 3.1 Time of Completion. Consultant shall commence performance of services as required by the Scope-of-Work upon receipt of a Notice to Proceed from City and shall complete such services within 14 months from receipt of the Notice to Proceed. Consultant shall complete the work to the City's reasonable satisfaction, even if contract disputes arise or Consultant contends it is entitled to further compensation. Design -ProfSvcsAgreement-March 19, 2008 PAGE 1 OF 8 4.0 COMPENSATION FOR SERVICES 4.1 Basis for Compensation. For the performance of the professional services of this Agreement, Consultant shall be compensated on a time and expense basis not to exceed a guaranteed maximum dollar amount of $12,610. Labor charges shall be based upon hourly billing rates for the various classifications of personnel employed by Consultant to perform the Scope of Work as set forth in the attached Attachment A, which shall include all indirect costs and expenses of every kind or nature, except direct expenses. The direct expenses and the fees to be charged for same shall be as set forth in Attachment A. Consultant shall complete the Scope of Work for the not-to- exceed guaranteed maximum, even if actual time and expenses exceed that amount. 4.2 Changes. Should changes in compensation be required because of changes to the Scope-of-Work of this Agreement, the parties shall agree in writing to any changes in compensation. "Changes to the Scope-of-Work" means different activities than those described in Attachment "A" and not additional time to complete those activities than the parties anticipated on the date they entered this Agreement. 4.3 Sub-contractor Payment. The use of sub-consultants or other services to perform a portion of the work of this Agreement shall be approved by City prior to commencement of work. The cost of sub-consultants shall be included within guaranteed not-to-exceed amount set forth in Section 4.1. 4.4 Terms of Payment. Payment to Consultant for services rendered in accordance with this contract shall be based upon submission of monthly invoices for the work satisfactorily performed prior to the date of invoice less any amount already paid to Consultant, which amounts shall be due and payable thirty (30) days after receipt by City. The invoices shall provide a description of each item of work performed, the time expended to perform each task, the fees charged for that task, and the direct expenses incurred and billed for. Invoices shall be accompanied by documentation sufficient to enable City to determine progress made and to support the expenses claimed. 5.0 ASSURANCES OF CONSULTANT 5.1 Independent Contractor. Consultant is an independent contractor and is solely responsible for its acts or omissions. Consultant (including its agents, servants, and employees) is not the City's agent, employee, or representative for any purpose. It is the express intention of the parties hereto that Consultant is an independent contractor and not an employee, joint venturer, or partner of City for any purpose whatsoever. City shall have no right to, and shall not control the manner or prescribe the method of accomplishing those services contracted to and performed by Consultant under this Agreement, and the general public and all governmental agencies regulating such activity shall be so informed. Those provisions of this Agreement that reserve ultimate authority in City have been inserted solely to achieve compliance with federal and state laws, rules, regulations, and interpretations thereof. No such provisions and no other provisions of this Agreement shall be interpreted or construed as creating or establishing the relationship of employer and employee between Consultant and City. Design - ProEwsAgreement-March 19, 2008 PAGE 2 OF 8 Consultant shall pay all estimated and actual federal and state income and self- employment taxes that are due the state and federal government and shall furnish and pay worker's compensation insurance, unemployment insurance and any other benefits required by law for himself and his employees, if any. Consultant agrees to indemnify and hold City and its officers, agents and employees harmless from and against any claims or demands by federal, state or local government agencies for any such taxes or benefits due but not paid by Consultant, including the legal costs associated with defending against any audit, claim, demand or law suit. Consultant warrants and represents that it is a properly licensed professional or professional organization with a substantial investment in its business and that it maintains its own offices and staff which it will use in performing under this Agreement. 5.2 Conflict of Interest. Consultant understands that its professional responsibility is solely to City. Consultant has no interest and will not acquire any direct or indirect interest that would conflict with its performance of the Agreement. Consultant shall not in the performance of this Agreement employ a person having such an interest. If the City Manager determines that the Consultant has a disclosure obligation under the City's local conflict of interest code, the Consultant shall file the required disclosure form with the City Clerk within 10 days of being notified of the City Manager's determination. 6.0 INDEMNIFICATION 6.1 Insurance Liability. Without limiting Consultant's obligations arising under Paragraph 6.2 Consultant shall not begin work under this Agreement until it procures and maintains for the duration of this Agreement insurance against claims for injuries to persons or damages to property, which may arise from or in connection with its performance under this Agreement. A. Minimum Scope of Insurance Coverage shall be at least as broad as: Insurance Services Office ("ISO) Commercial General Liability Coverage Form No. CG 00 01 11 85. 2. ISO Form No. CA 0001 (Ed. 1/87) covering Automobile Liability, Code 1 "any auto" or Code 8, 9 if no owned autos and endorsement CA 0025. 3. Worker's Compensation Insurance as required by the Labor Code of the State of California and Employers Liability Insurance. 