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HomeMy WebLinkAboutSENSE MAKERS, LLCINSURANCE ON FILE A-2020-102 WORK MAY PROCEED UVL INSURANCE EXPIRES DariMAY 2 8 )1. PROFESSIONAL SERVICES AGREEMENT sAfD Csca� , TO PROVIDE (C�740 j ! � GRANT PROJECT & FISCAL COORDINATOR SERVICES THIS AGREEMENT, made and entered into this lst day of June, 2020 by and between SenseMakers LLC a California corporation (hereinafter "Consultant'), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California (hereinafter "City"). RECITALS A. On August 13, 2019, the City issued Request for Proposal #19-082 ("RFP") seeking qualified consultants to provide Project and Fiscal Coordinator for Grant Management Services. These services are required as the City, acting through the Santa Ana Police Department in its capacity as a Core City and lead agency for the Anaheim / Santa Ana Urban Area under the Urban Areas Security Initiative ("UASI"), has applied for, received and accepted a grant from the federal Department of Homeland Security, Office of Domestic Preparedness, through the State of California, Office of Emergency Services, to enhance countywide emergency preparedness, hereinafter referred to as "the Grant'. B. Consultant submitted a timely proposal and Consultant represents that it has the necessary skills and experience to provide assistance in developing grant applications, invoicing and processing payment documents in compliance with grant policies, and maintaining guidelines and polices required by grant providers. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: 1. SCOPE OF SERVICES Consultant shall develop and provide grant management services as set forth in Exhibit A, attached hereto and incorporated by this reference. All services required hereunder shall conform in all respects to standards and regulations for funding by the U.S. Department of Homeland Security, and the California Office of Emergency Services. Consultant will be responsible for continued training to remain current on the management and reporting obligations required of the various Homeland Security Grant funds. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services an hourly rate of $63.45, effective June 1, 2020 through May 31, 2021 (" 1st Year"). Consultant shall also be reimbursed for training and travel which requires pre- #39228v3 approval, in writing, by City. The total amount to expended during the 1st Year of this Agreement shall not exceed $138,976. b. City agrees to pay, and Consultant agrees to accept as total payment for its services an hourly rate of $65.48, effective June 1, 2021 through May 31, 2022 ("2°d Year"). Consultant shall also be reimbursed for training and travel which requires pre - approval, in writing, by City. The total amount to expended during the 2°d Year of this Agreement shall not exceed $143,198. C. If the parties exercise the option to extend the term of the Agreement, as detailed in Section 4 below, the City agrees to pay, and Consultant agrees to accept as total payment for its services an hourly rate of $67.50, effective June 1, 2022 through May 31, 2023 (the "Extension"). Consultant shall also be reimbursed for training and travel which requires pre -approval, in writing, by City. The total amount to expended during the Extension shall not exceed $147,400. d. The total amount that may be expended throughout the entire term of this Agreement shall not exceed $429,574;:as detailed in Exhibit B. e. Payment by City shall be made within thirty (30) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. USE AND OWNERSHIP OF DOCUMENTS It is understood by and agreed to between the parties that all written papers or materials prepared pursuant to this Agreement, paid for with Grant funds, or composed utilizing information provided by Santa Ana, shall be the property of Santa Ana and shall be delivered to Santa Ana upon completion of the services hereunder. This Agreement shall commence on June 1, 2020 and terminate on May 31, 2022, unless temrinated earlier pursuant to Section 13, below. The term of this agreement may extended for a single (1) one-year period upon a writing executed by the City Manager and the City Attorney. 5. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent contractor and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social #39228v3 security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Consultant's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and'non-owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Consultant, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: i. Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be famished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference #39228v3 into the Agreement. Consultant shall supply City with a fully executed additional insured endorsement. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Consultant's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. INDEMNIFICATION Consultant agrees to and shall indemnify and hold harmless the City, its officers, agents, employees, and special counsel from liability for personal injury, or just compensation, arising out of claims for personal injury, including death, and claims for property damage, to the extent they arise from the negligent or willful misconduct in the performance of operations or errors or omissions of the Consultant or its contractors, subcontractors, agents, employees, or other persons acting on their behalf which relates to the services described in section I of this Agreement. 8. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 9. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. #39228v3 10. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by telefacsimile or other telegraphic communication in the manner provided in this Section, to the following persons: To City: Clerk of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Telefacsimile (714) 647-6956 With courtesy copies to: Santa Ana Police Department UASI / Homeland Security Division 60 Civic Center Plaza P.O. Box 1981 (M-97) Santa Ana, California 92702 Attn: Roland Andrade Email: randrade2@santa-ana.org Telefacsimile (714) 245-8098 To Consultant: Jim Bailey SenseMakers LLC 2401 East Katella Avenue, Suite 610 Anaheim, California 92806 Office (657) 223-8532 Email: jim@sensemakerslle.com A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by telefacsimile, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 11. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Consultant, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terns of this Agreement and any attachments hereto, the terns of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Consultant. The parties agree that any #39228v3 terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, that terms and conditions hereof, shall not bind or obligate Consultant nor the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which are not embodied herein. 1i T. [ uel� UN-MV1 Inasmuch as this Agreement is intended to secure the specialized services of Consultant, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other consultants retained by City. 13. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In the event that grant funding is not secured, City has the right to terminate the Agreement immediately upon exhaustion of the grant frmds. Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Chief of Police may require Consultant to deliver to the City all work product completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work that fails to meet the standard of performance specified in the Recitals of this Agreement. I C�►[�1►C IlF.Y- t 11/ L�iiTf►/_V Y (17►1 Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, gender identity, gender expression, gender, medical conditions, genetic information, or military and veteran status, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, teaching, training, utilization, promotion, termination or other employment related activities or any services provided under this Agreement. Consultant affrrrns that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 15. