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ORIGINAL
CITY OF SAN BERNARDINO - REQUEST FOR COUNCIL ACTION
From: JAMES F. PENMAN
City Attorney
Subject: Resolution of the Mayor and Common
Council of the City of San Bernardino Authorizing the
Execution of a Professional Services Agreement with
Arias & Lockwood and the City of San Bernardino for
Legal Services in the Case of Vinson, DeMariae v. City,
et al. San Bernardino Superior Court Case No. CIVSS
818649
Dept: CITY ATTORNEY
Date: June jL, 2009
Synopsis of Previous Council Action:
None
Recommended motion: That the Resolution be adopted.
~~
SIgnature
Contact person: James F. Penman
Phone:
5255
Supporting data attached: StaffReoort
Ward:
FUNDING REQUIREMENTS: Amount:
Source:
Finance:
Council Notes:
~so
CJ.o09- /~+
Agenda Item No.
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F:\SIMMONS\ V inson\ V inson.RCA. wpd
STAFF REPORT
Council Meeting Date: June 15,2009
TO:
FROM:
DATE:
AGENDA:
Mayor and Common Council
City Attorney's Office
June 10, 2009
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing
the Execution of a Professional Services Agreement with Arias & Lockwood and the City
of San Bernardino for Legal Services in the Case of Vinson, DeMariae v. City, et al. San
Bernardino Superior Court Case No. CIVSS 818649
On June 1,2009, the Mayor and Common Council approved the retention of the law firm of
Arias & Lockwood to represent the City of San Bernardino in the case entitled DeMariae Vinson v.
City of San Bernardino, et al., San Bernardino County Superior Court Case No. CIVSS 818649.
Attached hereto is a Professional Services Agreement providing for the representation, with
a ceiling of $25,000.00 on attorneys fees and a requirement of regular status reports.
It is requested that the floor motion be adopted so that the Mayor is authorized to execute the
Professional Services Agreement on behalf of the City of San Bernardino.
F:\SIMMONS\ Vinson\Vinson.StaffReport,wpd
(C(QJ[PY
1
RESOLUTION NO.
2 RESOLUTION OF THE MA YORAND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A PROFESSIONAL
3 SERVICES AGREEMENT BETWEEN ARIAS & LOCKWOOD AND THE CITY OF SAN
BERNARDINO FOR LEGAL SERVICES IN THE CASE OF DEMARlAE VINSON v. CITY
4 OF SAN BERNARDINO, et aL, SAN BERNARDINO SUPERIOR COURT CASE NO. CIVSS
818649
5
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY OF
6 SAN BERNARDINO AS FOLLOWS:
7 SECTION 1. The Mayor of the City of San Bernardino is hereby authorized and directed
8 to execute on behalf of said City a Professional Services Agreement between Arias & Lockwood and
9 the City of San Bernardino for legal services, a copy of which is attached hereto marked Exhibit "A"
10 and incorporated herein by reference as fully as though set forth at length.
11 SECTION 2. The authorization granted by this Resolution shall expire and be void and
12 of no further effect if the agreement is not executed by both parties and returned to the Office ofthe
13 City Clerk within sixty (60) days following the effective date of this Resolution.
14 11/
15 /11
16 11/
17 11/
18 11/
19 11/
20 11/
21 11/
22 11/
23 11/
24 11/
25 /11
26 11/
27 11/
28 11/
F:\SIMMONS\Vinson\ Vinson.Resolution. wpd
1 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE EXECUTION OF A PROFESSIONAL SERVICES
2 AGREEMENT BETWEEN ARIAS & LOCKWOOD AND THE CITY OF SAN
BERNARDINO FOR LEGAL SERVICES IN THE CASE OF DEMARIAE VINSON v. CITY
3 OF SAN BERNARDINO, et al., SAN BERNARDINO SUPERIOR COURT CASE NO. CIVSS
818649
4
5
I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
Common Council of the City of San Bernardino at a
meeting thereof, held on the _
6
day of
7
COUNCIL MEMBERS:
8
ESTRADA
9
BAXTER
10
BRINKER
11
SHORETT
12
KELLEY
13
JOHNSON
14
MC CAMMACK
15
, 2009, by the following vote, to wit:
AYES
NAYS
ABSTAIN ABSENT
16
Rachel Clark, City Clerk
17
18
The foregoing Resolution is hereby approved this _ day of
,2009.
