HomeMy WebLinkAboutContracts & Agreements_46-2013_CCv0002.pdf AGREEMENT TO PERFORM PROFESSIONAL SERVICES
This agreement for the provision of information technology and telecommunication
consulting services("Agreement") is made and entered in this 2nd day of April, 2013 ("Effective
Date"),by and between the City of Redlands, a municipal corporation("City)" and ClientFirst
Technology Consulting("Consultant"). City and Consultant are sometimes individually referred
to herein as a"Party" and, together, as the"Parties."In consideration of the mutual promises
contained herein, City and Consultant agree as follows:
ARTICLE I —ENGAGEMENT OF CONSULTANT
1.1 City hereby engages Consultant to provide information technology and telecommunication
assessment and master planning consulting services for City(the"Services").
1.2 The Services shall be performed by Consultant in a professional manner, and Consultant
represents that it has the skill and the professional expertise necessary to provide the
Services to City at a level of competency presently maintained by other practicing
professional consultants in the industry providing like and similar types of Services.
ARTICLE 2—SERVICES OF CONSULTANT
2.1 The specific Services that Consultant shall perform are more particularly described in
Exhibit"A,"entitled"Scope of Services,"which is attached hereto and incorporated
herein by reference.
2.2 Consultant shall comply with applicable federal, state and local laws and regulations in
the performance of the Services.
ARTICLE 3 —RESPONSIBILITIES OF CITY
3.1 City shall make available to Consultant information in its possession that may assist
Consultant in performing the Services.
3.2 City designates Dana Abramovitz-Daniel, Purchasing Services Manager, as City's
representative with respect to performance of the Services, and such person shall have the
authority to transmit instructions, receive information, interpret and define City's policies
and decisions with respect to performance of the Services.
ARTICLE 4—PERFORMANCE OF SERVICES
4.1 Consultant shall perform and complete the Services in a prompt and diligent manner in
accordance with the schedule for individual tasks as established from time to time by
City. The Services shall commence upon the Effective Date of this Agreement and shall
terminate on February 1, 2014.
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4.2 If Consultant's Services include deliverable electronic visual presentation materials, such
materials shall be delivered in a form, and made available to the City, consistent with
City Council adopted policy for the same. It shall be the obligation of Consultant to
obtain a copy of such policy from City Staff.
ARTICLE 5—PAYMENTS TO CONSULTANT
5.1 The total compensation for Consultant's performance of the Services shall not exceed the
amount of Seven Hundred Fourteen Thousand Nine Hundred Fourteen Dollars
($714,914). City shall pay Consultant on a time and materials basis up to the not to
exceed amount,based upon the hourly rates shown in Exhibit"B,"entitled "Rate
Schedule." Exhibit"B"is attached hereto and incorporated herein by this reference.
5.1 Consultant shall submit monthly invoices to City describing the Services performed
during the preceding month. Consultant's invoices shall include a brief description of the
Services performed, the dates the Services were performed, the number of hours spent
and by whom, and a description of reimbursable expenses related to the project. City
shall pay Consultant no later than thirty(30)days after receipt and approval by City of
Consultant's invoice.
5.2 All notices shall be given in writing by personal delivery or by United States Mail,
postage prepaid. Notices sent by mail should be addressed as follows:
City Consultant
Dana Abramovitz-Daniel David Krout, Principal
Purchasing Services Manager ClientFirst Technology Consulting
City of Redlands 1181 California Avenue
1270 W Park Avenue, Bldg A Suite 101
Redlands, CA 92373 Corona, CA 92881
When so addressed, such notices shall be deemed given upon deposit in the United States
Mail. Changes may be made in the names and addresses of the person to whom notices
and payments are to be given by giving notice pursuant to this section 5.2.
ARTICLE 6—INSURANCE AND INDEMNIFICATION
6.1 Insurance required by this Agreement shall be maintained by Consultant for the duration
of its performance of the Services. Consultant shall not perform any Services unless and
until the required insurance listed below is obtained by Consultant. Consultant shall
provide City with certificates of insurance and endorsements evidencing such insurance
prior to commencement of the Services. Insurance policies shall include a provision
prohibiting cancellation or modification of the policy except upon thirty(30) days prior
written notice to City.
6.2 Consultant shall secure and maintain Workers' Compensation and Employer's Liability
insurance throughout the duration of its performance of the Services in accordance with
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the laws of the State of California,with an insurance carrier acceptable to City as
described in Exhibit"C,"entitled"Workers' Compensation Insurance Certification,"
which is attached hereto and incorporated herein by this reference.