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. #39228v3 16. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 17. CONSULTANT CERTIFICATIONS a. Debarment and Suspension — Contractor will comply, and all its contractors will comply, with applicable federal suspension and debarment regulations including, but not limited to, Executive Orders 12549 and 12689, and 2 Code of Federal Regulations (CFR) §200.212 and codified in 2 CFR Part 200. b. Section 504 of the Rehabilitation Act of 1973 (Handicapped) - All recipients of federal funds must comply with Section 504 of the Rehabilitation Act of 1973 (The Act). Therefore, the federal funds recipient pursuant to the requirements of The Act hereby gives assurance that no otherwise qualified handicapped person shall, solely by reason of handicap be excluded from the participation in, be denied the benefits of or be subject to discrimination, including discrimination in employment, in any program or activity that receives or benefits from federal financial assistance. The Contractor agrees it will ensure that requirements of The Act shall be included in the agreements with and be binding on all of its contractors, subcontractors, assignees or successors. C. Americans with Disabilities Act of 1990 - (ADA) Contractor must comply with all requirements of the Americans with Disabilities Act of 1990 (ADA), as applicable. d. Lobbying and Political Activity - None of the funds, materials, property, or services provided directly or indirectly under this agreement shall be used for any partisan political activity, or to firrther the election or defeat of any candidate for public office, or otherwise in violation of the provisions of the "Hatch Act". e. Contractor will comply with all applicable lobbying prohibitions and laws, including those found in United States Code Title 31, § 1352, et seq., and agrees that none of the funds provided under this award may be expended by the Contractor to pay any person to influence, or attempt to influence an officer or employee of any agency, a Member of Congress, an officer or employee of Congress, or an employee of a Member of Congress in connection with any federal action concerning the award or renewal of any federal contract, grant, loan, or cooperative agreement. f. Contractor will comply, and all its contractors will comply, with all requirements of the Byrd Anti -Lobbying Amendment (31 U.S.C. 1352), as applicable. g. Non -Discrimination and Equal Opportunity - Contractor will comply, and all its contractors will comply, with Title UI of the Civil Rights Act of 1964, as amended; Section 504 #39228v3 of the Rehabilitation Act of 1964, as amended; Subtitle A, Title II of the Americans with Disabilities Act (ADA) (1990); Title IX of the Education Amendments of 1972; the Age Discrimination Act of 1975, as amended; Drug Abuse Office and Treatment Act of 1972, as amended; Comprehensive Alcohol Abuse and Alcoholism Prevention, Treatment and Rehabilitation Act of 1970, as amended; Section 523 and 527 of the Public Health Service Act of 1912, as amended; Title VIII of the Civil Rights Act of 1968, as amended; Department of Justice Non -Discrimination Regulations, 28 CFR Part 42, Subparts C, D, E, and G; and Department of Justice regulations on disability discrinunation, 28 CFR Part 35 and 39. In the event a Federal or State court, Federal or State administrative agency, or the Contractor makes a finding of discrimination after a due process hearing on the grounds of race, color, religion, national origin, sex, or disability against a recipient of funds, the Contractor will forward a copy of the findings to CITY which will, in turn, submit the findings to the Office of Civil Rights, Office of Justice Programs, U.S. Department of Justice. h. Contractor will comply, and all its contractors will comply, with all requirements of the Executive Order 11246 of September 24, 1965, entitled "Equal Employment Opportunity," as amended by Executive Order 11375 of October 13, 1967, and as supplemented in Department of Labor