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RESOLUTION (ID #2345) DOC ID: 2345 A
CITY OF SAN BERNARDINO—REQUEST FOR COUNCIL ACTION
Agreement/Contract
From: Allen Parker M/CC Meeting Date: 04/01/2013
Prepared by: Georgeann "Gigi" Hanna,
Dept: City Manager Ward(s): All
Subject:
Resolution of the Mayor and Common Council of the City of San Bernardino Authorizing the
Execution of a Consultant Services Agreement Between Urban Futures Incorporated and the City
of San Bernardino for Finance Services Staffing.
Current Business Registration Certificate: Yes
Financial Impact:
Please refer to Memo from City Manager
Motion: Adopt the Resolution.
Synopsis of Previous Council Action:
None
Background:
None
City Attorney Review:
Supporting Documents:
Financial Services Memo_Parker (DOCX)
reso 2345 (PDF)
agrmt 2345 (PDF)
Financial Consulting Resource Services (Exhibit"A" to Agreement) (PDF)
Urban Futures Proposal for Finance Dept. Services (Exhibit A) (PDF)
Updated: 3/27/2013 by Linda Sutherland Al
CITY OF SAN BERNARDINO
INTEROFFICE MEMORANDUM
CITY MANAGER'S OFFICE
TO: Mayor and Common Council
FROM: Allen Parker, City Manager
SUBJECT: Staffing/Finance Department- Revised
DATE: April 1, 2013
COPIES: Jim Penman, City Attorney; Georgeann Hanna, City Clerk
Getting the Finance Department functioning is my number one priority. Simply stated, we cannot
take weeks or months to recruit, interview, do background checks, etc. for the management
positions. We have to get the Department up and running not only for day-to-day needs but for
the budget, bankruptcy and audit(s).
From a de facto standpoint, most of the management financial functions are in the hands of
Urban Futures; and from a hit-the-ground-running standpoint, Urban Futures is best prepared to
manage the Department. Both City Attorney Penman and Bankruptcy Attorney Glassman have
concurred that a sole source proposal from Urban Futures is appropriate in this case.
Accordingly, please find attached a proposal from Urban Futures to manage the Finance
Department on a contract basis. They do so for the City of Jurupa. The proposed annual fee is
$465,000, virtually the same if the positions were filled in-house ($450,430, including benefits),
exclusive of the additional position of Contract Administrator. The existing City employees
would remain with the City but be supervised by Urban Futures, subject to a meet and confers
with the appropriate labor representation units.
On an hourly basis, this proposal has the added benefit of confining Urban Futures to a contract
for providing management financial services at the following reduced costs:
Position Current Billing Contract Cost
Finance Director $150 $96.15
Budget Manager $105 $67.31
Fiscal Officer $ 85 $60.10
Contract Administrator DNA $54.81
The addition of a Contract Administrator (non-City employee) and two Accountants (City
employees) adds $254,812 to the annual budget, including benefits.
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Lastly, the City has retained Urban Futures to assist with the bankruptcy proceedings. The
current budget allocation of $200,000 has almost been reached, and I would recommend an
additional $100,000 be allocated to cover the remainder of this fiscal year.
RECOMMENDATIONS:
1. That the Mayor & Common Council approve the attached proposal from Urban Futures
for management of the Finance Department through June 30, 2014, $144,750 for the
remainder of this fiscal year and $579,000 for FY 2013-14.
2. That the Common Council authorize the additional positions of two Accountants.
3. That the budget allocation of $200,000 to Urban Futures for bankruptcy assistance be
increased to $300,000.
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IS
I RESOLUTION NO.
2 RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF
SAN BERNARDINO AUTHORIZING THE EXECUTION OF A CONSULTANT
3 SERVICES AGREEMENT BETWEEN URBAN FUTURES INCORPORATED AND
4 THE CITY OF SAN BERNARDINO FOR FINANCE SERVICES STAFFING.
BE IT RESOLVED BY THE MAYOR AND COMMON COUNCIL OF THE CITY
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OF SAN BERNARDINO AS FOLLOWS:
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7 SECTION 1. The City Manager of the City of San Bernardino is hereby authorized and
directed to execute on behalf of said City a Consultant Services Agreement between Urban
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9 Futures Incorporated(UFI) and the City of San Bernardino for Finance Services Staffing,a copy
10 of which is attached hereto marked Exhibit"A"and incorporated herein by reference as fully as 'Lou
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11 though set forth at length. c
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12 SECTION 2. The Purchasing Manager is hereby authorized to issue a Purchase Order to U
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13 Urban Futures Incorporated for consultant services for a total amount not to exceed$723,750. 0
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14 SECTION 3. The authorization granted hereunder shall expire and be void and of no
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further effect if the agreement is not executed by both parties and returned to the Office of the IT
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City Clerk within sixty(60) days following the effective date of the Resolution.
