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HomeMy WebLinkAboutContracts & Agreements_170A-2024AGREEMENT TO PERFORM PROFESSIONAL SERVICES This agreement for the provision of organization structure and staffing analysis for the Redlands Police Department Support Services Division ("Agreement") is made and entered in this 18a' day of September 2024 ("Effective Date"), by and between the City of Redlands, a municipal corporation ("City") and Meliora Public Safety Consulting, LLC, a California limited liability company. ("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 1 — ENGAGEMENT OF CONSULTANT 1.1 City hereby engages Consultant to provide the Redlands Police Department ("RPD") organization structure and staffing analysis 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 Services that Consultant shall perform are more particularly described in Exhibit "A," titled "Scope of Services," which is attached hereto and incorporated herein by this reference. 2.2 Consultant shall comply with applicable federal, state, and local laws and regulations in the performance of this Agreement including, but not limited to, any applicable State prevailing wage laws. 2.3 Consultant shall provide Final Assessment Report to the Director of Human Resources, and/or the Director of Human Resources authorized designee(s). Consultant shall additionally provide a Final Assessment Report and Data Analysis Toolkit to the City's Chief of Police. ARTICLE 3 — RESPONSIBILITIES OF CITY 3.1 City designates Robert J. Meteau Jr., Director of Human Resources, 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 The term of this Agreement shall be for a period of one (1) year commencing as of the Effective Date, unless terminated earlier as provided herein. 1 I:\cmo\Agreements\Meliora Public Safety Consulting LLC FY23-0104-VAdocx-msv4 4.2 If Consultant's Services include deliverable electronic visual presentation materials, such materials shall be delivered in a form, and made available to 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 Total compensation for Consultant's performance of the Services shall not exceed the amount of twenty-nine thousand dollars ($29,000). City shall pay Consultant on a time and materials basis up to the not to exceed amount in accordance with Exhibit "B," titled ("Proposed Fees") which is attached hereto and incorporated herein by reference. 5.2 Consultant shall submit invoices in three installments in accordance with Exhibit "B." Consultant's invoices shall include a brief description of the Services performed. City shall pay Consultant no later than thirty (30) days after receipt and approval by City of Consultant's invoice. 5.3 Any notice or other communication required, or which may be given, pursuant to this Agreement, shall be in writing. Any such notice shall be deemed delivered (i) on the date of delivery in person; (ii) five (5) days after deposit in first class registered mail, with return receipt requested; (iii) on the actual delivery date if deposited with an overnight courier; or (iv) on the date sent by facsimile or electronic mail transmission (including PDF), if confirmed with a copy sent contemporaneously by first class, certified, registered or express mail; in each case properly posted and fully prepaid to the appropriate address set forth below, or such other address as a Party may provide notice in accordance with this section: CITY: City Clerk City of Redlands 35 Cajon Street P.O. Box 3005 (mailing) Redlands, CA 92373 jdonaldson@cityofredlands.org Phone: (909) 798-7531 CONSULTANT: Jackie Gomez -Whiteley, Principal/Co-Founder Meliora Public Safety Consulting, LLC PO Box 71 Pullman, WA 99163 Email: Jackie@MelioraPSC.com Phone: (714) 334-5831 ARTICLE 6 — INSURANCE AND INDEMNIFICATION 6.1 The following insurance coverage 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. 2 IAcmo\Agreements\Meliora Public Safety Consulting LLC FY23-0l04-V.4.docx-msv4 A. Workers' Compensation and Employer's Liability insurance in the amount that meets statutory requirements with an insurance carrier acceptable to City, or certification to City that Consultant is self -insured or exempt from the workers' compensation laws of the State of California. Consultant shall execute and provide City with Exhibit "C," titled "Workers' Compensation Insurance Certification," which is attached hereto and incorporated herein by this reference, prior to performance of the Services. B. Comprehensive General Liability insurance with carriers acceptable to City in the minimum amount 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. C. 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. D. 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. E. Consultant is expressly prohibited from assigning or subcontracting any of the Services without the prior written consent of City. In the event of mutual agreement by the Parties to assign or subcontract a portion of the Services, Consultant shall add such assignee or subcontractor as an additional insured to the insurance policies required hereby and provide City with the insurance endorsements prior to any Services being performed by the assignee or subcontractor. 6.2 By execution of this Agreement, Consultant personally assumes all risks for any harm, injury or damage that may befall Consultant in the course of performing the tasks, obligations, and services set forth in this Agreement, including all risks connected therewith, whether foreseen or unforeseen. Further, Consultant shall forever release, waive, discharge and hold harmless City, and its respective officials, officers, employees, agents and volunteers, from any and all liability for any personal injury or property damage sustained by Consultant in the course of performing the tasks, obligations, and services set forth in this Agreement, including any property damage or personal injury resulting from or arising out of any negligent act, error or omission of the City. 3 IAcmo\Agreements\Meliora Public Safety Consulting LLC FY23-0104-V.4Adocx-msv4 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 a governmental decision whether to: (i) approve a rate, rule or regulation, or adopt or enforce a City law; (ii) issue, deny, suspend or revolve any City permit, license, application, certification, approval, order or similar authorization or entitlement; (iii) authorize City to enter into, modify or renew a contract; (iv) grant 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) grant City approval to a plan, design, report, study or similar item; (vi) adopt, or grant 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 determines that Consultant must disclose its financial interests, Consultant shall complete and file a Fair Political Practices Commission Form 700, Statement of Economic Interests, with the City Clerk's 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. Any assignment or attempted assignment without such prior written consent may, in the sole discretion of City, result in City's immediate termination of this Agreement. 