regulations (41 CFR chapter 60), as applicable. i. Contractor will comply, and all its contractors will comply, with all requirements of the California Public Contract Code Section 10295.3, as applicable. j. Contractor will comply, and all its contractors will comply, with all requirements of the Copeland "Anti -Kickback" Act (18 U.S.C. 874) as supplemented in Department of Labor regulations (29 CFR Part 3), as applicable. lc. Contractor will comply, and all its contractors will comply, with all requirements of the Davis -Bacon Act (40 U.S.C. 276a to 276a-7) as supplemented by Department of Labor regulations (29 CFR Pail 5), as applicable. 1. Contractor will comply, and all its contractors will comply, with all requirements of Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 3701-3708) as supplemented by Department of Labor regulations (29 CFR Part 5), as applicable. in. Contractor will comply, and all its contractors will comply, with all applicable standards, orders or requirements issued under Section 306 of the Clean Air Act (42 U.S.C. 1857(h)), Section 508 of the Clean Water Act (33 U.S.C. 1.368), Executive Order 11738, and the Enviromnental Protection Agency regulations (40 CFR part 1.5), as applicable. n. Contractor will comply, and all its contractors will comply, with all requirements of the Energy Policy and Conservation Act (Pub. L. 94-163, 89 Star. 871), (53 FR 8078, 8087, Mar. 11, 1988, as amended at 60 FR 19639, 19645, Apr. 19, 1995), as applicable. o. Contractor will comply, and all its contractors will comply, with all requirements of Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act, as applicable. 092280 P. Contractor will comply with the Federal Water Pollution Control Act (33 U.S.C. 1251-1387) as applicable. q. Contractor agrees that the Department of Homeland Security shall have the authority to seek patent rights for any process, product, invention or discovery developed and paid for with funding through this Agreement based on the requirements of 37 CFR§ 401, as applicable. r. Pursuant to 2 CFR section 200.315, Contractor may copyright any work that is subject to copyright and was developed, or for which ownership was acquired, under a Federal award. The Federal awarding agency reserves a royalty -free, nonexclusive and irrevocable right to reproduce, publish, or otherwise use the work for Federal purposes, and to authorize others to do so. The Federal government has the right to: (1) Obtain, reproduce, publish or otherwise use the data produced under a Federal award; and (2) Authorize others to receive, reproduce, publish, or otherwise use such data for Federal purposes. Contractor will provide information pursuant to 2 CFR section 200.315(e) for response to a Freedom of Information Request when applicable. S. Contractor will comply with the provisions of 2 C.F.R. section 200.315 regarding the use of intangible property. t. Contractor will comply with all applicable local, state and federal statutes, codes and regulations regarding the use of state or federal grant funds and property acquired with those grant funds. U. If the product is defective, does not function as represented or advertised, City is entitled to either a full refund of the purchase price or replacement of the product for a new product at the City's election. 18. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. c. The Agreement is the final and complete agreement and any prior or contemporaneous agreements for similar services between the parties is superseded by this Agreement. This clause #39228v3 shall not apply where the Parties are currently engaged and Consultant is providing services not contemplated by this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: PAISYGOMEZ lerk f the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: TAMA O SIAN Assistant City Attorney RECOMMENDED FOR APPROVAL: DAV LENTIN ref of Police CITY OF SANTA ANA, a municipal Corporation of the State of Califomia TINERIDG" City Manager SENSEMAKERS, LLC JAMES BAILEY President and CEO #39228v3 EXHIBIT A JOB