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1
I RESOLUTION OF THE MAYOR AND COMMON COUNCIL OF THE CITY OF SAN
BERNARDINO AUTHORIZING THE EXECUTION OF A CONSULTANT SERVICES
2 AGREEMENT BETWEEN URBAN FUTURES INCORPORATED AND THE CITY OF
SAN BERNARDINO FOR FINANCE SERVICES STAFFING.
3 I HEREBY CERTIFY that the foregoing Resolution was duly adopted by the Mayor and
4 Common Council of the City of San Bernardino at a meeting thereof,
5 held on the day of , 2013, by the following vote,to wit:
6 COUNCILMEMBERS: AYES NAYS ABSTAIN ABSENT
7 MARQUEZ
8 JENKINS
9 VALDIVIA
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SHORETT N
KELLEY M
11 JOHNSON L
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12 MC CAMMACK
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14 Georgeann Hanna, City Clerk LO
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15 The foregoing Resolution is hereby approved this of P
2013.
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17 Patrick J. Morris, Mayor
City of San Bernardino c
18 Approved as to form:
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19 JAMES F. PENMAN, w
City Att rney a
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By:
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CONSULTANT SERVICES AGREEMENT BETWEEN THE CITY OF SAN
BERNARDINO AND URBAN FUTURES,INC. FOR FINANCE SERVICES STAFFING
THIS AGREEMENT is made and entered into this day of , 2013
("Effective Date"), by and between the CITY OF SAN BERNARDINO, a charter city("CITY"),
and URBAN FUTURES, INC. ("CONSULTANT").
WITNESSETH :
A. WHEREAS, CITY proposes to have CONSULTANT perform the services
described herein below; and
B. WHEREAS, CONSULTANT represents that it has that degree of specialized
expertise contemplated within California Government Code, Section 37103, and holds all
necessary licenses to practice and perform the services herein contemplated; and
C. WHEREAS, CITY and CONSULTANT desire to contract for Finance Services
Staffing as described in the Scope of Services, attached hereto as Exhibit "A"; and LL
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D. WHEREAS, no official or employee of CITY has a financial interest, within the r
provisions of California Government Code, Sections 1090-1092, in the subject matter of this 2
Agreement. c
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NOW, THEREFORE, for and in consideration of the mutual covenants and conditions v
contained herein, the parties hereby agree as follows: N
I 1.0. SERVICES PROVIDED BY CONSULTANT
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I.I. ScoW of Services. For the remuneration stipulated, CONSULTANT shall
1 provide the professional services described in the Scope of Services attached hereto as Exhibit"A"
and incorporated herein by this reference. If a conflict arises between the Scope of Services and
this Professional Services Agreement(hereinafter"Agreement"),the terms of the Agreement shall
govern.
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1.2. Professional Practices. All professional services to be provided by
CONSULTANT pursuant to this Agreement shall be provided by skilled personnel and in a
manner consistent with the standards of care, diligence and skill ordinarily exercised by
professional consultants in similar fields and circumstances in accordance with sound professional
practices. CONSULTANT also warrants that it is familiar with all laws that may affect its
performance of this Agreement and shall advise CITY of any changes in any laws that may affect
CONSULTANT's performance of this Agreement. CONSULTANT further represents that no
CITY employee will provide any services under this Agreement.
1.3. Warranty. CONSULTANT warrants that it shall perform the services required by
this Agreement in compliance with all applicable Federal and California employment laws
including,but not limited to,those laws related to minimum hours and wages;occupational health
and safety; fair employment and employment practices; workers' compensation insurance and
safety in employment; and all other Federal, State and local laws and ordinances applicable to the
services required under this Agreement. CONSULTANT shall indemnify and hold harmless
CITY from and against all claims,demands,payments,suits,actions,proceedings, and judgments
of every nature and description including reasonable attorneys'fees and costs,presented,brought,
or recovered against CITY for, or on account of any liability under any of the above-mentioned
laws, arising from or related to CONSULTANT's performance under this Agreement.