4. Errors and Omissions liability insurance appropriate to the consultant's profession. Architects' and engineers' coverage is to be endorsed to include contractual liability. Design - ProfSvaAgreement-March 19, 2008 PAGE 3 OF 8 B. Minimum Limits of Insurance Consultant shall maintain limits no less than: General Liabilitv: $1,000,000 combined single limit per occurrence for bodily injury, personal injury and property damage. If Commercial General Liability Insurance or other form with a general aggregate limit is used, the general aggregate limit shall apply separately to the work performed under this Agreement, or the aggregate limit shall be twice the prescribed per occurrence limit. 2. Automobile Liabilitv: $1,000,000 combined single limit per accident for bodily injury and property damage. 3. Worker's Compensation and Employers Liabilitv: Worker's compensation limits as required by the Labor Code of the State of California and Employers Liability limits of $1,000,000 per accident. 4. Errors and Omissions liability: $1,000,000 per occurrence. C. Deductibles and Self-Insured Retentions Any deductibles or self-insured retentions must be declared to and approved by the City. At the option of the City, either the insurer shall reduce or eliminate such deductibles or self-insured retentions as respects to the City, its officers, officials, employees and volunteers; or the Consultant shall procure a bond guaranteeing payment of losses and related investigations, claim administration and defense expenses. D. Other Insurance Provisions The policies are to contain, or be endorsed to contain, the following provisions: 1. General Liability and Automobile Liability Coverages a. The City, it officers, officials, employees and volunteers are to be covered as additional insureds as respects; liability arising out of activities performed by or on behalf of the Consultant, products and completed operations of the Consultant, premises owned, occupied or used by the Consultant, or automobiles owned, hired or borrowed by the Consultant. The coverage shall contain no special limitations on the scope-of-protection afforded to the City, its officers, officials, employees or volunteers. b. The Consultant's insurance coverage shall be primary insurance as respects to the City, its officers, officials, employees and volunteers. Any insurance or self-insurance maintained by the City, its officers, officials, employees or volunteers shall be in excess of the Consultant's insurance and shall not contribute with it. Design - ProfSvcsAgreement-March 19, 2008 PAGE 4 OF 8 C. Any failure to comply with reporting provisions of the policies shall not affect coverage provided to the City, its officers, officials, employees or volunteers. d. The Consultant's insurance shall apply separately to each insured against whom claim is made or suit is brought, except with respect to the limits of the insurer's liability. 2. Worker's Compensation and Employers Liability Coverage The insurer shall agree to waive all rights of subrogation against the City, its officers, officials, employees and volunteers for losses arising from Consultant's performance of the work, pursuant to this Agreement. 3. Professional Liability Coverage If written on a claims-made basis, the retroactivity date shall be the effective date of this Agreement. The policy period shall extend from May 1 st 2008 to September 1 st 2009. 4. All Coverages Each Insurance policy required by this clause shall be endorsed to state that coverage shall not be suspended, voided, canceled by either party, reduced in coverage or in limits except after thirty (30) days prior written notice by certified mail, return receipt requested, has been given to the City. E. Acceptability of Insurers Insurance is to be placed with admitted California insurers with an A.M. Best's rating of no less than A- for financial strength, AA for long-term credit rating and AMB-1 for short-term credit rating. F. Verification of Coverage Consultant shall furnish the City with Certificates of Insurance and with original Endorsements effecting coverage required by this Agreement. The Certificates and Endorsements for each insurance policy are to be signed by a person authorized by that insurer to bind coverage on its behalf. The Certificates and Endorsements are to be on forms provided or approved by the City. Where by statute, the City's Workers' Compensation - related forms cannot be used, equivalent forms approved by the Insurance Commissioner are to be substituted. All Certificates and Endorsements are to be received and approved by the City before Consultant begins the work of this Agreement. The City reserves the right to require complete, certified copies of all required insurance policies, at any time. If Consultant fails to provide the coverages required herein, the City shall have the right, but not the obligation, to purchase any or all of them. In that event, the cost of insurance becomes part of the compensation due the contractor after notice to Consultant that city has paid the premium. Design -ProfSvcsAgreement-March 19, 2008 PAGE 5 OF 8 G. Subcontractors If Consultant uses subcontractors or sub-consultants, it shall cover them under its policies or require them to separately comply with the insurance requirements set forth in this Paragraph 6.1. 6.2 Indemnification. Notwithstanding the foregoing insurance requirements, and in addition thereto, Consultant agrees to indemnify the City for any claim, cost or liability that arises out of, or pertains to, or relates to the performance of services under this contract by Consultant, but this indemnity does not apply to liability for damages for death or bodily injury to persons, injury to property, or other loss, arising from the sole negligence, willful misconduct or defects in design by the City, or arising from the active negligence of the City. "Indemnify," as used herein includes the expenses of defending against a claim and the payment of any settlement or judgment arising out of the claim. Defense costs include all costs associated with defending the claim, including, but not limited to, the fees of attorneys, investigators, consultants, experts and expert witnesses, and litigation expenses. References in this paragraph to City or Consultant, include their officers, employees, agents, and subcontractors. 