DESCRIPTION GRANT PROJECT & FISCAL COORDINATOR Anaheim/ Santa Ana UASI Grant Office � � � � GpnllMipl/CartWllanl ' tone-- Protect Monaist::UM: ._,r Fnancvl&Audt kind - UASIW3 Santa Ana Poi¢e Department Reporting gaieionJ ips/SuporMvon Reports to the VASI Grant COW Wnatd and administ21ar. Works M close COW ml1a110n With Project CoordrnatW; SU"edpiena, Gly Finance, and the Califonna Wilke of Emergency Services. lalson to she UASI Wo ting Group (UAW GI. UASI Steering Committee UAW G Sub{O mnrtlfsu, and Orange County Intelligence Asunment Center (OdAQ Fusion Center. gad, funds" The Grant Project R Fscal Caardlnator plans, orgamies, manages, and diivds actvihea milled to project management and lac rnanaal and Audit Umt. Enwro, successful integration of dl aspects of prygcu, mdudmg laden", fin sishil, legal, and WhIrCut, to ensure that projects assigned stay M budget and he schedule. EMures grant finances are in compliance, submits cash 3dvY1[e5(requpst[ m a llmefy manner, tracks eap r alures Ana budgets, prOCetus suit recipient reimbursement RyYtils, and manages delalled reco ell eepng Reapensibilitles Is I�M�[ dl�di� • Responsible for me management and aver.ghl as all osugned Project MtrV,lles induding but not limited ...._..,............�......, .... ....... rag, v�aunng compnance won on apfArade mlm end regYlatons. managing hutlgets, nrnunng w'twpatitm of all regl0nal puMrc saMrr agemcizs, and rtgular lrgortmg • Pry review 0l project applications, ensuting Avtbon,e l Equipment Wit IMLI d a,lMa,e. • Sulaaorls the cooranaton and implemen[alkn at the contracting process wch Request for propoml(Rrpl development and create., revleW, and proceadng of agreement, • Pastinpalm In grant aphicalwn and Mvessmant luRdlcaUons at regional, state and federal level. • pravdes updates an pdiceft fat ut andjo, program Walsfiinitla"s. • Provdes bireflngs to the UASI Working Group, UASI Steering Commissar, and UAWG Sul, Cgmmufan, and OCAC Fusion Center • Assists swth entry of equipment temi into NseUeck Inventory System. Compile neceaaary documentation far Attuhmenl to each item In system. • Rev," of required distumentaUon submitted by staff and sub -recipients to include Project apphcatwn; EHP. C2IOU approval, (induding huh not limited to We Source, vehicle Approval, Emergency Opeml'aan Center approvals, and A,raafV Watercraft Approval), quarterly reports, and protect budgets. • RevieW a wb-frat rat training rempunemant requests, to outruns, all documentation has been completed, all fequned bask up has Man submdted, an0 expenditures add up wn ecUy Contact suh recipients in order to ask for clarification, Or request missing documeertanon as needed. Enter in all outsak and internal iraimg3 requests Into Eater apt eadsheel lot repo.l'ng, tracking, ale reimbursement purpOse, • Ads asliarSon to OCIACfrvlon Center #392280 Anaheim/ Santa Ana UASI Grant Office • rmvme. pagrammapc and ustai status reports the woolly. Eaardbatw and DC WC Director FIf�'LU➢1.3pd:�YOliivkdBdg�.^IPJII OtP firetrap, Procedures, is Upon reasPt of grant award Information businessmen appropreation adjuumont for attachment to the request for council approeal. In order for new grant account number creation and budget allocatrons per obiact code • Campteto lawson entry of Proems and Activities, in order to Create budget allogbpns by prole[[, dM create Activity numbers that Identify protect and Wlutipn area as as, accounting mechanism • process purchase do ere and attach supporting documentation, such as inverter and readomg dips, provide Accounting information and grant to be charged, create ,emebursement packs. and send to City finance for vendor payment. Process Incoming Invoices tot contract vendors, attach fuppurmeg documentation, for creation of direct payment cautions, create rermtiunemen, racket, and send to Police real for payment is Process sub redpienl reimbursement packet; to check tie lectured mulescral paperwork and completion. process stab fociwent murices, peace reimbursement Wen and send to Police Focal for payment. is Turn in be-mo elbly timnl