1.4. Non-discrimination. In performing this Agreement, CONSULTANT shall not
engage in,nor permit its officers,employees or agents to engage in,discrimination in employment
of persons because of their race, religion, color,national origin, ancestry, age, mental or physical
disability, medical condition, marital status, sexual gender or sexual orientation, except as
permitted pursuant to Section 12940 of the Government Code. Violation of this provision may
result in the imposition of penalties referred to in Labor Code, Section 1735. y
1.5 Non-Exclusive A reement. CONSULTANT acknowledges that CITY may enter o
into agreements with other consultants for services similar to the services that are subject to this U.
Agreement or may have its own employees perform services similar to those services `o
contemplated by this Agreement.
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1.5. Delegation and Assignment. This is a personal service contract,and the duties set 0
forth herein shall not be delegated or assigned to any person or entity without the prior written c
consent of CITY. CONSULTANT may engage a subcontractor(s) as permitted by law and may M
employ other personnel to perform services contemplated by this Agreement at CONSULTANT's
sole cost and expense.
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1.7 Conflicts of Interest. During the term of this Agreement, CONSULTANT shall at E
all times maintain a duty of loyalty and a fiduciary duty as to the CITY and shall not accept
payment from or employment with any person or entity which will constitute a conflict of interest r
with the CITY. d
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1.8 CITY Business Certificate. CONSULTANT shall obtain and maintain during the Q
term of this Agreement, a valid CITY Business Registration Certificate pursuant to Title 5 of the
City of San Bernardino Municipal Code and any and all other licenses, permits, qualifications,
insurance and approvals of whatever nature that are legally required of CONSULTANT to practice
its profession, skill or business.
2.0. COMPENSATION AND BILLING
2.1. Compensation. Finance Staffing services shall be compensated at$144,750 for the
remainder of the 2012/13 Fiscal year ending June 30, 2013 and$579,000 for Fiscal year 2013/14
ending June 30, 2014. In no event shall the total amount paid to CONSULTANT exceed
$723,750.
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2.2. Additional Services. CONSULTANT shall not receive compensation for any
services provided outside the Scope of Services unless the CITY, prior to CONSULTANT
performing the additional services,approves such additional services in writing. It is specifically
understood that oral requests and/or approvals of such additional services or additional
compensation shall be barred and are unenforceable.
2.3. Method of Billing. CONSULTANT may submit invoices to CITY for approval.
Said invoice shall be based on the total of all CONSULTANT's services which have been
completed to CITY's sole satisfaction. CITY shall pay CONSULTANT's invoice within forty-five
(45) days from the date CITY receives said invoice. The invoice shall describe in detail, the
services performed and the associated time for completion. Any additional services approved and
performed pursuant to this Agreement shall be designated as "Additional Services" and shall
identify the number of the authorized change order,where applicable, on all invoices.
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2.4. Records and Audits. Records of CONSULTANT's services relating to this 0
Agreement shall be maintained in accordance with generally recognized accounting principles and AR
shall be made available to CITY for inspection and/or audit at mutually convenient times for a M
period of three(3)years from the Effective Date.
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3.0. TERM AND NOTIFICATION. r
3.1. Term. This Agreement shall commence on the Effective Date and continue v
through June 30, 2014, unless the Agreement is previously terminated as provided for herein.
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3.2 Termination. CITY or CONSULTANT may terminate the services provided --
under Section 1.1 of this Agreement upon thirty(30)days written notice to the other party. In the LO
event of termination, CONSULTANT shall be paid the reasonable value of services rendered to N
the date of termination.
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3.3 Documents. In the event of termination of this Agreement, all documents r
prepared by CONSULTANT in its performance of this Agreement shall be delivered to the CITY
within ten (10) days of delivery of termination notice to CONSULTANT, at no cost to CITY.
Any use of uncompleted documents without specific written authorization from CONSULTANT
shall be at CITY's sole risk and without liability or legal expense to CONSULTANT. a
4.0. INSURANCE
4.1. Minimum Scope and Limits of Insurance. CONSULTANT shall obtain and
maintain during the term of this Agreement all of the following insurance coverages:
(a) Commercial general liability, including premises-operations,
products/completed operations, broad form property damage, blanket
contractual liability, independent contractors,personal injury with a policy
limit of not less than One Million Dollars($1,000,000.00),combined single
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limits,per occurrence and aggregate.