7.0 CONTRACT PROVISIONS 7.1 Ownership of Work. All documents furnished to Consultant by City and all documents or reports and supportive data prepared by Consultant under this Agreement are owned and become the property of the City upon their creation and shall be given to City immediately upon demand and at the completion of Consultant's services at no additional cost to City. Deliverables are identified in the Scope-of-Work, Attachment "A". All documents produced by Consultant shall be furnished to City in digital format and hardcopy. Consultant shall produce the digital format, using software and media approved by City. 7.2 Governing Law. Consultant shall comply with the laws and regulations of the United States, the State of California, and all local governments having jurisdiction over this Agreement. The interpretation and enforcement of this Agreement shall be governed by California law and any action arising under or in connection with this Agreement must be filed in a Court of competent jurisdiction in Mendocino County. 7.3 Entire Agreement. This Agreement plus its Attachment(s) and executed Amendments set forth the entire understanding between the parties. 7.4 Severability. If any term of this Agreement is held invalid by a court of competent jurisdiction, the remainder of this Agreement shall remain in effect. 7.5 Modification. No modification of this Agreement is valid unless made with the agreement of both parties in writing. Design -ProfSvcsAgreement-March 19, 2008 PAGE 6 OF 8 7.6 Assignment. Consultant's services are considered unique and personal. Consultant shall not assign, transfer, or sub-contract its interest or obligation under all or any portion of this Agreement without City's prior written consent. 7.7 Waiver. No waiver of a breach of any covenant, term, or condition of this Agreement shall be a waiver of any other or subsequent breach of the same or any other covenant, term or condition or a waiver of the covenant, term or condition itself. 7.8 Termination. This Agreement may only be terminated by either party: 1) for breach of the Agreement; 2) because funds are no longer available to pay Consultant for services provided under this Agreement; or 3) City has abandoned and does not wish to complete the project for which Consultant was retained. A party shall notify the other party of any alleged breach of the Agreement and of the action required to cure the breach. If the breaching party fails to cure the breach within the time specified in the notice, the contract shall be terminated as of that time. If terminated for lack of funds or abandonment of the project, the contract shall terminate on the date notice of termination is given to Consultant. City shall pay the Consultant only for services performed and expenses incurred as of the effective termination date. In such event, as a condition to payment, Consultant shall provide to City all finished or unfinished documents, data, studies, surveys, drawings, maps, models, photographs and reports prepared by the Consultant under this Agreement. Consultant shall be entitled to receive just and equitable compensation for any work satisfactorily completed hereunder, subject to off-set for any direct or consequential damages City may incur as a result of Consultant's breach of contract. 7.9 Duplicate Originals. This Agreement may be executed in duplicate originals, each bearing the original signature of the parties. When so signed, each such document shall be admissible in administrative or judicial proceedings as proof of the terms of the Agreement between the parties. 8.0 NOTICES Any notice given under this Agreement shall be in writing and deemed given when personally delivered or deposited in the mail (certified or registered) addressed to the parties as follows: CITY OF UKIAH POLICE DEPARTMENT 300 SEMINARY AVENUE UKIAH, CALIFORNIA 95482-5400 HAUN & ASSOCIATES 300 LAWS AVENUE UKIAH, CALIFORNIA 95482-5400 Design - ProBvcsAgreement-March 19, 2008 PAGE 7 OF 8 9.0 SIGNATURES IN WITNESS WHEREOF, the parties have executed this Agreement the Effective Date: CONSULTANT: HAUN & ASSOCIATES BY:, PRINT NAME: Da IRS IDN Number CITY OF UKIAH BY: I CITY MANAGER L' Bffown CITY CLERK r Date 7- Date Design -ProlSvcsAgreement-March 19, 2008 PAGE 8 OF 8 Affachment Associates Organization Development Consulting 300 Laws Ave. a Ukiah, CA 95482 o P/F: 707.468.5139 April 29, 2008 Chief Chris Dewey Ukiah Police Department 300 Seminary Ave. Ukiah, CA 95482 Dear Chris, Thank you for the opportunity to submit a proposal to work with you and your Executive Team on a Strategic Planning Process. What follows is a description of my qualifications, examples of consulting- facilitating I have performed, a proposed scope of work, and a list of references. Qualifications I am an independent consultant, facilitator and trainer with more than 16 years experience assisting organizations in strategic planning, team development and application of Total Quality Management concepts. I have a Bachelor's Degree in Business and a Master's Degree in Organization Development. I consult and facilitate using team-building and consensual decision-making models that support the development of cohesiveness among group members. During 2007, I concluded the facilitation of a strategic planning process for a Universal Preschool system in Mendocino County, co-sponsored by FIRST 5 Mendocino, the Mendocino County Office of Education, and the Mendocino County Child Care Planning Council. The 1-1/2 year process included facilitating a Steering Committee, a Strategic Planning Committee, three task forces, Child Care Planning Council meetings, various public forums and key stakeholder groups. The resulting Universal Preschool (UP) Plan included the task force recommendations vis-a-vis Workforce Development, Facilities, and Supply & Demand-related issues in Mendocino County; the recommendations of which were incorporated into the strategic goals for Mendocino County Universal Preschool (MCUP). During 2006, I facilitated the five-year strategic planning processes of three different groups: Mendocino County Animal Care and Control, the Mendocino County Homeland Security Workgroup, and the Mendocino County Child Care Planning Council. Though each of these groups is unique and the approach was