for grant personnml, aspect oronxne chits, and, lure art* PMea Fiscal for Colonel. Review monthly labor distribution reports, attaching apwoonate ltmemeets, them and use P2h Payroll program to prinrout additional information as requited is Completes budget projections few each open Hpmelard Siscunty Grant. ladudmg approved opinions. and sand cumptetird budgel to Police Fiscal few iwluslon boo f he Pre, Budget for each new fiscal year • Upow dose of giant, campiete reconciliation of City General Ledge, and a grant cash nsi completing necessary, journal yducM!r to babnce diecr rhandes, • Provide analytical support for prop_rt managers, grant manager, and grant adrunnt,,nor as needed GOflfpmW Office of finergeocir Serwas (GOICES) Procedure,. • Ensure Itnandai oamphance with me grant and any financial daecani set forth W oho Califearna Office of Emergency Sensors (previously the Office of Homeland Secunlyl and the Department of Hameana 5ecupty Liaison with local. stare and federal agerecrcs regarding Rnandal matters related to the administration of me Homeland Security Grants. • Parmcipii in grant application and Investment Justifications 3Vegional, hale, and federal leach • Asnst and romdete gran, applications and grant motlifiatinn requests via the California cXhce of Ere argercy Servicn workbook, Confirming momfisapons to the unilateral proffer mains, training and exercise rosters, approved protect applications, and protect descriptions tie reflected In the workbook. • Compaete gram Cash require and ado.., using the workbook, from Competed rainbursament packet;. training packers, equipment ledger, and Cary General Ledger via IAWSON. Request City unions, attach workbook, and send to the Cahfamla Office of Emergency Services far reimbursement. • Once checks Men pnhn encore from me State, add A copy to the [ash request flees, attach pfnxsent City mo,ew, and deferrer to Treasury for deposit is Work men City Accounart to Calculate voterest earned on cash advances, tracking vendwysuprNtplenl Payment- Compared to advance Chad deposit date. Request ched to the FedarN DepNMenl of Neailh and Human Ser,,I for all interest earned on grant advances. • Maintain an updated database of ad financal points of contact and conduct periodic is a financiai monitoring of Homeland Security Grand subreclple t s. • Umfud financial and budgetary onalvda of Gpneral Ledges, ProjM and atiwtty, Report, tabor "ributicn Report, and Reyenue Lodger rapier. • Prepare AM wlnvb be annual wdgress reports (BSIRI into The federal Grant Reporting tool #392280 i Anaheim/ Santa Ana UASI Grant Office UASI Gmet Office YepfroW¢s • Attend Urban Area Somray Imtutee, Wafting Group and Steermg Commutteo maebtsgs as pragrammatc and foanttM paler of contact • Update and revile Urban Areas Seoenly Initiative Sub R ctmeol Guldnhees and Pollan, W vrudl Mew laws, Ivies, and requirements from OHS and CaWE5. as welt at updated Grant Offee procedures for protect managers and suit, fKto4ma • Update any Anaheim I Santa Ana UASI Forms with each Five grant yev, including mmitilcm ml loans, prole apphauons, project modifications, monilo urtl (Cams, Winer Forms, reporting forms, and others • Keep in cornWnt tommumotion with grace Winjoet managors to veture, appropnato feaaral, pate, and local mgmernent, are bsmg met and It" rnem grant deadltnos • Send Out remnMers w4en the Ouutnly protect Status Reports are doe, rovr. for rompktmns. And foraaafd to the appropriate office staff for rewaw • Prondes programmatic aid fiscal status reports Ibi-weekly, monthly. and quarreril to the it" Grant Komelarl", Skills, and Militia, Full underdundmg et Fedeui and C.d(JES Homeland Socurrty Grant G.W,mea and lop undnntandiry of dM Anahean/Sveta Ana UASI Sub+lapient Grant Guidance General knpwledge of governmem ronnacbngfp.Pvr m:m PromrswF Ability to manage project budgets Abtdiry to Poabbtr group meetings. Abalm, to rpsexrb topics unfamtltar to their normar areas of evperose and eaperlMtt (within Homeland sefurlh Grant relevancy) and develop program(peorect plans. tllWNleate of