19
20
21
PATRICKJ. MORRIS, Mayor
City of San Bernardino
22
Approved as to form:
23
JAMES F. PENMAN,
C~ity Attorney
25 ( fl ~
BY' . T ~
24
26
27
28
2
F:\SIM:MONS\Vinson\Vinson.Resolution. wpd
Exhibit "A"
1
PROFESSIONAL SERVICES AGREEMENT
2
DeMARIAE VINSON v. CITY OF SAN BERNARDINO, et aL
SAN BERNARDINO SUPERIOR COURT CASE NO. CIVSS 818649
3
4
1.
The CITY OF SAN BERNARDINO (hereinafter "CITY") and the law firm of ARIAS
5 & LOCKWOOD (hereinafter "A&L") are the parties to this Agreement.
6
2.
A&L will be representing the following entities and persons in this litigation: CITY
7 OF SAN BERNARDINO, and OFFICERS JIM BEACH, JOE ZINK, JASON KING, CHRIS
8 GRAY, MANUAL GAITAN, NICHOLAS OLDENDORF and JOHN ECHEVARRIA, and any
9 designated officer or employee of the CITY. A&L shall not represent any client in any type of claim
10 against the CITY without prior written approval to do so from the CITY OF SAN BERNARDINO
11 through the City Attorney's Office.
12
3.
A&L shall be paid at the hourly rates set forth below:
13 Attorneys - $145.00 per hour; and,
14 Law Clerks/Paralegals - $70.00 per hour.
15 The amounts expended under this agreement for attorney fees shall not exceed
16 $25,000 without further approval of the Mayor and Common Council.
17
4.
Bills shall be submitted at least on a monthly basis and no later than the 5th day of
18 each succeeding month.
19
5.
The actual cost for filing fees, telephone charges, photocopying, postage, lodging,
20 mileage and related travel costs shall be itemized when submitted to the CITY for reimbursement.
21 A&L may include a single charge in an amount not to exceed four percent (4%) of attorney fees in
22 lieu of reimbursement for photocopying, telephone charges, and postage.
23
6.
If attorney fees are charged "portal to portal" (e.g., from office to court and return),
24 then A&L shall not be entitled to reimbursement for mileage and parking fees.
25
7.
A&L shall obtain approval from the CITY to retain expert witnesses, consultants, and
26 other professionals (not including court reporters) for purposes of the litigation. A&L may, if it
27 chooses, pay the fees and charges of such consultants and seek reimbursement from the CITY on its
28 periodic statement, or it may forward the consultant's bill to the CITY with a request that the CITY
F:\SIMMONSWinson\vinson.ProfessionalSvc.Agrmt.wpd 1
1 pay it directly. Consultants shall not bill the CITY directly without prior approval of the CITY'S
2 Finance Department.
3 8. Status reports will be submitted to the CITY through the City Attorney's Office
4 whenever any significant event occurs, and in any event at least quarterly. Information sufficient to
5 set reserves, including, without limitation, potential liability exposure and percentage of fault, shall
6 be included.
7 9. Copies of all opinions, pleadings, discovery and motions shall be provided to the City
8 Attorney's Office which may reproduce same and provide copies to other parties or attorneys in this
9 or other litigation.
10 10. Copies of any correspondence and other documents sent to any of the parties in this
11 action shall also be provided to the CITY through the City Attorney's Office.
12 11. Any and all settlements shall require CITY approval. Request for settlement authority
13 shall be made through the City Attorney's Office which shall obtain the necessary CITY approvals.
14 12. In the event the settlement value of this case appears to exceed $50,000.00 the City
15 Attorney's. Office shall be notified immediately.
16 13. Only Joseph Arias of ARIAS & LOCKWOOD or another senior attorney approved
17 by the City shall conduct the trial of this case.
18 14. No client development costs are to be included in billings.
19 15. No continuing education expenses are to be included in billings.
20 16. Final billing shall be accompanied by copies of the Request for Dismissal,
21 Satisfaction of Judgment, Release and any other final documents.
22 17. Either party may terminate this Agreement at will. A&L will continue to represent
23 the CITY on the terms and conditions in this Agreement until the case and file are transferred to
24 another attorney.
25 18. A&L is an independent contractor as to the CITY.
26 19. A&L shall maintain the following types of insurance with limits as shown:
27 a) Workers Compensation as required by the laws of the State of California,
28 including Employment Liability with $250,000 limits covering all persons providing
F:\SIM MONS\ VinsonWinson.ProfessionalSvc,Agrmt.wpd 2
1
2
3
service on behalf of A&L and all risks to such persons under this Agreement. A&L
shall require its Workers Compensation carrier to waive all rights of subrogation
against the CITY and its officers and employees and any others for whom services
are being provided under this Agreement.
4
5
b)
Comprehensive General and Automobile Liability Insurance coverage to
6
include contractual coverage and automobile coverage for owned, hired and non-
7
owned vehicles. The policy shall have at least a combined single limit of$I,OOO,OOO
for bodily injury and property damage.