tailored to each group's needs, my role was similar in that I facilitated the strategic planning process and wrote the strategic plan document. Also in 2006, I facilitated three strategic-planning retreats: a 2-day retreat with the Board of Directors of Nuestra Casa (NC); a 1-day retreat with the Mendocino County Public Health Advisory Board (MCPHAB); and a 2-day retreat with the Board of Directors of the Mendocino County Promotional Alliance (MCPA). Board member interviews and a SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats) were completed as part of the preparation for the NC and MCPA retreats, and used as the basis for reviewing the mission, developing a vision, defining values and a strategic direction. MCPHAB members used their retreat to reconnect to their strategic plan priority areas and agree on next steps. Between 1999 and 2004, I managed the planning and development-related programs for the Mendocino County Department of Public Health (MCDPH), including the Partnership for the Public's Health Initiative and Mobilizing for Action through Planning and Partnerships (MAPP), a community-wide strategic planning tool developed by the National Association of County and City Health Officials (NACCHO), the Centers for Disease Control and Prevention (CDC), et al. My overall role was to enhance partnerships between MCDPH and various key partners, e.g., the Mendocino County Public Health Advisory Board, the Mendocino County Tobacco Settlement Advisory Committee, Action Network in Gualala, Laytonville's Healthy Start, the Willits Action Group, the Mendocino Coast Community Coordinating Council (MC4) in Fort Bragg, and other community partner agencies. I managed and conducted multiple assessments as part of the MAPP process, and used this information as the basis for facilitating a countywide strategic-planning process in which 200 formal and informal leaders participated, and 13 action teams emerged. As part of this process, called the Rural Challenge Conference, I was one Re: Ukiah Police Department Strategic Planning Process Affachment April 29, 2008 N Page 2 A of two consultants (the other was Steve Zuieback) that each facilitated 100-people in the issue identification and working philosophy portion of the day, and one of five consultants that each facilitated action planning with 40-person breakout groups during the first Rural Challenge Conference. Since 1992, I have conducted numerous studies, including one on Social Sources of Tobacco for the Sonoma County Office of Education. Since 1997, I have been the program evaluator for the Mendocino County Tobacco Control Program and as such, have conducted high-level qualitative research, as well as experimental, quasi-experimental and non-experimental program evaluation designs and survey methods. In 2007, I conducted a transportation study for the California Institute of Human Services First 5 CA Special Needs Coordination & Training Project. The study focused on the transportation needs of those living in the Covelo-and Willits areas and required development of multiple survey methodologies. ,ter-pposed Scope of Work The proposed scope of work presented here includes the planning, preparation and facilitation of Strategic Planning sessions with you and your Executive Team, as well as community and staff forums designed to gather information specific to the SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats). The process and outcome goals related to this effort include the following: ® Enhancing the partnership with the community (individuals, businesses, community groups, agencies and other partners) ® Increasing the visibility of the Ukiah Police Department ® Involving staff and getting input from staff as to organizational strengths and weaknesses ® Involving the community and gathering input from the community as to concerns, needs and expectations of the Ukiah Police Department ® Creating a Five-year Strategic Plan for the department While I will propose a structure, planning will be done collaboratively with you and your Executive Team on a per-phase/per-meeting basis. Staff may be included in various planning aspects as you deem appropriate. Adjustments or changes may be required based on timelines, the availability of you and your staff, the amount of preparation staff can do in between meetings, the timing/location of meetings, unforeseen delays and unanticipated concerns. Negotiation between us would be welcome and ongoing throughout the duration of our work together. Finalize the Scope of Work and Complete the Plan to Plan Phase April with the UPD Executive Team. Estimate-One, two-hour meeting, in person: ® Present, review and finalize a draft scope of work and strategic planning process including products desired and methods/approach Review Relevant Materials: April ® Mission, vision & values statements, if available ® Past employee surveys and community-related information, if available ® Other background materials, as necessary Introductory Meeting with any management staff not currently May participating. Estimate-One, one-hour, in-person meeting - focusing on some key concepts: ® Define overall process, timeline and outcomes ® Address questions and concerns, if any Preparation 8-12 Hours & Planning Total Meeting Background 4-6 Hours Total Information Preparation, 4-6 Hours Total Set-up & Optional Facilitation Re: Ukiah Police Department Strategic Planning Process Affachment April 29, 2008 - Page 3 Working Meeting 1 with Executive Team. Estimate-One, two- hour, in-person meeting - focusing on defining the surveys, data- gathering methods and resources: • Define Outcomes for this meeting • Agree on Ground Rules • Present, review and finalize the 7 proposed Data-gathering Methods • Define an Action Plan for each survey method May Preparation, 8-12 Hours Set-up & Total Facilitation Working Meetings 2-3 with Executive Team. Estimate-One to two, two-hour, in-person meetings - focusing on reviewing, refining and/or developing a Vision, Mission and Values Statement: • Define Outcomes for this Meeting • Present the Difference between a Vision, a Mission and Values; Provide examples • Discuss, and possibly define, the Vision • Review and, possibly refine, the Mission • Review and, possibly