grant financing management reQYlRmenls, and ability to read through the applicable code of federal regulations. OMB omulan, Environmental & fibdaflc Premrvalion reauifeerenB, OIOES Sualegc Goads g OblecUvn, Care OPabillef, Prpcuremmt and Purchasing Polldes, and 6aee1 Policies, for Me Urban Area Security Itutut m IUASI) grans and Homeland Security Giant Program IH;GPI ability to manage prottti budgets. Abnhty to facilitate group meetings Ability to research topics unfamdtar to their normai areas of eapertne and experience (wlm n Homeland security Grant rewancyl and develop Wogram/pmlect plans ARhty to maintain good working relationships with all stakehmem urmAn we UA51. Plate or curvole Allender, other team mernliter, stall and the commurnty based stakeholder. Knowledge end aAaty to mo UIWSGN Financial Management Svnrem Software. PZK Payroll Sy51Pm Snftwam. the Fndemn, Grand Reporting Tool, ail htaxosoll programs wch as Word Excel. Outlook, Pownrtiomt, Arbon". AM the Wiselratk imrmtgry System Knnwkdge Of murucrios, government operations, City finanpal accounting tecrtmoves I procurement. budgetary processes and controls. Advaeced setbal and written canmumcatian skdh. Ability to solve problems. Above average political acu"In -) #392280 #392280 EXHIBIT B SENSEMAKERSLLC PRICING PROPOSAL SENSEMAKERSLLC For Applicant: Jeff Hiltbrand EXHIBIT C (REVISED) BEST AND FINAL OFFER PROPOSERS CERTIRCATION AND PROPOSAL ITEM PRICING Certification - I certify that I have read, understand and agree to the temps and conditions of this Request for Proposals. I have examined the Scope of Services (Extubit A) and am familiar with the scope of vork locations- am fanAiiar with all the existing conditions and limitation that may impact work requests. I understand and agree that I am responsible for reporting any emus, omissions or discrepancies to the City for clarification poor to the submission of my proposal. Proposal Item Price - Pricing shall be based on the scope of services described in Exhibit A Cost proposal shall include all costs grant projectifiscal coordinator position. Pay rate is the proposed hourly rate for the actual ProjecVFiscal Coordinator. Bill rate is the total hourly rate charged by the contractor. PAY BILL TOTAL ESTIMATED LINE DESCRIPTION HOURS F.PT_ RATE (BR& TRAVEL EXTENDED TOTAL PRICE BR HOURS COSTS Grant Project & Fiscal 138,976.00 1 Coordinator Months1- 2,080 4 .50 63A5 2080 $7,000 12 19 Year Grant Project & Fiscal 2 Coordinator Months 2,OB0 43.78 65.48 2080 $7,000 143,198-00 13-24 " Year Grant Project & Fiscal 3 Coordinator Months 2,090 45.09 67.50 2080 $7,000 147,40000 25-36 3- Year TOTAL EXTENDED COST (ADD LINES 1, 2 AND 3): 429,574 Travel costs shall include all expenses incurred such as mileage, par", lodging, meals, and incidental flees etc- Any travel expenses incurred must be tilled perOrange County PerDrem (fates andrtenuzed on tnvace()_ SenseMakers LLC 760-521-5087 LEGAL NAME OF COMPANY PHONE AND FAX NUMBERS 2401 E. Katelia Ave, STE 610, Anaheim, CA 92806 BUSINESS ADDRESS James E. Bailey President and CEO PRINTED NAME OF AUTHORIZED AGENT TITLE �» r el�LV lim@sensemakersllc.com SIGNATURE OF AUTHORIZED ,AGENT DATE E-MAIL ADDRESS 46-3319261 FEDERAL ID NUMB (IF APPLICABLE) CONTRACTOR LICENSE NUMBER (IF APPLICABLE PROPOSALS City of Santa Ana RFP 19-082 ASA UASfi Grant Management Services #39228v3 ACOREI CERTIFICATE OF LIABILITY INSURANCE `� DATE IMM/DONyyy) 1 05/2012020 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder Is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED Provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endomement(s). PRODUCER Cornish Insurance 8816 South Sepulveda Blvd, Ste 108 Los Angeles CA 90045 c°NEACT Blake Cornish PHONE . 