(b) Automobile liability for owned vehicles, hired, and non-owned vehicles,
with a policy limit of not less than One Million Dollars ($1,000,000.00),
combined single limits,per occurrence and aggregate.
(c) Workers'compensation insurance as required by the State of California.
4.2. Endorsements. The commercial general liability insurance policy shall contain or
be endorsed to contain the following provisions:
(a) Additional insureds: "The City of San Bernardino and its elected and
appointed boards, officers, agents, and employees are additional insureds y
with respect to this subject project and contract with City."
(b) Notice: "Said policy shall not terminate,nor shall it be materially changed co
or cancelled, nor the coverage reduced, until thirty (30) days after written
notice is given to City." _
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(c) Other insurance: "Any other insurance maintained by the City of San w
Bernardino shall be excess and not contributing with the insurance provided R
by this policy."
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4.3. Certificates of Insurance. CONSULTANT shall provide to CITY certificates of U
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insurance showing the insurance coverages and required endorsements described above,in a form
and content approved by CITY,prior to performing any services under this Agreement.
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4.4. Non-limiting. Nothing in this Section shall be construed as limiting in any way, N
the indemnification provision contained in this Agreement,or the extent to which CONSULTANT E
may be held responsible for payments of damages to persons or property. C
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5.0. GENERAL PROVISIONS a
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5.1. Entire Agreement: This Agreement constitutes the entire Agreement between the Q
parties with respect to any matter referenced herein and supersedes any and all other prior writings
and oral negotiations. This Agreement may be modified only in writing,and signed by the parties
in interest at the time of such modification. The terms of this Agreement shall prevail over any
inconsistent provision in any other contract document appurtenant hereto, including exhibits to
this Agreement.
5.2. Notices. Any notices, documents, correspondence or other communications
concerning this Agreement or the work hereunder may be provided by personal delivery,facsimile
or mail and shall be addressed as set forth below. Such communication shall be deemed served or
delivered: a) at the time of delivery if such communication is sent by personal delivery; b) at the
time of transmission if such communication is sent by facsimile; and c) 48 hours after deposit in
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the U.S. Mail as reflected by the official U.S. postmark if such communication is sent through
regular United States mail.
IF TO CONSULTANT: IF TO CITY:
Urban Futures,Inc. City Manager
3111 North Tustin, Suite 230 300 North"D" Street
Orange, CA 92865 San Bernardino, CA 92418
Telephone: (714)283-9334 Telephone: (909) 384-5122
Facsimile: (714)283-8963 Facsimile: (909) 384-5138
5.3. Attorneys' Fees: In the event that litigation is brought by any party in connection y
with this Agreement, the prevailing party shall be entitled to recover from the opposing party all
costs and expenses, including reasonable attorneys' fees, incurred by the prevailing party in the
exercise of any of its rights or remedies hereunder or the enforcement of any of the terms, y
conditions, or provisions hereof. The costs, salary and expenses of the City Attorney and
members of his office in enforcing this contract on behalf of the CITY shall be considered as M
"attorneys' fees" for the purposes of this Agreement. S
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5.4. Governing Law. This Agreement shall be governed by and construed under the
laws of the State of California without giving effect to that body of laws pertaining to conflict of
laws. In the event of any legal action to enforce or interpret this Agreement, the parties hereto c
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agree that the sole and exclusive venue shall be a court of competent jurisdiction located in San
Bernardino County, California. M
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5.5. Assignment: CONSULTANT shall not voluntarily or by operation of law assign, qT
transfer,sublet or encumber all or any part of CONSULTANT's interest in this Agreement without N
CITY's prior written consent. Any attempted assignment, transfer, subletting or encumbrance E
shall be void and shall constitute a breach of this Agreement and cause for termination of this
Agreement. Regardless of CITY's consent, no subletting or assignment shall release
CONSULTANT of CONSULTANT's obligation to perform all other obligations to be performed E
by CONSULTANT hereunder for the term of this Agreement.