refine, the Values • Discuss and define next steps related to the surveys and developing the annual report Working Meetings 4-10 with Executive/Management Team. Estimate-Two-hour, in-person meetings - focusing on planning, implementation and monitoring of the survey methods and preliminary analysis: • Define Outcomes for each meeting • Discuss and define next steps related to the surveys and developing the annual report June - July Preparation, 8-12 Hours Set-up & Each Facilitation 16-24 Hours Total July - Preparation, December Set-up & Facilitation 4-6 Hours Each 40-60 Hours Total Optional Community Meetings (2) and Staff Forum (1). Estimate-Three, September - Preparation, 14-20 Hours two-hour, in-person meetings - focusing on issues and concerns: December Set-up & Each • Specific Agenda(s) TBD Facilitation 42-60 Hours Total Working Meetings 11-14 with Executive Team. Estimate-Four, January - Preparation, 14-20 Hours four-hour, in-person meetings - focusing on strategic planning: April Set-up & Each • Analyze the Strengths, Weaknesses, Opportunities, Threats Facilitation 56-80 Hours • Define Goals, Objectives, Strategies and Action Steps Total Debrief with Chris Dewey and the Executive Team. Estimate- July Scope of No Charge One, one-hour, in-person meeting: Work Review • What Worked? What Didn't Work? Lessons Learned Should preparing for and conducting the process take less time than anticipated, you would be billed for actual, not estimated, hours at an hourly rate of $65. Summary reports of each meeting and/or a final document can be provided at an additional charge. Reviewing draft documents developed by your staff will be provided at no additional charge. Meeting facilities, food and accommodations for participants, and meeting materials are the responsibility of the Ukiah Police Department. However, as part of our work, I will provide an easel, easel paper, pens, tape, art craft paper, spray adhesive, agenda packets, name tags, etc. for all working sessions with you and your Executive Team. Re: Ukiah Police Department Strategic Planning Process April 29, 2008 - Page 4 Affachment #A References Anne Molgaard, Executive Director FIRST 5 Mendocino 166 E. Gobbi St. Ukiah, CA 95482 707.462.4453 Facilitated the Mendocino County Universal Preschool planning process and developed the strategic plan document. Sohn Morley, Interim Manager Animal Care and Control Program Environmental Health Division Mendocino County Department of Public Health 298 Plant Road Ukiah, CA 95482 707.463.4466 Facilitated the Animal Care and Control Program's fve year strategic planning process and developed the strategic plan document Anne Rosenthol, Manager Mendocino County Child Care Planning Council c/o Mendocino County Office of Education 2240 Eastside Road Ukiah, CA 95482 707.467.5143 Facilitated the Council's five year strategic plan 2006-2010 and developed the written report. Previously, did the same for the Council's 2000-2005 strategic plan. Michele Schott, Retired Chair Mendocino County Public Health Advisory Board c/o Laytonville's Healthy Start PPH/MAPP Partner Agency P.O. Box 1382 Laytonville, CA 95454 707.984.8089 Facilitated the Board's 2006 annual retreat. Previously, facilitated the Board's strategic planning processes in 1998 and 2001, and developed the strategic plan documents Santiago Simental, Executive Director Nuestra Casa 487 N. State St. Ukiah, CA 95482 707.463.8181 Facilitated the Board's 2-day retreat which consisted of developing a SWOTAnalysis, reviewing the organizational mission, and strategic goal setting. Carol Mordhorst, Retired Director Mendocino County Department of Public Health 532 Doolan Canyon Dr. Ukiah, CA 95482 707.462.7264 Managed the Partnership for the Publics Health Initiative (PPH) and Mobilizing forAction through Planning and Partnerships (MAPP) countywide strategic planning process; multi-level facilitation that included countywide and regional partners In Summary I have extensive consulting and facilitating experience with respect to strategic planning, partnership/ team development, and conducting assessments. I have designed or co-designed group decision-making sessions that have included up to 200 people. The scope of work indicated above is a proposal for planning and facilitation related to working with the Ukiah Police Department Executive Team in developing a strategic plan, including conducting community and staff forums to gather information, and facilitating planning sessions. The actual work will be determined on a per-phase/per-meeting basis as deemed appropriate, based on the planning proposed and information gathered during the strategic planning process. Chris, again, thank you for the opportunity to submit this proposal. Should you have questions, please do not hesitate to contact me at 468.5139 or shaun@pacific.net. I look forward to talking with you further, and working with you and your staff. Sincerely, M. Susan Haun, M.A. ITEM NO: 7c MEETING DATE: May 21, 2008 SUMMARY AGENDA SUBJECT: AUTHORIZE CITY MANAGER TO APPROVE A PROFESSIONAL SERVICES CONTRACT IT HAUN AND ASSOCIATES FOR POLICE DEPARTMENT STRATEGIC PLANNING ACTIVITIES 1 A AMOUNT NOT TO EXCEED $12,610. Over the last few years, the Ukiah Police Department has experienced a significant increase in workload, an increase in staffing, and development of many new middle and upper level management personnel. To answer questions about how the department should evolve to meet the needs of the community, and to put into place specific goals and objectives, staff has begun the process of initiating a long-term strategic plan for the department. Staff desires to design and create a strategic planning process and long-term strategic plan, which incorporates views from officers, management, other City departments and City leaders, elected officials and community customers, resulting in a broad-based commitment to the future direction and priorities of our department. Continued on page 2 RECOMMENDED ACTION: 1. Authorize the City Manager to sign the attached Professional Services Consultant contract with Haun and Associates for Police Strategic Planning services in an amount not to exceed $12,610 from fund 200.2001.250.000. ALTERNATIVE COUNCIL OPTIONS: NIA FUNDING: Amount