6.3 Consultant shall secure and maintain comprehensive general liability insurance with
carriers acceptable to City. Minimum coverage of One Million Dollars($1,000,000)per
occurrence and Two Million Dollars($2,000,000)aggregate for public liability,property
damage and personal injury is required. City shall be named as an additional insured and
such insurance shall be primary and non-contributing to any insurance or self-insurance
maintained by City.
6.4 Consultant shall secure and maintain professional liability insurance throughout the term
of this Agreement in the amount of One Million Dollars($1,000,000)per claim made.
6.5 Consultant shall have business auto liability coverage,with minimum limits of One
Million Dollars($1,000,000)per occurrence, combined single limit bodily injury liability
and property damage liability. This coverage shall include all Consultant owned vehicles
used in connection with Consultant's provision of the Services,hired and non-owned
vehicles, and employee non-ownership vehicles. City shall be named as an additional
insured and such insurance shall be primary and non-contributing to any insurance or self
insurance maintained by City.
6.6 Consultant shall defend, indemnify and hold harmless City and its elected officials,
employees and agents from and against any and all claims, losses or liability, including
attorneys' fees, arising from injury or death to persons or damage to property occasioned
by and negligent act, omission or failure to act by Consultant, its officers, employees and
agents in performing the Services.
ARTICLE 7—CONFLICTS OF INTEREST
7.1 Consultant covenants and represents that it does not have any investment or interest in
any real property that may be the subject of this Agreement or any other source of
income, interest in real property or investment that would be affected in any manner or
degree by the performance of Consultant's Services. Consultant further covenants and
represents that in the performance of its duties hereunder,no person having any such
interest shall perform any Services under this Agreement.
7.2 Consultant agrees it is not a designated employee within the meaning of the Political
Reform Act because Consultant:
A. Does not make or participate in:
(i) the making or any City governmental decisions regarding approval of a
rate, rule or regulation, or the adoption or enforcement of laws;
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(ii) the issuance, denial, suspension or revocation of City permits, licenses,
applications, certifications, approvals, orders or similar authorization or
entitlements;
(iii) authoring City to enter into,modify or renew a contract;
(iv) granting City approval to a contract that requires City approval and to
which City is a party, or to the specifications for such a contract;
(v) granting City approval to a plan, design, report, study or similar item;
(vi) adopting, or granting City approval of policies, standards or guidelines for
City or for any subdivision thereof.
B. Does not serve in a staff capacity with City and in that capacity,participate in making
a governmental decision or otherwise perform the same or substantially the same
duties for City that would otherwise be performed by an individual holding a position
specified in City's Conflict of interest Code under Government Code section 87302.
7.3 In the event City officially determines that Consultant must disclose its financial
interests, Consultant shall complete and file a Fair Political Practices Commission Form
700, State of Economic Interests with the City Clerks' office pursuant to the written
instructions provided by the City Clerk.
ARTICLE 8—GENERAL CONSIDERATIONS
8.1 In the event any action is commenced to enforce or interpret any of the terms or
conditions of this Agreement the prevailing Party shall, in addition to any costs and other
relief, be entitled to the recovery of its reasonable attorneys' fees, including fees for the
use of in-house counsel by a Party.
8.2 Consultant shall not assign any of the Services, except with the prior written approval of
City and in strict compliance with the terms, and conditions of this Agreement.
8.3 Project related documents, records, drawings, designs, cost estimates, electronic data
files, databases and any other documents developed by Consultant in connection with its
performance of the Services, and any copyright interest in such documents, shall become
the property of City and shall be delivered to City upon completion of the Services, or
upon the request of City. Any reuse of such documents, and any use of incomplete
documents, shall be at City's sole risk.
8.4 Consultant is for all purposes under this Agreement an independent contractor and shall
perform the Services as an independent contractor. Neither City nor of its agents shall
have control over the conduct of Consultant or Consultant's employees, except as herein
set forth. Consultant shall supply necessary tools and instrumentalities required to
perform the Services. Assigned personnel employed by Consultant are for its account
only, and in no event shall Consultant or personnel retained by it be deemed to have been
employed by City or engaged by City for the account of, or on behalf of City. Consultant
shall have no authority, express by City for the account of, or on behalf of City.
Consultant shall have no authority, express or implied, to act on behalf of City in any
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capacity whatsoever as an agent, nor shall Consultant have any authority, express or
implied,to bind City to any obligation.