4 I:\cmo\Agreements\Meliora Public Safety Consulting LLC FY23-0104-V.4.docx-msv4 8.3 Consultant is for all purposes under this Agreement an independent contractor and shall perform the Services as an independent contractor. Neither City nor any its agents shall have control over the conduct of Consultant or Consultant's employees, except as herein set forth. Consultant shall supply all 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 or implied, to act on behalf of City .in any capacity whatsoever as an agent, nor shall Consultant have any authority, express or implied, to bind City to any obligation, 8.4 This Agreement may be terminated by City or Consultant, in each Party's sole discretion, by providing not less than five (5) days prior written notice to the other party of City's or Consultant'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, drawings, specifications, reports, estimates, and summaries 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. 8.5 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. 8.6 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, any amendment to this Agreement shall be in writing, approved by City and signed by City and Consultant. 8.7 This Agreement shall be governed by and construed in accordance with the laws of the State of California, without regard to its conflicts of laws provisions. The Parties agree that all actions or proceedings arising in connection with this Agreement shall be tried and litigated only in the state courts located in San Bernardino County, California, and the federal courts located in Riverside County, California. 5 I:\cmo\Agreements\Mcliora Public Safety Consulting LLC FY23-0104-V.4.docx-msv4 8.8 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. IN WITNESS WHEREOF, duly authorized representatives of City and Consultant have signed in confirmation of this Agreement. CITY OF REDLANDS By: Charles M. Dugga , r., City Manager ATTEST: ea e Donaldson, City Clerk MELIORA PUBLIC SAFETY CONSULTING, LLC By: Jackie Gomez -Whiteley, Principal/Co-Founder 6 IAcmo\Agreements\Meliora Public Safety Consulting LLC FY23-0104-V.4.docx-msv4 EXHIBIT "A" SCOPE OF SERVICES An assessment of the Redlands Police Department Support Services Division structure, functions, and management oversight. The current structure includes Records, Dispatch, IT Project Management, Fleet, Facilities & Equipment, Jail, and the New Building. Consultant will also conduct a five-year data analysis based on computer -aided dispatch data and provide a Data Analysis Report with the assessment. The Data Analysis Toolkit is included with the Data Analysis Report to allow the department to upload ensuing year's CAD data to conduct ongoing data analysis. The assessment will include the following: • Review of organizational configuration and service delivery systems to determine the optimal staffing model that appropriately considers service delivery expectations, operational budgets, City Council priorities, workload, goals and specific performance measures; • Assess and evaluate current management capacity, roles and responsibilities and analyze configuration and reporting relationships to ensure efficiencies; • Examine organizational structure and functions; • Assess human resources related to structure, functions and duties; • Review pertinent documents such as police budgets/strategic plans, labor agreements, timesheei s and leave usage, policy and procedure; • Assess division equipment, access control, and work environment; • Assess and evaluate current supervisory roles and responsibilities and analyze reporting relationships to ensure efficiencies; • Analyze department and employee performance measurement and accountability systems; • Assess data collection systems and analytical capabilities; • Analyze overtime use and management to include potential staffing alternatives; • Conduct interviews with department personnel; • Conduct an on -site visit; and • Prepare a final report with recommendations and/or alternatives identified during the analysis and provide the final report to the City's Director of Human Resources and Chief of Police electronically and hardcopy. • An assessment of Property & Evidence and CSOs; • A 5-year CAD Data Analysis Report related to Dispatch workload; and • Provide a Data Analysis Toolkit to the City's Chief of Police. 7 I:\cmo\Agreements\Meliora Public Safety Consulting LLC FY23-0104-V.4.docx-msv4 IW00 Us PROPOSED FEES Consultant will conduct an assessment of the proposed Support Services Division model based on best practices of overall structure, functions, and management oversight for $29,000,00. The proposed structure includes Records, Dispatch, IT Project Management, Fleet, Facilities & Equipment, Jail, and the New Building, along with Property and Evidence, and CSOs. This option would also include a Data Analysis Report and Data Analysis Toolkit based on computer -aided dispatch data regarding workload. The proposed Support Services Division Assessment project would be billed in three installments: 40% ($11,600.00) upon contract signing; 40% ($11,600.00) upon delivery of the draft Data Analysis Report; and 20% ($5,800.00) upon delivery of draft assessment report. All reports will be provided for department review in electronic format. Should the local government desire additional support, or an in -person or virtual presentation on recommendations, Consultant will provide staff at a cost of $300 per hour/per person plus travel expenses. The Support Services Division Assessment will serve as the framework for a future organizational assessment and/or strategic plan that can be conducted separately as an additional Consultant service. 8 IAcmo\Agreements\Meliora Public Safety Consulting LLC FY23-0104-V.4.docx-msv4 EXHIBIT "C" WORKERS' COMPENSATION INSURANCE CERTIFICATION 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 by one or more insurers 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. CHECK ONE 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 and activities required or permitted under this Agreement. (Labor Code §1861). X I affirm that at all times, in performing the work and activities required or permitted under this Agreement, I shall not employ any person in any manner such that I become subject to the workers' compensation laws of California. However, at any time, if I employ any person such that I become subject to the workers' compensation laws of California, immediately I shall provide the City with a certificate of consent to self -insure, or a certification of workers' compensation insurance. I certify under penalty of perjury under the laws of the State of California that the information and representations made in this certificate are true and correct. MELIORA PUBLIC SAFETY CONSULTING, LLC By:_ _ Date: 9-25-24 Jackie Gomez -Whiteley, Principal/Co-Founder 9 I:\cmo\Agreements\Meliora Public Safety Consulting LLC FY23-0104-V.4.docx-msv4