Budgeted 12,610 Account Number Additional Funds Requested 200.2001.250.000 None Asset Forfeiture Fund Citizens Advised: Requested by: Prepared by: Chris Dewey, Chief Coordinated with: Jane Chambers, City Manager Attachments: Scope of Work Proposal, Professional Consulting Contract Approved: Jane Chambers, City Manager POLICE DEPARTMENT STRATEGIC PLANNING PROCESS In the fall of 2007, staff applied for and received training funding from the California Commission on Peace Officer Standards and Training (POST), for a management team, development workshop. This funding allowed 9 members of the department including Sergeants, Captains and Chief, to work together developing a strong internal management team, and examine the department's management styles, working relationships, and organizational values. This first step in the planning process of developing a long-term strategic plan for the department was completed in March of 2008. In the spring of 2008, staff began searching for professional assistance in creating a long term strategic planning process which met a number of specific goals including; enhancing the department's relationships and partnerships within the community, involving the community in the planning process, and a plan which creates specific performance goals and objective benchmarks for the department which could be included in our long-term strategic plan. Staff researched with the California Police Chiefs Association and other Police Chiefs to identify potential consultants and estimates in costs to prepare a long term strategic plan. Through this research, staff learned from other Police Chiefs that police specific strategic planning project consultants can become costly ($20,000 dollars and up) for similar sized departments, and consultants located out of the area were not as effective in understanding community relationships between Police Departments and community groups individual departments serve. Having experience working with Haun and Associates preparing the Mendocino County Homeland Security grant funding and 5 year strategic plan in the summer of 2006, staff asked Haun and Associates to prepare a scope of work which meets our needs to facilitate the process of connecting with our community in the planning process, and allowed the department to control and reduce costs associated in the planning process. If every aspect of the planning process was utilized over the next year, the cost of these services proposed by Haun and Associates would be $12,610 dollars, but the scope of work proposal will allow the department to determine on a per-phase / per-meeting basis which aspects of the strategic planning process to fund as information for the plan is collected from the community and will allow the department to control the overall costs associated with strategic planning. Haun and Associates has 16 years experience working with organizations in strategic planning, and has the experience the department desires working with key community partners in our community including, Nuestra Casa, and the city's strategic planning partner Steve Zuieback. POLICE DEPARTMENT STRATEGIC PLANNING PROCESS Funding: Funding for this Professional Services Contract will come from the department's Asset Forfeiture funds, account 200.2001.250.000. Recommendations: Authorize the City Manager to sign the attached Professional Services Consultant contract with Haun and Associates for Police Strategic Planning services in an amount not to exceed $12,610, from fund 200.2001.250.000. 150511 M Susan Haun dba Haun & Associates Acord Certificate (page 1 of l) 6/18/2008 10:21:20 AM ACORD. CERTIFICATE OF LIABILITY INSURANCE ° 6/18/2008 PRODUCER Business Insurance Now 1301 Central Expy South, Suite 115 All TX 75013 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. en, , (800) 668-7020 INSURERS AFFORDING COVERAGE INSURED INSURERA: The Hartford - M Susan Haun dba Haun & Associates INSURER B: Philadelphia Indemnity Ins. Co. 300 Laws Ave. Uki h CA 9 482 INSURER C: a , 5 I INSURER D: 1 INSURER E: COVERAGES 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. AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. IN SR 1 LTR TYPE OF INSURANCE 1 POLICY NUMBER POLICY EFFECTIVE POLICY (EXPIRATION DATE MM/DDIYY DATE M/DD/YY LIMITS GENERAL LIABILITY EACH OCCURRENCE j $ 1,000,000 1 X COMMERCIAL GENERAL LIABILITY DAMAGE TO RENTED - 300,000 I $ j" OCCUR CLAIMS MADE X 46SBMVD0647 I 5/27/2008 5/27/2009 -P12EMtSES (Ea nccuaence)_ MED EXP (Any one person) $ 10,000 _ A PERSONAL & ADV INJURY $ 1,000,000 _ GENERAL AGGREGATE $ 2,000,000 GEN'L AGGREGATE LIMIT APPLIES PER: PRODUCTS -COMP/OP AGG $ 2,000 000 RO- x] POLICY JPECT I LOC i 1 AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ ANY AUTO (Ea accident) ~I ALL OWNED AUTOS a - - SCHEDULED AUTOS $ BODILY INJURY (Per person) II; HIREDAUTOS BODILY INJURY $ NON-OWNED AUTOS (Per accident) -I PROPERTY DAMAGE $ (Per accident) j GARAGE LIABILITY AUTO ONLY - EA ACCIDENT $ ANY AUTO I EA ACC $ j OTHER THAN AUTO ONLY, AGG $ EXCESS LIABILITY - - EACH OCCURRENCE $ i r i. - - OCCUR CLAIMS MADE AGGREGATE $ DEDUCTIBLE 1 $ RETENTION $ I $ WORKERS COMPENSATION AND We STATU- OTH-' TORY LIMITS ER I EMPLOYERS' LIABILITY i E :L. EACH ACCIDENT $ E.L. DISEASE - EA EMPLOYEE. $ ! E.L. DISEASE - POLICY LIMIT $ OTHER CLAIMS-MADE B PROFESSIONAL LIABILITY PHSD331450 5/27/2008 5/27/2009 OCCURRENCE $1,000,000 (Errors & Omissions) AGGREGATE $1,000,000 FIDELITY BOND (Third Party Employee Dishonesty) 1 EACH OCCURRENCE I EMPLOYMENT PRACTICES LIABILITY EACH OCCURRENCE DESCRIPTION OF OPERATIONS/LOCATIONS/VEHICLES/EXCLUSIONS ADDED BY ENDORSEMENT/SPECIAL PROVISIONS The City of Ukiah is included as an additional insured with regard to the general liability coverage. %,rr[ I Iri,,m I C rIULUCr% 1 11 1 AUUITIONAL INSURED; INSURER LETTER: - 11Affl CLLH I IUIV The City of Ukiah SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION 300 Seminary DATE THEREOF, THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 DAYS WRITTEN Ukiah, CA 95482 NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT, BUT FAILURE TO DO SO SHALL IMPOSE NO OBLIGATION OR LIABILITY OF ANY KIND UPON THE INSURER, ITS AGENTS OR REPRESENTATIVES. AUTHORIZED REPRESENTATIVE - r AGUt<U 25-5 (7197) © ACORD CORPORATION 1988 IMPORTANT If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). 