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5.6. Indemnification and Hold Harmless. CONSULTANT shall protect, defend, Q
indemnify and hold harmless CITY and its elected and appointed officials, boards, commissions,
officers, attorneys, agents and employees from any and all claims, losses, demands, suits,
administrative actions, penalties, liabilities and expenses, including reasonable attorney fees,
damage to property or injuries to or death of any person or persons or damages of any nature
including, but not limited to, all civil claims or workers' compensation claims arising from or in
any way related to CONSULTANT's performance under this Agreement, except when caused
solely by the CITY's negligence.
5.7. Independent Contractor. CONSULTANT, at all times while performing under
this Agreement, is and shall be acting at all times as an independent contractor and not as an agent
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or employee of CITY. CONSULTANT shall secure, at its expense, and be responsible for any
and all payment of wages, benefits and taxes including, but not limited to, Income Tax, Social
Security, State Disability Insurance Compensation, Unemployment Compensation, and other
payroll deductions for CONSULTANT and its officers, agents, and employees, and all business
licenses, if any are required, in connection with the services to be performed hereunder. Neither
CONSULTANT nor its officers, agents and employees shall be entitled to receive any benefits
which employees of CITY are entitled to receive and shall not be entitled to workers'
compensation insurance, unemployment compensation, medical insurance, life insurance, paid
vacations,paid holidays, pension,profit sharing or social security on account of CONSULTANT
and its officers', agents` and employees' work for the CITY. This Agreement does not create the
relationship of agent, servant, employee partnership or joint venture between the CITY and
CONSULTANT.
5.8 Conflict of Interest Disclosure:CONSULTANT or its employees may be subject to
the provisions of the California Political Reform Act of 1974 (the "Act"), which(1)requires such
persons to disclose financial interests that may be materially affected by the work performed under W
this Agreement, and (2)prohibits such persons from making or participating in making decisions
that will have a foreseeable financial affect on such interest.
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CONSULTANT shall conform to all requirements of the Act. Failure to do so 0
constitutes a material breach and is grounds for termination of the Agreement by CITY.
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5.9. Responsibility for Errors. CONSULTANT shall be responsible for its work and 0
results under this Agreement. CONSULTANT,when requested,shall furnish clarification and/or
explanation as may be required by the CITY's representative, regarding any services rendered M
under this Agreement at no additional cost to CITY. In the event that an error or omission
attributable to CONSULTANT occurs,then CONSULTANT shall,at no cost to CITY,provide all Ln
other CONSULTANT professional services necessary to rectify and correct the matter to the sole N
satisfaction of CITY and to participate in any meeting required with regard to the correction. E
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5.10. Prohibited Em llooyment. CONSULTANT shall not employ any current employee
of CITY to perform the work under this Agreement while this Agreement is in effect.
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5.11. Costs. Each party shall bear its own costs and fees incurred in the preparation and r
negotiation of this Agreement and in the performance of its obligations hereunder except as a
expressly provided herein.
5.12. No Third Party Beneficiary Rights. This Agreement is entered into for the sole
benefit of CITY and CONSULTANT and no other parties are intended to be direct or incidental
beneficiaries of this Agreement and no third party shall have any right in, under or to this
Agreement.
5.13. Headings Paragraphs and subparagraph headings contained in this Agreement are
included solely for convenience and are not intended to modify, explain or to be a full or accurate
description of the content thereof and shall not in any way affect the meaning or interpretation of
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this Agreement.
5.14. Amendments. Only a writing executed by all of the parties hereto or their
respective successors and assigns may amend this Agreement.
5.15. Waiver. The delay or failure of either party at any time to require performance or
compliance by the other of any of its obligations or agreements shall in no way be deemed a waiver
of those rights to require such performance or compliance. No waiver of any provision of this
Agreement shall be effective unless in writing and signed by a duly authorized representative of
the party against whom enforcement of a waiver is sought. The waiver of any right or remedy
with respect to any occurrence or event shall not be deemed a waiver of any right or remedy with
respect to any other occurrence or event, nor shall any waiver constitute a continuing waiver.
5.16. Severability. If any provision of this Agreement is determined by a court of
competent jurisdiction to be invalid or unenforceable for any reason, such determination shall not
affect the validity or enforceability of the remaining terms and provisions hereof or of the N
offending provision in any other circumstance, and the remaining provisions of this Agreement
shall remain in full force and effect. _
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5.17. Counterparts: This Agreement may be executed in one or more counterparts,each o
of which shall be deemed an original. All counterparts shall be construed together and shall
constitute one agreement.