8.5 Unless earlier terminated as provided for below, this Agreement shall terminate on
February 1, 2014; provided, however this Agreement may be terminated by City, in its
sole discretion,by providing ten(10) days prior written notice to Consultant(delivered
by certified mail,return receipt requested) of City's intent to terminate. If this
Agreement is terminated by City, an adjustment to Consultant's compensation shall be
made,but(1)no amount shall be allowed for anticipated profit or unperformed Services,
and(2) any payment due Consultant at the time of termination may be adjusted to the
extent of any additional costs to City occasioned by any default by Consultant. Upon
receipt of a termination notice, Consultant shall immediately discontinue its provision of
the Services and, within five(5) days of the date of the termination notice, deliver or
otherwise make available to City, copies (in both hard copy and electronic form, where
applicable)of project related data, design calculations, drawings, specifications, reports,
estimates, summaries and such other information and materials as may have been
accumulated by Consultant in performing the Services. Consultant shall be compensated
on a pro-rata basis for Services completed up to the date of termination.
8.6 Consultant shall maintain books, ledgers, invoices, accounts and other records and
documents evidencing costs and expenses related to the Services for a period of three(3)
years, or for any longer period required by law, from the date of final payment to
Consultant pursuant to this Agreement. Such books shall be available at reasonable times
for examination by City at the office of Consultant.
8.7 This Agreement, including the Exhibits incorporated herein by reference,represents the
entire agreement and understanding between the Parties as to the matters contained
herein, and any prior negotiations, written proposals or verbal agreements relating to such
matters are superseded by this Agreement. Except as otherwise provided for herein, an
amendment to this Agreement shall be in writing, approved by City and signed by City
and Consultant.
8.8 This Agreement shall be governed by and construed in accordance with the laws of the
State of California.
8.9 If one or more of the sentences, clauses, paragraphs or sections contained in this
Agreement is declared invalid, void or unenforceable by a court of competent
jurisdiction, the same shall be deemed severable from the remainder of this Agreement
and shall not affect, impair or invalidate the remaining sentences, clauses, paragraphs or
sections contained herein,unless to do so would deprive a Party of a material benefit of
its bargain under this Agreement.
8.10 In connection with this Agreement, Consultant may have access to or be exposed to
information of City that is not generally known to the public, such as information
pertaining to software, data, reporting, pricing, and trade secrets, which may be
designated as confidential or which,under the circumstances surrounding disclosure,
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ought to be treated as confidential (collectively, "Confidential Information").
Confidential Information may not be shared with third parties unless such disclosure is to
Consultant's personnel, including employees, affiliates, agents, and subcontractors, on a
"need-to-know"basis in connection with this Agreement, so long as such personnel have
agreed in writing to treat such Confidential Information under terms at least as restrictive
as those herein. Consultant agrees to take the necessary precautions to maintain the
confidentiality of City's Confidential Information by using at least the same degree of
care as such Party employs with respect to its own Confidential Information of a similar
nature, but in no case less than a commercially reasonable standard of care to maintain
confidentiality. The foregoing shall not apply to information that Consultant can show
through written records (1) was known by it before its receipt from City; (2) is or
becomes public knowledge through no fault of Consultant; or(3) is rightfully received by
Consultant from a third party without a duty of confidentiality. If Consultant is required
by a court or government agency to disclose Confidential Information, Consultant shall,
subject to any specific lawful restrictions, provide advance notice to City before making
such disclosure. The obligations with respect to Confidential Information shall survive
any termination of the Agreement and continue for five (5) years from the date of
disclosure. All Confidential Information relating to City's technological and
telecommunications systems that is provided by City to Consultant, or which Consultant
obtains as a result of the performance of its Services, shall be held strictly confidential by
Consultant and shall not be used for any purpose other than for Consultant's performance
of the Services under this Agreement . Consultant hereby acknowledges and agrees that
any disclosure or improper use by Consultant of Confidential Information could cause
City substantial damages, and also irreparable injury for which there is not an adequate
remedy at law. Therefore, in the event of any such action, City shall be entitled in
addition to all other remedies which it may have hereunder or at law or in equity, to a
temporary and/or permanent injunction with a decree for specific performance of the
terms hereof without being required to furnish a bond or other security. Jurisdiction in
any action for injunctive relief shall be a court of competent subject matter jurisdiction in
California, with venue in San Bernardino, California.
IN WITNESS WHEREOF, duly authorizes representative of the City and Consultant have
signed in confirmation of this Agreement.