310-215-3638 FAX Ne: 310.496-0627 EMAILDDRESS: blake@cornishinsurance.com A INSURERS AFFORDING COVERAGE NAIC N INSURER A: Northfield Insurance Company 27987 INSURED Sensemakers LLC 2401 East Katella Ave Ste 610 Anaheim CA 92806 INSURERS: Truck Insurance Exchange 21709 INSURER C: INSURER D: INSURERE: INSURER F : 'ER TIFICATE NI THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT. TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. ILTH TYPE OF INSURANCE A DL SURF POLICY NUMBER POLICY EFF POLICY EXP MM - Y LIMITS COMMERCIALGENERALUABILRYL/J WS402211 1112812019 1112,812026 EACHOCCURRENCE $ 1,000,000 CLAIMS © OCCUR -MADE PREMISES Ed gccunence $ 50,000 $ 5,000 COL. Per Occurance MED EXP(An one person) Professional -Claims Made PERSONAL& ADV INJURY 51,000,000 A AGGREGATE LIMIT APPLES PER: PECTRO- ElLOC GENERALAGGREGATE $ 2,000,000 GENL PRODUCTS-COMPIDPAGG $ 1,000,000 POLICY J $ OTHER: AUTOM081LE LIABILITY COMBINED SINGLELIMrr Ea acr n $ ANYAUT O OSODILYINJURY(Perpersa,) $ OWNED SCHEDULED BODILY INJURY(Per acdd.t) $ AUTOS ONLY AUTOS HIRED NON-0WNED AUTOS ONLV AUTOS ONLY PROPERTY DAMAGE Per attidenl $ $ UMBRELLALMB OCCUR EACHOCCURRENCE $ AGGREGATE $ EXCESS LABCLAIMS_MADE OED I I RETENTION$ $ WORKERS COMPENSATION PER OTH- ATUTE GE B ANDEMPLOYERS'LIABILIttYIN E.LEACHACCIDENT $ 1,000,000 NIA A09599357 05169/2020 051091Z021 OF CERIMEM EREXCLU EO'XXECUTIVE (Mandateryln NH) Ifyyes, tlescdbe uM E.L DISEASE - EA EMPLOYEE $ 1,000,000 E.L. DISEASE -POLICY UMn $1,000,000 OESCRIPTION OF OPERATIONS bel. 0 Ll DESCRIPTION OF OPERATIONS I LOCATION$ I VEHICLES (ACORD 101, Atldlllonal Remarks Schedule, may be eU.cbed N more space is required) THE CITY OF Santa Ana, IT'S OFFICERS,EMPLOYEES,AGENTS, AND REPRESENTATIVE ARE NAMED AS ADDITIONAL INSURED IN REGARDS TO GENERAL LIABILITY PER ATTACHED CG2015 1188 ADDITIONAL INSURED FORM. Cancellation: Certificate of Insurance shall provide thirty (30) day prior written notice of cancellation CITY OF SANTA ANA REVIEWED &APPROVED Risk Management Division SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE R1� Risk MANAGEMENT DIVISION THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN 20 CIVIC CENTER PLAZA 4th FltidK ACCORDANCE WITH THE POLICY PROVISIONS. SANTA ANA, CA 92701 y �ry o9 Blake Cornish 1 L AUTHORIZED REPRESENTATIVE I 0512012020 01988.2015ACORDCORP171RATION eu .L.Hae ...�.......a ACORD 25 (2016103) The ACORD name and logo are registered marks of ACORD POLICY NUMBER: WS402211 COMMERCIAL GENERAL LIABILITY CG 20 26 07 04 THIS ENDORSEMENT CHANGES THE POLICY. PLEASE READ IT CAREFULLY. ADDITIONAL INSURED - DESIGNATED PERSON OR ORGANIZATION This endorsement modifies Insurance provided under the following: COMMERCIAL GENERAL LIABILITY COVERAGE PART SCHEDULE I Name Of Additional Insured Person(s) Or Organization(s) City of Santa Ana Risk Management Division 20 Civic Center Plaza 4th Floor Santa Ana, CA 92701 Information required to complete this Schedule, if not shown above, will be shown in the Declarations. Section 11 - Who Is An Insured is amended to include as an additional insured the person(s) or organization(s) shown in the Schedule, but only with respect to liability for "bodily injury," "property damage" or "personal and advertising injury" caused, in whole or in part, by your acts or omissions or the acts or omissions of those acting on your behalf: A. In the performance of your ongoing operations; or B. In connection with your premises owned by or rented to you. RgE RIIEWM D & APPRANAqEmENTpOV oD yll ork CG 20 26 07 04 Copyright, ISO Properties, Inc., 2004 Page 1 of 1 May 27, 2020 Sgt. Roland Andrade Santa Ana Police Department Homeland Security Division/UASI Coordinator 60 Civic Center Plaza Santa Ana, CA 92701 RE:Anaheim/Santa Ana UASI Agreement, Grant Management Services Sgt. Andrade, In response to SenseMakers LLC (SenseMakers) providing an automobile liability policy for the above referenced contract, SenseMakers does -not own any automobiles, Should SenseMakers acquire any vehicles for the duration of this contract, SenseMakers will: (1) purchase any owned or all owned automobile insurance; (2) shall be primary, and any insurance carried by the City of Santa Ana shall be excess and noncontributory. Sincerely, J James E. Bailey President and CEO E 2401 E. Katella Avenue, Suite 610, Anaheim, CA 92806 1657.223.8532 1 w .sensemakersllccom SenseMakers Making Sense of your World