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5.1 S. Corporate Authority.The persons executing this Agreement on behalf of the parties v
hereto warrant that they are duly authorized to execute this Agreement on behalf of said parties and M
that by doing so,the parties hereto are formally bound to the provisions of this Agreement.
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CONSULTANT SERVICES AGREEMENT BETWEEN THE CITY OF SAN
BERNARDINO AND URBAN FUTURES,INC.FOR FINANCE SERVICES STAFFING
IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed by and
through their respective authorized officers, as of the date first above written.
CITY OF SAN BERNARDINO, CONSULTANT
A Municipal Corporation
Allen Parker, City Manager Signature
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Name and Title
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ATTEST:
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Georgeann"Gigi"Hanna, City Clerk
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APPROVED AS TO FORM:
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JAMES F. PENMAN, v
City Attorney N
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City of San Bernardino
Proposal to Provide
Contract Finance Services Staffing
Prepared by:
Urban Futures, Inc.
www.urbanfuturesinc.com
Corporate Office Northern California Office
3111 North Tustin, Suite 230 1470 Maria Lane, Suite 315
Orange, CA 92865 Walnut Creek, CA 94596
Bus: (714) 283-9334 Bus: (925) 478-7450
Fax: (714) 283-5465 Fax: (925) 478-7697
March 25, 2013
City of San Bernardino
Mr. Allen Parker, City Manager
City of San Bernardino
300 North "D" Street
San Bernardino, CA 92418
Subject: Proposal for Contract Finance Services Staffing
Dear Mr. Parker:
At your request, Urban Futures Inc. (UFI) is pleased to submit this proposal to provide contract
finance services staffing and support services. As a full service municipal consulting firm, UFI
possesses the knowledge, staff, and successful track record in providing the specific services
required by the City of San Bernardino (City). Few firms are able to provide the variety of
services offered by UFI, while simultaneously ensuring the highest quality product at the lowest
possible cost to the City.
• This proposal reflects a long term approach to providing a staffing alternative to the
hiring of vacant positions by employing contract professional and technical staffing
services to meet the day-to-day and technical demands of the City's finance
department.
• This proposal reflects a staffing level for the City's Finance Department that would allow
staff to focus on completing day-to-day activities, improving the financial health of the
City by addressing missed opportunities for other revenues and cost reductions and
lower the overall cost of staffing and consulting fees.
• This outline reflects day-to-day financial management and accounting services including
an organizational structure, general professional functions and a proposed fee for
services.
We look forward to the opportunity to continue working with the City of San Bernardino. If you
have any questions, please contact me at (714) 283-9334 or MichaelB @UrbanFutureslnc.com.
Sincerely,
URBAN FUTURES INCORPORATED
kw&e
Michael Busch
President
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Table of Contents
CompanyBackground ........................................................................................................................... 4
CoreServices ........................................................................................................................................ 4
Current Issues in the Finance Department............................................................................................. 5
Proposed Scope of Services.................................................................................................................. 5
OurApproach ........................................................................................................................................ 6
WorkPlans / Responsibilities................................................................................................................. 7
OrganizationStructure........................................................................................................................... 8
FeeSchedule ........................................................................................................................................ 9
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Urban Futures - Company Background
Urban Futures, Inc. (UFI) is a full service consulting firm serving public agencies solely in the State of
California. Founded in 1972, UFI is a closely held California corporation with offices in the cities of
Orange and Walnut Creek, California.
Since our founding, UFI has served over 200 governmental entities in various capacities including,
financial & management advisor, redevelopment consultant and interim staff. We have helped many
California public agencies serve their businesses and residents by working to create sound fiscal
policies and management practices.
Here is what we believe UFI "brings to the table":
• Extensive knowledge of the municipal operations and in depth knowledge of current trends;
• A team of professionals with a combined 150+ years of municipal management experience;
• Analytic sophistication that fosters a multi-disciplinary approach to problem solving regardless of
project size or type; and
• Continuity of service; UFI is small enough so that there is never a break in the client/professional
network, yet large enough to offer a full range of services.
Our greatest strength lies in the fact that our firm can provide a well diversified approached to service
delivery through a comprehensive community, organization and sound management strategy. This
combination enables UFI to develop and implement an innovative and community oriented strategy to
providing management advisory and interim staffing services.