CITY OF REDLANDS CLIENTFIRST TECHNOLOGY
CONSULTING
A
By: V By
Pete Aguilar,/Mayor avid Krout, Principal
Attest:
Sam Irwin,' ity lerk
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EXHIBIT "A" - SCOPE OF SERVICES
ClientFirst will provide Management Consulting and Project Management services, as necessary,
to help implement the IT Master Plan. The Scope of Services is contained within two distinct
categories: IT Management Consulting Services and Project Management Services. These
services will be performed for the following projects:
• Data Center Relocation
• Specify/Procure Municipal Area Network to connect all City locations
• Upgrade Email Exchange Server and configuration
• Repair Local Area Network connections to provide fast, reliable connectivity
• Interconnection of surveillance camera systems
• Installation and configuration of the new P6 project management software for MUED
• Staff service training
• Helpdesk ticketing software for measurement and management of workflows
• Create off-site backup mechanism for vital City data, using a cloud model
• Perform a Telecommunications Network Assessment and Inventory
• CityWorks improvements and expansion for increased functionality(Code Enforcement,
etc.)
• Implement a Citizen Request Management System Citywide
• Public Safety shift scheduling and tracking
• Consolidate data center into one location
• Restore organization to the City's Active Directory
• Implement several server upgrades
• Procure a Citywide Storage Area Network based on assessment, Upgrade PD's SAN
• Implement IT automation tools
• Create a backup inventory and upgrades for PD
• Implement User Training and Support
• Deploy and Electronic Data Management and Storage System
• Develop enterprise resource planning application improvements
• Implement an Electronic Time Entry System
• Conduct a GIS needs assessment Citywide
• Implement Route Management Software for Solid Waste
• Install a new broadcasting system for Channel 3
• Solid Waste Ticketing System Upgrades
• Perform a complete computer replacement and asset management system
• Implement a comprehensive Microsoft Office Upgrade to Office 2010
• Standardize other software versions Citywide
• City Hall core switch replacement
The consultant shall perform the following tasks for each project:
• Determine Scope of Work—Work with all stakeholders to determine what needs to be
accomplished.
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• Design—For larger, more complex projects, the design effort may become a separate
project. For smaller projects, design is integrated into budgeting.
• Collaborate—Include input and requirements of all stakeholder groups to ensure all
requirements are included in specifications and all stakeholders buy-in to final solution.
• Develop Budget—Project budgets include hardware, software, and consulting costs.
Consulting costs are estimated by outlining the various work steps and estimating the
hours required to complete them. We also discuss areas of cooperative effort that have
the potential to reduce costs via additional client involvement.
• Gain Sign-off—Once the budget is complete, we review the scope of work and costs
with the client and gain their approval before continuing.
• Create Project Plan—Based on all stakeholder needs, delivery dates, and the tasks to be
completed, we develop a project plan and estimated implementation date.
• Outline Communication Plan—Outline the process for communicating implementation
dates, improvements, and training to appropriate staff members.
• Document Other Plans—Other plans may include training, testing, contingency, and
back-out. These plans are developed on an as-needed basis.
• Configure and Implement—Utilize planning methodologies and technical expertise, we
configure the necessary system components and implement the solution with the least
possible impact to staff and productivity.
• Post-Implementation Support—All implementations that affect multiple users require
on-site post-implementation support to eliminate remote response times.
• Documentation—Develop any necessary procedures and update our documentation as
part of the project.
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�lnE'�J�cr�'e�ialS I Special ar Ad Hac Prajectts
Staff Level � H a u ply Pati
Desl�top SupPori X85
SenMor Networ�C�nc�iraeer �1 i 5
Trainer Aga_X115
Senior Consultant $1�5
Project Management ��25
EXHIBIT "B"— RATE SCHEDULE
Principal�CQnsultrnr�Manager ����
1. There will be no different rate for after-hours work
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EXHIBIT 44C5
WORKERS' COMPENSATION INSURANCE CERTIFICATION
FOR INFORMATION TECHNOLOGY AND TELECOMMUNICATION
CONSULTING SERVES
Every employer, except the State, shall secure the payment of compensation in one or more of
the following ways:
(a) By being insured against liability to pay compensation in one or more insurer duly
authorized to write compensation insurance in this State.
(b) By securing from the Director of Industrial Relations, a certificate of consent to
self-insure, either as an individual employer or as one employer in a group of
employers, which may be given upon furnishing proof satisfactory to the Director
of Industrial Relations of ability to self-insure and to pay any compensation that
may become due to his or her employees.
I am aware of the provisions of Section 3700 of the Labor Code which requires every employer
to be insured against liability for Workers' Compensation or to undertake self-insurance in
accordance with the provisions of that Code, and I will comply with such provisions before
commencing the performance of the work of this Agreement. (Labor Code §1861).
CLIENTFIRST TECHNOLOGY CONSULTING:
By:
avid Krout, Principal Date:
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