8
9
c)
Professional Liability Insurance with limits of at least $1,000,000 per claim.
10
In lieu of naming the CITY as an additional insured, the policy may be endorsed as
11
follows:
12
13
"Insurance coverage afforded by this policy shall also apply
to the liability assumed by the Insured under the Agreement with the
CITY OF SAN BERNARDINO for legal services, provided such
liability results from an error, omission or negligent act of the
insured, its officers, employees, agents, or subcontractors. All other
provisions of this policy are to remain unchanged."
14
15
16 A&L shall furnish certificates of insurance and certified copies of all policies and
17 endorsements to the City Attorney's Office evidencing the insurance coverage above required prior
18 to the commencement of performance of services hereunder, which certificates shall provide that
19 such insurance shall not be terminated or expire without thirty (30) days written notice to the City
20 Attorney's Office, and shall maintain such insurance from the time A&L commences performance
21 of services hereunder until the completion of such services.
22 All policies, with respect to the insurance coverage above required, except for the
23 Workers Compensation insurance coverage and professional liability coverage, if applicable, shall
24 obtain additional endorsements naming the CITY and all parties represented under this Agreement,
25 their employees, agents, volunteers and officers as additional named insured with respect to
26 liabilities arising out of the performance of services hereunder.
27 III
28 III
F:\SIMMONS\Vinson\Vinson .ProfessionalSvc.Agrmt. wpd 3
I All policies required above are to be primary and non-contributing with any insurance
2 policies or self-insurance programs carried or administered by the CITY or other parties represented
3 under this Agreement.
4
5
20.
All communications and billings to the CITY are to be directed as follows:
City Attorney's Office
CITY OF SAN BERNARDINO
300 North "D" Street
San Bernardino, CA 92418
6
7
8 Dated: June ,2009
-
9
10
II
12
13 Dated: June _,2009
14
15
16
17
18
19 Approved as to form:
20
JAMES F. PENMAN,
21 City Attorney
22
By:
23
24
25
26
27
28
ARIAS & LOCKWOOD
By: Joseph Arias
CITY OF SAN BERNARDINO
By: Patrick J. Morris, Mayor
F:\SIMMONS\ VinsonWinson.ProfessionalSvc,Agrmt.wpd 4
I
2
3
4
PROFESSIONAL SERVICES AGREEMENT
DeMARlAE VINSON v. CITY OF SAN BERNARDINO, et aL
SAN BERNARDINO SUPERIOR COURT CASE NO. CIVSS 818649
1.
The CITY OF SAN BERNARDINO (hereinafter "CITY") and the law firm of ARIAS
5 & LOCKWOOD (hereinafter "A&L") are the parties to this Agreement.
6
2.
A&L will be representing the following entities and persons in this litigation: CITY
7 OF SAN BERNARDINO, and OFFICERS JIM BEACH, JOE ZINK, JASON KING, CHRIS
8 GRAY, MANUAL GAITAN, NICHOLAS OLDENDORF and JOHN ECHEVARRIA, and any
9 designated officer or employee of the CITY. A&L shall not represent any client in any type of claim
10 against the CITY without prior written approval to do so from the CITY OF SAN BERNARDINO
II through the City Attorney's Office.
12
3.
A&L shall be paid at the hourly rates set forth below:
13 Attorneys - $145.00 per hour; and,
14 Law Clerks/Paralegals - $70.00 per hour.
15 The amounts expended under this agreement for attorney fees shall not exceed
16 $25,000 without further approval of the Mayor and Common Council.
17
4.
Bills shall be submitted at least on a monthly basis and no later than the 5th day of
18 each succeeding month.
19
5.
The actual cost for filing fees, telephone charges, photocopying, postage, lodging,
20 mileage and related travel costs shall be itemized when submitted to the CITY for reimbursement.
21 A&L may include a single charge in an amount not to exceed four percent (4%) of attorney fees in
22 lieu of reimbursement for photocopying, telephone charges, and postage.
23
6.
If attorney fees are charged "portal to portal" (e.g., from office to court and return),
24 then A&L shall not be entitled to reimbursement for mileage and parking fees.
25
7.