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). DISCLAIMER The Certificate of Insurance on the reverse side of this form does not constitute a contract between the issuing insurer(s), authorized representative or producer, and the certificate holder, nor does it affirmatively or negatively amend, extend or alter the coverage afforded by the policies listed thereon. r.vv~~u ~.u ~ivv uaa! THIS ENDORSEMENT CANG S THE POLICY. PLEASE READ IT CAREFULLY. POLICY CHANGE This endorsement changes the policy effective on the Inception Date of the policy unless another date is indicated below:. co Policy Number: 46 SBM VD0647 DX LO N N rn 0 N 0 v~ 0 Q w 0 0 a a N i~ COPY Named Insured and Mailing Address; M SUSAN HAUN DBA HAUN & ASSOCIATES 300 LAWS AVE. UKIAH Policy Change Effective Date: 06/19/08 Policy Change Number: 001 Agent Name: BUSINESS INSURANCE NOW/PHS Code: 505500 CA 95482 Effective hour is the same as stated in the Declarations Page of the Policy. POLICY CHANGES: HARTFORD CASUALTY INSURANCE COMPANY ANY CHANGES IN YOUR PREMIUM WILL BE REFLECTED IN YOUR NEXT BILLING STATEMENT. THIS IS NOT A BILL. NO PREMIUM DUE AS OF POLICY CHANGE EFFECTIVE DATE BUSINESS LIABILITY OPTIONAL COVERAGES ARE REVISED ADDITIONAL INSUREDS) ARE ADDED THE FOLLOWING ARE ADDITIONAL INSURED FOR BUSINESS LIABILITY COVERAGE IN THIS POLICY. LOCATION 001 BUILDING 001 PERSON/ORGANIZATION: SEE FORM IH 12 00 FORM NUMBERS OF ENDORSEMENTS ADDED AT ENDORSEMENT ISSUE: PRO RATA FACTOR: 1.000 THIS ENDORSEMENT DOES NOT CHANGE THE POLICY EXCEPT AS SHOWN. Form SS 12 11 04 05 T Process Date: 06/19/08 Page 001 (CONTINUED ON NEXT PAGE) Policy Effective Date: 06/19/08 Policy Expiration Date: 05/27/09 UW COPY POLICY CHANGE (Continued) Policy Plumber: 46 SBM VD0647 Policy Change Plumber: 001 IH12001185 ADDITIONAL INSURED - PERSON-ORGANIZATION Form SS 1211 04 05 T Page 002 Process Date: 06/19/08 Policy Effective Date: 06/19/08 Policy Expiration Date: 05/27/09 POLICYNUMBER:46 SBM VD0647 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - PERSON-ORGANIZATION rn LO N 001 001 N THE CITY OF UKIAH 300 SEMINARY UKIAH, CA 95482 0 N a 0 a c 0 0 O N aim Form Ili 12 00 11 85 T SEQ. NO. 001 Printed in U.S.A. Page 001 Process Date: 06/19/08 Expiration Date: 05/27/09 UW COPY I Lifwrty CERTIFICATE OF AUTOMOBILE INSURANCE Mutual-. THIS IS TO CERTIFY THAT the named insured is at the date of this certificate insured by the company with respect to the automobiles hereinafter described for the types of insurance and respective coverages hereinafter designated by entry of the limits of liability or a statement that the coverage is in effect and in accordance with the provisions of the Automobile Policy in use by said company. This Certificate of Insurance neither affirmatively or negatively amends, extends or alters the coverage afforded by the policy. Named M SUSAN HAUN FOR LIEN HOLDER INQUIRIES CALL ORwRITE Insured 1-800-409-0733 Address 300 LAWS AVENUE UKIAH CA 95482-6541 P.O. BOY 2917 PHOENIX, AZ 85038 .DES'CRIP.T. V:(SF:TIIE::IIVSURA•NCE:F(3R WHi.C.H:THISiCERTIFICATE:IS:ISSUELI . . Policy Number A02-261-140852-60 Effective Date 06/ 19/2008 Expiration Date 10/ 12/08 PART A PART B PART D - DAMAGE TO YOUR AUTO COVERAGE Coverages: LIABILITY MEDICAL COVERAGE FOR DEDiicaisiEari'o'uirra.PiicAsiE:T.oEti"cH:ioss::i'riiii . COVERAGE PAYMENTS COVERAGE LOSS CAUSED BY COLLISION INCLUDED Loss Caused by Collision Loss Other Than Loss Caused by Collision Limits of "ACV' Indicates Actual Cash Value "ACV" Indicates Actual Cash Value Liability 1 MILLION 1,000 YES ACV less 1000 Deductible ACV less 500 Deductible Includes Accidental Death Benefit: S Protection Against Uninsured Motorists:' Each Named Insured Each Per. $ Each Ace. Medical Expense YES 1 MILLION POLICY INCLUDES: E:1 BASIC NO-FAULT COVERAGE F-1 OPTIONAL NO-FAULT COVERAGE _ :::::::::::::::::::::::::::::::r:. ESCht 'TYL N F::AC~1`( ZUJC47 T ..::::.::c:::::::e:: Year of Model Trade Name Body Type Identification or Serial Number 1998 CHEV VENTURE 1GNDX03E6WD 125372 . . . . Such insurance as is afforded under the Liability Coverage of the policy shall also apply, with respect to covere autos, to each interest herinafter named, as an insured; but such inclusion of additional interest or interests shall not operate to increase the limit of the company's liability. Name CITY OF UKIAH Street Address 300 SEMINARY AVE City UKIAH State CA Zip 95482 . . CJSS::;PAYEE Such insurance as is afforded by the policy for loss of or damage to the automobile is payable, as interest may appear, to the named insured and the Loss Payee indicated below in accordance with terms of the Loss Payable Clause on the reverse side hereof: Term of Loan: From: PRESENT To: The insurance described herein is in effect on the date of this certificate and shall remain in force until canceled in accordance with the terms of the policy. N Liberty Mutual Fire Insurance Company ❑ Liberty Insurance Corporation Liberty Mutual Insurance Company ❑ The First Liberty Insurance Corporation ❑ LM Insurance Corporation ❑ Liberty Mutual Mid Atlantic Irisurance Co I" e III Loss PAYEE and ADDRESS s SECRETARY PRESIDENT Dated [6118/2008 At PHOENIX/CRC ~ Countersigned 4-!tz, Signatuke of Authorized Representative PS 485 R17 7/30/02 LOSS PAYABLE CLAUSE Page 2 Loss or damage under this policy shall be paid as interest may appear to you and the loss payee shown on the first page of this certificate. This insurance covering the interest of the loss payee shall not become invalid because of yourfraudulent acts or omissions, unless the loss results from your conversion, secretion or embezzlement of your covered auto. However, we reserve the right to cancel the policy as permitted by policy terms and the cancellation shall terminate this agreement as to the loss payee's interest. We will give the same advance notice of cancellation to the loss payee as we give to the named insured shown in the declarations. When we pay the loss payee, we shall, to the extent of payment, be subrogated to the loss payee's rights of recovery. LOSS PAYABLE CLAUSE (NORTH CAROLINA) Loss or damage under this policy shall be paid as interest may appear to you and the loss payee shown