Core Services
UFI offers public clients a wide range of specialized services including finance, investment advisory
services, management consulting and interim staffing services. Our core lines of business include the
following:
Financial Advisory Services Interim Staffing
Investment Advisory Services Management Advisory&Administration
Project Feasibility Studies Organizational Studies
Urban Futures employs 25 individuals including 13 professionals and 12 paraprofessional and support
staff. The firm has two offices, with the main office in the City of Orange and a Northern California
Location in the City of Walnut Creek. The proposed work for this proposal will be conducted out of the
Orange office.
Our staff has served public agencies in many different capacities. We understand that each agency
faces different circumstances and we acknowledge each as an independent organization with unique
goals and objectives. Our services have included providing interim staffing, conducting budget analysis,
recommending revenue diversification strategies, and creating fiscal policies for agencies to adopt.
Our public finance and management advisory divisions are able to draw on the expertise of each other
to produce excellent results. Because of our separate departments, our staff has been called upon to
advise public agencies in many different capacities. We understand that each agency faces different
circumstances and we have worked with agencies in outstanding financial positions, as well as those in
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Severe economic troubles. We believe our proposed staff, which includes a former municipal chief
financial officer, has the best qualifications to serve the City of San Bernardino.
Department Current Issues Within the Finance
• Staffing Issues - Including five current vacancies, one position soon to retire and
overall understaffing based on City work requirements. No cross-training of staff
members. Existing staff does not have the time to complete essential day-to-day
responsibilities.
• Backlog of work including budget, financial statements, audit and other essential accounting
tasks.
• Lack of a technical skill set that has resulted in the City's inability to manage both short and
long range financial issues and resulted in the loss of revenues and increased costs.
• Lack of written policies and procedures which make it difficult to make seamless transitions
with new staff members.
• Additional workload due to bankruptcy demands and requests for documents.
Proposed Scope of Services
Urban Futures Inc. is pleased to submit this proposal to the City of San Bernardino to provide
contract staffing services. We understand that the City is seeking professional expertise in all areas
of the City's operation including finance director, budget officer, fiscal officer, accountant and
accounting technician functions.
As this proposal will demonstrate, Urban Futures has been a recognized leader in providing high
quality finance and administrative consulting/staffing services to public agencies throughout
California. Although we're best known over the years for our creative financial advisory practice,
our multi-disciplinary approach makes Urban Futures a valuable member of any team on any level.
We are committed to initiating, facilitating, and maintaining open, collaborative communication with
all parties. Urban Future's approach is characterized by the following:
• CURIOSITY-Asking the right questions and engaging the right people
• CLARITY- Being proactive in identifying issues, opportunities, and solutions
• CREATIVITY - Being an advocate for comprehensive solutions and being flexible
with alternatives and choices
• CONFIDENCE- Ensuring thorough, frequent, and regular communication
Our team will work hard to meet the needs of the City of San Bernardino and to help achieve all of
the organizational and community goals. We believe this opportunity can provide the City with a
independent analysis of finances and fiscal management of City resources. As an outside
consultant, we have no bias in our analysis and our mission is to provide financial/budget support
to all departments and to function as the internal auditors of the City's day-to-day operations.
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Our • • • .
For each client, UFI customizes the proprietary methodology we have developed for contract
staffing. For the City we propose an approach that comprises four discrete, but interactive phases
as described below.
Learning. We will begin this engagement with a careful learning stage during which we listen and
learn about the needs and priorities of the Mayor & Common Council and take direction from the
City Manager. Our team recognizes that the people responsible for executing internal processes
within the City's various departments are busy, however, they are individuals best positioned to
know what works and what needs improvement. Through personal interviews with key personnel
and a thorough review of both data and written documentation, UFI will develop a clear
understanding of current operations, contemplated changes, and the overall work environment of
the finance department. This learning phase will allow us to fully understand the operating
constraints and impediments to success faced by the City, in addition to technical aspects related
to service levels, use of technology, and other matters that impact the effectiveness and efficiency
of the department.
Diagnosis. As we listen and learn, we focus on the programs and services of each department or
operation. We concentrate on how work within the department is planned, managed and executed.
We also examine and analyze the staffing levels of each program, overhead and support levels,
the availability and use of technology, organizational plans, management and monitoring systems,
and the degree to which performance measures and performance standards exist and are being
utilized.