A&L shall obtain approval from the CITY to retain expert witnesses, consultants, and
26 other professionals (not including court reporters) for purposes of the litigation. A&L may, if it
27 chooses, pay the fees and charges of such consultants and seek reimbursement from the CITY on its
28 periodic statement, or it may forward the consultant's bill to the CITY with a request that the CITY
F:\SrMMONS\ Vinson\ Vinson.ProfessionalSvc.Agrmt. wpd 1
1 pay it directly. Consultants shall not bill the CITY directly without prior approval of the CITY'S
2 Finance Department.
3 8. Status reports will be submitted to the CITY through the City Attorney's Office
4 whenever any significant event occurs, and in any event at least quarterly. Information sufficient to
5 set reserves, including, without limitation, potential liability exposure and percentage offault, shall
6 be included.
7 9. Copies of all opinions, pleadings, discovery and motions shall be provided to the City
8 Attorney's Office which may reproduce same and provide copies to other parties or attorneys in this
9 or other litigation.
10 10. Copies of any correspondence and other documents sent to any of the parties in this
II action shall also be provided to the CITY through the City Attorney's Office.
12 11. Any and all settlements shall require CITY approval. Request for settlement authority
13 shall be made through the City Attorney's Office which shall obtain the necessary CITY approvals.
14 12. In the event the settlement value of this case appears to exceed $50,000.00 the City
15 Attorney's Office shall be notified immediately.
16 13. Only Joseph Arias of ARIAS & LOCKWOOD or another senior attorney approved
17 by the City shall conduct the trial of this case.
18 14. No client development costs are to be included in billings.
19 15. No continuing education expenses are to be included in billings.
20 16. Final billing shall be accompanied by copies of the Request for Dismissal,
21 Satisfaction of Judgment, Release and any other final documents.
22 17. Either party may terminate this Agreement at will. A&L will continue to represent
23 the CITY on the terms and conditions in this Agreement until the case and file are transferred to
24 another attorney.
25 18. A&L is an independent contractor as to the CITY.
26 19. A&L shall maintain the following types of insurance with limits as shown:
27 a) Workers Compensation as required by the laws of the State of California,
28 including Employment Liability with $250,000 limits covering all persons providing
F:\SIMMONS\Vinson\Vinson.ProfessionalSvc.Agnnt.wpd 2
1
2
3
4
service on behalf of A&L and all risks to such persons under this Agreement. A&L
shall require its Workers Compensation carrier to waive all rights of subrogation
against the CITY and its officers and employees and any others for whom services
are being provided under this Agreement.
5
b)
Comprehensive General and Automobile Liability Insurance coverage to
6
include contractual coverage and automobile coverage for owned, hired and non-
7
owned vehicles. The policy shall have at least a combined single limit of$I,OOO,OOO
for bodily injury and property damage.
8
9
10
II
c)
Professional Liability Insurance with limits of at least $1,000,000 per claim.
In lieu of naming the CITY as an additional insured, the policy may be endorsed as
follows:
12
13
"Insurance coverage afforded by this policy shall also apply
to the liability assumed by the Insured under the Agreement with the
CITY OF SAN BERNARDINO for legal services, provided such
liability results from an error, omission or negligent act of the
insured, its officers, employees, agents, or suhcontractors. All other
provisions of this policy are to remain unchanged."
14
15
16 A&L shall furnish certificates of insurance and certified copies of all policies and
17 endorsements to the City Attorney's Office evidencing the insurance coverage above required prior
18 to the commencement of performance of services hereunder, which certificates shall provide that
19 such insurance shall not be terminated or expire without thirty (30) days written notice to the City
20 Attorney's Office, and shall maintain such insurance from the time A&L commences performance
21 of services hereunder until the completion of such services.
22 All policies, with respect to the insurance coverage above required, except for the
23 Workers Compensation insurance coverage and professional liability coverage, if applicable, shall
24 obtain additional endorsements naming the CITY and all parties represented under this Agreement,
25 their employees, agents, volunteers and officers as additional named insured with respect to
26 liabilities arising out of the performance of services hereunder.
27 III
28 III
F:\SIMMONS\ VinsonWinson.ProfessionaISvc.Agrmt.wpd 3
I All policies required above are to be primary and non-contributing with any insurance
2 policies or self-insurance programs carried or administered by the CITY or other parties represented
3 under this Agreement.
4
20.
All communications and billings to the CITY are to be directed as follows:
5
6
7
8 Dated: June _, 2009
9
10
II
12
13 Dated: June ,2009
14
15
16
17
18
City Attorney's Office
CITY OF SAN BERNARDINO
300 North "D" Street
San Bernardino, CA 92418
ARIAS & LOCKWOOD
By: Joseph Arias
CITY OF SAN BERNARDINO
By: Patrick J. Morris, Mayor
19 Approved as to form:
20
21
JAMES F. PENMAN,
:~d
22
23
24
25
26
27
28
F:\SIMMONSWinson\V.inson.ProfessionalSvc.Agrrnt. wpd 4