on the fiat page of this certificate. This insurance covering the interest of the loss payee shall become invalid only because of your conversion, secretion of your covered auto. However, we reserve the right to cancel the policy as permitted by policy terms and the cancellation shall terminate this agreement as to the loss payee's interest. We will give the loss payee 10 days notice of cancellation. When we pay the loss payee, we shall, to the extent of payment, be subrogated to the loss payee's rights of recovery. LOSS PAYABLE CLAUSE (TEXAS) Loss or damage under Coverage for Damage to your Auto shall be paid as interest may appear to you and the loss payee show=n on the first page of this certificate. This insurance covering the interest of the loss payee shall not become invalid because of your fraudulent acts or omissions, unless the loss results from your conversion, secretion or embezzlement of your covered auto. However, we reserve the right to cancel the policy as permitted by policy terms and the cancellation shall terminate this agreement as to the loss payee's interest. We will give the same advance notice of cancellation to the loss payee as we give to the named insured shown in the declarations. When we pay the loss payee, we shall, to the extent of payment, be subrogated to the loss payee's rights of recovery. NOTICE TO OTHERS IF "We" will not cancel "Your" Policy or reduce the insurance under any of its coverages until at CANCELLATION least 10 days after we have mailed a written notice of such cancellation or reduction to the OCCURS person(s) named as additional interest on reverse side. AS1019 (ed 12-59) Additional Insured (Lessor) - Applies when additional insured is completed on reverse side. AS 1157 11 90 (PP 03 19 08 56) Description of "your leased auto": as described on reverse side. Any liability and any required no-fault coverages afforded by this policy for "your leased auto" also apply to the lessor named in this endorsement as an additional insured. This insurance is subject to the following additional provisions: 1. We will pay damages for which the lessor becomes legally responsible only if the damages arise out of acts or omissions of: (a) you or any "family member", or (b) any other person except the lessor or any employee or agent of the lessor using "your lease auto". 2. "Your lease auto" means: (a) an auto shown in the Declarations or in this endorsement which you lease for a continuous period of at least six months under a written agreement which requires you to provide primary insurance for the lessor, and (b) any substitute or replacement auto furnished by the lessor named in this endorsement. 3. If we terminate this policy, notice will also be mailed to the lessor. 4. The lessor is not responsible for payment of premiums. 5. The designation of the lessor as an additional insured shall not operate to increase our limits of liability. This endorsement must be attached to the Change Endorsement when issued after the policy is written. Copyright, Insurance Services Office, Inc., 1986 CITY OF UKIAH RISK MANAGEMENT 300 Seminary Avenue, Ukiah, CA 95482-5400 707 463-6287 FAX 707 463-6204 - Risk Management WORKERS' COMPENSATION DECLARATION I have and will maintain a certificate of consent to self-insure for workers' compensation as provided for by Section 3700 of the Labor Code, for the performance of the work for the City of Ukiah, its officers, officials employees and volunteers. I have and will maintain a certificate showing current workers' compensation insurance, as required by Section 3700 of the Labor Code, for the performance of the work for the City of Ukiah, its officers, officials, employees and volunteers. I certify that in the performance of the work for the City of Ukiah, its officers, officials, employees and volunteers, I shall not employ any person in any manner so as to become subject to the workers' compensation laws of California, and agree that if I should become subject to the workers' compensation provisions of Section 3700 of the Labor Code, I shall forthwith comply with those provisions and provide the City of Ukiah with a Certificate of Insurance. In addition, if at any time during the performance of the work for the City, I hire an employee from a temporary agency, I will immediately notify and provide the City with a current workers' compensation certificate from said temporary agency. I plan to hire employees using a temporary agency. The name of the agency is . I have attached a copy of the temporary agency's workers compensation certificate. If at any time during the performance of the work for the City, I decide to use some other temporary agency, I will immediately notify the City's Risk Management Division, and provide the corresponding workers compensation certificate. & Signature 11 CR, Date y Job l t log t 10-;~, Estimated time-frame of job. INK, 5c~ 0,~ Print Name Company Name Company Address L WARNING: FAILURE TO SECURE WORKERS' COMPENSATION COVERAGE IS UNLAWFUL. AND SHALL SUBJECT AN EMPLOYER TO CRIMINAL PENALTIES AND CIVIL FINES UP TO ONE HUNDRED THOUSAND DOLLARS ($100,000), IN ADDITION TO THE COST OF COMPENSATION, DAMAGES AS PROVIDED FOR IN SECTION 3700 OF THE LABOR CODE, INTEREST, AND ATTORNEY'S FEES. CONTRACT APPROVAIJAUTHORIZATION TO PROCEED Instruction: When requesting City Manager approval/signature on a contract, submit the attached checklist confirming proper review/approvals have been obtained, insurance documents have been received and funding/expenditure authorizations approved. To: CITY MANAGER Submitted By: Date: Apprv'1 Apprv`l Apprv'I Not Recv'd Recv'd Description Required Yes No 1. Use of City's Professional Services Contract ` Template (pre-approved by City Attorney) SXity Manager\Risk Management\Contract Template Use of Vendors Contract (requires City Attorney review) Modified City Contract (requires City Attorney review) 2. Insurance Documents Received & Approved by Risk Manager 3. Confirmed Sufficient Funding Available and expenditure approved. Attach documentation as necessary. 4. City Council Approved & Date 5. Other Documentation/Approvals: 6. For Consultants Only - Scope of Work Reviewed by City Attorney for Conflict of Interest Disclosure. Rev 5/07 6/17/2008 9:05 AM