Opportunity Identification. When the investigation and data gathering activities are complete we
analyze all aspects of financial operations, organizational performance and identify changes that
will reduce costs without compromising service delivery. We will compare current service quality
levels for the City with best practices in the industry to help us identify those areas of the
organization with significant potential for improvement or cost
savings.
Action. UFI has a strong bias for implementation. As learning
practitioners, we have an orientation to achieve results and
our work moves from sound analysis to concise, actionable
recommendations. We will provide the City with a draft
action plan which will serve as a detailed roadmap outlining
how to implement the recommendations that we make to Action Diagnosis
achieve the improvements in financial efficiency and cost
savings that we describe.
Opportunity
Identification
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Given the nature of this engagement, UFI proposes to assemble a project team based on San
Bernardino's unique needs. Michael Busch will provide overall direction and expert guidance for
the engagement. The finance professional we are offering to manage the City's day-to-day
financial operations is David Cain. Once engaged, UFI will begin a through recruitment process for
technically qualified individuals to staff the remaining professional and technical positions. These
positions would include Budget Officer, Fiscal Officer, Contract Administrator, and Accountants.
• Responsibilities
Finance Director
The role of the Finance Director is to establish, direct, plan, supervise and organize the City's
short and long-range financial goals and systems by creating and analyzing budget,
accounting, auditing, cost accounting, cash management, revenue collection, grant accounting,
and related municipal finance functions. In addition, this individual will analyze funding
proposals and assist the City in the negotiation of financial agreements.
Budget Officer
The role of the Budget Officer includes planning, managing, organizing, and personally
performing professional budgeting activities in accordance with the principles and procedures of
public finance, budgeting, and budget control. This is a mid-management position, with full
�r responsibility to perform complex professional level tasks related to budgeting and budget
activities. This position has responsibility for design, maintenance, and oversight of the City's
budgeting systems process and reports.
Fiscal Officer
The role of the Fiscal Officer includes personally performing complex accounting duties,
including financial reporting, grant tracking, pass-through revenues and expenditures, and
accounts receivable billing, cash receipts, and audit functions. Responsible for managing all
fiscal functions of the department, including proper accounting for of all City monies;
establishing standards, policies and procedures to ensure the integrity of departmental fiscal
operations; and for maximum recoverability of revenue and lowest costs for services rendered.
Contract Administrator
The Contract Administrator is responsible for managing contracts, supplier negotiation,
negotiating contract terms and conditions, supplier management and collaboration with internal
City departments. This position is responsible for managing the contract database and all
associated files.
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UFI
Organizational Structure
Director of Finance
Vacant
Fiscal Officer Budget Officer
Reclass:Deputy Director Reclass:Purchasing Manager Contract Administrator
9 5 New Payroll Manager
Vacant Vacant
Accounting Accountant Payroll
Manager Accountant- POIAP Account Clerk- Account Clerk. Tech Payroll Tech
AudiUCAFR/ Budget (Centralize AP) Purchasing Purchasing Vacant
fin.Rpts
Grants lCIP/AR Analyst New
Reimbursements
Accountant-
Bank
Reconciliation Accounts Accounts
Cash Flow Accountant- Payable Tech Payable Tech
Daily Account
Support
Accountant- New
Fixed Assets l —
Cash Receipts
Interest
Allocations
Vacant
Fee Schedule
The following proposed fee structure reflects proposed staffing hours payable on a fixed fee basis which will be
billed monthly to the City.
Contract Contract
Percentage Monthly Annual
Full-Time Cost Cost
Contract Staffing
Finance Director 100% 16,667 200,000
Budget Manager 100% 11,667 140,000
Fiscal Officer 100% 10,416 125,000
Contract Administrator 100% 9,500 114,000
Totals: 48,250 579,000
*Proposed New City Staffing Monthly Annual
Cost Cost
Accountant (PO/AP) 100% 5,867 70,406
Accountant(Daily Support) 100% 5,867 70,406
Totals: 11,734 140,812
Bankruptcy Services
Michael Busch Hourly $245 NA
* Urban Futures recommends the addition of a Contract Administrator and two Accountants.
The above proposal is drafted with the following terms for consideration:
• The initial contract staffing term through June 30, 2014 at $48,250 per month;
bankruptcy services are charged based on an hourly basis.
• The City to fill two vacant positions (accountant and payroll tech) and hire two additional
accountants.
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